12/21/2005
DANNY L. KOLHAGE
CLERK OF THE CIRCUIT COURT
DATE:
December 23, 2005
TO:
Sheila Barker, Director
Community Services Division
ATTN:
FROM:
Jerry Eskew, Director
Transportation Division
Pamela G. Hanr~
Deputy Clerk CY
At the December 21, 2005, Board of County Commissioner's meeting the Board granted
approval of an application for Federal Assistance between Monroe County, the applicant, and the
Federal Transit Administration for Financial Assistance to purchase two transportation buses and
approval for the Mayor to sign the Grant Application, other Application Documents, and adopted
the Resolution No. 491-2005.
Enclosed is a duplicate original of the above-mentioned for your handling. Should you
have any questions please feel free to contact our office.
cc: County Attorney
Finance
File.!
Checklist for Application Completeness (2006)
Name of Applicant: Monroe County Board of County Commissioners
Check one: First-time Applicant Previous Applicant X
The following must be included in the Section 5310 grant application in the following order:
X This checklist
X Applicant's cover letter and 2 copies of the governing board's Resolution
X Application for Federal Assistance (Form 424, Code 20.523)
X Operating and Administrative Expense and Revenue Form
X Current Vehicle and Transportation Equipment Inventory Form
X Capital Request Form
X Exhibit A: Current System Description
X Exhibit A-1: Fact Sheet
X Exhibit B: Proposed Project Description
X Exhibit C: Public Hearing Notice and Publisher's Affidavit (for public agencies only.)
X Exhibit D: Coordination
N/A Exhibit E: N/A
X Exhibit F: Federal Certification and Assurances
N/A Exhibit G: Certification of Equivalent Service (if grant is for non-accessible vehicles)
X Exhibit H: Applicant Certification and Assurance to FDOT.
X 6 Copies of the Audit Report or the latest Internal Revenue Services Return
Date application was submitted to Local Clearinghouse: December 21. 2005
Additional documents required for first-time applicant (if a private-non profit agency)
N/A Copy of Certificate of Incorporation
Resolution 491-2005
A Resolution of the Monroe County Board of County Commissioners
authorizing the signing and submission of a grant application and
supporting documents and assurances to the Florida Department of
Transportation, and the acceptance of a grant award from the Department.
Whereas, Monroe County Board of County Commissioners has
the authority to apply for and accept grant awards made by the Florida
Department of Transportation as authorized by Chapter 341, Florida
Statutes and/or by the Federal Transit Administration Act of 1964, as
amended;
NOW, THEREFORE, BE IT RESOLVED BY THE MONROE
COUNTY BOARD OF COUNTY COMMISSIONERS, MONROE COUNTY,
FLORIDA:
1. This resolution applies to Federal Program(s) under U.S.C.
Section(s) 5310.
2. The submission of a grant application(s), supporting documents,
and assurances to the Florida Department of Transportation is
approved.
3. Charles S. McCoy, Mayor is authorized to sign the application
and accept a grant award, unless specifically rescinded.
Dw.. Y PASSED AND ADOPTED THIS DECEMBER 21, 2005..
~ B~~Op! CONSENT. ~
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~ ~ ...j~~ Charles S. Mc oy, Mayor
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(305) 294-4641
r'~---
BOARD OF COUNTY
COMMISSIONERS
Mayor CharlesuSonnyR
McCoy, District 3
Mayor Pro Tem Murray E. Nelson,
District 5
George Neugent, District 2
Dixie M. Spehar, District 1
David P. Rice, District 4
Community Services Division
Social Services Department
Transportation Program
1100 Simonton Street, Room 1-188
Key West, R. 33040
Phone: (305) 292-4425
Fax: (305) 292-4411
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State of Florida Department of Transportation
Grant Application
Monroe County Board of County Commissioners submits this Application for the Section 5310
Program Grant and agrees to comply with all assurances and exhibits attached hereto and by this
reference made a part thereof, as itemized in the Checklist for Application Completeness.
Monroe County Board of County Commissioners further agrees, to the extent provided by law in
accordance with Sections 129.07 and 768,82, Florida Statutes, to indemnifY, defend and hold
harmless the Department and all of its officers, agents and employees from any claim, loss,
damage, cost, charge, or expense arising out of the non-compliance by the Agency, its officers,
agents or employees, with any of the assurances stated in this Application.
This Application is submitted on this 21st day of December, 2005, with two (2) original
resolyti9llS-_0f certified copies of the original resolution authorizing Mayor Charles S. McCoy to
s~(~ion.
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d of County Commissioners
By:
Charles S. McC y, Mayor
Date: 12/21/05
Privacy Statement: This letter and any files accompanying it are intended only for the person or entity to
which it is addressed and may contain confidential materials and/or material protected by law. Any
retransmission or use of this information may be a violation of that law. If you received this in error, please
contact the sender and destroy the material.
APPLICATION FOR
Version 7/03
FEDERAL ASSISTANCE 2. DATE SUBMITTED Applicant Identifier
12/21/05 5310 FY2006
1. TYPE OF SUBMISSION: 3. DATE RECEIVED BY STATE State Application Identifier
Application Pre-application
o Construction o Construction 4. DATE RECEIVED BY FEDERAL AGENCY Federal Identifier
IZI Non-Construction o Non-Construction
6. APPLICANT INFORMATION
Legal Name: Organizational Unit:
Monroe County Board of County Commissioners Department:
Social Services Department (Monroe County Transit)
Orrnizational DUNS: Division:
Nl Community Services Division
Address: Name and telephone number of person to be contacted on matters
Street: involving this application (give area code)
PrefIX : First Name:
1100 Simonton Street Room 1-188 Mr. Jerry
City: Middle Name
Key West L
County: Last Name
Monroe Eskew
State: Zil> Code Suffix :
Florida 33040
Country: Email:
United States eskew-jerry@monroecounty-f1.gov
6. EMPLOYER IDENTIFICATION NUMBER (EIN): Phone Number (give area code) I Fax Number (give area code)
~~-~@][QJ[][]~~ 305 292-4425 305 292-4411
8. TYPE OF APPLICATION: 7. TYPE OF APPLICANT: (See back of form for Application Types)
V New rn Continuation rr Revision B, County
If Revision, enter appropriate letter(s) in box(es)
See back of form for description of letters,) D :J Pthe r (specify)
other (specify) 9. NAME OF FEDERAL AGENCY:
Federal Transit Administration
10. CATALOG OF FEDERAL DOMESTIC ASSISTANCE NUMBER: 11. DESCRIPTIVE TITLE OF APPLICANT'S PROJECT:
[]@]-~[IJ~ Body-on-Chassis Paralransit Buses
TITLE (Name of ProQram):
Federal Transit Administration Section 5310 Program
12. AREAS AFFECTED BY PROJECT (Cities, Counties, StBtes, etc,):
Monroe County
13. PROPOSED PROJECT 14. CONGRESSIONAL DISTRICTS OF:
Start Date: I Ending Date: a, Applicant ~ Project
July 2006 June 2007 20th Congressional District Congressional District
16. ESTIMATED FUNDING: 16. IS APPLICATION SUBJECT TO REVIEW BY STATE EXECUTIVE
ORDER 12372 PROCESS?
a, Federal ~ ,'" [] THIS PREAPPLlCATION/APPLlCATION WAS MADE
121,600 a, Yes, AVAILABLE TO THE STATE EXECUTIVE ORDER 12372
b, Applicant $ "" PROCESS FOR REVlEWON
15,200
c, State $ .'" DATE:
15,200
d, Local $ ."" b. No, I7J PROGRAM IS NOT COVERED BY E, O. 12372
e, other .'" 0 OR PROGRAM HAS NOT BEEN SELECTED BY STATE
FOR REVIEW
f. Program Income ,"" 17. IS THE APPLICANT DELINQUENT ON ANY FEDERAL DEBT?
g, TOTAL !$ .'" o Yes If "Yes. attach an explanation, III No
152,000 18. TO THE BEST OF MY KNOWLEDGE AND BELIEF, ALL DATA IN THIS APPLICATIONIPREAPPLlCATION ARE TRUE AND CORRECT. THE
DOCUMENT HAS BEEN DULY AUTHORIZED BY THE GOVERNING BODY OF THE APPLICANT AND THE APPLICANT WILL COMPLY WITH THE
ATTACHED ASSURANCES IF THE ASSISTANCE IS AWARDED.
a, Authorized Renresentativ..
f:(,eflX First Name M.iddle Name
r. "...... ...". Char1es S,
.'_.1'" lSufflX
~" .
II ' " ;:f-i-;-') f<"~,l";" I J IC, Telephone Number (give area code)
305 292-3430
Ii"- ~ of.A" entative ~, Date Signed
flf (" \ 'V....:.:. .. 'If. 12/21/05
ll:;:: . ., , / :idr)'~$able , Standard Form 424 (Rev.9-2003)
\\~"~_,~Local ReDroductio~ Prescribed by OMS Circular A-102
EY
OPERATING AND ADMINISTRATIVE EXPENSE AND REVENUE (2006)
Name of Applicant Monroe County Board of County Commissioners (MC Transit)
Fiscal Period from 10/01/2004 to 09/30/2005
TRANSPORTATION-RELATED OPERATING and ADMINISTRATIVE EXPENSES
EXPENSE CATEGORY EXPENSE $
Labor (501) $466,262.48
Fringe and Benefits (502) 231,447.57
Services (503)
Materials and Supplies (504) 49,810.63
Vehicle Maintenance ( 504,01) 143,121.00
Utilities (505) 3,437.90
Insurance (506) 22,307.00
Licenses and Taxes (507)
Purchased Transit Service (508)
Miscellaneous (509) 46,152.95
Leases and Rentals (512)
Depreciation (513) 123,832.29
TOTAL EXPENSE $1,086,371.82
TRANSPORTA TION -RELATED OPERATING and ADMINISTRATIVE REVENUES
OPERA TING REVENUE REVENUE $
Passenger Fares for Transit Service (401) $ 30,090.91
Special Transit Fares (402)
Other (403-407) (identify by appropriate code)
TOTAL OPERATING REVENUE $ 30,090.91
OTHER REVENUE SOURCES
Taxes Levied Directly by the Transit System
Local Cash Grants and Reimbursements $1,001,700.91
(409)
Local Special Fare Assistance (410)
State Cash Grants and Reimbursements 54,580.00
(411) ARCA
State Special Fare Assistance (410)
Federal Cash Grants & Reimbursements (413)
Interest Income (414)
Contributed Services (430)
Contributed Cash (431)
Subsidy from Other Sectors of Operations (440)
TOTAL OF OTHER REVENUE $1,056,280.91
GRAND TOTAL OF OTHER REVENUES $1,086,371.82
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CAPITAL REQUEST FORM (2006)
Monroe County Transit (DOC C)
VEHICLE REQUEST
GMIS code RorE Number Description (b) (c) Estimated
(1bis column (a) Requested Cost
for FOOT use
ONLy)
11. R 2 Type D Body-on-Chassis Transit Bus 23-31 ft $152,000
--
diesel WC lift 4-20 ambulatory seating in
combination with 6 wheelchairs
11. --
II. --
II. --
11. --
Subtotal $152,000
EQUIPMENT REQUEST (C)
11. --
II. --
II. --
II. --
Subtotal $
(a) Replacement (R) or Expansion (E).
(b) Provide a brief description including the length and type vehicle, type of
fuel, lift or ramp, number of seats and wheelchair positions. Do not show
the Make. For example, 22' diesel bus with lift, 12 ambo Seats, 2 w/c
positions.
(c) Show mobile radios, computer hardware/software, etc. under "Equipment
Request".
VEHICLE SUBTOTAL $152,000 + EQUIPMENT SUBTOTAL$ (X).
(X) x 80 % = $121,600 [Show this amount on Form 424 in block 15 (a)]
EXHIBIT A (2006)
CURRENT SYSTEM DESCRIPTION
Monroe County Transit (BOCC)
Overview & Routes
Monroe County Transit provides paratransit service to the elderly, disabled and
transportation disadvantaged citizens of Monroe County. The operation services
three geographical route areas, the Lower Keys (Key West) from mile marker 0
to 40, the Middle Keys (Marathon Key) from mile marker 47 to 72 and the Upper
Keys (Plantation Key and Key Largo) from mile marker 73 to 112.
Fleet Size & Placement
The entire fleet of fifteen (15) paratransit buses is wheelchair equipped and ADA
Compliant. Five buses are located at each of the three base operations, 1100
Simonton Street, Key West, 490 63rd Street, City of Marathon and 88800
Overseas Highway, Plantation Key.
Hours of Operation
Monroe County Transit operates five (5) days per week Monday through Friday
from 7 a.m. to 6 p.m. excluding Monroe County Observed Holidays.
Staffing
Monroe County Transit staff consists of a Transportation Administrator,
Administrative Assistant, Special Needs Coordinator, Transportation Specialist,
Three (3) Dispatcher, Reservation, Schedulers, nine (9) CDL Class B Licensed
Transportation Drivers and nine (9) CDL Class B or D Licensed On-Call
Substitute Transportation Drivers.
Rider Composition
71 % Elderly 60 years and older includes handicapped
29% Transportation Disadvantaged 59 years and younger includes handicapped
Within those two categories 16% are Wheelchair Clients
Vehicle Maintenance
Monroe County Transit utilizes the County's three fully staffed maintenance
facilities (Key West, City of Marathon & Plantation Key) with an industry
recognized preventative maintenance program in place.
Single Audit Act
Attached is Monroe County's latest completed Single Audit.
EXHIBIT A-1 -- FACT SHEET (2006)
Monroe County Transit (BOCC)
CURRENTLY IF GRANT IS AWARDED
(Estimates are acceptable)
1. Number of one-way trips provided 36,404 43,000
to elderly and persons with disabilities
(E & D) PER YEAR
2. Number of individual E & D served 1,107 1,400
( unduplicated) PER YEAR
3. Percentage of E & D needing 15.9% 17.0%
wheelchair positions AVERAGE
4. Number of vehicles used to 9 9
provide service AVERAGE
5. Number of ambulatory seats AVG 168 192 to 204 depends on
exact configuration chosen
6. Number of wheelchair positions 49 54 to 57 depends on exact
AVERAGE configuration chosen
7. Vehicle miles traveled PER YEAR 241,052 250,000
8. Average vehicle miles PER DAY 976 1,012
9. Normal number of days in 5 5
operation PER WEEK
10. Normal hours of vehicle 7 a.m. until 6 p.m. 7 a.m. until 6 p.m.
operation PER DAY
11. Trip lenQth AVERAGE 5.76 6.00
EXHIBIT B (2006)
PROPOSED PROJECT DESCRIPTION
Monroe County Transit (BOCC)
The awarded funds will be used to replace two aging body-on-chassis buses, unit 1927
(VIN# 1 FDWE30F6WHC13963), a 1998 Ford/Aerolite bus with 8 ambulatory & 2
wheelchair passenger capacity and 2833 (VIN#1FDWE30F8WCH13964), a 1998
Ford/Aerolite with 8 ambulatory /2 wheelchair passenger capacity. The two body-on-
chassis diesel bus replacement vehicles will be configured to increase the capacity of
the fleet to handle both ambulatory and wheelchair clients with more dependable
transportation, while reducing the excessively high repair and maintenance and service
equipment downtime that is associated with high age and high mileage vehicles.
Additionally, the transit program will be able to reduce the fleet size as the average age
of the fleet reflects newer vehicles. This reduction of the older, more costly to operate
backup vehicles from the transit fleet will result in reduced maintenance expense, better
fuel economy and less bus downtime than the department had been experiencing in the
past.
As always, the new buses will be placed on Monroe County's preventive maintenance
plan along with utilizing the new vehicle warranties.
Client outreach especially in the Middle Keys will be the focus for this fiscal year
especially targeting the elderly and the handicap. Elderly organization meetings will be
attended on a regular basis in an attempt to introduce and re-acquaint the aging
population with our services.
Special Needs Clients target the elderly and handicapped to make sure they are not
forgotten as threatening storms approach the Florida Keys. The transportation of those
individuals is assured by maintaining a well-equipped current transit fleet.
Paratransit service is now being provided from Monroe County to the Miami area
medical facilities on a limited basis.
EXHIBIT C (2006)
PUBLIC NOTICE
Monroe County Transit (BOCC)
All interested parties within Monroe County are hereby advised that
Monroe County Board of County Commissioners is applying to the
Florida Department of Transportation for a capital grant under Section
5310 of the Federal Transit Act of 1991, as amended, for the
purchase of a Type D Transit bus (Body-on-Chassis) to be used for
the provision of public transit services within Monroe County, Florida.
A Public Hearing has been scheduled at 9:00 a.m. on 12/21/2005,
Marathon Government Center 2798 Overseas Highway, Marathon,
Florida, for the purpose of advising all interested parties of service
being contemplated if a grant is awarded, and to ensure that
contemplated services would not represent a duplication of current or
proposed services provided by existing transit or paratransit
operators in the area.
This hearing will be conducted if and only if a written request for the
hearing is received by 12/16/2005.
Requests for a hearing must be addressed to Monroe County Board
of County Commissioners, 1100 Simonton Street Key West, FI.
33040 and a copy sent to FDOT District 6, 1000 NW 111th Avenue,
Room 6114 Miami, Fl., 33172.
E)fU, ..r D
Effective:
01/01/05 to 12/31/05
STATE OF FLORIDA
COMMISSION FOR THE TRANSPORTATION DISADVANTAGED
STANDARD COORDINATION/OPERATOR CONTRACT
THIS CONTRACT is entered into between the COMMUNITY TRANSPORTATION COORDINATOR!
THE GUIDANCE CLINIC OF THE MIDDLE KEYS, designated pursuant to Chapter 427, F.S., to
serve the transportation disadvantaged for the community that includes the entire area of MONROE
County, and hereinafter referred to as the "Coordinator" and MONROE COUNTY BOARD OF
COUNTY COMMISSIONERS, hereinafter referred to as the "Agency/Operator". The terms and
conditions of this Contract are effective January 1, 2005, and will continue through
December 31,2005.
WHEREAS, the Coordinator is required, under Rule 41-2.011, F.AC., when cost effective and
efficient, to enter into contract with a transportation Agency/Operator to provide transportation
services; and
WHEREAS, transportation disadvantaged funds includes any local government, state or federal
funds that are for the transportation of transportation disadvantaged; and
WHEREAS, the Coordinator desires to contract with the Agency/Operator for the provision of
transportation services for the transportation disadvantaged; and
WHEREAS, the Coordinator believes it to be in the public interest to provide such transportation
services through the Agency/Operator for the residents of the service area who are clients of the
Agency/Operator; and
WHEREAS, the Agency/Operator will provide the Coordinator the opportunity to develop a proposal
for any new transportation services needed; and
WHEREAS, the Agency/Operator, in an effort to coordinate available resources, will make available
transportation services to the Coordinator.
WHEREAS, this Contract allows for the provisions of transportation services be provided by the
Agency/Operator, in accordance with Chapter 427, F.S., Rule 41-2, F.AC., and the most current
Community Transportation Coordinator policies.
NOW, THEREFORE, in consideration of the mutual covenants, promises and representations herein,
the parties agree as follows:
THE AGENCY/OPERATOR SHALL:
A Provide services and vehicles according to the conditions specified in Attachment I.
B. Coordinate available resources and make available transportation services to the Coordinator.
Such services shall be provided in accordance with Attachment I. This contract currently
. .
" f
excludes the coordination of Medicaid trips. A separate Medicaid transportation contract will
be negotiated.
C. Every three (3) months, submit to the Coordinator a Quarterly Year to Date Operating Report
(from the Annual Operating Report) detailing demographic, operational and financial data
regarding coordination activities in the designated service area. The reported data will include
information regarding all transportation provided by the Agency/Operator (including but not
limited to CTC, Medicaid...) The report shall be prepared on forms provided by the
Commission for the Transportation Disadvantaged, hereinafter Commission, and according to
the instructions for the forms.
D. Comply with audit and record keeping requirements by:
1. Utilizing the Commission recognized Chart of Accounts defined in the Transportation
Accountino Consortium Model Uniform Accountino System for Rural and Specialized
Transportation Providers (uniform accounting system) for all transportation
disadvantaged accounting and reporting purposes. Agencies/Operators with existing
and equivalent accounting systems are not required to adopt the Chart of Accounts in
lieu of their existing Chart of Accounts but shall prepare all reports, invoices, and fiscal
documents relating to the transportation disadvantaged functions and activities using
the chart of accounts and accounting definitions as outlined in the above referenced
manual.
2. Maintaining and filing with the Coordinator such progress, fiscal, inventory and other
reports as the Coordinator may require during the period of this contract.
3. By reserving to the Coordinator, the right to conduct finance and compliance audits at
any time. Such audits conducted by the Coordinator will be at the expense of the
Coordinator.
E. Retain all financial records, supporting documents, statistical records, and any other
documents pertinent to this Agreement for a period of five (5) years after termination of this
Agreement. If an audit has been initiated and audit findings have not been resolved at the end
of the five- (5) years, the records shall be retained until resolution of the audit findings. The
Agency/Operator shall assure that these records shall be subject to inspection, review, or audit
at all reasonable times by persons duly authorized by the Coordinator or Commission or this
Agreement. The Commission and the Coordinator shall have full access to and the right to
examine any of the records and documents during the retention period.
F. Comply with Safety Requirements by:
1. Complying with Section 341.061, F.S., and Rule 14-90, F.A.C., concerning System
Safety or complying with Chapter 234.051, F.S., regarding school bus safety
requirements for those services provided through a school board;
2. Assuring compliance with local, state, and federal laws, and Commission policies
relating to drug testing, and;
3. Complying with Coordinator's System Safety Program Plan (SSPP) for designated
service area.
G. Comply with Commission insurance requirements by maintaining at least minimum liability
insurance coverage in the amount of $100,000 for anyone person and $200,000 per
occurrence at all times during the existence of this Contract. In the event of any cancellation or
changes in the limits of liability in the insurance policy, the insurance agent or broker shall
notify the Coordinator. The Agency/Operator shall furnish the Coordinator written verification
of the existence of such insurance coverage prior to the execution of this Contract or proof of a
self-insurance program operated by the Agency/Operator. School board vehicle insurance
coverage shall be in accordance with Section 234.03, F.S. and 234.211, F.S.
H. Safeguard information by not using or disclosing any information concerning a user of services
under this Agreement for any purpose not in conformity with the local, state and federal
regulations, including but not limited to 45 CFR, Part 205.50, except upon order of a court of
competent jurisdiction, written consent of the recipient, or his/her responsible parent or
guardian when authorized by law.
I. Protect Civil Rights by:
1 . Complying with Title VI of the Civil Rights Act of 1964 and Section 504 of the
Rehabilitation Act of 1973, as amended. The Agency/Operator gives this assurance in
consideration of and for the purpose of obtaining federal grants, loans, contracts
(except contracts of insurance or guaranty), property, discounts, or other federal
financial assistance to programs or activities receiving or benefiting from federal
financial assistance and agreeing to complete a Civil Rights Compliance Questionnaire
if so required by the Coordinator. Agency/Operator shall also assure compliance with:
a. Title VI of the Civil Rights Act of 1964, as amended, 42 U.S.C. 2000d et seq.,
which prohibits discrimination on the basis of race, color, or national origin in
programs and activities receiving or benefiting from federal financial assistance.
b. Section 504 of the Rehabilitation Act of 1973, as amended, 29 U.S.C. 794, which
prohibits discrimination on the basis of disability in programs and activities
receiving or benefiting from federal financial assistance.
c. Title IX of the Education Amendments of 1972, as amended, 20 U.S.C. 1681 et
seq., which prohibits discrimination on the basis of sex in education programs
and activities receiving or benefiting from federal financial assistance.
d. The Age Discrimination Act of 1975, as amended, 42 U.S.C. 6101 et seq., which
prohibits discrimination on the basis of age in programs or activities receiving or
benefiting from federal financial assistance.
e. The Omnibus Budget Reconciliation Act of 1981, P.L. 97-35, which prohibits
discrimination on the basis of sex and religion in programs and activities
receiving or benefiting from federal financial assistance.
f. All regulations, guidelines, and standards lawfully adopted under the above
statutes.
g. The Americans with Disabilities Act of 1990, as it may be amended from time to
time.
2. Agreeing that compliance with this assurance constitutes a condition of continued
receipt of or benefit from federal financial assistance, and that it is binding upon the
Agency/Operator, its successors, subcontractors, transferees, and assignees for the
period during which such assistance is provided. Assuring that operators,
subcontractors, subgrantees, or others with whom the Coordinator arranges to provide
services or benefits to participants or employees in connection with any of its programs
and activities are not discriminating against those participants or employees in violation
of the above statutes, regulations, guidelines, and standards. In the event of failure to
comply, the Agency/Operator agrees that the Coordinator may, at its discretion, seek a
court order requiring compliance with the terms of this assurance or seek other
appropriate judicial or administrative relief, to include assistance being terminated and
further assistance being denied.
J. The Agency/Operator agrees to indemnify and hold the Coordinator harmless for all claims,
cost (including legal fees), and expenses associated with the services provided under this
contract arising out of the negligent acts of the Agency/Operator.
K Comply with all standards and performance requirements of the:
1. The Commission for the Transportation Disadvantaged [ Attachment II J;
2. The local Coordinating Board approved Transportation Disadvantaged Service Plan
and;
3. Any entities that purchase service.
Failure to meet the requirements or obligations set forth in this Contract, and performance
requirements established and monitored by the Coordinating Board in the approved
Transportation Disadvantaged Service Plan shall be due cause for non-payment of
reimbursement invoices until such deficiencies have been addressed or corrected to the
satisfaction of the Coordinator.
L. Provide Corrective Action. A corrective action notice is a written notice to the Agency/Operator
that the Agency/Operator is in breach of certain provisions of this Contract and that correction
is required. Any corrective action notice will specify a reasonable time for corrective action to
be completed. The Agency/Operator agrees to implement the Corrective Action specified in
the notice and provide written documentation to substantiate the implementation of the
Corrective Action.
M. All contracts, subcontracts, coordination contracts will be reviewed annually by the Coordinator
and local Coordinating Board for conformance with the requirements of this Contract.
N. Return to the Coordinator any overpayments due to unearned funds or funds disallowed
pursuant to the terms of this Contract that were disbursed to the Agency/Operator by the
Coordinator. The Agency/Operator shall return any overpayment within thirty (30) calendar
days after either discovery by the Agency/Operator, or notification of the Agency/Operator by
the Coordinator or entity purchasing transportation, whichever is earlier. In the event that the
Coordinator first discovers an overpayment has been made, the Coordinator will notify the
Agency/Operator by letter of such a finding. Should repayment not be made in a timely
manner, the Coordinator or purchasing entity will charge interest after thirty (30) calendar days
after the date of notification or discovery, or the Coordinator will deduct said amount from
future invoices.
O. In performing this Contract, the Agency/Operator shall not discriminate against any employee
or applicant for employment because of race, age, disability, creed, color, sex or national
origin. Such action shall include, but not be limited to, the following: employment upgrading,
demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay
or other forms of compensation; and selection for training, including apprenticeship. The
Agency/Operator shall insert the foregoing provision modified only to show the particular
contractual relationship in all its contracts in connection with the development of operation of
the Contract, except contracts for the standard commercial supplies or raw materials, and
shall require all such contractors to insert a similar provision in subcontracts relating to the
performance of this Contract, except subcontracts for standard commercial supplies or raw
materials. The Agency/Operator shall post, in conspicuous places available to employees
and applicants for employment for Project work, notices setting forth the provisions of the
nondiscrimination clause.
P. By execution of this Contract, the Agency/Operator represents that it has not paid and, also,
agrees not to pay, any bonus or commission for the purpose of obtaining an approval of its
application for the financing hereunder. Funds disbursed to the Agency/Operator under this
Contract shall not be expended for the purpose of lobbying the Legislature, the judicial branch,
or a state agency.
THE COORDINATOR SHALL:
A. Recognize the Agency/Operator as described in Chapter 427, F.S., and Rule 41-2, F.A.C.
B. Insure that entities with transportation disadvantaged funds will purchase Transportation
Disadvantaged services through the coordinated system.
C. At a minimum, annually monitor the Agency/Operator for insurance, safety and reporting
requirements, pursuant to Chapter 427, F.S., and Rule 41-2, F.A.C. The information
contained in the Annual Operating Report must be collected, at a minimum, quarterly from the
Agency/Operator.
THE OPERATOR AND COORDINATOR FURTHER AGREE:
A. Nothing in the Contract shall require the Coordinator to observe or enforce compliance with
any provision thereof, perform any other act or do any other thing in contravention of any
applicable state law. If any provision of the Contract is found by a court of law to violate any
applicable state law, the purchasing entity will at once notify the Coordinator in writing in order
that appropriate changes and modification may be made by the Coordinator and the
Agency/Operator to the end that the Agency/Operator may proceed as soon as possible with
the provision of transportation services.
B. If any part or provision of this Contract is held invalid; the remainder of this Contract shall be
binding on the parties hereto.
C. Termination Conditions:
1. Termination at WiII- This Contract may be terminated by either party upon no less than
thirty (30) days notice, without cause. Said notice shall be delivered by certified mail,
return receipt required, or in person with proof of delivery.
2. Termination due to Lack of Designation - In the event that the Coordinator so
designated by the local Coordinating Board and approved by the Commission, loses its
designation, this contract is terminated immediately upon notification to the
Agency/Operator. Notice shall be delivered by certified mail, return receipt requested,
or in person, with proof of delivery. Notice shall be effective upon receipt.
3. Termination due to Disapproval of Memorandum of Agreement - In the event that the
Commission does not accept and approve any contracted transportation rates listed
within the Memorandum of Agreement, this Contract is terminated immediately upon
notification to the Agency/Operator. Notice shall be delivered by certified mail, return
receipt requested, or in person, with proof of delivery. Notice shall be effective upon
receipt.
4. Termination due to Lack of Funds - In the event funds to finance this contract become
unavailable, the Coordinator may terminate the contract with no less than twenty-four
(24) hours written notice to the Agency/Operator. Notice shall be delivered by certified
mail, return receipt requested, or in person, with proof of delivery. Notice shall be
effective upon receipt. The Coordinator shall be the final authority as to the availability
of funds.
5. Termination for Breach - Unless the Agency/Operator's breach is waived by the
Coordinator in writing, the Coordinator may, by written notice to the Agency/Operator,
terminate this Contract upon no less than twenty-four (24) hours notice. Notice shall be
delivered by certified mail, return receipt requested, or in person with proof of delivery.
Waiver by the Coordinator of breach of any provision of this Contract shall not be
deemed to be a waiver of any other breach and shall not be construed to be a
modification of the terms of this Contract, and shall not act as a waiver or estoppel to
enforcement of any provision of this Contract. The provisions herein do not limit the
Coordinator's right to remedies at law or to damages.
6. Upon receipt of a notice of termination of this Contract for any reason, the
Agency/Operator shall cease service and prepare all final reports and documents
required by the terms of this Contract. A final invoice shall be sent to the Coordinator
within thirty (30) days after the termination of this Contract.
7. The Coordinator shall pay all bills within 7 days to the Agency/Operator after receipt of
said payment by the CTD. Nonpayment to the Agency/Operator shall be a breach for
which Agency/Operator may give 24-hour notice of termination of the contract.
D. Renegotiations or Modifications of this Contract shall only be valid when they have been
reduced to writing, duly approved by the Coordinator, and signed by both parties hereto.
E. Agency/Operator shall assign no portion of this Contract without the prior written consent of
the Coordinator.
F. This Contract is the entire agreement between the parties.
G. Attachments I and II are an integral part of the Contract and are hereby incorporated by
reference into this Contract. All subsequent attachments are of an optional nature.
H. Notice and Contact:
The name and address of the contract manager for the Coordinator for this Contract is:
Maureen Grynewicz
Guidance Clinic of the Middle Keys
3000 41 st Street, Ocean
Marathon, FL 33050
The representative/position of the Agency/Operator responsible for administration of the
program under this contract is:
Administrator, Transportation
Monroe County Transportation
1100 Simonton Street
Key West, Florida 33040
In the event that different representatives are designated by either party after execution of this
Contract, notice of the name and address of the new representative will be rendered in writing
to the other party and said notification attached to originals of this Contract.
This contract and its attachments contain all the terms and conditions agreed upon by the parties
hereto.
WITNESS WHEREOF, the parties hereto have caused these presents to be executed.
AGENCY/OPERA TOR:
COMMUNITY TRANSPORTATION
COORDINATOR
Monroe County Board of County
Commissioners
[ Agency/Operator Name]
Guidance Clinic of the Middle Keys
[ Coordinator Name] , ,
I ',- i ;, (i' 1 t
Typed/Printed Name of AuthorIZed
Individual
Maureen Grynewicz
Typed/Printed Name of Authotized
Individual
Title
, \ ,1
i',. ,
,
!
Transportation Director
Title
J.J~/;h/(
Date '
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ture
Signature
ATTACHMENT I
AGENCY/OPERATOR CONTRACT
SERVICE DESCRIPTION
1. The Agency/Operator will be able to provide: (type of service)
Ambulatory and wheelchair service, paratransit
2. The Agency/Operator will be available to provide transportation (schedule)
Monday thru Friday, 7:00 am to 6:00 pm
3. Days Agency/Operator will not be able to provide services:
Service will not be provided on Saturday and Sunday or County holidays
4. Vehicles AgencylOperator will use to transport all passengers(f1eet Iist- if list does not fit
in this section, please attach a separate sheet - please also include number of seats and w/c
capacity)
5. Vehicle/Equipment Standards
Air Conditioning, first aid kit, fire extinguisher, warning triangles, 2 way radios
6. Driver Requirements
License type depended on FL DOT requirements, 3 year clean driving record, CPR & First Aid,
HIV training, Physicals, Defensive Driving, Drug Screening (see FAG 41-90 and requirements
illustrated throughout contract)
7. Training
Current CPR and First Aid certification, HIV/AIDS, Defensive Driving, Pre-employment and
biennial driver physicals, ADA training (see FAG 41-90 and requirements illustrated throughout
contract)
8. Reporting Requirements
Quarterly Operating Reports, Annual Review (conducted by CTC)
9. Agency/Operator fare structure
$5.70 per one way trip, plus $0.31 per mile in excess of 10 miles per one way trip.
Monroe County Transportation will pay a $0.20 administrative fee per one way trip to the CTC.
Trips will be reimbursed on a priority of need basis. The priority structure will be as follows:
1 at Priority - Medical (Medical reasons include trips to treatment, the doctor,
dentist, chiropractor, the hospital and to purchase prescriptions.)
2nd Priority - School/Day Care
3rd Priority - Other (Other includes transport for the purpose of conducting personal
business. - i.e. shopping, going to the bank...)
10. Billingllnvoicing and Reimbursement procedure for Agency/Operator
Monthly invoices
ATTACHMENT II
The Commission for the Transportation Disadvantaged
Standards and Performance Requirements
Pursuant to Rule 41-2.006, Florida Administrative Code, the Community Transportation Coordinator
and any Transportation Operator/Agency from whom service is purchased or arranged by the
Community Transportation Coordinator shall adhere to Commission approved standards. These
standards shall include:
(a) Drug and alcohol testing for safety sensitive job positions within the coordinated system
regarding pre-employment, randomization, post-accident, and reasonable suspicion as
required by the Federal Highway Administration and the Federal Transit Administration;
(b) An escort of a passenger and dependent children are to be transported as locally negotiated
and identified in the local Transportation Disadvantaged Service Plan;
(c) Child restraint devices shall be determined locally as to their use, responsibility, and cost of
such device in the local Transportation Disadvantaged Service Plan;
(d) Passenger property that can be carried by the passenger and/or driver in one trip and can be
safely be stowed on the vehicle, shall be allowed to be transported with the passenger at no
additional charge. Additional requirements may be negotiated for carrying and loading rider
property beyond this amount. Passenger property does not include wheelchairs, child seats,
stretchers, secured oxygen, personal assistive devices, or intravenous devices;
(e) Vehicle transfer points shall provide shelter, security and safety of passengers;
(f) A local toll free phone number for complaints or grievances shall be posted inside the vehicle.
The local complaint process shall be outlined as a section in the local Transportation
Disadvantaged Service Plan including, advising the dissatisfied person about the
Commission's Ombudsman Program as a step within the process as approved by the Local
Coordinating Board;
(g) Out of service area trips shall be provided when determined locally and approved by the local
Coordinating Board, except in instances where local ordinances prohibit such trips;
(h) Interior of all vehicles shall be free from dirt, grime, oil, trash, torn upholstery, damaged or
broken seats, protruding metal or other objects or materials which could soil items placed in
the vehicle or provide discomfort for the passenger;
(i) Billing requirements of the Community Transportation Coordinator to subcontractors shall be
determined locally by the local Coordinating Board and provided in the local Transportation
Disadvantaged Service Plan. All bills shall be paid within 15 calendar days to subcontractors,
after receipt of said payment by the Community Transportation Coordinator, except in
instances where the Community Transportation Coordinator is a non-governmental entity;
U) Passenger/trip database must be maintained or accessible by the Community Transportation
Coordinator on each rider being transported within the system;
(k) Adequate seating for paratransit services shall be provided to each rider and escort, child, or
personal care attendant, and no more passengers than the registered passenger seating
capacity shall be scheduled or transported in a vehicle at any time. For transit services
provided by transit vehicles, adequate seating or standing space will be provided to each rider
and escort, child, or personal care attendant, and no more passengers than the registered
passenger seating or standing capacity shall be scheduled or transported in a vehicle at any
time;
(I) Drivers for paratransit services, including coordination contractors, shall be required to
announce and identify themselves by name and company in a manner that is conducive to
communications with the specific passenger, upon pickup of each rider, group of riders, or
representative, guardian, or associate of the rider, except in situations where the driver
regularly transports the rider on a recurring basis. Each driver must have photo identification
that is in view of the passenger. Name patches, inscriptions or badges that affix to driver
clothing are acceptable. For transit services, the driver photo identification shall be in a
conspicuous location in the vehicle;
(m) The paratransit driver shall provide the passenger with boarding assistance, if necessary or
requested, to the seating portion of the vehicle. The boarding assistance shall include
opening the vehicle door, fastening the seat belt or utilization of wheel chair securement
devices, storage of mobility assistive devices, and closing the vehicle door. In certain
paratransit service categories, the driver may also be required to open and close doors to
buildings, except in situations in which assistance in opening/closing building doors would not
be safe for passengers remaining on the vehicle. Assisted access must be in a dignified
manner. Drivers may not assist wheelchair up or down more than one step, unless it can be
performed safely as determined by the passenger, guardian, and driver;
(n) All vehicles ordered or put into service after adoption of this section of the Rule, and providing
service within the coordinated system, shall be equipped with two-way communications in
good working order and be audible to the driver at all times to the base. All vehicles that are
not equipped with two-way communications shall have two years to be in compliance after the
adoption date of this section of the Rule;
(0) All vehicles ordered or put into service after the adoption of this section of the Rule, and
providing service within the coordinated system, shall have working air conditioners and
heaters in each vehicle. Vehicles that do not have a working air conditioner or heater will be
scheduled for repair or replacement as soon as possible. All vehicles that are not equipped
with an air conditioner shall have two years to be in compliance after the adoption date of this
section of the Rule;
(p) First Aid shall be determined locally and provided in the local Transportation Disadvantaged
Service Plan; and
(q) Cardiopulmonary Resuscitation shall be determined locally and provided in the local
Transportation Disadvantaged Service Plan.
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EXHIBIT F (1) 2006
FEDERAL FISCAL YEAR 2005 CERTIFICA nONS AND ASSURANCES FOR
FEDERAL TRANSIT ADMINISTRATION ASSISTANCE PROGRAMS
(Signature page alternative to providing Certifications and Assurances in TEAM-Web)
Name of Applicant: Monroe County Board of County Commissioners
The Applicant agrees to comply with applicable requirements of Categories 01- 16. _X_
(The Applicant may make this selection in lieu of individual selections below.)
OR
The Applicant agrees to comply with the applicable requirements of the following
Categories it has selected:
Category Description
01. Required of Each Applicant
02, Lobbying
03. Private Mass Transportation Companies
04. Public Hearing
05. Acquisition of Rolling Stock
06, Bus Testing
07, Charter Service Agreement
08. School Transportation Agreement
09. Demand Responsive Service
10. Alcohol Misuse and Prohibited Drug Use
11, Interest and Other Financing Costs
12. Intelligent Transportation Systems
13. Urbanized Area, JARC, and Clean Fuels Programs
14, Elderly and Persons with Disabilities Program
15, Nonurbanized Area Formula Program
16. State Infrastructure Bank Program
EXHIBIT F (2) 2006
FEDERAL FISCAL YEAR 2006 FTA CERTIFICATIONS AND ASSURANCES SIGNATURE PAGE
(Required of all Applicants for FI'A assistance and all FI'A Grantees with an active capital or formula project)
AFFIRMATION OF APPLICANT
Name of Applicant: Monroe County Board of County Commissioners
Name and Relationship of Authorized Representative: Charles S. McCoy, Mayor
BY SIGNING BELOW, on behalf of the Applicant, I declare that the Applicant has duly authorized me to make
these certifications and assurances and bind the Applicant's compliance. Thus, the Applicant agrees to comply with
all Federal statutes, regulations, executive orders, and Federal requirements applicable to each application it makes
to the Federal Transit Administration (Ff A) in Federal Fiscal Year 2005.
Ff A intends that the certifications and assurances the Applicant selects on the other side of this document, as
representative of the certifications and assurances in Appendix A, should apply, as required, to each project for
which the Applicant seeks now, or may later, seek Ff A assistance during Federal Fiscal Year 2005,
The Applicant affirms the truthfulness and accuracy of the certifications and assurances it has made in the
statements submitted herein with this document and any other submission made to Ff A, and acknowledges that the
provisions of the Program Fraud Civil Remedies Act of 1986,31 U.S.C. 3801 et seq., as implemented by U.S. DOT
regulations, "Program Fraud Civil Remedies," 49 CFR part 31 apply to any certification, assurance or submission
made to Ff A. The criminal fraud provisions of 18 U.S.C. 1001 apply to any certification, assurance, or submission
made in connection with a Federal Transit program authorized in Chapter 53 or any other statute
Signature
e under penalties of perjury that the foregoing certifi~ and assurances, and
behalf of the Applicant are true and co~'f~,:'u,:":::.:.::,;",
~.,.... " ."'-.-,- ,
<<):n~~'1~1I05
, \\{.S .....: ",'
F;~.~t:~~~< ...~ /J
AFFIRMATION OF APPLICANT'S ATI '~,i>:;f*J'U~
L'~~,_.~_~~~~:~;;)~ _ <'. ~
In signing this document, I dec
any other statements made by
Name Charles S. McCoy, Mayor
Authorized Representative of Applicant
For (Name of Applicant): Monroe County Board of County Commissioners
As the undersigned Attorney for the above named Applicant, I hereby affirm to the Applicant that it has authority
under state and local law to make and comply with the certifications and assurances as indicated on the foregoing
pages. I further affirm that, in my opinion, the certifications and assurances have been legally made and constitute
legal and binding obligations on the Applicant.
I further affirm to the Applicant that, to the best of my knowledge, there is no legislation or litigation pending or
imminent that might adversely affect the validity of these certifications and assurances, or of the performance of the
p~ -~
Signature .
Nmne~e ./luff:::
Attorney for Applicant
Date: 12/21/2005
Each Applicant for IT A fmancial assistance (except 49 U.S,C, 5312(b) assistance) and each ITA Grantee with an active capital or formula
project must provide an Affirmation of Applicant's Attorney pertaining to the Applicant's legal capacity, The Applicant may enter its signature
in lieu of the Attorney's signature, provided the Applicant has on ftle this Affirmation, signed by the attorney and dated this Federal fiscal year.
EXHIBIT H (2006)
APPLICANT CERTIFICATION AND ASSURANCE TO FOOT
Monroe County Transit (BOCC)
The Monroe County Board of County Commissioners certifies and assures to the
Florida Department of Transportation in regard to its Application for Assistance
under U.S.C. Section 5310 dated December 21,2005:
1) It shall adhere to all Certifications and Assurances made to the federal
government in its Application.
2) It shall comply with Section 341.051 Florida Statutes and Chapter 14-73
Florida Administrative Code.
3) It has the fiscal and managerial capability and legal authority to file the
application.
4) Local matching funds will be available to purchase vehicles/equipment at
the time an order is placed.
5) It will carry adequate insurance to maintain, repair, or replace project
vehicles/equipment in the event of loss or damage due to an accident or
casualty.
6) It will maintain project vehicles/equipment in good working order for the
useful life of the vehicles/equipment.
7) It will return project vehicles/equipment to the Department if, for any
reason, they are no longer needed or used for the purpose intended.
8) It recognizes the Department's authority to remove vehicles/equipment
from its premises, at no cost to the Department, if the Department
determines the vehicles/equipment are not used for the purpose intended,
improperly maintained, uninsured, or operated unsafely.
9) It will not enter into any lease of project vehicles/equipment or contract for
transportation services with any third party without prior written approval of
the Department.
10)lt will notify the Department within 24 hours of any accident or casualty
involving project vehicles/equipment, and submit related reports as
required by the Department.
11) It will submit an annual financial audit report to th
by the Department.
Date: December 21, 2005 Signature:
,;;;~~)W?~~~:":
jI~.;,.. '\ \\ "'.",~.",' ~
.~f.~.. ~ \..J *- ,,~-
uc~: . \ V')< .. L. C&.IAK
W~'" ...~ ,.~~~~\~~'~<\! .. ' ,
(.~!i&~?, ' " ~CU!IlK
, ~~:;;:"'c,
CHERRY
BEKAERT&.
HOLLAND
Independent Auditors' Report on Internal Control Over Financial Reporting and on
Compliance and Other Matters Based on an Audit of Financial Statements
Performed in Accordance with Government Auditing Standards
To the Honorable Mayor and Board
of County Commissioners of
Monroe County, Florida:
I
We have audited the financial statements of the governmental activities, the business-type
activities, each major fund and the aggregate remaining fund infonnation of Monroe County,
Florida (the "County") as of and for the year ended September 30, 2004, and have issued our
report thereon dated March 18, 2005. We did not audit the financial statements of the Monroe
County Housing Finance Authority, the County's discretely presented component unit. Those
financial statements were audited by other auditors whose report thereon has been furnished to
us, and our opinion, insofar as it relates to the amounts included for the Monroe County Housing
Finance Authority, is based solely on the report of other auditors. We conducted our audit in
accordance with auditing standards generally accepted in the United States of America and the
standards applicable to financial audits contained in Government Auditing Standards, issued by
the Comptroller General of the United States.
Internal Control over Financial Reporting
In planning and performing our audit, we considered the County's internal control over financial
reporting in order to determine our auditing procedures for the purpose of expressing our
opinions on the financial statements and not to provide an opinion on the internal control over
financial reporting. Our consideration of the internal control over financial reporting would not
necessarily disclose all matters in the internal control over financial reporting that might be
material weaknesses. A material weakness is a reportable condition in which the design or
operation of one or more of the internal control components does not reduce to a relatively low
level the risk that misstatements caused by error or fraud in amounts that would be material in
relation to the financial statements being audited may occur and not be detected within a timely
period by employees in the normal course of performing their assigned functions. We noted no
matters involving the internal control over financial reporting and its operation that we consider
to be material weaknesses. We noted other matters involving internal control over financial
reporting that we have reported to management of the County in a separate management letter
dated March 18, 2005.
J-1
Compliance and Other Matters
As part of obtaining assurance about whether the County's financial statements are free of
material misstatement, we performed tests of its compliance with certain provisions of laws,
regulations, contracts, and grant agreements, noncompliance with which could have a direct
and material effect on the determination of financial statement amounts. However, providing an
opinion on compliance with those provisions was not an objective of our audit, and accordingly,
we do not express such an opinion. The results of our tests disclosed no instances of
noncompliance or other matters that are required to be reported under Government Auditing
Standards.
This report is intended solely for the information and use of management, the County Mayor,
and Board of County Commissioners of Monroe County, Florida, and applicable state and
federal agencies, and is not intended to be and should not be used by anyone other than these
specified parties.
~, ~ i H,/2e,~
L. 1-. ~
West Palm Beach, Florida
March 18,2005
-
J-2
CHERRY
BEKAERT&.
HOLLAND
Independent Auditors' Report on Compliance and Internal Control
over Compliance Applicable to each Major Federal Awards
Program and State Financial Assistance Projects
To the Honorable Mayor and Board
of County Commissioners of Monroe County, Florida:
Compliance
1
We have audited the compliance of Monroe County, Florida (the "County") with the
types of compliance requirements described in the U.S. Office of Management and
Budget (OMB) Circular A-133 Compliance Supplement, and the requirements described
in the Executive Office of the Governor's State Projects Compliance Supplement, that
are applicable to each of its major federal awards programs and state financial
assistance projects for the year ended September 30, 2004. The County's major federal
awards programs and state financial assistance projects are identified in the summary
of auditors' results section of the accompanying Schedule of Findings and Questioned
Costs. Compliance with the requirements of laws, regulations, contracts, and grants
applicable to each of its major federal awards programs and state financial assistance
projects is the responsibility of the County's management. Our responsibility is to
express an opinion on the County's compliance based on our audit.
We conducted our audit in accordance with auditing standards generally accepted in the
United States of America; the standards applicable to financial audits contained in
Government Auditing Standards, issued by the Comptroller General of the United
States; OMB Circular A-133, Audits of States, Local Governments, and Non-Profit
Organizations; and Chapter 10.550, Rules of the Auditor General. Those standards,
OMS Circular A-133, and Chapter 10.550, Rules of the Auditor General, require that we
plan and perform the audit to obtain reasonable assurance about whether non-
compliance with the types of compliance requirements referred to above that could have
a direct and material effect on a major federal awards program or state financial
assistance project occurred. An audit includes examining, on a test basis, evidence
about the County's compliance with those requirements and performing such other
procedures as we considered necessary in the circumstances. We believe that our
audit provides a reasonable basis for our opinion. Our audit does not provide a legal
determination of the County's compliance with those requirements.
J-3
In our opinion, the County complied, in all material respects, with the requirements
referred to above that are applicable to each of its major federal awards programs and
state financial assistance projects for the year ended September 30, 2004.
Internal Control over Compliance
The management of the County is responsible for establishing and maintaining effective
internal control over compliance with requirements of laws, regulations, contracts, and
grants applicable to federal awards programs and state financial assistance projects. In
planning and performing our audit, we considered the County's internal control over
compliance with requirements that could have a direct and material effect on a major
federal awards program or state financial assistance project to determine our auditing
procedures for the purpose of expressing our opinion on compliance and to test and
report on internal control over compliance in accordance with OMB Circular A-133 and
Chapter 10.550, Rules of the Auditor General.
Our consideration of the internal control over compliance would not necessarily disclose
all matters in the internal control that might be material weaknesses. A material
weakness is a reportable condition in which the design or operation of one or more of
the internal control components does not reduce to a relatively low level the risk that .
non-compliance with applicable requirements of laws, regulations, contracts, and grants ..
caused by error or fraud that would be material in relation to a major federal awards
program or state financial assistance project being audited may occur and not be
detected within a timely period by employees in the normal course of performing their
assigned functions. We noted no matters involving the internal control over compliance
and its operation that we consider to be material weaknesses.
This report is intended solely for the information and use of management, the County
Mayor and the Board of County Commissioners of Monroe County, Florida, and
applicable state and federal agencies, and is not intended to be and should not be used
by anyone other than these specified parties.
~. ~ i ~&-"I L-.L.~
West Palm Beach, Florida
March 18, 2005
J-4
THIS PAGE INTENTIONALLY LEFT BLANK
I
MONROE COUNTY, FLORIDA
SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS
AND STATE FINANCIAL ASSISTANCE
FOR THE YEAR ENDED SEPTEMBER 30, 2004
Federal/State Agency,
Pass-through Entity
Federal Proaram/State Proiect
Department of Agriculture:
Passed through State Department of Elder Affairs and Alliance for Aging:
USDA 2004
Department of Commerce:
Direct Program:
Coastal Impact Asst. Program
Passed through Florida Department Of Environmental Protection:
Coastal Impact Asst. Program Grant
Total Federal Agency
Department of Health and Human Services:
Passed through State Department of Elder Affairs and Alliance for Aging:
Title IIIB Support Services - 2003
Title IIIB Support Services - 2004
Total Program
Title IIIC-1 Congregate Meals - 2003
Title IIIC-2 Home Delivered Meals 2003
Title IIIC-1 Congregate Meals - 2004
Title IIIC-2 Home Delivered Meals 2004
Total Program
Title III-E In-Home Services - 2003
Title III-E In-Home Services - 2004
Total Program
Passed through Florida Department of Revenue:
Child Support Enforcement Title IV-D
Passed through State Department of Community Affairs:
Low Income Home Energy Assistance Prog 2003
Low Income Home Energy Assistance prog 2004
Total Program
Total Federal Agency
Department of Housing and Urban Development
Passed through State Department of Community Affairs:
Community Development Block Grant
The accompanying notes are an integral part of this schedule.
J-5
CFDA
Number
10.570
11.419
11.419
-
93.044
93.044
93.045
93.045
93.045
93.045
93.052
93.052
93.563
93.568
93.568
14.228
Contract Grant Number
Expenditures
US451
27,665
NA170Z2123 98,232
GOO07 80,058
178,290
r
AA329 4,052
AA429 80,274
84,326
AA329 13,632
AA329 2,500
AA429 108,247
AA429 118,044
242,423
AA329 15,076
AA429 29,397
44,473
CC344 113,332
03EA-3R-11-54-01-018 20,320
04EA-4P-11-54-01-019 41,895
62,215
546,769
03DB-1A-11-54-01-H32
34,689
(Continued)
J-6
MONROE COUNTY, FLORIDA
SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS
AND STATE FINANCIAL ASSISTANCE
FOR THE YEAR ENDED SEPTEMBER 30, 2004
Federal/State Agency,
Pass-through Entity
Federal Proaram/State Proiect
Department of Justice:
Direct Program:
Bureau of Justice Assistance:
Local Law Enforcement Block Grant
Local Law Enforcement Block Grant
Total Program
Passed through Office of the Attorney General:
Federal Asset Sharing Forfeiture Program
Victims of Crime Acts
Total Program
Passed through Florida Department of Law Enforcement:
Byrne Formula Grant Program- Intoxilizer 8000-Phase 1 - 2004
Byrne Formula Grant Program- Sunrise House - 2004
Byrne Formula Grant Program- Street Smart Gang Prevention - 2004
Byrne Formula Grant Program- Residential Drug and Alcohol Treatment - 2004
Byrne Formula Grant Program- Monroe Youth Challenge Program - 2004
Byrne Formula Grant Program- Peacock - 2004
Total Program
Residential Substance Abuse Treatment for State Prisoners - 2003
Residential Substance Abuse Treatment for State Prisoners - 2004
Total Program
Total Federal Agency
Executive Office of the President:
Direct Program:
High Intensity Drug Trafficking Areas
High Intensity Drug Trafficking Areas
High Intensity Drug Trafficking Areas
High Intensity Drug Trafficking Areas
High Intensity Drug Trafficking Areas
High Intensity Drug Trafficking Areas
High Intensity Drug Trafficking Areas
High Intensity Drug Trafficking Areas
High Intensity Drug Trafficking Areas
High Intensity Drug Trafficking Areas
High Intensity Drug Trafficking Areas
The accompanying notes are an integral part of this schedule.
J-7
CFDA
Number
16.592
16.592
16.000
16.575
16.579
16.579
16.579
16.579
16.579
16.579
-
16.593
16.593
07.13PMIP586
07.13PPRP578
07.13PMIP598
07.13PMIP999
07.14PMIP586
07.14PMIP999
07.14PMIP598
07.14PPRP578
07.14PMIP5980
07.14PMIP800Z
07.19PPRP578
Contract Grant Number
Expenditures
2001-LB-BX-1575 39,078
2002-LB-BX-0240 88,050
127,128
2,225
V3036 235,997
238,222
1 04-CJ-2H-11-54-0 1-250 19,050
04-CJ-J3-11-54-0 1-0 17 50,689
04-CJ-J3-11-54-01-016 34,032
04-CJ-J3-11-54-0 1-0 18 16,421
04-CJ-J3-11-54-0 1-0 19 56,077
04-CJ-J3-11-54-0 1-020 29,788
206,057
03-CJ-2J-11-54-0 1-006 77,879
04-CJ-7 J-11-54-0 1-006 51,415
129,294
700,701
13PMIP586
13PPRP578
13PMIP598
13PMIP999
14PMIP586
14PMIP999
14PMIP598
14PPRP578
14PMIP5980
14PMIP800Z
19PPRP578
4,095,911
3,031,365
1,630,340
158,862
5,013,743
350
448,146
3,158,523
5,576
1,000
184,965
(Continued)
J-8
MONROE COUNTY, FLORIDA
SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS
AND STATE FINANCIAL ASSISTANCE
FOR THE YEAR ENDED SEPTEMBER 30, 2004
Federal/State Agency,
Pass-through Entity
Federal Proaram/State Proiect
Executive Office of the President Continued:
High Intensity Drug Trafficking Areas
High Intensity Drug Trafficking Areas
High Intensity Drug Trafficking Areas
High Intensity Drug Trafficking Areas
High Intensity Drug Trafficking Areas
High Intensity Drug Trafficking Areas
High Intensity Drug Trafficking Areas
High Intensity Drug Trafficking Areas
High Intensity Drug Trafficking Areas
High Intensity Drug Trafficking Areas
High Intensity Drug Trafficking Areas
High Intensity Drug Trafficking Areas
High Intensity Drug Trafficking Areas
High Intensity Drug Trafficking Areas
High Intensity Drug Trafficking Areas
High Intensity Drug Trafficking Areas
High Intensity Drug Trafficking Areas
High Intensity Drug Trafficking Areas
High Intensity Drug Trafficking Areas
High Intensity Drug Trafficking Areas
High Intensity Drug Trafficking Areas
Total Federal Agency
Department of Transportation:
Direct Program:
Federal Aviation Administration:
Key West AIP-3715
Key West AIP-3717
Key West AIP-3718
Key West AIP-3720
Key West AIP-3721
Key West AIP-3722
Key West AIP-3723
Key West AIP-3724
Key West AIP-3725
The accompanying notes are an integral part of this schedule.
J-9
CFDA
Number
07.19PMIP598
07.IOPMIP5109
07.IOPPRP578
07.IOPMIP5980
07.11 PMIP5108
07.11 PMIP5109
07.11 PPRP578
07.11 PMIP5980
07.11 PMIP586
07.12MIP5108
07.12PMIP5109
07.12PPRP578
07 .12PMI P598
07 .12PMI P5981
07.12PMIP582
07.12PMIP585
07.12PMIP586
07.12PMIP590
07.12MOP5980
07.12PMIP5116
07.12PMIP5117
I
20.1 06
20.106
20.106
20.106
20.106
20.106
20.106
20.106
20.106
Contract Grant Number
I
19PMIP598
IOPMIP5109
IOPPRP578
IOPMIP5980
11PMIP5108
11PMIP5109
11 PPRP578
11 PMIP5980
11PMIP586
12MIP5108
12PMIP5109
12PPRP578
12PMIP598
12PMIP5981
12PMIP582
12PMIP585
12PMIP586
12PMIP590
12MOP5980
12PMIP5116
12PMIP5117
3-12-0037-1501
3-12-0037-1702
3-12-0037-1802
3-12-0037-020-2003
3-12-0037-021-2003
3-12-0037 -022-2003
3-12-0037-023-2004
3-12-0037-024-2004
3-12-0037 -025-2004
J-10
Expenditures
13
36,489
-1,333
103,935
6,209
152,054
66,253
766,040
18,602
120
285,986
382,243
287,440
3,790,447
160,580
25,799
98,147
5,010
323,917
5,530
1,551
24,243,813
108,136
3,821
429,360
519,082
1,701,698
401,617
6,888
165,238
12,569
(Continued)
MONROE COUNTY, FLORIDA
SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS
AND STATE FINANCIAL ASSISTANCE
FOR THE YEAR ENDED SEPTEMBER 30, 2004
Federal/State Agency,
Pass-through Entity
Federal Proaram/State Proiect
Department of Transportation Continued:
Key West AIP-3726
Marathon AIP-4416
Marathon AIP-4418
Marathon AIP-4419
Marathon AIP-4420
Total Program
Transportation Safety Administration
Total Federal Agency
Federal Emergency Management Agency:
Passed through State Department of Community Affairs:
Hurricane Georges - FEMA-DR-1249-FL
EMA State and Local Assistance FY 03
EMA State and Local Assistance FY 04
Total Program
Continuity of Operations Plan
EMA Response Team FY 03
Total Federal Agency
Department of Homeland Security:
Passed through State Department of Community Affairs:
Tropical Storm Bonnie and Hurricane Charley - FEMA-DR-1539-FL
Tropical Storm Bonnie and Hurricane Charley - FEMA-DR-1539-FL
Hurricane Frances - FEMA-DR-1545-FL
Hurricane Ivan - FEMA-DR-1551-FL
Hurricane Ivan - FEMA-DR-1551-FL
Total Federal Agency
National Endowment for the Humanities:
General Preservation Assessment
United States Treasury Department:
Passed through Office of the Attorney General:
Federal Asset Sharing Forfeiture Program
Total Expenditures of Federal Awards
The accompanying notes are an integral part of this schedule.
J-11
CFDA
Number
20.106
20.106
20.1 06
20.106
20.106
20.1 08
83.548
83.552
83.552
I
83.562
83.564
97.036
97.036
97.036
97.036
97.036
45.149
21.000
Contract Grant Number
3-12-0037 -026-2004
3-12-0044-1601
3-12-0044-018-2003
3-12-0044-019-2004
3-12-0044-020-2004
2004-G-006
1
01 U N-6P-11-54-15-007
03-BG-04-11-54-0 1-044
04-BG-04-11-54-0 1-044
03-FT -1 B-11-54-0 1-469
03-CT -95-11-54-01-372
05-PA-C%-11-54-01-942
05-P A-C%-11-54-00-952
05-PA-G%-11-54-01-962
05-P A-G--11-54-0 1-588
05-PA-G=-11-54-23-544
PA-50276-04
J-12
Expenditures
760
16,794
65,493
22,046
32,216
3,485,718
110,000
3,595,718
9,633
8,834
25,454
34,288
25,000
6,271
75,192
87,563
27,941
47,272
181,405
20,152
364,333
3,236
3,321,203
$ 33,091,609
(Continued)
MONROE COUNTY, FLORIDA
SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS
AND STATE FINANCIAL ASSISTANCE
FOR THE YEAR ENDED SEPTEMBER 30, 2004
State Aaency Name
Florida Department of Community Affairs:
Emergency Management Base Grant - 2004
Hazardous Material Emergency Plan-2004
Total Department
Florida Department of Children and Families:
Community Care for Disabled Adults 2003
Community Care for Disabled Adults 2004
Total Department
Florida Department of Elder Affairs:
Passed through The Alliance for Aging:
Home Care for the Elderly - 2003
Home Care for the Elderly - 2004
Total Program
Alzheimer's Disease Initiative - 2003
Alzheimer's Disease Initiative - 2004
Total Program
Community Care for Elderly 2003
Community Care for Elderly 2004
Total Program
Total Department
Florida Department of Environmental Protection:
Small Counties Solid Waste -2004
Florida Department of Health and Rehabilitative Services:
EMS Rural Matching Grant
EMS County Award 2002
EMS County Award 2003
Total Program
Total Department
Florida Department of Justice Administration:
Child Dependency Counsel
* Information provided for state financial assistance but not required for federal awards.
The accompanying notes are an integral part of this schedule.
J-13
CSFA
Number
52.008
52.023
60.008
60.008
65.001
65.001 -
65.004
65.004
65.010
65.010
37.012
64.003
64.005
64.005
21 .001
Contract Grant Number
Expenditures
04-BG-04-11-54-0 1-044
04-CP-11-11-54-01-045
102,959
3,238
106,197
KG-047
KG-051
48,375
12,525
60,900
KH-372 35,167
1 KH-472 13,002
48,169
KZ397 61,916
KZ497 18,472
80,388
KC371 306,819
KC471 63,753
370,572
499,129
SC424
117,647
R2013
C2044
C3044
37,722
8,895
21,002
29,897
67,619
40,028
J-14
Transfer To
Subreciplents*
(Continued)
MONROE COUNTY, FLORIDA
SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS
AND STATE FINANCIAL ASSISTANCE
FOR THE YEAR ENDED SEPTEMBER 30, 2004
State Aaencv Name
Florida Department of Juvenile Justice:
Intensive Delinquency Diversion Service
Civil Citation Program
Total Department
Florida Department of Law Enforcement:
Intoxilizer 8000 - Phase 1 - 2004
Florida Department of State:
State Aid to Libraries
Historic Buildings Survey Project
Total Department
Florida Department of Transportation:
Bicycle & Pedestrian Plan 2003
Florida Keys Scenic Highway Planning
Overseas Heritage Trail Design & Construction
Overseas Heritage Trail Safety Project
Total Program
Transportation Planning Assistance
Small County Outreach Program
Small County Outreach Program
Total Program
Key West Airport
Key West Airport
Key West Airport
Key West Airport
Key West Airport
Key West Airport
Key West Airport
Key West Airport
Key West Airport
Key West Airport
Key West Airport
Key West Airport
* Information provided for state financial assistance but not required for federal awards.
The accompanying notes are an integral part of this schedule.
J-15
CSFA
Number
80.022
45.030
45.031
I
52.004
55.003
55.008
55.008
55.009
55.009
55.004
55.004
55.004
55.004
55.004
55.004
55.004
55.004
55.004
55.004
55.004
55.004
Contract Grant Number
Expenditures
P6K01
CC006
167,409
21,561
188,970
6,350
04-ST -37 143,028
S3075 13,125
156,153
I
FM#25207711401/AM102 73,355
FM#25207711401/AL652 25,001
AL005/FM#410504-1-54-01 263,172
AL 146/FM#41 0504-1-54-02 21,396
284,568
25222811403/A1893 69,818
4108471 945,639
4108481 488,444
1,434,083
25436918401/AF776 10,237
25437518401/AG177 24,787
41265919401/AL021 23,853
41265819401/AL023 258
41286519401/AL288 386,528
41458418401/AN103 793,586
41459819401/ANB43 57,511
41646819401/AN112 9,564
41253519401/ANJ94 44
41468319401/ANL56 1,185
41646419401/ANL57 3,604
41646919401/ANK50 89
J-16
Transfer To
Subrecipients*
(Continued)
MONROE COUNTY, FLORIDA
SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS
AND STATE FINANCIAL ASSISTANCE
FOR THE YEAR ENDED SEPTEMBER 30, 2004
State Aaencv Name
Florida Department of Transportation Continued:
Key West & Marathon Airport
Marathon Airport
Marathon Airport
Marathon Airport
Marathon Airport
Marathon Airport
Marathon Airport
Total Program
Total Department
Florida Fish & Wildlife Conservation Commission:
BIF Public Launch Facilities
Boating Improvement Fund
Total Department
Florida Housing Finance Corp.:
State Housing Initiative Program
State Housing Initiative Program
State Housing Initiative Program
Total Department
Office of the State Courts Administration:
Civil Traffic Hearing Officer
Total Expenditures of State Financial Assistance
* Information provided for state financial assistance but not required for federal awards.
The accompanying notes are an integral part of this schedule.
J-17
CSFA
Number
55.004
55.004
55.004
55.004
55.004
55.004
55.004
77.006
77.006
-
52.901
52.901
52.901
22.001
Contract Grant Number
25426919402/AK043
25437718401/AF765
41078019401/AJ816
41077919401/AJ815
41280719401/AL024
41469319401/ANJ95
41468419401/ANJ96
FWCC 01244
1
SHIP 01-02 PLAN 4 YR 1
SHIP 02-03 PLAN 4 YR 2
SHIP 03-04 PLAN 4 YR 3
J-18
Expenditures
121,524
2,552
1,818
23,211
7,585
622
8,124
1,476,682
3,363,507
13,750
319,794
333,544
171,000
255,548
106,390
532,938
12,946
$ 5,485,928 $
Transfer To
Subrecipients*
Monroe County, Florida
Notes to Schedule of Expenditures of Federal Awards and
State Financial Assistance
For The Year Ended September 30, 2004
Note 1 - Reporting Entity
For reporting entity purposes, the Schedule of Federal Awards and State Financial
Assistance include the activities of the Monroe County primary government and its
blended component units.
Note 2 - Summary of Significant Accounting Policies
The accounting policies and presentation of the Schedule of Expenditures of Federal
Awards and State Financial Assistance are in accordance with accounting principles
generally accepted in the United States of America as applicable to governmental
organizations.
-
J-19
MONROE COUNTY, FLORIDA
Schedule of Findings and Questioned Costs -
Federal Awards Programs and State Financial Assistance Projects
For the year ended September 30, 2004
PART I - SUMMARY OF AUDITORS' RESULTS
1. The Independent Auditors' Report on the financial statements expresses unqualified
opinions.
2. No reportable conditions relating to the audit of the financial statements are reported in the
Independent Auditors' Report on Internal Control over Financial Reporting and on
Compliance and Other Matters Based on an Audit of Financial Statements in Accordance
with Government Auditing Standards.
3. No instances of noncompliance material to the financial statements of Monroe County,
Florida were disclosed during the audit.
4. No reportable conditions relating to the audit of major federal or state financial assistance
projects are reported in the Independent Auditors' Report on Compliance and Internal
Control over Compliance Applicable to Each Major Federal Awards Program and State
Financial Assistance Projects.
I 5. The Independent Auditors' Report on Compliance for Each Major Federal Awards
Program and State Financial Assistance Projects expresses an unqualified opinion.
6. No audit findings relative to major federal awards programs for Monroe County, Florida are
reported in this Schedule.
7. No audit findings relative to major state financial assistance projects for Monroe County,
Florida are reported in this Schedule.
8. The threshold for distinguishing Type A and Type B programs/projects was $992,748 for
major federal awards programs and $300,000 for major state financial assistance projects.
9. The County qualified as a low-risk auditee for federal Single Audit purposes, as that term
is defined in OMB Circular A-133.
10. The programs/projects tested as major programs/projects included the following:
Federal Programs
Federal CFDA No.
High Intensity Drug Trafficking Areas
07.000
Federal Aviation Administration
20.106
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MONROE COUNTY, FLORIDA
Schedule of Findings and Questioned Costs -
Federal Awards Programs and State Financial Assistance Projects
For the year ended September 30, 2004
PART I - SUMMARY OF AUDITORS' RESULTS (CONTINUED)
State Projects
State CSF A No.
Key West/Marathon Airports
55.004
55.009
Small County Outreach Programs
PART 11- FINDINGS - FINANCIAL STATEMENTS
This section identifies the reportable conditions, material weaknesses, and instances of
noncompliance related to the financial statements that are required to be reported in
accordance with Government Auditing Standards.
None reported.
PART III - FINDINGS AND QUESTIONED COSTS - MAJOR FEDERAL AWARDS
PROGRAMS
I
There are no findings or questioned costs reported.
PART IV - FINDINGS AND QUESTIONED COSTS - MAJOR STATE FINANCIAL
ASSISTANCE PROJECTS
There are no findings. or questioned costs reported.
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Monroe County, Florida
Summary Schedule of Prior Audit Findings and Corrective Action Plan
Federal Awards Programs and State Projects
For the Year Ended September 30,2004
Prior Year Audit Findinas:
There were no audit findings in the prior year independent auditors' reports that required
corrective action.
Corrective Action Plan:
There were no audit findings in the current year independent auditors' reports that
required corrective action.
I
J-22
CHERRY
BEKAERT&
HOLLAND
Independent Auditors' Management Letter
To the Honorable Mayor and Board
of County Commissioners of
Monroe County, Florida:
We have audited the basic financial statements of Monroe County, Florida (the "County") as of
and for the year ended September 30, 2004, and have issued our report thereon dated
March 18, 2005. These financial statements are the responsibility of the County's management.
Our responsibility is to express opinions on these financial statements based on our audit. We
did not audit the financial statements of the Monroe County Housing Finance Authority, a
discretely presented component unit of the County. Those financial statements were audited by
other auditors whose report thereon has been furnished to us, and our opinion, insofar as it
relates to the amounts included for the Monroe County Housing Finance Authority is based
solely on the report of other auditors.
We conducted our audit in accordance with auditing standards generally accepted in the United
States of America and the standards applicable to financial audits contained in Government
Auditing Standards, issued by the Comptroller General of the United States. We have issued
our Independent Auditors' Report on Internal Control over Financial Reporting and on
Compliance and Other Matters based on an Audit of Financial Statements Performed in
Accordance with Government Auditing Standards and our Independent Auditors' Report on
Compliance and Internal Control over Compliance Applicable to each Major Federal Awards
Program and State Financial Assistance Project. Disclosures in these reports, which are dated
March 18, 2005, should be considered in conjunction with this management letter.
-
Additionally, our audit was conducted in accordance with Chapter 10.550, Rules of the Auditor
General. Those rules (Section 10.554(1 )(h)1) require that we address in the management
letter, if not already addressed in the auditors' reports on internal controls, compliance and other
matters or schedule of findings and questioned costs, whether or not corrective actions have
been taken to address significant findings and recommendations made in the preceding annual
financial audit report. There were no findings in the preceding annual financial audit report.
The Rules of the Auditor General (Section 10.554(1 )(h)2) state that a management letter shall
have a statement as to whether or not the County complied with Section 218.415, Florida
Statutes, regarding the investment of public funds. In connection with our audit of the basic
financial statements of the County, the results of our tests did not indicate that the County was
in noncompliance with Section 218.415 regarding the investment of public funds.
The Rules of the Auditor General (Section 10.554(1)(h)3) require disclosure in the management
letter of any recommendations to improve the County's management, accounting procedures,
and internal controls. There were no recommendations in connection with the fiscal 2004
financial statement audit.
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The Rules of the Auditor General (Section 10.554(1)(h)4) require disclosure in the management
letter of the following matters if not already addressed in the auditors' reports on compliance
and internal controls or schedule of findings and questioned costs: (1) violations of laws, rules,
regulations, and contractual provisions that have occurred, or are likely to have occurred; (2)
improper or illegal expenditures; (3) improper or inadequate accounting procedures (e.g., the
omission of required disclosures from the financial statements); (4) failures to properly record
financial transactions; and (5) other inaccuracies, shortages, defalcations, and instances of
fraud discovered by, or that come to the attention of, the auditor. There were no such matters
noted.
The Rules of the Auditor General (Section 10.554(1)(h)5) also require that the name or official
title and legal authority for the primary government and each component unit of the reporting
entity be disclosed in the management letter, unless disclosed in the notes to the financial
statements. Such disclosure is included in notes to the financial statements.
As required by the Rules of the Auditor General (Section 10.554(1)(h)6.a.), the scope of our
audit included a review of the provisions of Section 218.503(1), Florida Statutes, regarding
financial emergencies. In connection with our audit of the financial statements of the County,
the results of our tests did not indicate that the County met any of the specified conditions of a
financial emergency contained in Section 218.503(1). However, our audit does not provide a
legal determination on the County's compliance with this requirement.
J
The Rules of the Auditor General (Section 10.554(1 )(h)6.b.) state that a management letter shall
include a statement as to whether or not the financial report filed with the Florida Department of
Financial Services, pursuant to Section 218.32, Florida Statutes, is in agreement with the
annual financial audit report for the current audit period and, if not, explanations of any
significant differences. It should be noted that the County's basic financial statements contain a
discretely presented component unit, defined as part of the reporting entity under accounting
principles generally accepted in the United States of America, for which the County has not
been deemed the local governing authority for purpose of the annual report. In connection with
our audit of the County, the results of our tests indicate that the annual financial report for the
year ended September 30, 2004, filed with the Department of Financial Services, is in
agreement with the annual financial audit report for the current audit period.
As required by the Rules of the Auditor General (Sections 10.554(1)(h)6.c. and 10.556), the
scope of our audit included financial condition assessment procedures as of September 30,
2004. It is management's responsibility to monitor the County's financial condition, and our
financial condition assessment was based in part on representations made by management and
the review of financial information provided by same. The financial condition assessment
procedures described above disclosed no deteriorating financial conditions.
This report is intended solely for the information and use of management, the County Mayor and
Board of County Commissioners of Monroe County, Florida, and applicable state and federal
agencies, and is not intended to be and should not be used by anyone other than these
specified parties.
C/l-"1-, ~ i~, L.L.P'
West Palm Beach, Florida
March 18, 2005
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