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Craig J. Nichols, Secretary
Florida 911 Coordinators Fall 2014 Meeting
Gainesville, FL
Nov. 5, 2014
State of Florida E911 Board
2014 Fall Update
E911 Board Information http://florida911.myflorida.com
E911 Board Membership
Laurie Anderson At-Large County Representative
Ira Pyles Large County
Representative
Dave Konuch Competitive Local Exchange Carrier Member
Tomer Nadler Wireless Telecommunications Industry Member
Carolyn Dill-Collier Medium County Representative
Sgt Dale MitchellAt-Large County Representative
Ben GuthrieRural County
Representative
Sandy KhazareeLocal Exchange Carrier Member
Chesley DillonWireless Telecommunications Industry Member
Stan GreerLocal Exchange Carrier Member(Greatest number of access lines)
John FordDepartment of
Management ServicesChair
E911 Board Support
State of Florida Department of Management Services
Division of Telecommunications, Public Safety 4030 Esplanade Way, Suite 135
Tallahassee, FL 32399-0950
Bureau of Public Safety – E911 Contacts John Ford, Public Safety Chief 850-921-2334 [email protected] Adrienne Jones, Administrative 850-921-4204 [email protected] Don Lamb, Technical 850-487-0547 [email protected] Kimberly Bickley, Administrative 850-922-7445 [email protected] Kent Raheb, Technical 850-922-7417 [email protected] Penney Taylor, Administrative 850-414-9636 [email protected]
Fax: 850-488-9837
State E911 Website: http://florida911.myflorida.com
E911 Fee Allocation Percentages
WIRELESS E911 FEE REVENUES
NON-WIRELESS E911 FEE REVENUES
3%1% 1 percent of the fund is retained by the E911 Board for administrative and operational purposes.
71% 25%
71 percent distributed each month to counties for the purposes of providing E911 service (payments are based on the number of wireless subscribers in each county).
3 percent used to provide assistance to rural counties for providing 911 or E911 service.
25 percent available for distribution to wireless service providers in response to sworn invoices for the actual costs incurred in providing E911 service.
2%1%
97%
97 percent distributed each month to counties for the purposes of providing E911 service (payments are based on the number of nonwireless subscribers in each county).
2 percent used to provide assistance to rural counties for providing 911 or E911 service.
1 percent of the fund is retained by the E911 Board for administrative and operational purposes.
97%
2013 E911 Board Annual Report
NG-911 and Grant Assistance Maps
Wireless E911 Fee Revenue
Prepaid Reduction
Trend line
Non-wireless E911 Fee Revenue
Historical E911 Expenditure and Fee Revenue
E911 Board 2013 Annual Report County Information (2012-2013)
E911 Calls = 17,180,890 ⇑
Rural Counties = 31
Total County Expenditures = $196,320,831/yr. ⇑
Total Subscribers Fee Revenue = $ 87,667,674 ⇓
Percent 911 Fee and E911 Board Assistance (Interest and Grant Programs) of Total 911 Expenses = 56% ⇑
*Compiled Provider Reimbursement
E911 Board Financials
Fiscal Year 2013-2014*
Beginning Balance ⇑ $ 15,093,893
Fee Revenues and Income ⇑ $ 109,465,246
County Disbursements ⇓ $ 87,760,245
Rural County Disbursements ⇑ $ 2,967,717
Provider Reimbursement ⇓ $ 7,083,976
Board Operations/Administration ⇓ $ 787,200
Current Year: ⇑ $ 25,960,001
State Grant Cost Reimbursement ⇑ $ 2,118,725
E911 Board Financials - Calendar Year 2013*
• Beginning Balance • Fee Revenues, Refunds and Income
• County Disbursements
• Rural County Disbursements
• Provider Reimbursement
• Board Operations/Administration
• Current End of Year:
• E911 State County Grant Disbursements
*Cash Basis
$ 31,096,889 ⇓ $ 108,316,109 ⇓
$ 94,909,866 ⇓ $ 2,287,374 ⇓ $ 7,255,169 ⇓ $ 837,272 ⇓
$ 33,536,317 ⇑
$ 2,076,912 ⇑
E911 Trust Fund Projection
Actual
Historical - Wireless Cost Recovery
Actual
Carry Forward and Excess Cost Recovery Paragraph 365.173(2)(c), Florida Statutes - A county
may carry forward up to 30% of the total funds disbursed to the county by the board during a calendar year for expenditures for capital outlay, capital improvements, or equipment replacement, if such expenditures are made for the purposes specified in subparagraphs 365.173(2)(a)1. and 2, Florida Statutes.
In order to prevent an excess recovery of costs incurred in providing E911 service, a county that receives funds greater than the permissible E911 costs described in subsection 365.172(9), Florida Statutes, including the 30% carry forward allowance, must return the excess funds to the E911 Board to be allocated under Paragraph 365.172(6)(a), Florida Statutes.
E911 Grant Funds or Interest Returns
Please do not send any funds or checks to the E911 Board Staff or the physical street address.
Please send any excess funds, grant reimbursement and interest checks to:
Address: Florida E911 Board P. O. Box 7117 Tallahassee, FL 32314
Requested County Assistance
The E911 Board requests county assistance in identifying wireless and nonwireless service providers doing business in Florida.
– Sources • ALI Bid Information • Yellow Pages • Advertisements • Newspaper • Company Contacts
E911 Board Rules
60FF1-5.001: Requirements for Sworn Invoices submitted by or on Behalf of Wireless Service Providers (Effective 12/3/10)
60FF1-5.002: Rural County Grants (In Rule Development) 60FF1-5.003: E911 State Grant Program (Effective 9/31/14) 60FF1-5.004: Requirements for Fee Remittance Submitted
by or on Behalf of Wireless and Non-wireless Service Providers (Effective 12/3/10)
60FF1-5.005: Emergency Grants (In Rule Development) 60FF1-5.006: Carry forward and Excess Cost Recovery
(Effective 7/17/11) 60FF1-5.008: Public Comment (Effective 1/26/14)
E911 Board Issues
E911 Board Legislative Implementation Wireless Prepaid Fee Disbursement Board Allocation Percentages and Spending
Authority Statewide NG-911 County Funding Programs Coordinator Training Special Disbursement Text-to-911 Special Disbursement Hardware and Software Equipment Upgrades
and Replacements Issues State Grant Program Application Changes Rural County Grant Application Changes
State of Florida E911 Board
2014 Grant Program
and Special Disbursements
E911 Board Information http://florida911.myflorida.com
911 Coordinator Meeting Special Disbursement Program
Please Sign-in
The 911 Coordinator Meeting special disbursement is limited to the county 911 coordinator or their designee based on sign in at the meeting or training. Designee contact information needs to be provided by the
county 911 coordinator to the statewide 911 coordinator prior to the meeting and training.
E911 Board authorized the $1,000 special
disbursement for the fall meeting and training
E911 Board authorized the $1,200 special disbursement for the spring meeting and training
E911 Board Grant Programs
All counties in need of funding for their E911 systems, equipment upgrades and/or replacements are encouraged to submit an application for the grant programs.
E911 State Grant Program
Rural County Grant Program
E911 State Grant Program Status Report
2008 Program Award $ 50,000,000
2010 Fall Program Award $ 3,408,912
2011 Summer Program Award $ 9,720,472
2012 Fall Program $ 1,356,102 2013 Fall Program (8 grants) $ 2,118,725 Total Program Award $ 66,604,211
E911 State Grant Program Status Report
The E911 State Grant Program has 9 active grants for a total $8,308,041 of which $6,577,577 has been spent
$1,730,464 remaining to be spent
3 grants totaling $6,562,951 are awaiting final documentation and/or interest return and verification
Rural County Grant Program Fall 2014
The E911 Board received 25 applications from 20 counties for total grant requests of $832,073. The E911 Board approved 20 grants for 20 counties for a total $797,290 at the October 2014 meeting.
Priorities 1 through 6b were awarded for disbursement.
Rural County Grant Program Status Report
The Rural County Grant Program has 25 active grants for a total $1,019,505 of which $713,560 has been spent.
$305,945 remaining to be spent not including the Fall 2014 program awards.
7 grants totaling $182,3062 are awaiting final documentation and/or interest return and verification.
Florida Single Audit Act
Florida Single Audit Act - state audit and accountability requirements for state financial assistance provided to counties Rural County Grants – Single Audit Act - CSFA –
72.001 E911 State Grants – Single Audit Act - CSFA – 72.002 E911 Emergency Grants – (Development) https://apps.fldfs.com/fsaa/searchCompliance.aspx
Provide the E911 Board staff a copy of the County annual audit Review the financial reporting package, including
the management letter and corrective action plan, to identify audit findings and recommendations that affect state financial funding.
Catalog of State Financial Assistance (CSFA)
Grant Reporting Issues
The next Quarterly Reports will be due for the October – December 2014 reporting period. All reports need to be submitted on time. On-time submission prevents the need for a letter to the Board of County Commission and State Auditor General audit criticism.
Time Extensions and Change Requests are reviewed by the E911 Board on a quarterly basis unless there is an emergency need. Change requests are needed for scope changes, time extensions and utilization of interest. E911 Board approval should be obtained prior to implementation or use of funding. Next scheduled review is January 2015.
Final Documentation (copy of invoices and payments [checks]) need to be submitted on time to prevent State Auditor General audit criticism.
Delinquent grant documentation and report supplemental can affect the awarding of future grant application.
If you have a grant application or change request pending Board action, recommend that you attend the meeting, either in person or by voice bridge.
Grant Report Submissions
Reports are due 30 days after the end of the quarter. To assure processing of Reports and Change Requests, have the information submitted prior to the Board Meetings. Board staff sends out notifications of final processing date.
The email address established for submitting your Grant Quarterly Reports, Change Requests and the Final Reports and Documentation is : [email protected]
This should be used for all of the grant reporting paperwork being submitted to the E911 Board. Not for grant submissions or other responses to information requests.
E911 Board Grant Programs
E911 Board does not dictate the manufacturer or vendor for the county system.
The E911 Board does determine the funding level or grant award for the E911 system requested. In the grant justification, the E911 Board reviews what is needed for E911 system and what is nice to have.
Grants awarded have a maximum two year period for expenditures.
E911 Board encourages all counties in need of funding for E911 system and equipment upgrades and replacement to submit an application.
E911 Board Grant applications and rules include the terms and conditions for the grants.
Grant Application Associated Quotes
All grant applications shall be accompanied by at least one quote for equipment or services. Grant applications totaling $35,000.00 or more must be accompanied by at least three written substantiated competitive quotes from different vendors, unless a sole source request is approved in compliance with General Conditions. Complete quote submittals shall include a detailed
scope of work, all pages included in the vendor proposal, breakdown of all costs including equipment, service tasks and deliverables.
If the grant application does not exceed the threshold amount of $195,000, the county can initiate a request for approval for sole source funding.
E911 Board Grant Additional Reminders
Applications for equipment that is “End of Life” should included the manufacturer’s documentation.
Include an electronic file on CD with the application.
Multiple projects with different priorities is difficult to split in awarding categories. Comply with the grant conditions on grant submittals.
Recommend that you submit early so that they can be reviewed for completeness.
Use grant submission checklist to verify submitting the complete grant applications.
Grant Carry Forward Limitation Provision
5.11 The amount of grant funding award is limited based on the total amount of carry forward funding in the county E911 fund in excess of an amount calculated based on the allowable 30 percent carry forward amount for a two year basis. The county shall include the amount of their county carry forward funding being utilized for this grant in the Applied County Carry Forward or other Funding (if applicable) line in the Application Form item #12. Budget/Expenditure Report.
Grant Carry Forward Limitation Provision
County E911 Revenue Carry Forward Funds
County E911 Carry Forward Funding
Trust Fund Distributions
Last Two Year Calculated County
E911 Revenue Carry Forward Fund
Amount
30 % Carry Forward
County Funds
E911 State Grant Funding Requests
Subparagraph 365.172(6)(a)3.c., Florida Statutes
E911 Board Grant Award
RetainedAllowable
Grant Usage Grant Funds
County E911 Grant Project
Proposed Project - Goal(s) and Objectives
• Include the tasks to be performed • Provide scope of work
– in quantifiable deliverable units – specify the minimum level of service – criteria for evaluating the successful
completion – Need vendor quote information for
details and backup – Need to verify receipt and acceptance
Financial Reimbursement of Expenditures Each grantee may submit reimbursement claims to the
E911 Board as needed; however claims are limited to one request per month.
Receipt of reimbursement funds from the E911 Board is contingent on the timely and accurate submittal of funding requests.
Requests for reimbursement of expenditures must be submitted on the approved Appendix IV Financial Reimbursement of Expenditures Reporting Form.
Incomplete claims forms or claims not submitted on the correct form cannot be processed and will be returned for corrections.
Submit only for the amounts in each budget categories in which you have incurred expenditures.
Financial Reimbursement of Expenditures
Example: Will be posted on the website
Each grantee may submit cost reimbursement request to the E911 Board with accompanying documentation justifying the need including: Requests for reimbursement of expenditures
submitted on the approved Appendix IV Financial Reimbursement of Expenditures Reporting Form.
Certification that the work being invoiced is complete; and
With the vendors invoice. Within 45 days of receipt of funding, the grantee shall
submit verification of vendor payment
Reject Request and Notify County
County Payment Request Submittal
Review County Request &
Documentation
Claim Form and certification
C & A
No
Provide county assistance as
needed
Yes
Change Request Needed
Yes
Reject Request and Notify County
Wait 1 mth
No
Complete Invoice &Reimbursement
JustificationStaff Form
Invoice C & A PO or Contract
C & A
Reject Request and Notify County
NoNo
No
Original Comparison
Scope & Budget
Provide county assistance as
needed
Yes
E911 Board Finance -
Review and Verification
Payment Ready for F & A
Processing
Yes
Process
Previous Approved Payment
Req
(within last month)
No
Compile Documents
No
Financial Reimbursement of Expenditures
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