Item O2
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: Seotember 19.2001
Division:
County Administrator
Bulk Item: Yes --X- No
Department: County Administrator
AGENDA ITEM WORDING:
Approval of a Memorandum of Agreement with the State of Florida for the purpose of providing
funding on behalf of the Monroe County Supervisor of Elections for poll worker training and voter
education.
ITEM BACKGROUND:
The State is making available funds that will assist the Supervisor of Elections in carrying out his
responsibilities at the next election. It is necessary for the County to sign the Agreement and accept the
funds when available. Those funds are then to be made available to the Supervisor of Elections.
PREVIOUS RELEVANT BOCC ACTION:
N/A
CONTRACT/AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATIONS:
Approval.
TOTAL COST:
-0-
BUDGETED: Yes
No
COST TO COUNTY: -0-
REVENUE PRODUCING: Yes --X- No
AMOUNT PER Year
APPROVED BY: County Atty --X- OMB/Purchasing-1L..
Risk Management X
DIVISION DIRECTOR APPROVAL:
~~,
James L. Roberts
DOCUMENTATION:
Included X
To Follow_
Not Required_
DISPOSITION:
AGENDA ITEM #J - 0 ~
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: State of Florida Contract #
Effective Date:
Expiration Date:
Contract Purpose/Description:
Memorandum of Agreement to provide funding on behalf of the Monroe County
Supervisor of Elections for pall worker training and voter education.
Contract Manager: Debbie Frederick 4741 County Administrator - # 1
(Name) (Ext.) (DepartmenllStop #)
for BOCC mcctin~ on 9/19/01 Agenda Deadline:
CONTRACT COSTS
Total Dollar Value of Contract: $ -0-
Budgeted? YesO No 0 Account Codes:
Grant: $
County Match: $
Current Year Portion: $
- - -
----
- . - -
----
- - -
----
- - -
----
ADDITIONAL COSTS
Estirnatcd Ongoing Costs: $_/yr For: .
(Not included in dollar value above) (e~. maintenance, utilities, janitorial, salaries, etc.)
CONTRACT REVIEW
Date In
Changes ~
Needed c ' w
YesDNoB" ~~.. _
YesD Nof2f -
Date Out
Division Director 9"'1.-."
Risk Management Cj- h-O (
O.M.B.lPurchasing qlll/of YesDNo[3"" ;k~L
CotlntyAttomey 'I(lld/ YesDNo~
,
-- ?-~1
Comments:
OMB Form Revised 2/27/01 Mep #2
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SISCC:SC:S0COI 3~1~~O ^~~'It ^~NnO~ 30~NOH'HO~~ S~SI 10-~0-d3S
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HARRY L. SAWYER, JR.
Supervisor of Elections
Monroe County, Florida
www.keys-elections.org
RECEIVED
I
Mr. Jim Roberts
Monroe County Administrator
Jr. College Rd.
Key West, Florida 33040
AUG 1 4 2001
COUNTY ADMINISTRATOR
August 14,2001
Dear Mr. Roberts:
Please find enclosed the other contract I mentioned concerning the Grants that the
Legislature has allocated for each county. These funds are to be used for the purpose
stated in the contract, poll worker training and voter education.
These funds are to be made available to the Supervisor as soon as the county receives
them. I mention this because we are facing time constraints as next years elections are
getting closer with the passing of each month.
The Division of Elections has asked that I get the contracts signed and back to them
ASAP. As soon as the appropriate authority signs it, please send it to me and I will pass
it on to the Division of Elections.
Thank you for your assistance,
x: s:Yrll
I\.e\ \\'est Ollice: .",:\() \\'hitehead Street # I () I . I\.e\ \\'est. Florida :1:1040,6577 . (:105) 292-:14 Hi
\laratholl Olliee (\1\1 ,.,().,;): \[;u.atholl (;lI\Tlmllellt .\nnex . .E)() I;:\rd SL. Oceall. Suite 1:10 . Marathon, FlOl'ida :1:1050' (:105) 2H9-6017
Plantation I\.l'\. Ollie, (\1\1 SS.:;): Plantation I\.e\ (;O\TrtlIlICnl Center' HHH2() Oyt'l'seas Highway' .Iil\ertlier, Florida :1:1070' (:105) H52-71(H;
MEMORANDUM OF AGREEMENT
~
This agreement effective as of day of . 2001, is by and
between the State of Florida, Department of State, Division of elections ("Department"),
the address of which is 400 S. Monroe, Room 1801, Tallahassee, Florida 32399 and
Monroe County Board of County Commissioners ("County"), the address of which is
5100 Junior College Road, Key West, Florida 33040.
WHEREAS, section 74, Chapter 2001-40, Laws of Florida, provides for the
disbursement of funds to be used for voter education and pollworker recruitment and
training for the 2002 election cycle.
WHEREAS, said section is intended to provide funding for additional voter
education and pollworker recruitment and training beyond the supervisors of elections
current programs.
I. Governing Law
From the funds appropriated from the General Revenue Fund to the Division of
Elections of the Department of State in specific appropriation 2898B of the 2001-2002
General Appropriations Act, the Division shall distribute the sum of $5,949,375 in fiscal
year 2001-2002 to the counties to fund comprehensive voter education programs and poll
worker recruitment and training programs.
The Division shall divide the total amount of funds appropriated by the total
number of registered voters in the state for the 2000 General Election to establish a
funding level per individual voter. Each county shall receive an amount equal to the
funding level per individual voter multiplied by the number of registered voters in the
county, as certified by the Department of State for the 2000 General Election.
ll. Restrictions
No county shall receive fi.u,ds pursuant to Section I until the county supervisor of
elections provides to the Department of State a detailed description of the voter-education
plans to be implemented for the 2002 election cycle.
ID. Disbursement
The counties shall receive a sum certain as provided above and outlined in
Appendix A.
IV. Audits
The administration of funds awarded by the Department of State to the County -_
may be subject to audits and monitoring by the Department of State, as described in this
section.
1. In the event that the County expends a total amount of State awards (i.e.,
State financial assistance provided to the County to carry out a State project) equal to or
in excess of $300,000 in any fi~cal year in accordance with Section 21S.97, Florida
Statutes, applicable rules of the Executive Office of the Governor and the Comptroller,
and Chapter 10.600, Rules of the Auditor General. Appendix A to this agreement
indicates State funds awarded through the Department of State by this agreement. In
determining the State awards expended in this fiscal year, the County shall consider all
sources of State awards, including State funds received from the Department of State,
except that State awards received by a non-state entity for Federal program matching
requirements shall be excluded from consideration.
2. In connection with the audit requirements addressed above, the County
shall ensure that the audit complies with the requirements of Section 21S.97(7), Florida
Statutes. This includes submission of a reporting package as defined by Section
21S..97(2)(d), Florida Statutes, and Chapter 10.600, Rules of the Auditor General.
3. If the county expends less than $300,000 in State awards in its fiscal year,
an audit conducted in accordance with the provisions of Section 21S.97, Florida Statutes,
is not required. In the even that the County expends less than $300,000 in State awards
in its fiscal year and elects to have audit conducted in accordance with the provisions of
Section 21S.97, Florida Statutes, the cost of the audit must be paid from non-State funds
(i.e., the cost of such an audit must be paid from County funds obtained from other than
State entities).
4. The Internet web addresses listed below will assist the County in locating
documents referenced in the text of this agreement and the interpretation of compliance
issues.
State of Florida Department of Banking and Finance (Comptroller)
htto:/ /www.dbf.state.fl.us
State of Florida Office of the Auditor General Rules Index
htto://www.state.fl.uslaudgen/oalZes/ruleoalZe.htm
State of Florida Legislature (Statutes, Legislation relating to the Florida Single
Audit Act) htto://www.lelZ.state.fl.us
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v. Report Submissions
Copies of reporting packages required by PART III of this agreement shall be
submitted by or on behalf of the County directly to each of the following:
1. The Department of State at the following address:
Department of State
Division of Elections
The Capitol, Room 1801
Ta]JahSll~~, Florida 32399-0250
2. The Auditor General's Office at the following address:
State of Florida Auditor General
Room 574, Claude Pepper Building
III West Madison Street
Tallahassee, Florida 32302-1450
IN WITNESS llIEREOF, the parties have caused this Agreement to be executed
by their undersigned officials as duly authorized
Department of State, Division of Elections:
County Commission:
By:
By:
Division Director
Witness
Typed name and title
Date
Witness
Date
SlSCC:SC:S0COI 3~1~~O ^~~V ^~NnOJ 30~NOW'WO~~ S~'Sl 10-~0-d3S
"
Voter Education! Poll Worker Trainln and Recruitment Funding
County Total Reg Voters Education FundIng County Total Reg Voters Education FundIng
Alachua 120.86 S 82.155.42 Lee 252.918 $ 171.912.79
S
S
S
8.395.87
Baker
Leon
$
99.522.20
63.043.12
Ba
$
12.691.01
9,208.13
Bradford
$
2.550.30
192,822.26
Brevard
Madison
10.378 $
7.054.11
$
$
603.428.73
Broward
Manatee
170.578 S
115,944.85
Calhoun
4.917.08
Marion
147.707 S
100.399.03
Charlotte
67.222.70
Martin
88.514 $
58.805.08
Citrus
$
$
$
31.131 $
15.731 $
10,511 $
423.967 $
55.314.05
Miami-Oade
S
609.648.78
CIa
59.040.94
Monroe
$
32.904.44
CoUler
83.994.05
Na~u
23.905.66
s
ColumbIa
21.160.29
Okaloosa
s
75.688.15
Desoto
10.692.64
Okeechobee
11.859.71
DIxIe
7.144.51
Ora e
275,135.37
Duval
288,177.79
Osceola
S
82.667.23
Escambla
116,234.41
Palm Beach
s
446,366.40
Fla ler
22.747.43
Pasco
221.671 S
150.673.66
Franklin
5.150.90
Plnellas
574.961 S
390.811.05
Gadsden
17.844.62
Polk
247.807 S
166,438.75
Gilchrist
4.675.10
Putnam
s
27.457.87
Glades
4.299.89
Santa Rosa
s
s
52.887.07
Gulf
8.744.84
Sarasota
150.859.90
Hamilton
4.718.58
Seminole
190.704 $
129.624.85
Hardee
7.399.40
Sl Johns
88,511 S
60.842.19
Hend
11.057.64
Sl lucie
117.785 S
80.060.53
Hemando
84.948.33
Sumter
21.444.41
Hi hlands
35.984.92
Suwannee
s
14.013.74
Hillsbo h
339,469.27
Ta or
s
8.383.24
Holmes
7.012.65
Union'
S
S
S
S
4.589.45
Indian River
s
s
s
48,545.42
VolusJa
177.115.35
Jackson
18.294.87
WakuJla
9.095.98
Jefferson
5.547.17
Walton
19.129.97
Laf tte
s
2.743.34
Washl on
s
9.759.38
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Lake
131.031 $
89.064.08
5.949.374.92