Okaloosa County BOCC — May 20, 2014 — Federal Election Activities Board Submittal 2014 — reading text

e An expenditure report is due every year in which HAVA funds remain and/or are expended. If expenses are made at any time from the date of initial receipt of the FY2013-14 Federal Election Activities grant funds through September 30 of the year received, the first report is due on December 31 of that year. Thereafter, an expenditure report is only due on December 31 of every year in which expenses were made or funds remain to cover the preceding October 1* through September 30" period until all funds are fully expended. The report shall be filed using Form DS-DE 128 (rev. 11-15-13).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 county matching funds or reversion of those funds back to the county for any reason must be reported to the Department. e Report forms will be provided by the Department (DS-DE 128, Revised 11-15-13). 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 to the Department. Page 3 of 4 Each financial report shall include the billing or itemized receipts in support of the expenditures for the services or products used to provide voter education concerning voting procedures voting rights or voting technology. If deemed necessary after review of a financial report, you may be asked and will be required to provide any requested supplemental documentation. For products, that may include a copy of or the actual product or publication and an indication of how many individual items were produced or printed, or for services, that may include a copy of or the actual newspaper article, audio recording, or video clip and/or template or transcript thereof, and an indication of how many times it was published, aired, or accessed, or a copy of the graphics template and content layout for a special created webpage. e Annual remaining balance report for unspent HAVA funds remaining on June 30 of each year being reported. The report form will be provided by the Department (DS-DE 129, Revised 7/5/11). This report is due on or before July 31 of every year until such funds are fully expended. 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 are as follows: N/A Page 4 of 4 ATTACHMENT A-2 of MOA 2013-2014-0001-R Certificate Regarding Matching Funds |, Charles K. Windes, Jr. , Chairman of the Board of County Commissioners of Okaloosa County, Florida, do hereby certify that the Board of County Commissioners will provide matching funds for the Federal Election Activities grant in county FY 2013-2014 to the Supervisor of Elections in an amount equal to at least 15% of the amount to be received from the state, which for Okaloosa County is $3,239.32. | understand that if the Board fails to appropriate the matching funds, all funds received from the state for this grant during the 2013-2014 state fiscal year will be required to be returned to the Department of State. Chairman, Board of County Commissioners Date DS-DE 127 Revised 6/4/13 ATTACHMENT B to MOA 2013-2014-0001-R DEPARTMENT OF STATE DIVISION OF ELECTIONS FEDERAL ELECTION ACTIVITIES FY 2013-2014 Attach B - FEA Funds FY 2013-2014 - FINAL-R 2012 Federal Election County General Activities Matching Election Funding Funds County Registered Voters Per County 15% Alachua 164,912 | $ 27,636.31 | $ 4,145.45 Baker 14,006 | $ 2,347.16 | $ 352.07 Bay 112,915 | $ 18,922.54 | § 2,838.38 Bradford 15,491 | $ 2,596.01 | $ 389.40 Brevard 380,469 | $ 63,759.81 | $ 9,563.97 Broward 1,140,454 | $ 191,119.72 | $ 28,667.96 Calhoun 8,278 | $ 1,387.24 | $ 208.09 Charlotte 115,050 | $ 19,280.33 | $ 2,892.05 Citrus 98,639 | $ 16,530.13 | $ 2,479.52 Clay 132,585 | $ 22,218.88 | S 3,332.83 Collier 180,560 | $ 30,258.63 | S 4,538.79 Columbia 35,539 | $ 5,955.70 | $ 893.36 DeSoto 16,376 | $ 2,744.33 | $ 411.65 Dixie 10,229 | $ 1,714.20 | $ 257.13 Duval 557,282 | $ 93,390.51 | $ 14,008.58 Escambia 198,275 | $ 33,227.35 | $ 4,984.10 Flagler 69,597 | $ 11,663.21 | $ 1,749.48 Franklin 7,174 |$ 1,202.23 | S 180.34 Gadsden 29,625 | $ 4,964.62 | $ 744.69 Gilchrist 11,121 | $ 1,863.68 | $ 279.55 Glades 6,668 | $ 1,117.44 | $ 167.62 Gulf 9,030 | $ 1,513.27 | $ 226.99 Hamilton 7,963 | $ 1,334.46 | $ 200.17 Hardee 12,312 | $ 2,063.27 | $ 309.49 Hendry 17,264 | $ 2,893.14 | $ 433.97 Hernando 123,346 | $ 20,670.59 | $ 3,100.59 Highlands 62,076 | $ 10,402.83 | $ 1,560.42 Hillsborough 747,587 |S 125,282.23 | $ 18,792.33 Holmes 11,560 | $ 1,937.25 | $ 290,59 Indian River 93,569 | $ 15,680.49 | $ 2,352.07 Jackson 29,003 | $ 4,860.38 | S 729.06 Jefferson 9,517 | $ 1,594.88 | $ 239.23 Lafayette 4,568 | $ 765.52 | $ 114.83 Lake 201,652 | $ 33,793.27 | $ 5,068.99 Lee 388,947 | $ 65,180.57 | $ 9,777.09 Leon 190,574 | $ 31,936.80 | $ 4,790.52 Levy 25,053 | $ 4,198.44 | $ 629.77 Liberty 4,410 | $ 739.04 | $ 110.86 Madison 12,001 | $ 2,011.15 | $ 301.67 Manatee 209,468 | $ 35,103.10 | $ 5,265.46 Marion 223,478 | $ 37,450.92 | $ 5,617.64 Martin 101,835 | $ 17,065.73 | $ 2,559.86 Miami-Dade 1,313,850 | $ 220,177.79 | $ 33,026.67 Monroe 51,524 | $ 8,634.50 | $ 1,295.18 Nassau 51,607 | $ 8,648.41 | $ 1,297.26 r Fae ; sere! : 1/13/2014 ATTACHMENT B to MOA 2013-2014-0001-R DEPARTMENT OF STATE DIVISION OF ELECTIONS FEDERAL ELECTION ACTIVITIES FY 2013-2014 2012 Federal Election County General Activities Matching Election Funding Funds County Registered Voters Per County 15% Okeechobee 19,185 | $ 3,215.06 | $ 482.26 Orange 690,645 | $ 115,739.77 | $ 17,360.97 Osceola 163,384 | $ 27,380.24 | $ 4,107.04 Palm Beach 870,186 | $ 145,827.63 | $ 21,874.14 Pasco 310,322 | $ 52,004.42 | $ 7,800.66 Pinellas 626,348 | $ 104,964.74 | $ 15,744.71 Polk 351,119 | $ 58,841.27 | $ 8,826.19 Putnam 43,581 | $ 7,303.40 | $ 1,095.51 St. Johns 152,849 | $ 25,614.76 | $ 3,842.21 St. Lucie 175,554 | $ 29,419.71 | $ 4,412.96 Santa Rosa 116,941 | $ 19,597.22 | $ 2,939.58 Sarasota 277,672 | § 46,532.87 | $ 6,979.93 Seminole 277,376 | $ 46,483.26 | $ 6,972.49 Sumter 73,946 | $ 12,392.03 | $ 1,858.80 Suwannee 25,043 |$ 4,196.76 | $ 629.51 Taylor 12,585 | $ 2,109.02 | $ 316.35 Union 7,313 | $ 1,225.53 | $ 183.83 Volusia 332,556 | $ 55,730.45 | $ 8,359.57 Wakulla 18,501 | $ 3,100.44 | $ 465.07 Walton 38,368 | $ 6,429.79 | $ 964.47 Washington 14,668 | $ 2,458.09 | $ 368.71 [TOTAL | 11,934,446] $ 2,000,000.00 | $ 300,000.00 | FY 2013-2014 APPROPRIATION - FEDERAL ELECTION ACTIVITIES $2,000,000 2012 General Election-Total No. of registered voters in the state 11,934,446 FUNDING LEVEL PER INDIVIDUAL VOTER $0.1676 (Based on FY 2013-2014 appropriation for Federal Election Activities divided by the total number of registered voters in the state for the 2012 General Election.) Attach B - FEA Funds FY 2013-2014 - FINAL-R 2 1/13/2014 Attachment A-3 to MOA 2013-2014-0001-R 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. You Luy , Okedoose County Sucervi sov of Llechons Name and Tille of Authorized Representative wee c= SMay (Y ger a / Date ED Form GCS-009, 6/88 INSTRUCTIONS FOR CERTIFICATION l. N By signing and submitting this proposal, the prospective lower tier participant is providing the certification set out below. 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. 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. 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. 29 «6, . 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. 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. 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). 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. Except for transactions authorized under paragraph 5 of these instructions, if a