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03rd Amendment 10/18/2006 DANNY L" KOLHAGE CLERK OF THE CIRCUIT COURT DATE: October 26, 2006 TO: Salvatore Zappulla, Director Office of Management & Budget FROM: Dave Owens Grants Management Pamela G. Hanc ~ Deputy Clerk r:::y ATTN: At the October 18, 2006, Board of County Commissioner's meeting the Board granted approval and authorized execution of the following: Certificates of Acceptance of Subgrant Awards between Monroe County and the Florida Department of Law Enforcement for programs funded by the Edward Byrne Justice Assistance Grant Program, as follows: Monroe Youth Challenge Middle School Program II, 2007-JAGC.-MONR-1-P3-069, in the amount of $30,000.00; Family Treatment Drug Court III, 2007-JAGC.-MONR-2-P3-068, in the amount of $37,301.00; and Boys and Girls SMART - Marathon Area III, 2007-JAGC-MONR-3-P3-061, in the amount of $22,500.00. Enclosed is a duplicate original of each. Contracts with providers of programs funded by the Edward Byrne Memorial Justice Assistance Grant Program, as follows: Boys and Girls Club, that provides S.M.A.R.T. Gang Prevention, in the amount of $30,000.00; and Care Center for Mental Health, that provides Family Treatment Drug Court, in the amount of $49,735.00. Enclosed is a duplicate original of each. Contracts with human service organizations funded by the County for Fiscal Year 2007, for which funding recommendations are made by the Human Services Advisory Board, as follows: AIDS Help, Inc., that provides facilities and services for supportive services to mv -infected residents, in the amount of $36,000.00; The Care Center for Mental Health, that provides facilities and services for mental health, in the amount of$345,000.00; The Florida Keys Children's Shelter, Inc., that provides facilities and services for shelter and counseling to youth and families, in the amount of $200,000.00; Florida Keys Outreach Coalition, Inc., that provides facilities and services to provide shelter to homeless individuals and families, in the amount of $60,000.00; Fountains of Living, Inc., that provides facilities and services for an assisted living facility for senior citizf,ns, in the amount of $5,000.00; United States Fellowship of Florida, Inc., that provides facilities and services for assisted living facilities with limited mental health support in Monroe County, in the amount of $65,000.00; Higher Love Mission Outreach, that provides facilities and services for assistive services for disadvantaged residents, in the amount of $5,000.00; The Monroe Association for Retarded Citizens (MARC), Inc., that provides services for mentally retarded citizens, in the amount of $205,000.00; PACE Center for Girls, Inc., that provides facilities and services for education, counseling, training, and advocacy for at-risk young women, in the amount of $75,000.00; Rural Health Network of Momoe County, Florida, Inc., that provides facilities and services related to outreach and emollment activites for the Florida Kid Care Program and medical and dental services to the disadvantaged citizens ofMomoe County, in the amount of $80,000.00; Samuel's House, Inc., that provides facilities and services for women and children's housing and support, in the amount of $110,000.00; and Womankind, Inc., that provides facilities and services related to women's health care, in the amount of $100,000.00. Enclosed is a duplicate original of each. Contracts with non-profit service organizations funded by the County for Fiscal Year 2007, these organizations do not apply to the Human Services Advisory Board, they are funded directly by the Board of County Commissioners as line items in the budget, as follows: The Exotic and Wild Bird Rescue of Florida Keys, Inc., that provides facilities and services for wild and exotic bird rescue programs, in the amount of $12,000.00; The Florida Keys Wild Bird Rehabilitation Center, Inc., that provides facilities and services for wild bird rescue programs, in the amount of $12,000.00; The Historic Florida Keys Foundation, that provides facilities and sservices for the development, coordination, and promotion of historic preservation, in the amount of $30,000.00; The Marathon Wild Bird Rescue, Inc., that provides facilities and services for wild bird rescue programs, in the amount of $12,000.00; Momoe Council of the Arts Corporation, d/b/a Florida Keys Council of the Arts, that provides facilities and services for the development, coordination, and promotion of the arts, in the amount of $75,000.00; Rural Health Network of Momoe County, Florida, Inc., that provides facilities and services related to primary care medical servjces to the disadvantaged citizens of Momoe County, in the amount of $360,000.00; anMJpper Keys Community Pool, Inc., d/b/a Jacobs Aquatic Center of Key Largo, that provides a swimming pool and related facilities, in the amount of $225,000.00. Enclosed is a duplicate original of each. Program Generated Income Agreement, Subgrant Project No. 2003-CJ-5A-22-54-01-111 between Momoe County of the Florida Department of Law Enforcement for the FY 2003 Sunrise House Trarlsitional Housing for Recovering Homeless Men III Program, provided by Florida Keys Outreach Coalition. Enclosed are three duplicate originals, executed on behalf of Monroe County, for your handling. Please be sure to return the fUlly executed "Monroe County Clerk's Office Original" and the "Monroe County Finance Department's Original" as soon as possible. Program Generated Income Agreement, Subgrant Project No. 2004-CJ-J3-11-54-01-017 between Momoe County of the Florida Department of Law Enforcement for the FY 2004 Sunrise House Transitional Housing for Recovering Homeless Men IV Program, provided by Florida Keys Outreach Coalition. Enclosed are three duplicate originals, executed on behalf of Monroe County, for your handling. Please be sure to return the fUlly executed "Monroe County Clerk's Office Original" and the "Monroe County Finance Department's Original" as soon as possible. Should you have any questions please feel free to contact our office. cc: County Attorney Finance File AMENDMENT TO AGREEMENT THIS ADDENDUM to agreement is made and entered into this ;!if.aay of Oc/dL 2006, between Monroe County (hereafter "County") and Upper Keys Community Pool, Inc., d/b/a Jacobs Aquatic Center of Key Largo (hereafter UKCP). WHEREAS, on December 14, 2000, the parties entered into a twenty-year lease, commencing on the date of the agreement, of a parcel of land at the Key Largo Community Park; and WHEREAS, said lease obligated UKCP to provide for construction of a swimming pool and related facilities; and WHEREAS, said lease required UKCP, upon obtaining a certificate of occupancy for the pool and related facilities, to continuously maintain the pool and its water quality as well as operate the pool and related facilities in accordance with all laws and regulations applicable to such facilities and operations; and WHEREAS, said lease set forth numerous requirements which included maintenance, repairs, daily hours open to the general public, presence of trained lifeguards, and a percentage of revenues to be set aside for pool operations, upkeep, maintenance and repairs; and WHEREAS, said lease provided that the County may, but is not obligated to, appropriate revenue from any lawfully available source for construction, repair, maintenance and operations; and WHEREAS, County has provided funding for capital costs and utilities via separate contracts dated March 22, 2001, July 17, 2002, February 19, 2003, December 17, 2003, and March 17, 2004; and WHEREAS, County has provided funding for operations via lease amendments dated April 20, 2005 and October 19,2005; and WHEREAS, UKCP has provided and operated the pool, but requires funding for operations; and WHEREAS, County has deemed it in the best interests of the residents and general public to provide additional monies for operations, maintenance and all other obligations imposed upon UKCP by the lease dated December 14, 2000, as amended April 20, 2005 and October 19, 2005; NOW, THEREFORE, in consideration of the mutual covenants contained herein the parties agree to the amended agreement as follows: 1. The lease dated December 14, 2000, as amended April 20, 2005 and October 19, 2005, is hereby amended as follows: A. A new paragraph, Paragraph 15A, shall be added to read: 15. Commencing October 1, 2006, and ending September 30,2007, County shall pay UKCP an amount not to exceed $225,000, payable up to $18,750 per month, upon submission to the County Clerk of an invoice with supporting documentation acceptable to the Clerk to document the performance of the agreement and expenses as incurred. Payment shall be made on a reimbursement basis except for those items which UKCP specifically identifies and requests in writing be paid by the Direct Vendor method. 2. The remaining provisions of the lease dated December 14, 2000, as amended April 20,2005 and October 19,2005, shall remain in full force and effect. IN WITNESS WHEREOF, the parties have set their hands and seal on the day and yearJirst above written. (SEAL). ATTEST: OANNYL. KOLHAGE,CLERK C]L..~~ Deputy Clerk BOARD OF COUNTY COMMISSIONERS OF MONROE C11~TY, FLORIDA By ~i Mayor/Chairm~n l~~I~1 /j Witness. ~/~~ ~~itness Upper Keys Community Pool, Inc. (FederallD No. ~ ~- t9 1-bt> 1-6 if ). ,..~' c- By C-=- President ~ <=> ... c:::> ('"') .... N C1' ..." - -- , rn CJ -n o :.:0 ';';' ".'1 n .;::;> ;0 CJ ATTACHMENT A EXPENSE REIMBURSEMENT REQUIREMENTS This document is intended to provide basic guidelines to Human Service Organizations, county travelers, and contractual parties who have reimbursable expenses associated with Monroe County business. These guidelines, as they relate to travel, are from Florida Statute 112.061. A cover letter summarizing the major line items on the reimbursable expense request needs to also contain a notarized certified statement such as: "I certify that the attached expenses are accurate and in agreement with the records of this organization. Furthermore, these expenses are in compliance with this organization's contract with the Monroe County Board of County Commissioners." Invoices should be billed to the contracting agency. Third party payments will not be considered for reimbursement. Remember, the expense should be paid prior to requesting a reimbursement. Only current charges will be considered, no previous balances. Reimbursement requests will be monitored in accordance with the level of detail in the contract. This document should not be considered all-inclusive. The Clerk's Finance Department reserves the right to review reimbursement requests on an individual basis. Any questions regarding these guidelines should be directed to 305-292-3534. Data Processing, PC Time, etc. The vendor invoice is required for reimbursement. Inter-company allocations are not considered reimbursable expenditures unless appropriate payroll journals for the charging department are attached and certified. Payroll A certified statement verifying the accuracy and authenticity of the payroll expense is needed. If a Payroll Journal is provided, it should include: dates, employee name, salary or hourly rate, total hours worked, withholding information and payroll taxes, check number and check amount. If a Payroll Journal is not provided, the following information must be provided: check amount, check number, date, payee, support for applicable payroll taxes. Postage, Ovemight Deliveries, Courier, etc. A log of all postage expenses as they relate to the County contract is required for reimbursement. For overnight or express deliveries, the vendor invoice must be included. Rents, Leases, etc. A copy of the rental or lease agreement is required. Deposits and advance payments are not allowable expenses. Reproduction:s, Copies, etc. A log of copy expenses as they relate to the County contract is required for reimbursement. The log must define the date, number of copies made, source document, purpose, and recipient. A reasonable fee for copy expenses will be allowable. For vendor services, the vendor invoice and a sample of the finished product are required. Supplies, Services, etc. For supplies or services ordered, a vendor invoice is required. Telefax, Fax, etc. A fax iog is required. The log must define the sender, the intended recipient, the date, the number called, and the reason for sending the fax. Telephone EXllenses A user log of pertinent information must be remitted including: the party called, the caller, the telephone number, the date, and the purpose of the call. Travel Expenses Travel expenses must be submitted on a State of Florida Voucher for Reimbursement of Travel Expenses. Travel must be submitted in accordance with Florida Statute 112.061. Credit card statements are not acceptable documentation for reimbursement. If attending a conference or meeting a copy of the agenda is needed. Airfare reimbursement requires the original passenger receipt portion of the airline ticket. A travel itinerary is appreciated to facilitate the audit trail. Auto rental reimbursement requires the vendor invoice. Fuel purchases should be documented with paid receipts. Taxis are not reimbursed if taken to arrive at a departure point: for example, taking a taxi from one's residence to the airport for a business trip is not reimbursable. Parking is considered a reimbursable travel expense at the destination. Airport parking during a business trip is not. A detailed list of charges is required on the lodging invoice. Balance due must be zero. Room must be registered and paid for by traveler. The County will only reimburse the actual room and related bed tax. Room service, movies, and personal telephone calls are not allowable expenses. Meal reimbursement is: breakfast at $3.00, lunch at $6.00, and dinner at $12.00. Meal guidelines state that travel must begin prior to 6 a.m. for breakfast reimbursement, before noon and end after 2 p.m. for lunch reimbursement, and before 6 p.m. and end after 8 p.m. for dinner reimbursement. Mileage reimbursement is calculated at .29 cents per mile for personal auto mileage while on County business. An odometer reading must be included on the state travel voucher for vicinity travel. Mileage is not allowed from a residence or office to a point of departure. For example, driving form one's home to the airport for a business trip is not a reimbursable expense. Non-allowable Expenses The following expenses are not allowable for reimbursement: capital outlay expenditures (unless specifically included in the contract), contributions, depreciation expenses (unless specifically included in the contract), entertainment expenses, fundraising, non-sufficient check charges, penalties and fines. ATTACHMENT B ORGANIZATION LETTERHEAD Monroe County Board of County Commissioners Finance Department 500 Whitehead Street Key West, FL 33040 Date The following is a summary of the expenses for ( Orqanization name) for the time period of to_ Check # Payee Reason Amount 101 Company A Rent $ X,XXX.XX 102 Company B Utilities XXX.XX 104 Employee A P/R ending 05/14/01 XXX.XX 105 Employee B P/R ending OS/28/01 XXX.XX (A) Total $ X.XXX.XX (B) Total prior payments $ X,XXX.XX (C) Total requested and paid (A + B) $ X,XXX.XX (D) Total contract amount $ X,XXX.XX Balance of contract (D-C) $ X.XXX.XX I certify that the above checks have been submitted to the vendors as noted and that the expenses are accurate and in agreement with the records of this organization. Furthermore, these expenses are in compliance with this organizations_ contract with the Monroe County Board of County Commissioners and will not be submitted for reimbursement to any other funding source. Executive Director Attachments (supporting documentation) Sworn to and subscribed before me this _ day of 2001 by who is personally known to me. Notary Public Notary Stamp PUBLIC ENTITY CRIME STATEMENT "A person or affiliate who has been placed on the convicted vendor list following a conviction for public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list."