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Backup Documents 07/27-28/2010 Item #16J 616J6 MEMORANDUM Date: July 29, 2010 To: Jennifer Edwards, Supervisor of Elections Supervisor of Elections Office From: Teresa Polaski, Deputy Clerk Minutes & Records Department Re: Certificate Regarding Matching Funds Attached please find an original of the document referenced above, (Agenda Item #16J6) adopted by the Board of County Commissioners at their meeting held on Tuesday, July 27, 2010. If you should have any questions, please contact the Minutes and Records Department at 252 -8411. Thank you. Attachment (1) Certificate Regarding Matching Funds 16J6 I, Fred Coyle , Chairman of the Board of County Commissioners of Collier County, Florida, do hereby certify that the Board of County Commissioners will provide matching funds for the Federal Election Activities grant in county FY 2010 -11 to the Supervisor of Elections in an amount equal to at least 15% of the amount to be received from the state, which for Collier County is $5,416.47. I understand that if the Board fails to appropriate the required matching funds, all funds received from the state for this grant during the 2010 -11 state fiscal year will be required to be returned to the Department of State. `-�& W. G? k Chairman, Board of County Commissioners �1 S 1 &C) Date ATTE DWI CLERK Deputy County Attorney IIM�rlYlrtal� if fir, pw tnw MOA #2010- 2011 -0001 16J6 EXECUTIVE SUMMARY Recommendation that the Board of County Commissioners of Collier County authorize the Collier County Supervisor of Elections to accept federal election activities funds with a 15% matching contribution and that the Board direct its Chairman to sign the Certificate Regarding Matching Funds. OBJECTIVE: To obtain authorization to accept funds from the Department of State, Division of Elections, for additional federal election activities beyond the Supervisor of Elections' current programs, for the Board to have its Chairman to sign the Certificate Regarding Matching Funds, and to authorize any necessary budget amendments to receive those funds. CONSIDERATIONS: The 2010 Legislature appropriated $2,000,000 specifically for federal election activities. These funds are being distributed to the State's Supervisors of Elections based on the number of active registered voters as of the 2008 General Election, as certified by the Department of State. Collier County's share of these funds is $36,109.82, (see Attachment B). In order to receive the $36,109.82, the Chairman of the Board of County Commissioners must certify that the county will provide a 15% ($5,416.47) matching contribution. This matching contribution was included in the Supervisor of Elections 2010 budget. FISCAL IMPACT: The Collier County Supervisor of Elections will receive $36,109.82 from the Division of Elections to be appropriated in the Supervisor of Elections budget with definitive project tracking. LEGAL CONSIDERATIONS: This item has been reviewed and approved by the County Attorney's Office and is legally sufficient for Board action. —SRT GROWTH MANAGEMENT INPACT: None RECOMMENDATION: That the Collier County Board of County Commissioners authorizes the Collier County Supervisor of Elections to accept federal election activities funds with a 15% matching contribution from the County, to authorize any necessary budget amendments to receive those funds, and that the Board's Chairman sign the Certificate Regarding Matching Funds. Submitted by: Jennifer J. Edwards, Supervisor of Elections BUDGET AMENDMENT REQUEST 080 Fund No. Date Prepared: Approved by BCC on: Supervisor of Elections Fund Description (type on line above) For Budget/Finance Use Only BA# JE # BAR# APH Date 7/8/2010 (Attach Executive Summary) Expense Budget Detail Item No. 16J6 ' Fund Center Title: Elections Fund Center No.: 522010 Funded Program (Project) Title: 5 -digit Fd Prog #: (only one Fund Center /Funded Program should be entered into this section. If amendment is for Funded Program, must enter Fund Center info) Fund Center Funded Program Commit Commitment Item Item Description Increase Decrease Current Budget Revised Budget 522010 5,416.47 634999 Other Contractual 5,416.47 324,200.00 318,783.53 Net Change to Budget Expense Budget Detail Fund Center Title: Interfund Transfers Funded Program (Project) Title: (only one Fund Center/Funded Program should be entered into this section $ (5,416.47) Fund Center No.: 929030 5 -digit Fd Prog #: If amendment is for Funded Proaram. must enter Fund Center infol Fund Funded Center Pro ram Commit Item Commitment Item Increase Current Description Decrease ) Budget Revised Budget 929030 910810 Transfer to SOE Grant Fund 5,416.47 5,416.47 Net Change to Budget Revenue Budget Detail Fund Center Title: Funded Program (Project) Title: (only one Fund Center /Funded Program should be entered into this section $ 5,416.47 Fund Center No.: 5 -digit Fd Prog #: If amendment is for Funded Pmaram. must enter Fund Center infnl Fund Funded Commit Center Program Item Commitment Item Description Increase Decrease Current Budget Revised Budget Net Change to Budget $ - 16J6 Revenue Budget Detail Fund Center Title: Fund Center No.: Funded Program (Project) Title: 5 -digit Fd Prog #: (only one Fund Center /Funded Program should be entered into this section. If amendment is for Funded Program, must enter Fund Center info) Fund Center Funded Program Commit Item Commitment Item Description Increase Decrease Current Budget Revised Budget Net Change to Budget $ - EXPLANATION Why are funds needed? (type below) To provide a county match for the 2010/2011 Federal Election Acivities Grant. Where are funds available? (type below) Funds are available in the SOE Elections Budget. REVIEW PROCESS Cost Center Director*: Division Administrator": Budget Department: Agency Manager Finance Department: Clerk to the Board Admin: Inputted by: BA number (SAP) Date Date Date Date /6 Date Date Date If this is uploaded into Novus with an Executive Summary, no signatures are required from the Cost Center Director or Division Administer. If this is uploaded into Novus, please do NOT sent a paper copy of the Budget Amendment to the Office of Management and Budget office, OMB will download all budget amendments from Novus and will process after the BCC meeting. I:\ Forms\ County Forms\ Budget\ Budget Amendment Form.xls (excel format) BUDGET AMENDMENT REQUEST 081 Fund No. Date Prepared Approved by BCC on: Supervisor of Elections Grants Fund Description (type on line above) For Budget/Finance Use Only BA# JE # BAR# APH Date 7/8/2010 (Attach Executive Summary) Expense Budget Detail Item No. 16J6 Fund Center Title: SOE Grants Fund Center No.: Funded Program (Project) Title: 2010 Fed Election 5 -digit Fd Prog #: (only one Fund Center /Funded Program should be entered into this section. If amendment is for Funded Program, must enter Fund Center info) 511017 44027 Fund Center Funded Program Commit Item Commitment Item Increase Current Description Decrease Budget Revised Budget 511017 44027 634999 Other Contractual 41,526.29 41,526.29 Net Change to Budget $ 41,526.29 Expense Budget Detail Fund Center Title: Fund Center No.: Funded Program (Project) Title: 5 -digit Fd Prog #: (only one Fund Center /Funded Program should be entered into this section. If amendment is for Funded Program, must enter Fund Center info) Fund Center Funded Program Commit Commitment Item Item Description Increase Decrease Current Budget Revised Budget 334180 Florida Department of State 36,109.82 36,109.82 Net Change to Budget $ - Revenue Budget Detail Fund Center Title: SOE Grants Fund Center No.: Funded Program (Project) Title: 2011 Fed Election 5 -digit Fd Prog #: (only one Fund Center /Funded Program should be entered into this section. If amendment is for Funded Program, must enter Fund Center info) 511107 44027 Fund Funded Center Program Commit Item Commitment Item Description Increase Current Decrease Budget Revised Budget 511017 44027 334180 Florida Department of State 36,109.82 36,109.82 Net Change to Budget $ 36,109.82 Revenue Budget Detail Fund Center Title: Interfund Transfers Fund Center No.: Funded Program (Project) Title: 2011 Fed Election 5 -digit Fd Prog #: (only one Fund Center /Funded Program should be entered into this section. If amendment is for Funded Program, must enter Fund Center info) 16J6 511017 44027 Fund Center Funded Program Commit Item Commitment Item Description Increase Decrease Current Budget Revised Budget 929030 44027 481080 Transfer from SOE General Fund 5,416.47 5,416.47 Net Change to Budget $ 5,416.47 EXPLANATION Why are funds needed? (type below) To provide a county match and to recognize the 2010/2011 Federal Election Activities Grant. Where are funds available? (type below) Funds are available in the SOE Elections Budget. REVIEW PROCESS Cost Center Director*: Division Administrator*: Budget Department: Agency Manager I avx /I Finance Department: Clerk to the Board Admin: Inputted by: BA number (SAP) Date Date Date Date Date Date Date If this is uploaded into Novus with an Executive Summary, no signatures are required from the Cost Center Director or Division Administer. If this is uploaded into Novus, please do NOT sent a paper copy of the Budget Amendment to the Office of Management and Budget office, OMB will download all budget amendments from Novus and will process after the BCC meeting. I:\ Forms\ County Forms\ Budget\ Budget Amendment Form.xls (excel format) CHARLIE CRIST Governor FLORIDA DEPARTMENT 0 f STATE MEMORANDUM To: Supervisors of Elections From: Donald L. Palmer, Director, Division of Elections,j1 Date: July 1, 2010 Subject: FY 2010 -11 Federal Election Activities Funds 16J6 { DAWN K. ROBERTS Interim Secretary of State The 2010 Legislature appropriated $2,000,000 specifically for federal election activities. These funds will be distributed to the Supervisors of Elections pursuant to a formula based on active registered voters in each county as of the 2008 General Election. Funds received pursuant to this Agreement may be spent for any of the following purposes relating to federal election activities: • Voter education; • Poll worker training; • Implementing and maintaining the provisions of the Military and Overseas Voter Empowerment (MOVE) Act and the Uniformed and Overseas Citizens Absentee Voting Act (UOCAVA); • Standardizing election results reporting; or • Other federal election administration activities, as approved by the Department of State. These are the acceptable uses for the funds under the categories listed above: • Mailing or publishing sample ballots which must include additional information on voting procedures, voting rights or voting technology; • Voter information cards which must include additional voter education information on voting procedures, voting rights or voting technology; • Advertising or publications outlining voting procedures, voting rights or voting technology; • Voting System demonstrations; • Poll worker training stipends; • Training materials for poll workers; • Voter guides which must include voter education information concerning voting procedures, voting rights, or voting technology but shall not contain elected officials' contact information other than the supervisor's contact information; or Division of Elections R. A. Gray Building, Room 316 • 500 South Bronough Street • Tallahassee, Florida 32399 -0250 Telephone: (850) 245 -6200 • Facsimile: (850) 245 -6217 elections. myflorida.com FY 2010 -11 Federal Election Activities Funds 16J6 July 1, 2010 Page 2 • Maintaining online or web -based absentee ballot request and ballot tracking and precinct finder system as relates to use in federal elections and for the costs for upgrades and future license fees and maintenance fees for the MOVE Act and other UOCAVA expenditures. These funds must be used to support federal election activities related only to federal elections (that is, elections in which a federal candidate is on the ballot). If any of the funds are used for an election in which a federal candidate is not on the ballot, the cost must be pro -rated for the portion of the expenditure that is allocable to federal elections. Any of these funds can be used for the 2010 Primary and General Elections. In order to receive the funds, the Legislature has required that the Supervisor of Elections provide the Department of State with a detailed description of the programs that will be implemented in the Supervisor's federal election activities plan. The Supervisor shall identify the source of funds (federal funds, county matching funds, other county funds /local) being used for each federal election activity set forth in the plan. Samples of any documents and/or publications that you plan to produce as part of these activities must be provided along with the plan. Enclosed is a federal election activities plan form. The Division requires that this form be used when submitting the plan. It will simplify the preparation of your plan, and it will expedite the Division's review allowing your check to be mailed to you more quickly. Simply place an X in the box for the programs that you plan to carry out this fiscal year. Please also place an X in the box for the topics that apply to each activity. If the topic is not listed, either write or type in the topic. There is no need to enter specific dollar amounts on the plan. The dollar amounts will be addressed when you submit the annual financial report which is due December 31, 2011. Invoices and supporting documents will need to be provided for all HAVA expenditures when submitting the annual financial report. Please also note, the 2010 Legislature has added the following requirement in the appropriation. Supervisors of Elections shall report to the Department of State any unspent funds remaining at June 30, 2011. This will be reported on the annual financial report which was referred to previously. If you need to make any changes to your original plan, the revised plan must be submitted in advance, in writing and approved by the Department of State. In addition, the Chairman of the Board of County Commissioners will be required to provide written certification that the county will match the state funds with a 15% county match. If the county governing body fails to appropriate the matching funds, the Supervisor must return or repay to the State a portion of the funds for which the matching funds applied. Both the federal FY 2010 -11 Federal Election Activities Funds July 1, 2010 Page 3 16J6 funds and the county matching funds must be held in a separate interest bearing account to be used solely for federal election activities purposes. Enclosed are the following documents: 1. Memorandum of Agreement, Receipt and Use of HAVA Funds for Federal Election Administration Activities (required to be signed by the Supervisor of Elections); 2. Attachment A, Compliance Requirements; 3. Attachment A -1, Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion Lower Tier Covered Transactions (required to be signed by the Supervisor of Elections); 4. Attachment B, FY 2010 -2011 Federal Election Activities Funds Spreadsheet; 5. Certificate Regarding Matching Funds (required to be signed by the Chairman of the Board of County Commissioners); 6. Federal Election Activities plan form (required to be completed and returned by the Supervisor of Elections). Please return all of these documents to the Division of Elections. You will be provided a copy of the agreement upon execution by the Division. If you have any questions, please let us know. DLP /jd/aj Enclosures 16J6 ' MEMORANDUM OF AGREEMENT RECEIPT AND USE OF HAVA FUNDS FOR FEDERAL ELECTION ADMINISTRATION ACTIVITIES This agreement is between the State of Florida, Department of State, Division of Elections ( "Department "), R.A. Gray Building, 500 South Bronough Street, Tallahassee, FL 32399 -0250 and The Honorable Jennifer J. Edwards, Supervisor of Elections ( "Supervisor "), on behalf of Collier County, 3301 Tamiami Trail East, Reverend Dr. MLK, Jr. Building, Naples, Florida 34112- 4907. This agreement is effective as of the date fully executed by the parties. I. GOVERNING LAw The Department is authorized pursuant to specific appropriation 3164 of the 2010 -2011 General Appropriations Act (see section 6, chapter 2010 -152, Laws of Florida), to disburse a total of $2,000,000 from the Grants and Donations Trust Fund to the county supervisors of elections for the fiscal year 2010 -2011 ( "FY 2010 -11 funds "). Therefore, funds are made available through section 251 of the Help America Vote Act of 2002 (HAVA) and the Catalog of Federal Domestic Assistance (CFDA) 90.401, Help America Vote Act Requirements Payments for improving the administration of federal elections. II. SCOPE OF USE AND RESTRICTIONS As more specifically set forth in paragraph 1 of Attachment A, which is hereby incorporated by reference, the funds granted shall be used for federal election administration activities. • These funds shall be used to support election activities related only to federal elections (that is, elections in which a federal candidate is on the ballot). If any of these funds are used for an election in which a federal candidate is not on the ballot, the cost must be pro -rated for the portion of the expenditure that is allocable to a federal election. These funds shall not be used to support state or federal lobbying activities but this does not affect the right, or that of any other organization to petition Congress, or any other level of Government, through the use of other resources. • Prior to receiving FY 2010 -11 funds, the Supervisor must first submit in accordance with paragraph 2 of Attachment A: 1) A detailed plan for use of the funds, 2) Certification from the county governing body to provide matching funds, and 3) Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion Lower Tier Covered Transactions form. Any change, modification or deviation from the activities or expenses initially provided in the plan for use of the funds must be reviewed and approved by the Department prior to expenditure. • The FY 2010 -11 funds shall be placed in a separate interest bearing account and in accordance with accounting requirements as set forth in paragraphs 3 and 4 of Attachment A. MOA #2010 - 2011 -0001 - 1 - 16 )6 • The Supervisor shall report and account for expenditures in accordance with this agreement including paragraphs 5 and 6 of Attachment A. 111. DISBURSEMENT The Department shall distribute to each eligible county supervisor of elections an amount equal to the funding level per voter multiplied by the number of active registered voters in the county for the 2008 General Election. The Department shall determine the funding level per voter in the state based on that information. The Supervisor shall receive a sum certain as outlined in Attachment B, incorporated by reference. IV. MONITORING, AUDITS, AND REPORTING The administration of resources awarded to the Supervisor is subject to monitoring, audits, and reporting as described herein. A. Monitoring In addition to reviews of audits conducted in accordance with OMB Circular A -133 (as revised), the Department may provide additional monitoring including on -site visits, and /or other procedures permitted under federal and state law. The Supervisor shall comply and cooperate with any monitoring procedures /processes the Department deems appropriate. The Department shall closely monitor the Supervisors' annual expenditure reports required by paragraph 5 of Attachment A to ensure that the Supervisors expend HAVA funds in accordance with approved plans and will require reimbursement for all expenditures not approved or otherwise authorized. Also, the Department shall ensure that Supervisors report the expenditures made with HAVA funds separately from expenditures made with county funds. B. Audits 1. Federal audit /OMB Circular A -133 (as revised) If the Supervisor expends $500,000 ($300,000 for fiscal years ending before December 31, 2003) or more in federal awards in its fiscal year, a single or program- specific audit must be conducted in accordance with the provisions of OMB Circular A -133 (as revised). This may be satisfied by an audit of the Supervisor of Elections conducted by the Auditor General in accordance with OMB Circular A -133 (as revised). In determining the federal awards expended in its fiscal year, the Supervisor shall consider all sources of federal awards. Attachment A indicates federal resources are being awarded under this Agreement. The determination of amounts of federal awards expended shall be in accordance with the guidelines established by OMB Circular A -133 (as revised). In connection with an audit herein, the Supervisor shall fulfill the requirements relative to auditee responsibilities as provided in Subpart C of OMB Circular A -133 (as revised). IVIOA #2010 - 2011 -0001 -2- 16j&; If the Supervisor expends less than $500,000 ($300,000 for fiscal years ending before December 31, 2003) in federal awards in its fiscal year, an audit pursuant to OMB Circular A -133 (as revised), is optional. If the Supervisor elects to have an audit conducted in accordance with the provisions of OMB Circular A -133 (as revised), the cost of the audit must be paid from non- federal resources (i.e., from sources other than federal entities). 2. Other audits The Department may conduct a limited scope audit of federal funds as defined by OMB Circular A -133 (as revised) or other financial analysis or review of federal funds as permitted by federal law. In the event the Department determines that such audit analysis, or review is appropriate, the Supervisor agrees to comply with any additional instructions provided by Department staff to the Supervisor regarding such process. If the Department determines that federal funds received under this Agreement were used for any unauthorized purpose or that the Supervisor did not comply with this agreement or state or federal requirements for receipt, expenditure, or accounting, the Supervisor must return or repay these federal funds in an amount sufficient to ensure or obtain compliance, including expenses for any corrective or remedial action. Additionally, the Department may withhold funds, otherwise due, in an amount sufficient to cover any costs associated with the limited scope audit or financial analysis or review to determine or ensure compliance. The Supervisor further agrees to comply and cooperate with any inspections, reviews, investigations, or audits of federal funds deemed necessary by the Department of State, Chief Financial Officer (CFO) or Auditor General. For additional guidance to state and federal monitoring and auditing requirements, refer to: http:// election . dos. state. A us/ha va/index.shtml and http://www.eac.gov. C. Reporting Copies of financial reporting packages as described in section .320(c), OMB A -133 (as revised) for audits conducted by or on behalf of the Supervisor pursuant to Section IV.13.1 of this agreement, shall be submitted as required by sections .320(d) of such circular to: Department of State Department of State Auditor General's Office Federal Audit Division of Elections Office of Inspector General Room 401, Pepper Bldg Clearinghouse R.A. Gray Building, Ste 316 Clifton Building, Ste 320 111 West Madison St. Bureau of the Census 500 S. Bronough St. 2661 Executive Cntr Cir. Tallahassee, FL 1201 East 10`h St. Tallahassee, FL 32399 -0250 Tallahassee, FL 32399 -0250 32399 -1450 Jeffersonville, IN 47132 Other Federal agencies and pass- through entities in accordance with Sections .320 (e) and (f), OMB Circular A -133 (as revised). Any reports, management letter, or other required information shall be submitted timely in accordance with OMB Circular A -133 (as revised), the Florida Single Audit Act, and Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for - profit organizations), Rules of the Auditor General, as applicable. When submitting financial reporting packages to the Department for audits conducted in accordance with the aforementioned circular or Rules of MOA #2010 - 2011 -0001 -3- 16J6 w the Auditor General, the Supervisor shall include within the information the date the Supervisor received the reporting package. V. RECORD RETENTION The Supervisor shall keep and maintain accurate and detailed records (e.g., invoices, receipts, and other documentation) sufficient to identify how and whether expenditures were used for authorized purposes, to support financial reporting, and to conduct audits as may be required or requested. The Supervisor shall retain these records for five fiscal years in accordance with the guidelines of the Department of Financial Services and the Office of the Auditor General, or three years after the date an audit report is issued, whichever is later. The Supervisor shall allow the Department or its designee, CFO, or Auditor General access to such records, including the audit working papers upon request. Failure to provide adequate documentation shall result in a request to return the funds to the Department. VI. ENTIRETY OF THE AGREEMENT All terms and conditions of this agreement are fully set forth in this document and attachments incorporated by reference and shall be governed by the laws of the State of Florida regardless of any conflict of laws provisions. In any proceeding or action brought under this section, the parties agree that the prevailing party will be entitled to its reasonable attorney's fees from the other party. The parties agree that proper venue will be in Leon County, Florida. IN WITNESS THEREOF, the parties have caused this Agreement to be executed by their undersigned officials as duly authorized. County Supervisor of Elect' ns By: S0� Printed rlame and title , Witness 7 Date Department of State, Division of Elections By: Printed name and title Witness Date Please complete, sign & return the Memorandum of Agreement, Certificate Regarding Matching Funds signed by the county governing body, & Certification Regarding Debarment and Suspension to: Joyce Durbin, HAVA Funds Coordinator, Florida Department of State, Division of Elections, R.A. Gray Building, Room 316, 500 South Bronough Street, Tallahassee, Florida 32399 -0250 MOA #2010 - 2011 -0001 -4- 16J6 ATTACHMENT A to MOA #2010 - 2011 -0001 Federal Program: Federal Help America Vote Act — Catalog of Federal Domestic Assistance (CFDA) § 90.401 Help America Vote Act Requirements Payments Compliance requirements applicable to the federal resources awarded under this agreement are as follows: 1. The Supervisor shall only use the FY 2010 -2011 Funds (amount specified in Attachment B) for one or more of the following federal election administration activities: • Voter education; • Poll worker training; • Implementing and maintaining the provisions of the Military and Overseas Voter Empowerment (MOVE) Act and the Uniformed and Overseas Citizens Absentee Voting Act ( UOCAVA); • Standardizing election results reporting; or • Other federal election administration activities, as approved by the Department of State. These are the acceptable uses for the funds under the categories listed above: • Mailing or publishing sample ballots which must include additional information on voting procedures, voting rights or voting technology; • Voter information cards which must include additional voter education information on voting procedures, voting rights or voting technology; • Advertising or publications outlining voting procedures, voting rights or voting technology; • Voting System demonstrations; • Poll worker training stipends; • Training materials for poll workers; • Voter guides which must include voter education information concerning voting procedures, voting rights, or voting technology but shall not contain elected officials' contact information other than the supervisor's contact information; or • Maintaining online or web -based absentee ballot request and ballot tracking and precinct- finder system as relates to use in federal elections and for the costs for upgrades and future license fees and maintenance fees for the MOVE Act and other UOCAVA expenditures 2. Prior to receipt of FY 2010 -2011 funds under this Agreement, the Supervisor must submit to the Department: Page 1 of 3 16J6 ! • A detailed description of the Supervisor's plan to use the funds for federal election administration activities and include the source of funds (federal, county matching funds and other county funds (local) being used for each federal election activity set forth in the plan. • A written certification from the county governing body (e.g. Board of County Commissioners) that the county will provide matching funds in the amount of 15 %. If the county governing body fails to appropriate the matching funds, the Supervisor must return or repay to the State the portion of the funds for which the matching funds applied. • A completed ED Form GCAS -009 (6188), entitled "Certification Regarding Debarment, Suspension, Ineligibility, and Voluntary Exclusion Lower Tier Covered Transactions ". The form is attached hereto as Attachment A -1. [Executive Order 12549, Debarment and Suspension, 45 CFR 1183.35, prohibits the disbursement of federal funds to the intended recipient of such funds or to any sub - recipient thereunder unless such recipient and each sub - recipient, if any, certify that they are not excluded or disqualified from receiving federal funds by any federal department or agency.] 3. The Supervisor must establish and maintain the FY 2010 -2011 funds in an interest bearing account. The Supervisor must segregate funds for federal election administration activities and required county matching dollars in a separate account established for such funds. Any funds remaining at the end of the fiscal year shall remain in the account to be used for the same purposes for subsequent years or until such funds are expended. 4. The Supervisor shall maintain separate accounting records for each of the funding sources identified under its plan submitted pursuant to paragraph #2. 5. The Supervisor shall submit a written financial report to the Department: • On or before December 31, 2010 all actual expenditures from the date of receipt through September 30, 2010. The report must include documentation (such as appropriation statement, committee meeting minutes approving appropriation, or account statement) that the county governing body appropriated matching funds as certified under paragraph 2. Failure to appropriate the matching funds must be reported. • On or before each and every December 31 after 2010, all actual expenditures for preceding period of October 1 through September 30, and the amount of FY 2010- 2011 funds unspent as of June 30 of the year being reported. Such annual reporting is required until such funds are fully expended. Page 2 of 3 16J6 Each financial report shall include documentation including but not limited to billing or itemized receipts in support of the expenditures for the services or products used to promote voter education, voting rights or voting technology. For example, the report must include a copy of or the actual product or publication and indicate how many individual items were produced or printed. For services, the report must include a copy of or the actual newspaper article, audio recording, or video clip and /or template or transcript thereof, and indicate how many times it was published, aired, or accessed, or include a copy of the graphics template and content layout for a special created webpage. 6. Copies of any reports or other submissions required by paragraphs 2 and 5 of this Attachment shall be submitted by or on behalf of the Supervisor directly to: Department of State, Division of Elections, R.A. Gray Building, 500 S. Bronough Street, Tallahassee, Florida 32399 -0250. State Resources Awarded to the Supervisor Under this Agreement Consist of the Following: N/A Matching Resources for Federal Programs: N/A Subject to section 215.97, Florida Statutes (Florida Single Audit Act): N/A Compliance requirements applicable to state resources awarded pursuant to this Agreement areas follows: N/A Page 3 of 3 16J6 Attachment A -1 to MOA 2010 - 2011 -0001 CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCLUSION LOWER TIER COVERED TRANSACTIONS This certification is required by the regulations implementing Executive Order 12549, Debarment and Suspension, 45 CFR 1183.35, Participants' responsibilities. The regulations were published as Part VII of the May 26, 1988 Federal Register (pages 19160 - 19211). Copies of the regulations may be obtained by contacting the person to which this proposal is submitted. (BEFORE COMPLETING CERTIFICATION, READ INSTRUCTIONS ON REVERSE) (1) The prospective lower tier participant certifies, by submission of this proposal, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency. (2) Where the prospective lower tier participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal. 6� -J-, 1 S -o Name and Title of Authorized epresentative ED Form GCS -009, 6/88 INSTRUCTIONS FOR CERTIFICATION 46J6 1. By signing and submitting this proposal, the prospective lower tier participant is providing the certification set out below. 2. The certification in this clause is a material representation of fact upon which reliance was placed when this transaction was entered into. If it is later determined that the prospective lower tier participant knowingly rendered an erroneous certification, in addition to other remedies available to the federal government, the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment. 3. The prospective lower tier participant shall provide immediate written notice to the person to which this proposal is submitted if at any time the prospective lower tier participant learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances. 4. The terms "covered transaction," "debarred," "suspended," "ineligible," "lower tier covered transaction," "participant," "person," "primary covered transaction," "principal," "proposal," and "voluntarily excluded," as used in this clause, have the meanings set out in the Definitions and Coverage sections of rules implementing Executive Order 12549. You may contact the person to which this proposal is submitted for assistance in obtaining a copy of those regulations. 5. The prospective lower tier participant agrees by submitting this proposal that, should the proposed covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the department or agency with which this transaction originated. 6. The prospective lower tier participant further agrees by submitting this proposal that it will include the clause titled "Certification Regarding Debarment, Suspension, Ineligibility, and Voluntary Exclusion -Lower Tier Covered Transactions," without modification, in all lower tier covered transactions and in all solicitations for lower tier covered transactions. 7. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction that it is not debarred, suspended, ineligible, or voluntarily excluded from the covered transaction, unless it knows that the certification is erroneous. A participant may decide the method and frequency by which it determines the eligibility of its principals. Each participant may, but is not required to, check the Nonprocurement List (Telephone Number). 8. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render in good faith the certification required by this clause. The knowledge and information of a participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings. 9. Except for transactions authorized under paragraph 5 of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is suspended, debarred, ineligible, or voluntary excluded from participation in this transaction, in addition to other remedies available to the federal government, the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment. ED Form GCS-009,6/88 1 JbATTACHMENT B to MOA #2010 - 2011 -00 DEPARTMENT OF STATE DIVISION OF ELECTIONS FEDERAL ELECTION ACTIVITIES FY 2010 -11 COUNTY 2008 GENERAL ELECTION REGISTERED VOTERS FEDERAL ELECTION ACTIVITIES FUNDING PER COUNTY COUNTY MATCHING FUNDS 15% Alachua 154,706 $ 27,509.07 $ 4,126.36 Baker 14,172 $ 2,520.00 $ 378.00 Bay 110,739 $ 19,691.07 $ 2,953.66 Bradford 15,732 $ 2,797.39 $ 419.61 Brevard 351,488 $ 62,499.90 $ 9,374.98 Broward 1,008,656 $ 179,354.34 $ 26,903.15 Calhoun 8,622 $ 1,533.12 $ 229.97 Charlotte 118,837 $ 21,131.02 $ 3,169.65 Citrus 102,742 $ 18,269.09 $ 2,740.36 Clay 120,656 $ 21,454.47 $ 3,218.17 Collier 203,075 $ 36,109.82 $ 5,416.47 Columbia 38,272 $ 6,805.34 $ 1,020.80 DeSoto 15,613 $ 2,776.23 $ 416.43 Dixie 10,775 $ 1,915.96 $ 287.39 Duval 536,588 $ 95,413.49 $ 14,312.02 Escambia 195,193 $ 34,708.28 $ 5,206.24 Fla ler 60,079 $ 10,682.96 $ 1,602.44 Franklin 7,722 $ 1,373.09 $ 205.96 Gadsden 30,128 $ 5,357.22 $ 803.58 Gilchrist 10,721 $ 1,906.36 $ 285.95 Glades 6,584 $ 1,170.74 $ 175.61 Gulf 9,123 $ 1,622.21 $ 243.33 Hamilton 7,688 $ 1,367.04 $ 205.06 Hardee 11,802 $ 2,098.57 $ 314.79 Hendry 16,936 $ 3,011.48 $ 451.72 Hernando 123,013 $ 21,873.58 $ 3,281.04 Highlands 66,092 $ 11,752.16 $ 1,762.82 Hillsborough 701,464 $ 124,730.94 $ 18,709.64 Holmes 11,513 $ 2,047.19 $ 307.08 Indian River 90,053 $ 16,012.79 $ 2,401.92 Jackson 28,128 $ 5,001.59 $ 750.24 Jefferson 10,310 $ 1,833.27 $ 274.99 Lafayette 4,469 $ 794.66 $ 119.20 Lake 188,702 $ 33,554.08 $ 5,033.11 Lee 320,512 $ 56,991.90 $ 8,548.78 Leon 174,544 $ 31,036.57 $ 4,655.49 Levy 25,924 $ 4,609.68 $ 691.45 Liberty 4,304 $ 765.32 $ 114.80 Madison 12,278 $ 2,183.21 $ 327.48 Manatee 206,211 $ 36,667.44 $ 5,500.12 Marion 214,722 $ 38,180.83 $ 5,727.12 Martin 101,155 $ 17,986.89 $ 2,698.03 FY10 -11 Federal Election Activities Att. B FINAL 6 -11 -10 1 6/22/2010 DEPARTMENT OF STATE 16J6 DIVISION OF ELECTIONS FEDERAL ELECTION ACTIVITIES FY 2010 -11 COUNTY 2008 GENERAL ELECTION REGISTERED VOTERS FEDERAL ELECTION ACTIVITIES FUNDING PER COUNTY COUNTY MATCHING FUNDS 15% Miami -Dade 1,243,315 $ 221,080.27 $ 33,162.04 Monroe 50,136 $ 8,914.94 $ 1,337.24 Nassau 47,501 $ 8,446.40 $ 1,266.96 Okaloosa 129,373 $ 23,004.48 $ 3,450.67 Okeechobee 18,859 $ 3,353.42 $ 503.01 Orange 604,243 $ 107,443.57 $ 16,116.54 Osceola 136,544 $ 24,279.60 $ 3,641.94 Pafm Beach 831,423 $ 147,839.63 $ 22,175.94 Pasco 294,431 $ 52,354.30 $ 7,853.14 Pinellas 643,423 $ 114,410.37 $ 17,161.56 Polk 332,015 $ 59,037.31 $ 8,855.60 Putnam 46,432 $ 8,256.31 $ 1,238.45 St. Johns 131,744 $ 23,426.08 $ 3,513.91 St. Lucie 157,676 $ 28,037.19 $ 4,205.58 Santa Rosa 107,253 $ 19,071.21 $ 2,860.68 Sarasota 260,618 $ 46,341.84 $ 6,951.28 Seminole 259,336 $ 46,113.88 $ 6,917.08 Sumter 59,913 $ 10,653.44 $ 1,598.02 Suwannee 24,791 $ 4,408.22 $ 661.23 Taylor 13,088 $ 2,327.25 $ 349.09 Union 7,273 $ 1,293.25 $ 193.99 Volusia 326,854 $ 58,119.60 $ 8,717.94 Wakulla 18,565 $ 3,301.14 $ 495.17 Walton 36,847 $ 6,551.96 $ 982.79 Washington 15,938 $ 2,834.02 $ 425.10 TOTAL 1 11,247,6341 $ 2,000,000.00 1 $ 300,000.00 FY 2010 -11 APPROPRIATION - FEDERAL ELECTION ACTIVITIES 2008 General Election - Total number of registered voters in the state FUNDING LEVEL PER INDIVIDUAL VOTER (Based on FY 2010 -11 appropriation number 3164 for Federal Election Activities divided by the total number of registered voters in the state for the 2008 General Election.) $2,000,000 11,247,634 $0.1778 FY10 -11 Federal Election Activities Aft. 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I understand that if the Board fails to appropriate the required matching funds, all funds received from the state for this grant during the 2010 -11 state fiscal year will be required to be returned to the Department of State. Chairman, Board of County Commissioners Date MOA #2010- 2011 -0001