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HomeMy WebLinkAbout1983-110i RESOLUTION NO. 83-110 A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF INDIAN RIVER COUNTY, FLORIDA AUTHORIZING THE CHAIRMAN OF THE COUNTY COMMISSION TO EXECUTE AN AGREEMENT BETWEEN THE STATE OF FLORIDA DEPARTMENT OF COMMUNITY AFFAIRS AND INDIAN RIVER COUNTY (SUBGRANTEE). WHEREAS, Indian River County has been informed that the State of Florida Department of Community Affairs has tenta- tively allocated TEN THOUSAND NINE HUNDRED AND NINE DOLLARS and 00/100 ($10,909.00) to Indian River County for disaster prepared- ness, and WHEREAS, the Department of Community Affairs now needs additional information in order to make its final allocations, and WHEREAS, the attached agreement provides that Indian River County will match the grant funds with an additional TEN THOUSAND NINE HUNDRED AND NINE DOLLARS and 00/100 ($10,909.00) of Indian River County funds. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF INDIAN RIVER COUNTY, FLORIDA, that the Chairman and Clerk of the Board of County Commissioners are authorized and directed to execute the attached agreement between the State of Florida Department of Community Affairs and Indian River County. The foregoing resolution was offered by Commissioner Lyons who moved its adoption. The motion was seconded by Commissioner Scurlock and, upon being put to a vote, the vote was as follows: Chairman Richard N. Bird Aye Vice -Chairman Don C. Scurlock, Jr. Aye Commissioner Margaret C. Bowman Absent Commissioner Patrick B. Lyons Aye Commissioner William C. Wodtke, Jr. Aye The Chairman thereupon declared the resolution duly passed and adopted this 16th day of November , 1983. BOARD OF COUNTY COMMISSIONERS OF INDIAN RRIVER._COUNTY,.FLORIDA By RICHARD N.$Z D Chairman APWR Attest: ANU FREDA WRIGHT By Clerk GRANDENBURG, County Attorney 40 AGREEMEMT BETWEEN THE STATE OF FLORIDA DEPARTMENT OF COMMUNITY AFFAIRS AND INDIAN RIVER COUNTY (NAME OF SUBGRANTEE) This Agreement, entered into this 1st day of October , 19 83between the Department of Community Affairs (Grantee) and the Indian River County (Subgrantee), shall govern certain emergency management related activities to be financed by the Grantee. THEREFORE, the parties agree as follows: I. TERMS OF AGREEMENT a. This Agreement shall commence on the 1 day of October 1983 and shall continue in full force and effect to and including the 30 day of September , 1984. b. The Grantee agrees to allocate the Subgrantee the maximum sum of $10,909 / 50 % which the Subgrantee will match with $ 10, / 50 % for a total subgrant-of $ 21,818 / 100 % for the successful completion of the items of performance agreed to herein. C. It is agreed that liability of the Grantee under this Agreement shall not exceed the total funds received by the Grantee for this purpose. d. The Grantee or Subgrantee may terminate this Agreement for breach of contract or in the event of non-availability of funds with such notice as is reasonable under the circumstances. Either party may terminate this Agreement without cause by giving 30 days notice to the other party. e. The Grantee or Subgrantee may, from time to time, request changes in the services to be provided under this Agreement or in the operating budget. Such requested changes must be sub- mitted in writing, agreed to and signed by both parties in order to amend this Agreement. f. The Subgrantee, in performing the requirements'of this Agreement, shall comply with applicable laws, rules, regulations, ordinances and codes of the federal, state and local governments. 40 AO II. REQUIREMENTS AND ASSURANCES a. General Provisions. The Subgrantee hereby assures and certifies that it will comply with regulations, policies, guidelines, and requirements including 44 CFR Part 301, CPG 1-3 and 1-5, and OMB Circular No. A-87 and A-102 as they relate to application, acceptance and use of federal funds. b. Budget Summary. The Subgrantee will complete the attached "budget summary" which is incorporated herein by reference as Exhibit A and which must be approved by the Grantee prior to expenditure of funds by the Subgrantee. C. Scope of Work. The Subgrantee will complete a "scope of work" describing the activities/projects to be accomplished under this Emergency Management Assistance (EMA) Agreement. Such scope of work is attached to and incorporated herein as Exhibit B. d. Reports. The Subgrantee shall submit, at such times and in such form as may be'prescribed, quarterly and final financial reports, as well as semi-annual and final progress reports. e. Fiscal and Program Accountability. The Subgrantee must establish fiscal control and fund accounting procedures which assure proper disbursement of an accounting for subgrant funds and required matching expenditures. All monies spent on this project will be disbursed in accordance with provisions of the budget summary as approved by the Grantee. The Subgrantee acknowledges that it has full responsibility for fiscal and programmatic accountability for this subgrant. In the event the Subgrantee is unable to produce records capable of being audited without reconstruction by Auditors, all funds paid under this Agreement by the Grantee to the Subgrantee shall be disallowed and subject to repayment. The accounting system established and maintained by the Subgrantee must have internal controls adequate to safeguard the assets of the Subgrantee, check the accuracy and reliability of accounting data, promote operating efficiency and encourage compliance with prescribed management policies and this Agreement. f. Recording and Documentation of Receipts and Expenditures. Accounting procedures must provide for an accurate and timely recording of receipt of funds by type of expenditures made from such funds and of unexpended balances. Accounting pro- cedures must be adequate to ensure that expenditures charged to this subgrant are for allowable purposes and that documentation is readily available to verify that such charges are accurate. -2- g. Utilization and Payment of Funds. Funds awarded are to be expended only for purposes and activities covered by the - Subgrantee's approved budget summary and scope of work (Exhibits A and B). Payments to the Subgrantee will be made on a quarterly basis in accordance with approved expenditure reports submitted by the Subgrantee. h. Obligation of Grant Funds. Subgrant funds shall not, without advance written approval by the Grantee, be obligated prior to the effective date or subsequent +-o the termination date of the subgrant period. Obligations outstanding as of the termination date shall be liquidated within 90 days. Such obligations must be related to goods or services provided and utilized within the subgrant period. i. Audit. An independent audit of the Subgrantee's finan- cial management system will be performed not less frequently than every two years by the Subgrantee. The audits must comply with requirements of OMB Circulars No. A-102 (Attachment P) and A-110, must be performed in accordance with Standards for Audit of Govern- ment Organizations, Programs, Activities, and Functions and must be made on an entity -wide basis which includes an appropriate sample of federal subgrants. The Subgrantee must indicate what organization(s) will conduct the"audit(s), the approximate time the audit(s) will be initiated and completed, the coverage to be provided (including the period of activities), and a projected date when the "audit report" will be issued and forwarded to the Grantee. j. Retention of Records. The Subgrantee shall maintain all records, documents and files pertaining to this Agreement for a period of three years from the date of conclusion of the Agreement unless informed by the Grantee that said records may be disposed of earlier. Access to those records must be provided at reasonable times to the Grantee and its employees and agents and to the federal grant agency, its employees and agents. k. Legal Authorization. The Subgrantee certifies with respect to this subgrant that it possesses legal authority to apply for the grant and that the applicant's governing body has adopted a resolution which authorizes the execution and acceptance of the Agreement with all understandings and assurances contained herein; and names and authorizes the person to act in connection with this Agreement. 1. Standard or Special Conditions. The Subgrantee agrees to comply with the requirements as specified in the attached "Standard or Special Conditions" appended hereto and incorporated herein by specific reference as Exhibit C (Special Conditions). -3- • The Subgrantee acknowledges that the responsibility for complying with the approved subgrant award rests with the recipient Subgrantee and acknowledges that failure to do so may constitute grounds for the recession or suspension of this subgrant and may influence future subgrant awards. IN WITNESS HEREOF, the Grantee and the Subgrantee have executed this Agreement as of the date first written above. FOR THE SUBGRANTEE: BY f Authorized County Oft-icial Richard N. Bird, Chairman Name/Title Board of County Commissioners Indian River County �.; proves; n form i lei. f f e1} L1. br�'ndev' ,y A107-17 Approved: November 16, 1983 -4- FOR THE GRANTEE: STATE OF FLORIDA DEPARTMENT OF COMMUNITY AFFAIRS BY Secretary Date