Okaloosa County BOCC — May 17, 2013 — Request & Documents with Certificate of Matching Funds — reading text

specifically paragraphs 5 and 6 of Attachment A. III. 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 2012 Presidential Preference Primary. 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 I, 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). MOA # 2012-2013-0001 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. fl.us/hava/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.B.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 R.A, Gray Bldg., Rm 114A 111 West Madison St. Bureau of the Census 500 S. Bronough St. 500 S. Bronough Street Tallahassee, FL 1201 East 10" 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 (), 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 the Auditor General, the Supervisor shall include within the information the date the Supervisor received the reporting package. MOA # 2012-2013-0001 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. Department of State, Division of Elections By: Printed name and title Witness Date Please complete, sign & return the Memorandum of Agreement, Federal Election Activities plan, 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. 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