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Home My WebLink About2006-191 MEMORANDUM OF AGREEMENT FOR RECEIPT AND USE OF POLL WORKER RECRUITMENT AND TRAINING FUNDS This agreement, effective as of the � day of 7:5 2006, is by and between the State of Florida, Department of State, Division of Elections ("Department"), the address of which is 500 South Bronough Street, Room 316, Tallahassee, FL 32399- 0250 and Indian River County Supervisor of Elections, The Honorable Kay Clem ("Supervisor"), the address of which is 1750 25th Street, Vero Beach, Florida 32960 . L Governing Law WHEREAS , Section 6 of Chapter 2005 -70, Laws of Florida, provides for poll worker recruitment and training. WHEREAS, said section is intended to provide funding for county supervisors of elections to assist with recruiting and training individuals as poll workers . From the funds appropriated from the Grants and Donations Trust Fund to the Department of State, Specific Appropriation 2939 of the 2005-2006 General Appropriations Act (Chapter 2005 -70, Laws of Florida), the Department shall distribute the sum of $ 3 ,000,000 in the state fiscal year 2005 -2006 to the county supervisors of elections to assist with recruiting and training individuals as poll workers. 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 registered voters in the county for the 2004 General Election, as certified by Department of State. The Department shall determine the funding level per voter in the state based on that information. II. Restrictions No county supervisor of elections shall receive funds pursuant to Section I until the Supervisor provides a detailed description of how they intend to spend the funds for poll worker recruitment and training to the Department for approval. No county supervisor of elections shall receive funds pursuant to Section I until the Board of County Commissioners certifies to the Division of Elections that the county ' will provide matching funds for poll worker recruitment and training in an amount equal to fifteen percent ( 15%) of the amount to be received from the state . If the Board of County Commissioners fails to appropriate the matching funds required by this paragraph, any funds provided to the Supervisor under this agreement shall be returned to the Department. All state funds received pursuant to Section I and all county matching funds shall be held in a separate account and shall be used solely for the poll worker recruitment and training programs detailed in the Supervisor' s plan. Any funds remaining in the account Page 1 of 3 at the end of the fiscal year shall remain in the account to be used for the same purposes for subsequent years or until the funds are expended. Supervisors may only use funds received under this agreement for purposes outlined in Specific Appropriation 2939 of the 2005 -2006 General Appropriations Act and consistent with the provisions of the federal Help America Vote Act. Any funds received by the Supervisor under this agreement that are used for any unauthorized purpose shall be repaid to the Department. III . Disbursement The Supervisor shall receive a sum certain as provided above and outlined in Appendix A. IV. Audits and Monitoring The administration of funds awarded by the Department to the Supervisor may be subject to audits and monitoring by the Department, as described in this section. 1 . Each Supervisor expending $ 500,000 or more in funds provided under this agreement may be subject to federal single or program specific audits . See OMB Circular No . A- 133 (Revised, June 27, 2003) regarding Audits of States, Local Governments, and Nonprofit Organizations and the Catalog of Federal Domestic Assistance (CFDA) § 90 .401 Help America Vote Act Requirements Payments. 2 . Each Supervisor receiving funds under this agreement shall keep such records with respect to the funds received as are consistent with sound accounting principles, including records which fully disclose the amount and disposition by the supervisor, the total cost of the project or undertaking for which such funds are used, the amount of that portion of the cost of the project or undertaking supplied by other sources, and such other records as will facilitate an effective audit. The Supervisor agrees to provide copies of and/or access to all such documentation to state and/or federal auditors and the Department upon request. 3 . The Supervisor shall provide a report to the Department on or before December 31 , 2006 detailing the actual expenditures by the Supervisor of the funds provided under this agreement which shall cover the period from the date of receipt of the funds by the Supervisor through September 30, 2006 . The Supervisor shall subsequently provide such a report by December 31 of each and every year thereafter, covering the preceding period of October 1 through September 30, as long as any funds provided for under this agreement remain and/or are expended. V. Report Submissions Page 2 of 3 Reports required by PART N of this agreement shall be submitted by the Supervisor directly to the Department of State at the following address : Department of State Division of Elections 500 S . Bronough Street, Suite 316 Tallahassee, Florida 32399-0250 IN WITNESS THEREOF, the parties have caused this Agreement to be executed by their undersigned officials as duly authorized. Department of State, Division of Elections : Supervisor of Elections By : By: Wila 1 Dawn K. Roberts, Division Director Kay Clem Snnarviso , „ r Elections Typed name and title Typed name and title 612114 V X/aA Witness Witness / 2, a6 Date D&te Page 3 of 3 9 APPENDIX A DEPARTMENT OF STATE DIVISION OF ELECTIONS POLL WORKER RECRUITMENT AND TRAINING FUNDS FY 2005-06 2004 GENERAL POLL WORKER COUNTY ELECTION RECRUITMENT AND MATCHING REGISTERED TRAINING FUNDING FUNDS COUNTY VOTERS PER COUNTY 15% Alachua 142 , 358 $ 41 ,458 .30 $ 63218. 75 Baker 12 , 887 $ 31753 .03 $ 562 . 95 Bay 101 ,315 $ 29 , 505 .53 $ 4 ,425 .83 Bradford 14 , 721 $ 41287 . 13 $ 643.07 Brevard 338 , 195 $ 98,491 .06 $ 14,773 .66 Broward 1 , 058 ,069 $ 308 , 136 .84 $ 46,220 . 53 Calhoun 8 , 350 $ 2,431 .73 $ 364 .76 Charlotte 113 , 808 $ 33 , 143 .81 $ 4,971 . 57 Citrus 90,780 $ 26 ,437.47 $ 3 ,965 .62 Clay 106 ,464 $ 31 ,005.05 $ 41650 . 76 Collier 168,673 $ 49 , 121 .91 $ 7 ,368 .29 Columbia 34 ,282 $ 93983 .80 $ 1 ,497 .57 DeSoto 14 ,901 $ 4 ,339 .55 $ 650 .93 Dixie 9 ,676 $ 21817 .90 $ 422 .68 Duval 515 ,202 $ 150, 040 .04 $ 22 , 506 .01 Escambia 189 , 833 $ 55,284 .24 $ 8 ,292 .64 Flagler 47 ,068 $ 131707 .41 $ 21056 . 11 Franklin 7 , 620 $ 2,219 . 14 $ 332 .87 Gadsden 26,884 $ 71829 .31 $ 1 , 174 .40 Gilchrist 9 ,035 $ 22631 .22 $ 394 .68 Glades 5,963 $ 11736 .58 $ 260.49 Gulf 9 , 627 $ 27803 .63 $ 420 . 54 Hamilton 71645 $ 2,226.42 $ 333.96 Hardee 10 , 399 $ 3 ,028.46 $ 454 .27 Hendry17 , 144 $ 41992 .77 $ 748 .92 Hernando 1092656 $ 31 ,934 .64 $ 41790.20 Highlands 603176 $ 172524.80 $ 22628 .72 Hillsborough 621 , 201 $ 180,909 .67 $ 273136 .45 Holmes 10, 982 $ 3 , 198.24 $ 479 .74 Indian River 810643 $ 23 ,776 .54 $ 31566 .48 Jackson 272138 $ 72903 .28 $ 11185.49 Jefferson 9 , 300 $ 22708 .40 $ 406 .26 4-6-06 Poll Worker Training - Final 1 APPENDIX A DEPARTMENT OF STATE DIVISION OF ELECTIONS POLL WORKER RECRUITMENT AND TRAINING FUNDS FY 2005-06 2004 GENERAL POLL WORKER COUNTY ELECTION RECRUITMENT AND MATCHING REGISTERED TRAINING FUNDING FUNDS COUNTY VOTERS PER COUNTY 15% Lafayette 45309 $ 1 ,254 .89 $ 188 .23 Lake 161 ,269 $ 46 ,965.67 $ 7 ,044 . 85 Lee 304,937 $ 88 ,805 .48 $ 132320.82 Leon 171 , 1 82 $ 49 ,852 .59 $ 7 ,477 .89 Levy 22 ,617 $ 6 , 586 .65 $ 988 . 00 Liberty 49075 $ 13186 . 74 $ 178 .01 Madison 11 ,371 $ 3 ,311 . 53 $ 496 .73 Manatee 191 ,635 $ 553809 . 03 $ 8 ,371 . 35 Marion 184 ,257 $ 532660 . 37 $ 82049. 06 Martin 985857 $ 28 ,789 . 70 $ 42318 .45 Miami-Dade 11058 ,801 $ 308 ,350 . 02 $ 46 ,252 .50 Monroe 51 ,377 $ 14 ,962 .30 $ 22244 .35 Nassau 41 ,353 $ 122043 .05 $ 1 ,806 .46 Okaloosa 127 ,455 $ 37 , 118 . 17 $ 5, 567 .73 Okeechobee 18 , 627 $ 53424 .66 $ 813 .70 Orange 531 ,774 $ 154 , 866.24 $ 23 ,229 .94 Osceola 129,487 $ 375709 .94 $ 5,656 .49 Palm Beach 729 ,575 $ 212 ,470 .96 $ 31 ,870 .64 Pasco 265 ,974 $ 77,458 .45 $ 11 ,618 .77 Pinellas 5903989 $ 172, 111 . 16 $ 25, 816 .67 Polk 2952742 $ 86, 127 .66 $ 12, 919 . 15 Putnam 45,344 $ 13,205 .34 $ 1 , 980 .80 Santa Rosa 96 ,359 $ 28,062 .21 $ 4, 209 .33 Sarasota 240 , 592 $ 70,066 . 56 $ 10, 509 .98 Seminole 2415230 $ 70,252 .37 $ 10, 537 .85 St. Johns 109,635 $ 31 ,928 . 53 $ 4 ,789 .28 St. Lucie 137,951 $ 40 , 174.87 $ 6 ,026 .23 Sumter 40, 523 $ 113801 . 34 $ 11770 .20 Suwannee 21 ,930 $ 61386 .58 $ 957 .99 Taylor 11 ,481 $ 3 , 343 .56 $ 501 .53 Union 7,063 $ 21056 .93 $ 308 . 54 Volusia 309, 930 $ 90,259 . 57 $ 13 , 538 .94 Poll Worker Training - Final 2 4-6-06 APPENDIX A DEPARTMENT OF STATE DIVISION OF ELECTIONS POLL WORKER RECRUITMENT AND TRAINING FUNDS FY 2005-06 2004 GENERAL POLL WORKER COUNTY ELECTION RECRUITMENT AND MATCHING REGISTERED TRAINING FUNDING FUNDS COUNTY VOTERS PER COUNTY 15% Wakulla 15,396 $ 4 ,483 .71 $ 672 . 56 Walton 32 , 777 $ 9 , 545 . 50 $ 1 ,431 .83 Washington 143421 $ 4, 199.77 $ 629 .96 TOTAL 10,301 ,290 $ 3,000,000 .00 $ 450 ,000 .00 From the funds in Specific Appropriation 2939 , $3 , 000 ,000 shall be distributed to county supervisors of elections to assist with recruiting and training individuals as poll workers . These funds shall be distributed to each eligible county supervisor in an amount equal to the funding level per voter multiplied by the number of registered voters in the county for the 2004 General Election . The Division of Elections shall determine the funding level per voter based on the number of registered voters in the state for the 2004 General Election . In order for a county supervisor of elections to be eligible to receive state funding for poll worker recruitment and training , the county must certify to the Division of Elections that the county will provide matching funds for poll worker recruitment and training in the amount equal to fifteen percent of the amount to be received from the state. The county must also submit training plans to the department for approval to ensure consistency of training across the state. Additionally, to be eligible , a county must segregate state poll worker recruitment and training distributions and required county matching dollars in a separate account established to hold only such funds . Funds in this account must be used only for the activities for which the funds were received . Any funds remaining in the fund 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 . Poll Worker Training - Final 3 4-6-06 2006 Poll Worker Recruitment and Training Plan Item Description Details/Comments Cost Training On-line Training An enhancement to our $24 , 070 . 00 hands-on training , will allow the poll worker to learn at their own pace . Also will allow us to test the worker and conduct election evaluations and surveys . Recruitment Advertising "Need for Poll Workers" $3 ,273 . 02 Total $27 , 343 . 02 Certificate Regarding Matching Funds I, Arthur R . Neuberger , Chairman of the Board of County Commissioners of Indian River County, Florida, do hereby certify that the Board of County Commissioners will provide matching funds for poll worker recruitment and training in county FY 2005 -2006 to the Supervisor of Elections in an amount equal to at least 15% of the amount to be received from the state, which for Indian River County is $3 ,566 .48 . I understand that if the Board fails to appropriate the required matching funds, all funds received from the state for poll worker recruitment and training purposes during the 2005 -2006 state fiscal year will be required to be returned to the Department of State. Ch an , Boar d � rity Comi4i&ners ArtNy iR NeubMe �Ilk " 'I 1 e � Ul 4=. June ,'6 ;°� Qt06011�� Date «, a F , 7a. I * x 100 1k** t* iitt I 3tG � KAY CLEM, SUPERVISOR OF ELECTIONS 012401 Supervisor of Elections Poll Worker Fund 6/9/2006 048 .00 • PROMOTIONAL:048 .80 • Grant For Poll Worker Recruitment and Training 39566.48 CHECKING - RIVERS County Matching Funds State Funds 31566.48 KAY CLEM, SUPERVISOR OF ELECTIONS 012401 Supervisor of Elections Poll Worker Fund 6/9/2006 -,• 048 .00 - PROMOTLDNAL:048.80 • Grant For Poll Worker Recruitment and Training 31566 .48 .V J CHECKING - RIVERS County Mats l�ds State Funds 31566 .48 DATA SUPPLIES INCA 7-859-7890