Backup Documents 04/10/2012 Item #16D 5ORIGINAL DOCUMENTS CHECKLIST & ROUTING SLf 6 0 5
TO ACCOMPANY ALL ORIGINAL DOCUMENTS SENT TO
THE BOARD OF COUNTY COMMISSIONERS OFFICE FOR SIGNATURE
ROUTING SLIP
Complete routing lines #I through #4 as appropriate for additional signatures, dates, and/or information needed. If the document is already complete with the
exception of the Chairman's signature. draw a line throueh routine lines # 1 through #4- cmm lete the checklist and forward to ran Mitchell
Route to Addressee(s)
(List in routing order
Office
Initials
Date
Lisa Oien
HHVS
e
yes Zy2
1.
Original document has been signed/ initialed for legal sufficiency. (All documents to be
LO
document for our
Ian Mitchell, Executive Manager
Board of County Commissioners
4 1( Z
Minutes and Records
Clerk of Courts Office
Agenda Item Number
16D5
Approved by the BCC
resolutions, etc. signed by the County Attorney's Office and signature pages from
Type of Document
1 document, Grantee Application for
Number of Documents
1
PRIMARY CONTACT INFORMATION
(The primary contact is the holder of the original document pending BCC approval. Normally the primary contact is the person who created/prepared the executive
summary. Primary contact information is needed in the event one of the addressees above, including Ian Mitchell, needs to contact staff for additional or missing
information. All original documents needing the BCC Chairman's signature are to be delivered to the BCC office only after the BCC has acted to approve the
item.)
Name of Primary Staff
Lisa Oien
Phone Number
After recording call
Contact
appropriate.
252 -6141
HHVS for pick up of
1.
Original document has been signed/ initialed for legal sufficiency. (All documents to be
LO
document for our
signed by the Chairman, with the exception of most letters, must be reviewed and signed
records
Agenda Date Item was
4/10/2012
Agenda Item Number
16D5
Approved by the BCC
resolutions, etc. signed by the County Attorney's Office and signature pages from
Type of Document
1 document, Grantee Application for
Number of Documents
1
Attached
Advance Funding
attached
INSTRUC.'TInNC & VRF.CW1I.1QT
I: Forms/ County Forms/ BCC Forms/ Original Documents Routing Slip W WS Original 9.03.04, Revised 1.26.05, Revised 2.24.05
Initial the Yes column or mark "N /A" in the Not Applicable column, whichever is
Yes
N/A (Not
appropriate.
(Initial )
Applicable)
1.
Original document has been signed/ initialed for legal sufficiency. (All documents to be
LO
signed by the Chairman, with the exception of most letters, must be reviewed and signed
by the Office of the County Attorney. This includes signature pages from ordinances,
resolutions, etc. signed by the County Attorney's Office and signature pages from
contracts, agreements, etc. that have been fully executed by all parties except the BCC
Chairman and Clerk to the Board and possibly State Officials.)
2.
All handwritten strike - through and revisions have been initialed by the County Attorney's
LO
Office and all other parties except the BCC Chairman and the Clerk to the Board
3.
The Chairman's signature line date has been entered as the date of BCC approval of the
LO
document or the final negotiated contract date whichever is applicable.
4.
"Sign here" tabs are placed on the appropriate pages indicating where the Chairman's
LO
signature and initials are required.
5.
In most cases (some contracts are an exception), the original document and this routing "slip
LO
should be provided to Ian Mitchell in the BCC office within 24 hours of BCC approval.
Some documents are time sensitive and require forwarding to Tallahassee within a certain
time frame or the BCC's actions are nullified. Be aware of your deadlines!
6.
The document was approved by the BCC on 4 /10/2012(enter date) and all changes
LO
made during the meeting have been incorporated in the attached document. The
County Attorney's Office has reviewed the changes, if applicable.
I: Forms/ County Forms/ BCC Forms/ Original Documents Routing Slip W WS Original 9.03.04, Revised 1.26.05, Revised 2.24.05
16D5
MEMORANDUM
Date: April 12, 2012
To: Lisa Oien, Grants Coordinator
Housing, Human & Veteran Services
From: Ann Jennejohn, Deputy Clerk
Minutes & Records Department
Re: Application to the Florida Department of Children and
Families requesting advance grant funds
Attached for further processing is the original application referenced above,
(Item #16D5) approved by the Board of County Commissioners on April 10, 2012.
The Minutes and Record's Department will retain a copy of the original application for
the Board's Official Record.
If you have any questions please call me at 252 -8406.
Thank you.
Attachment
16D5
CRIMINAL JUSTICE MENTAL HEALTH AND SUBSTANCE ABUSE
REINVESTMENT GRANT PROGRAM
GRANTEE APPLICATION FOR ADVANCE FUNDING
A. GRANTEE INFORMATION
Grantee Type.-
Government I Contact
Ae Person
Kimberly Grant
I
(239) 252 -6287
Grantee
Name
Collier County Board of
County Commissioners
I DCF MOU #
LHZ25 MOU
Amt.
$548490.00
4u' Quarter
Attention: Kimberly Grant
I State FY 11/12
Collier County Housing,
Human and Veteran
Address
Services
MOU Period
02/24/2011
to
02/23/2014
3339 Tamiami Trail East,
Suite 211
Naples, FL 34112
j Grantee FEID j 59- 6000558 j
Requested advance
schedule and payment
amount
B. ADVANCE REQUEST
_Fiscal Year Amount Release Date
2011
$182,830.00
06/17/11
2012
182,665.68
4u' Quarter
I State FY 11/12
Notes
Prior fiscal year advance
was approved and
released June, 2011.
This request.
$182,830.00 4t' Quarter State Subject to future
2013 (estimated FY 12/13 reporting obligations,
amount) (estimated date) availability of funds and
DCF approval.
C. JUSTIFICATION
Provide DETAILED explanation of why advance funding is necessary
The Collier County Board of County Commissioners is entering the second year of a new 3 -year
Criminal Justice, Mental Health and Substance Abuse Implementation Grant. This project was
approved in compliance with the grant award process created in section 394.656, F.S. This project is a
county initiative to increase public safety, avert increased spending on criminal justice, and improve
the accessibility and effectiveness of treatment services for adults and juveniles who have a mental
illness, substance abuse disorder, or co- occurring mental health and substance abuse disorders and
who are in, or at risk of entering, the criminal or juvenile justice systems.
This project is an expansion of activities and services by Collier County Board of County
Commissioners to the target populations and requires a 100% County match, as provided by the
Collier Forensic Intensive Reintegration Support Team (FIRST).
The grantee was approved and received $182,830.00 for the first project year. Based on the Semi -
Annual and Supplemental Financial Report, Collier County Board of County Commissioners reported
$7,036.39 in actual expenses and $67,074.62 in encumbered expenses as of November 30, 2011, for a
total of $74,110.41 in grant funded expenses. This advance request is based on the second year
project budget approved in the Collier County Board County Commissioners grant application and will
give the Grantee the capacity to establish and maintain all grant - related activities without interruption.
16D5
Attach documentation in support of this request such as audited financial statements identifying all
organization assets, liabilities, etc.
1) A Summary Financial Report for the Collier County Board of Commissioners project supported by
these funds is attached.
2) The most recent county audit available covers the county Fiscal Year ending September 30, 2011. A
copy of independent auditors report with details of the Federal Awards Programs and State Financial
Assistance Projects is attached. (copy provided)
Explain how advanced funds are to be used
The Collier County Criminal Justice Advisory Council will continue implementation of the Collier Grant
Memorandum of Understanding. Examples of service deliverables that Collier County plans to
accomplish with this grant are:
• Continue to implement jail and community-based transitional support for adults with serious
mental illnesses and co- occuring substance abuse disorders
• Continue to establish the Forensic Intensive Reintegration Support Team (FIRST)
• Continue to provide reintegration and transitional support through an interagency
multidimensional team
• Prevent recidivism for this high risk group and promote public safety
• Provide an intensive case management tool
• Activities of the program include screenings, risk assessment, primary and psychiatric care,
competency restoration, housing guidance, counseling, peer support, transitional planning,
living and vocational skills evaluation and planning
Do you plan to make advance payments, using any portion of these funds, to subcontractors who are other
than not - for - profit corporations or governmental agencies?
Yes ❑ No
If yes, please identify those corporations:
Will advanced funds be placed in interest bearing account(s) pending disbursement?
Yes ® No ❑
Interest accrued on advanced funds is to be reported semi - annually to the Department. Interest
earnings are being used to reduce the amount due for second and third project year advances, as an
offset to approved project expenses. Unapplied interest, unexpended advances or unmatched
funding will be returned to the State of Florida upon expiration of this MOU on 02/23/14.
it no, piease explain:
N/A
D. HISTORY OF ADVANCE PAYMENTS
CASH ADVANCES INTEREST j
SFY DATE CONTRACT # $ AMOUNT $ EARNED _j $ RETURNED
- -�
$174.32 as of
2011 06/17/11 LHZ25 $182,830.00 11!30/11 I Pending, please see below
Please explain each instance where interest returned to the department is less than the interest earned:
Under this MOU, interest accrued on the first advanced is being used to offset the total amount due to
the county for the second project year. The Collier County Board of County Commissioners will apply
1 the unreturned interest accrued to project expenses. Interest accrued on the second year advance i
will continue to be reported and that amount will be used to offset the third project year fund release
for this program. Unspent funds and any unapplied interest will be returned to the State upon
expiration of this MOU.
E. FUTURE ADVANCES
2
16D5
mease proviae a Dnet summary of your plans showing what actions will be taken to minimize or eliminate the
need for future advances from the department:
Collier County Board of County Commissioners and the Department of Children and Families
anticipate the third and final annual release of funds for this program in Fiscal Year 2013, in
compliance with the grant award period established in section 394.656, F.S., and the terms of MOU
j #LHZ25. Future funding is contingent on annual Legislative appropriations. Collier County is solely
responsible for securing any required funding for project sustainability after February 23, 2014.
F. CERTIFICATION
I hereby certify that I have verified the information provided in this GRANTEE APPLICATION
FOR ADVANCE FUNDING to be accurate and complete and that it represents the minimum
amount(s) to meet the cash needs resulting from the DCF Memorandum of Understanding
for which this advance payment is being requested. I further certify that all such funds
received in advance will only be used for approved purposes In accordance with applicable
federal and state laws, rules, regulations, policies and Memorandum of Understanding terms
and condition
Fred W. Coyle 7&LtJL W hairman, Collier County Board of
County Commissioners
SIGNATURE I TITLE DATE
FOR DEPARTMENT USE ONLY
THIS SECTION TO BE COMPLETED BY THE I Date Application I
GRANT MANAGER Received
PRIOR CONTRACT PERFORMANCE: Does the GRANTEE have a history of contracting with the
department?
Yes ❑ No ❑
If "yes ", have there been any instances of unsatisfactory performance?
-Yes ❑ No ❑
If "yes ", please explain
RECOMMENDATIONS
Do Not Approve For Advance Funding I _ ____I Recommend For Advance Funding
Please provide rationale supporting your disapproval /recommendation
SIGNATURE I TITLE I DATE
THIS SECTION TO BE COMPLETED BY CONTRACT ADMINISTRATION AND BUDGET
CONTRACT ADMINISTRATION I BUDGET MANAGER
Based on the information presented in the above The subject budget appropriation is ❑, is not ❑
application, advance payments are ❑, are not ❑ authorized (GRANTS AND AIDS) for advance payment
allowable pursuant to section 216.181, F.S. and sufficient funds are /are not available.
Signed I Date + Signed Date
�r Approved as to form & legal SufNclency
DWtSITY`s ;R4, 6erk
By; ,
}{ Asslsta Count
+. �;;;�•�.. ; - � y Attorney
i �at
ure an 3 S� �, rJ ► �a✓2 (3. L �T 4
� «1
CRIMINAL JUSTICE MENTAL HEALTH AND SUBSTANCE ABUSE
REINVESTMENT GRANT PROGRAM
SUMMARY FINANCIAL REPORT
Next Semi - Annual Report is due May 1, 2012.
Y As approved in the county CJMHSA Memorandum of Understanding on file with the Department of
Children and Families.
Interest reported in the Semi - annual Financial Report and Supplemental Financial Report.
4
County
Collier
MOU#
LHZ25
MOU Begin Date
02/24/2011
End Date
02/23/2014
County Grant
Director,
Manager
Kim Grant
Title and Agency
Collier County
Housing, Human and
Veteran Services
County Lead Agency
Collier County
Grant Type
Implementation
Report Prepared By
Kathy Larsen
Report Date
10/26/11
Report Period: From
02/24/2011
To:
09/30/11
CJMHSA Expense
Total CJMHSA Approved BTa2i�
Category
Grant Award
County Match Total
DIRECT EXPENSES
Salaries:
$0.00
$0.00
$0.00
Fringe Benefits:
$0.00
$0.00
$0.00
Equipment:
$0.00
$0.00
$0.00
Travel:
$0.00
$0.00
$0.00
supplies:
$0.00
$0.00
$0.00
Rent/Utilities:
$0.00
$0.00
$0.00
Other Expenses:
$99,300.00
$0.00
$99,300.00
SUBTOTAL DIRECT
$99,300.00
$0.00
$99,300.00
CONTRACTUAL EXPENSES
Consultant Fees:
$319,200.00
$230,802.00
$550,002.00
Fringe Benefits:
$66,933.00
$0.00
$66,933.00
Equipment:
$0.00
$0.00
$0.00
Travel:
$7,692.00
$0.00
$7,692.00
Supplies:
$1,365.00
$1,365.00
$2,730.00
Rent/Utilities:
$0.00
$19,584.00
$19,584.00
Other Expenses:
$0.00
$296,796.00
$296,796.00
SUBTOTAL
CONTRACTUAL
$395,190.00
$548,547.00
$943,737.00
ADMINISTRATIVE $
$54,000.00
$0.00 r
$54,000.00
ADMINISTRATIVE %
9.8%
0.0%1
4.9%
TOTAL ALL COSTS
$548,490.00
$548,547.00
$1,097,037.00
STATE ADVANCES AND INTEREST
CJMHSA Funds
Advanced
$182,830.00
Date Funds
06/17/11
Advanced
Accrued Interest on
$174.323
Interest Accrued
Advances
As Of Date
11/30/11
Next Semi - Annual Report is due May 1, 2012.
Y As approved in the county CJMHSA Memorandum of Understanding on file with the Department of
Children and Families.
Interest reported in the Semi - annual Financial Report and Supplemental Financial Report.
4
CJMHSA Expense Category
CJMHSA Expenses
This Period
CJMHSA Expen75Expenses
Prior Periods
CJMHSA Total
to Date
DIRECT EXPENSES
Salaries:
$0.00
$0.00
$0.00
Fringe Benefits:
$0.00
$0.00
$0.00
Equipment:
$0.00
$0.00
$0.00
Travel:
$0.00
$0.00
$0.00
Supplies:
$0.00
$0.00
$0.00
Rent/Utilities:
$0.00
$0.00
$0.00
Other Expenses:
$0.00
$0.00
$0.00
SUBTOTAL DIRECT
$0.001
$0.00
$0.00
CONTRACTUAL EXPENSES
Consultant Fees:
$3,304.00
$0.00
$3,304.00
Fringe Benefits:
$467.85
$0.00
$467.85
Equipment:
$0.00
$0.00
$0.00
Travel:
$0.00
$0.00
$0.00
-Supplies:
$0.00
$0.00
$0.00
Rent/Utilities:
$0.00
$0.00
$0.00
Other Expenses:
$0.00
$0.00
$0.00
SUBTOTAL CONTRACTUAL
$3,771.85
$0.00
$3,771.85
ADMINISTRATIVE $
$1,185.86
$2,078.68
$3,264.54
ADMINISTRATIVE %
23.9%
100.0%
46.3%
TOTAL ALL COSTS
$4,957.11
$2,078.681
$7,036.39
STATE ADVANCES AND
INTEREST
CJMHSA Funds Advanced
$182,830.00
Available Fund Balance 11/30/11
$108,718.996
`Grant funded expenses only from 10/01/11 through 11/30/11, as reported in the Supplemental Financial
Report submitted to the Department of Children and Families.
S Grant funded expenses only from date of MOU execution through 09130/11, as reported in the Semi -
Annual Financial Report submitted to the Department of Children and Families.
6 In addition to the expenses shown, Collier reported $67,074.62 in encumbered grant funded expenses
from 10/01/11 through 11/30/11, for a total of $74,110.41 in actual and encumbered expenses. The
available fund balance with the inclusion of the encumbered expenses would be $108,718.99.
5