FY2001 11/21/2000
1Dannp JL. i{olbagt
BRANCH OFFICE
3117 OVERSEAS HIGHWAY
MARAlHON, FLORIDA 33050
TEL. (305) 289-6027
FAX (305) 289-1745
CLERK OF 1HE CIRCUIT COURT
MONROE COUN1Y
500 WHITEHEAD STREET
KEY WEST, FLORIDA 33040
TEL. (305) 292-3550
FAX (305) 295-3660
BRANCH OFFICE
88820 OVERSEAS HIGHWAY
PLANTATION KEY, FLORIDA 33070
TEL. (305) 852-7145
FAX (305) 852-7146
MEMORANDUM
DATE:
November 30, 2000
TO:
Jennifer Hill, Budget Director
Office of Management & Budget
ATTN:
Dave Owens
Grants Administrator
Pamela G. Hanco~
Deputy Clerk U
FROM:
At the November 21,2000, Board of County Commissioner's meeting the Board granted
approval and authorized execution of the following:
Fiscal Year 2001 Funds Agreement between Monroe County and Historic Florida Keys
Foundation, Inc. to provide funding.
Fiscal Year 2001 Human Organization Agreement between Monroe County and the
following:
Greater Miami and Keys American Red Cross
Big Brothers-Big Sisters of Monroe County, Florida
Caring Friends for Seniors, Inc.
Domestic Abuse Shelter, Inc.
Florida Keys Children's Shelter, Inc.
Florida Keys Outreach Coalition, Inc.
U.S. Fellowship of Florida, Inc. a/kJa Heron and HeronlPeacock
Hospice of the Florida Keys, Inc.
Literacy Volunteers of America - Monroe County, Inc.
Monroe Association for Retarded Citizens
Wesley House
Fiscal Year 2001 Funds Agreement between Monroe County and Monroe Council of the
Arts to provide funding.
Enclosed please find a duplicate original of each Agreement for your handling. Should
you have any questions please feel free to contact this office.
Cc: County Administrator w/o documents
County Attorney
Finance
File
AGREEMENT
Heron/Peacock
This Agreement is made and entered into thiS// ~ay of f\t!Vq tY1E~, 2000,
between the BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA, hereinafter
referred to as "Board" or "County," and U. S. FELLOWSHIP OF FLORIDA, INC. a/k/a/ HERON and
HERON/PEACOCK, hereinafter referred to as "Provider."
,/
WHEREAS, the Board and the Provider desire to enter into an agreement wherein the
Board contracts for services from the Provider for the rendering of mental health services to the
citizens of the Middle Keys, Monroe County, Florida, and
WHEREAS, the Board is vested and charged with certain duties and responsibilities
relating to the housing, transportation, mental health and guidance of the citizens of Monroe
County, and
WHEREAS, such services have been rendered by the Provider in the past and have been
invaluable to the citizens of the Middle Keys, and
WHEREAS, similar services are to be provided in Key West under the auspices of
Heron/Peacock; and
WHEREAS, it is proper and fitting to enter into an agreement for services to be rendered
in the forthcoming fiscal year 2000-2001, now, therefore,
IN CONSIDERATION of the mutual promises and covenants contained herein, it is agreed
as follows:
1. AMOUNT OF AGREEMENT. The Board, in consideration Q,t the Provider
substantially and satisfactorily performing and carrying out the duties and oliitlgation€}:>f me
Board, as to rendering housing, transportation, mental health counsel to th~fienef me
Middle Keys and Key West, Monroe County, Florida, shall reimburse the Provide~~ pGtii:ioJ'Cl)f
the Provider's expenditures for residential and mental health services as billedi~~e ~vitt8!r
for clients qualifying for such services under applicable state and federal Lijations ~d
eligibility determination procedures. This cost shall not exceed a total r~ ~se~nt;yj)f
THIRTY-EIGHT THOUSAND ONE HUNDRED FIFTY-FIVE DOLLARS ($38,155.00) ~iffq~2<tJ5~0
to Heron for services in the Middle Keys and $18,000.00 to Heron/Peacock fOf-!;er&'ice~in ~y
West, for fiscal year 2000-2001. !~ Pl 0') f5
2. TERM. This Agreement shall commence on October 1, 2000, and terminate
September 30, 2001, unless earlier terminated pursuant to other provisions herein.
3. PAYMENT. Payment will be paid monthly as hereinafter set forth. Certified
monthly financial and service load reports will be made available to the Board to validate the
delivery of services under this contract. The monthly financial report is due in the office of the
Clerk of the Board no later than the 15th day of the following month. After the Clerk of the
Board pre-audits the certified report, the Board shall reimburse the Provider for its monthly
expenses. However, the total of said monthly payments in the aggregate sum shall not exceed
the total amount of $38,155.00 during the term of this agreement. To preserve client
confidentiality required by law, copies of individual client bills and records shall not be available
to the Board for reimbursement purposes but shall be made available only under controlled
conditions to qualified auditors for audit purposes.
4. SCOPE OF SERVICES. The Provider, for the consideration named, covenants and
agrees with the Board to substantially and satisfactorily perform and carry out the duties of the
Board in rendering counsel in the matter of mental health and guidance to the citizens of the
Middle Keys, Monroe County, Florida. The Provider shall provide these services in compliance
with Florida Statutes Chapter 394. Said services shall include, but are not limited to, those
services described in Provider's Details of Specific Program for Which Funding is Requested,
attached hereto as Exhibit C and incorporated herein.
5. RECORDS. The Provider shall maintain appropriate records to insure a proper
accounting of all funds and expenditures, and shall provide a clear financial audit trail to allow
for full accountability of funds received from said Board. Access to these records shall be
provided during weekdays, 8 a.m. to 5 p.m., upon request of the Board, the State of Florida, or
authorized agents and representatives of the Board or State.
The Provider shall be responsible for repayment of any and all audit exceptions which are
identified by the Auditor General of the State of Florida, the Clerk of Court for Monroe County,
an independent auditor, or their agents and representatives. In the event of an audit exception,
the current fiscal year contract amount or subsequent fiscal year contract amounts shall be
offset by the amount of the audit exception. In the event this agreement is not renewed or
continued in subsequent years through new or amended contracts, the Provider shall be billed
by the Board for the amount of the audit exception and Provider shall promptly repay any audit
exception.
6. INDEMNIFICATION AND HOLD HARMLESS. The Provider covenants and
agrees to indemnify and hold harmless Monroe County Board of County Commissioners from any
and all claims for bodily injury (including death), personal injury, and property damage
(including property owned by Monroe County) and any other losses, damages, and expenses
(including attorney's fees) which arise out of, in connection with, or by reason of services
rendered under this agreement by the Provider or any of its agents, employees, officers,
subcontractors, in any tier, occasioned by the negligence or other wrongful act or omission of
the Provider or its subcontractors in any tier, their employees or agents. The extent of liability
is in no way limited to, reduced, or lessened by the insurance requirements contained elsewhere
within this agreement.
7. INDEPENDENT CONTRACTOR. At all times and for all purposes hereunder, the
Provider is an independent contractor and not an employee of the Board. No statement
contained in this agreement shall be construed so as to find the Provider or any of its
employees, contractors, servants or agents to be employees of the Board.
8. COMPLIANCE WITH LAW. In providing all services pursuant to this agreement,
the Provider shall abide by all statutes, ordinances, rules and regulations pertaining to or
regulating the provision of such services, including those now in effect and hereinafter adopted.
Any violation of said statutes, ordinances, rules and regulations shall constitute a material
breach of this agreement and shall entitle the Board to terminate this contract immediately upon
delivery of written notice of termination to the Provider.
9. COMPLIANCE WITH COUNTY GUIDELINES. The Provider demonstrate and
sustain compliance with:
(a) SOl(c)(3) Registration;
(b) Board of Directors of seven or more;
(c) Annual election of Officers and Director;
(d) Annual provision of annual report to County;
(e) Corporate Bylaws;
(f) Corporate Policies and Procedures Manual;
(g) Hiring policies for all staff;
(h) Cooperate with County monitoring visits; and
(i) Semi-annual performance reports to be presented to County.
10. PROFESSIONAL RESPONSIBILITY AND LICENSING. The Provider shall
assure that all professionals have current and appropriate professional licenses and professional
liability insurance coverage. Funding by the Board is contingent upon retention of appropriate
local, state and/or federal certification and/or licensure of the Provider's program and staff.
11. INSURANCE. The Provider shall obtain, prior to the commencement of work
governed by this agreement, at Provider's own expense, insurance to cover all its activities.
12. MODIFICATIONS AND AMENDMENTS. Any and all modifications of the
services and/or reimbursement of services shall be amended by an agreement amendment,
which must be approved in writing by the Board.
13. NO ASSIGNMENT. The Provider shall not assign this agreement except in writing
and with the prior written approval of the Board, which approval shall be subject to such
conditions and provisions as the Board may deem necessary. This agreement shall be
incorporated by reference into any assignment and any assignee shall comply with all of the
provisions herein. Unless expressly provided for therein, such approval shall in no manner or
event be deemed to impose any obligation upon the Board in addition to .the total agreed upon
reimbursement amount for the services of the Provider.
14. NON-DISCRIMINATION. The Provider shall not discriminate against any person
on the basis race, creed, color, national origin, sex or sexual orientation, age, physical handicap,
or any other characteristic or aspect which is not jOb-related in its recruiting, hiring, promoting,
terminating or any other area affecting employment under this agreement. At all times, the
Provider shall comply with all applicable laws and regulations with regard to employing the most
qualified person(s) for positions under this agreement. The Provider shall not discriminate
against any person on the basis of race, creed, color, national origin, sex or sexual orientation,
age, physical handicap, financial status or any characteristic or aspect in its providing of
services.
15. AUTHORIZED SIGNATURES. The signatory for the Provider below, certifies
and warrants that:
(a) The Provider's name in this agreement is the full name as designated in its
corporate charter, if a corporation, or the full name under which the Provider is authorized to do
business in the State of Florida.
(b) He or she is empowered to act and contract for the Provider; and
(c) This agreement has been approved by the Board of Directors of the Provider if the
Provider is a corporation.
16. NOTICE. Any notice required or permitted under this agreement shall be in
writing and hand-delivered or mailed, postage pre-paid, by certified mail, return receipt
requested, to the other party as follows:
For Board
Monroe County Attorney
PO Box 1026
Key West, FL 33041
For Provider
Cathy Harpe, Director
1320 Coco Plum Drive
Marathon, FL 33050
17. CONSENT TO JURISDICTION. This agreement shall be construed by and
governed under the laws of the State of Florida and venue for any action arising under this
agreement shall be in Monroe County, Florida.
18. NON-WAIVER. Any waiver of any breach of covenants herein contained to be
kept and performed by the Provider shall not be deemed or considered as a continuing waiver
and shall not operate to bar or prevent the Board from declaring a forfeiture for any succeeding
breach, either of the same conditions or covenants or otherwise.
19. AVAILABILITY OF FUNDS. If funds cannot be obtained or cannot be continued
at a level sufficient to allow for continued reimbursement of expenditures for services specified
herein, this agreement may be terminated immediately at the option of the Board by written
notice of termination delivered to the Provider. The Board shall not be obligated to pay for any
services or goods provided by the Provider after the Provider has received written notice of
termination, unless otherwise required by law.
20. PURCHASE OF PROPERTY. All property, whether real or personal, purchased
with funds provided under this agreement, shall become the property of Monroe County and
shall be accounted for pursuant to statutory requirements.
21. ENTIRE AGREEMENT. This agreement constitutes the entire agreement of the
parties hereto with respect to the subject matter hereof and supersedes any and all prior
agreements with respect to such subject matter between the Provider and the Board.
WITNESS WHEREOF, the parties hereto have caused these presents to be executed as
p year first written above.
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
~~Yo'air~~d
-
-~.~~
U. S. FELLOWSHIP OF FLORIDA (THE HERON)
(Federal ID No. fv.S- - 0 35"0 f!;tf"3 )
~~M.
/~ss
? .~i2LA~_
Witness
jdconheron
By
~~~^' ~~~~cV\t-
Director
By 0fJ:rk Jjp, I ~ -
c~~~e ;;;;r
ATTACHMENT A
Exoense Reimbursement Reauirements
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 FS 112.061, which is attached for
reference.
A cover letter summarizing the major line items on the reimbursable expense request should also
contain a 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 expenses 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 ~eimbursement requests on an individual basis. Any questions regarding these
guidelines should be directed to 305/292-3528.
pavroll
A certified statement verifying the accuracy and authenticity of the payroll expenses.
If a Payroll Journal is provided, it should include:
Payroll Journal dates, employee name, salary, or hourly rate, hours worked during the payroll
journal dates, withholdings where appropriate, check number and check amount
If a Payroll Journal is not provided, the following must be listed:
Check number, date, payee, check amount, support for applicable payroll taxes
Original vendor invoices must be submitted for Worker's Compensation and Liability insurance
coverage.
Teleohone Exoenses
A user log of pertinent information must be remitted; the party called, the caller, the telephone
number, the date, and the purpose of the call must be identified.
Telefax. fax. etc.
A fax log is required. The log must define the sender, the intended recipient, the date, the number
called, and the reason for sending the fax.
Suoolies. services, etc.
For supplies or services ordered, the County requires the original vendor invoice.
Rents. leases. etc.
A copy of the rental agreement or lease is required. Deposits and advance payments will not be
allowable expenses.
Postaae. overniaht deliveries. courier, etc.
A log of all postage expenses as it relates to the County contract is required for reimbursement.
For overnight or express deliveries, the original vendor invoice must be included.
Reoroductions. cooies. etc.
A log of copy expenses as it relates 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 original vendor invoice
is required and a sample of the finished product.
Travel Exoenses: Please refer to Florida Statute 112.061.
Travel expenses must be submitted on a State of Florida Voucher for Reimbursement of Travel
Expenses. Credit card statements are not acceptable documentation for reimbursement.
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 original vendor invoice. Fuel purchases should be
documented with original paid receipts.
Original taxi receipts should be provided. However, reasonable fares will be reimbursed without
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.
Original toll receipts should be provided. However, reasonable tolls will be reimbursed without
receipts.
Parking is considered a reimbursable travel expense at the destination. Airport parking during a
business trip is not.
Lodging reimbursement requires a detailed listing of charges. The original lodging invoice must be
submitted. The County will only reimburse the actual room and related bed tax. Room service,
movies, and personal telephone calls (see previous guidelines) are not allowable expenses. Per
diem lodging expenses may apply. Again, refer to Florida Statute 112.061.
Meal reimbursement is breakfast at $3.00, lunch at $6.00, and dinner at $12.00. Meal guidelines
are that travel must begin prior to 6:00 a.m. for breakfast reimbursement, before noon and end
after 2:00 p.m. for lunch reimbursement, and before 6:00 p.m. and after 8:00 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. A
mileage map is available for reference to allowable miles from various Florida destinations.
Mileage is not allowed from a residence or office to a point of departure: for example, driving from
one's home to the airport for a business trip is not a reimbursable expense.
Data orocessinc. PC time. etc.
The original vendor invoice is required for reimbursement. Intercompany allocations are not
considered reimbursable expenditures unless appropriate payroll journals for the charging
department (see Payroll above) are attached and certified.
The followinc are not allowable for reimbursement:
Penalties and fines
Non-sufficient check charges
Fundraising
Contributions
Capital outlay expenditures (unless specifically included in the contract)
Depreciation expenses (unless specifically included in the contract)
ATIACHMENT B
HUMAN SERVICE ORGANIZATION LETTERHEAD
Monroe County Board
of County Commissioners
Finance Department
500 Whitehead Street
key West, Florida 33040
(Date)
The following is a summary of the expenses for (Human Service Oraanization name) for the
time period of to
Check # Pavee Reason Amount
101 A Company Rent $xxxx.xx
102 B Company Utilities $xxxx.xx
103 D Company Phone . $xxxx.xx
104 Person A Payroll $xxxx.xx
105 Person B Payroll $xxxx.xx
(A) Total $xxxx.xx
-------
-------
(B) Total prior payments $xxxx.xx
(C) Total requested and paid (A + B) $xxxx.xx
(D) Total contract amount $xxxx.xx
Balance of contract (D - C) $xxxx.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 organization's contract with the Monroe County Board of Commissioners
and will not be submitted for reimbursement to any other funding source.
Executive Di rector
Attachments (supporting documentation)
STATE OF FLORIDA
COUNTY OF MONROE
SWORN TO AND SUBSCRIBED before me this _ day of , 200_ by
(Event Contact Person) who is personally known
to me
presented as identification:
Notary Public, State of Florida at Large
My Commission Expires:
Jdconhsoex
t}-{~ 1" C
AGENCY NAME:
U.S. Fellowship of Florida, Inc. AKP_ The Heron and Peacock Programs
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lV,QIlUN:r.EERS3(lndudingBoard~Members)>;::~,Jj}'>::;
';0'''>_'''' - :.:';',,,"':r"0"-' ":.."..;.~'.~,T C, c"',',"': _" _', ".,', . '-':". N,:' -.."'f:.;:<........., .:'" .,' ._'.-_v~._.;._.,.._,,,..-_._"<"
12.
hours
hours
Board: 60
13. How do you utilize volunteers in the operation of your agency?counseling, office, maint., drivers
14. Briefly describe the training the volunteers receive.
Three weeks training on the job, First Aid/CPR, Disaster ?ea.diness, Nutrition,
HIV/Infection Control, Emergency Evacuation, ~~dication Supervision, Group Facilitation
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....Jf<.,:.(~~ ~~. i'i.",~,:; ,'"to #;0'1;;''''', "''''..." ~,.., ,"':.-"':' {.t;' ,:.&~;4~'" ,.I~-w..#:""~f"~'i ~
~~~ ~ '. '"~. l- jf~~f :; ~""',~,%,," -11" 't" ~:: M ~ ~:v.. % """ti \.' P-!\~ '" W. "~"'lol> ~~...
15. Does agency have a grievance procedure for clients? If yes, briefIYldescrib~. ITi\'i fwmaliProcedure? How
are clients made aware of the procedure? Yes, forms ava~laD e to e ~ e ou
16. What other organizations do you network with to prevent a duplication of services? Describe any sharing
of costs, referrals of clients, etc. We are looking for more detail than your membership in Interagency
Council. An example of an appropriate answer is :one of XY2;'s .employees works out of our branch" o[
"we joint fund X position with ABC Agency." GUldance Cl~n~c, Care Center, DePooHosp~ tal
17. Is your agency monitored by an outside agency? If yes, by who and how often?
If not, how does your agency document and measure its service performance and success rates?
Yes, Agency for Health Care Administration, HUD, annual
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1 B. Is your agency receiving any In-Kind Services i.e. free rent, utilities, maintenance, etc. from the County
or any other organization? If so, What is the fair market value? Ci ty of Key West $115,200 free rent
19. What is the percentage of total agency revenue that goes to the following:
Fundraising Expenses? 6 % Administration Expenses 15 %
..20. Complete Attachment B - Agency Salary Detail Form.
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... I!ECifICfeR'CIGB~ .
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21. Please give a paragraph description of the agency program for which you are requesting funding.
22. What need or problem in this community does this program address? Include your target population.
23. What data supports this need. Attach copies of any relevant documents or CITE Report.
24. Where is this program being offered? List all sites and hours of operation.
25. What measurable changes do you plan to accomplish this next fiscal year?
Heron House is a 1 bed ALF; Peacock House is an R bed JlLF. Both have L~m~ted Hental
Health Licenses, providing low cost housing, medication supervision, transportation,
social activities, and counseling to adults with chronic mental illness.
Heron is located at 1320 Coco Plum Drive, ~,farathon, FL serving \KiddIe and Upper Key:s
clients. Peacock is located at 2221 Patterson Drive, Key West, FL serving Lower Keys
clients.
I::
,4+-1- - C-
AGENCY NAME:
U,S. Fellowship of Florida, Inc. AKA The Heron and :Peacock Programs
26. Define program unit of service (i.e. 1 unit = 1 hour counseling; 1 unit = 1 night shelterl1 meal, etc)
OR STATE WHY THIS DOES NOT APPLY TO YOUR OPERATION.
a. Basis for cost formula: Explain how you developed the cost per unit (i.e. total cost of program divided by total
units; total cost of program divided by total clients, etc.). Indicate the full cost of the unit of service. This cost
should include administration, etc. The unit cost should be the same for all funders of the program. -
b. 3 Year Unit Comparison: Provide the "cost per unit of service" and the past, current and proposed fiscal years.
Provide the numbers of units of service for the past, current and the proposed fiscal Yt'ars. '
27. Please complete Attachment C - Total Unduplicated Clients Form. Sections C thru F are optional. Complete
these sections only if you have alreadv gathered the data within your agency. Please complete Sections A and
B.
PEACOCK HOUSE
8 beds
bed day
2,880 .
n/a
36.23
36.23
A bed day is defined as shelter and case management for one 24 hour period, and includes
access to food, shower, washer/dryer, local transportation, and prescription medication,
periodic urinalysis, referral to jobs, referral to mental health and substance abuse
treatment, hous€ counseling, monitoring for compliance, and follow up activities.
A bed day is calculated by dividing the annual Operating Cost by 16 beds (or 8 beds),
divided by 360 days.
THIS SPACE INTENTIONALLY LEFT BLANK
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