04th Amendment 10/17/2007
DANNY L. KOLHAGE
CLERK OF THE CIRCUIT COURT
DATE:
November 7, 2007
TO:
Dave Owens
Grants Management
Pamela G. Han~. ck~
Deputy Clerk __JJ
FROM:
At the October 17, 2007, Board of County Commissioner's meeting the Board granted
approval and authorized execution of the following:
Contracts with non-profit organizations funded by the County for Fiscal Year 2008; some
are funded based upon Human Services Advisory Board recommendations, and others are funded
directly by the Commission as "line items"; AIDS Help, in the amount of $34,058; American
Red Cross, in the amount of $28,381; Boys and Girls Club, in the amount of $56,763; Care
Center for Mental Health, in the amount of $330,000; Domestic Abuse Shelter, in the amount
$42,572; Easter Seals Society, in the amount of $15,000; Exotic and Wild Bird Rescue, Big Pine,
in the amount of$II,400; Florida Keys Area Health Education Center, in the amount of $37,842;
Florida Keys Children's Shelter, in the amount of $185,000; Florida Keys Healthy Start
Coalition, in the amount of $9,460; Florida Keys Outreach Coalition, in the amount of $47,302;
Good Health Clinic, in the amount of $46,356; Helpline, in the amount of $4,733; Hospice, in
the amount of $154,206; Monroe Association for Retarded Citizens, in the amount of $185,000;
Monroe Council of the Arts, in the amount of $71,250; Monroe County Education Foundation
(Monroe Youth Challenge Program), in the amount of $23,651; PACE Center for Girls, in the
amount of$85,144; Rural Health Network, in the amount of $412,953; Samuel's House, in the
amount of $104,065; Upper Keys Community Pool, in the amount of $225,000; and Womankind,
in the amount of$89,874.
Agreement between Monroe County and Care Center for Mental Health, provider of
Family Treallment Drug Court Program funded by the Edward Byrne Memorial Justice
Assistance Grant Program.
Agreement between Monroe County and Boys and Girls Club, provider of SMART
MoveslMarathon Prevention Program funded by the Edward Byrne Memorial Justice Assistance
Grant Program.
Agreement between Monroe County and Monroe County Education Foundation, provider
of the Monro(~ Youth Challenge Middle School Program funded by the Edward Byrne Memorial
Justice Assistance Grant Program.
Enclosed is a duplicate original of each of the above-mentioned for your handling.
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 j)ttday of ~
~v07, 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 r,elated facilities, to continuously maintain the pool and its water quality as well
as operate thEl 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 date,d 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, October 19, 2005, and October 18, 2006; 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,
October 19, 2005, and October 18, 2006;
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, October 19,
2005, and October 18, 2006 is hereby amended as follows:
A. A new paragraph, Paragraph 15A, shall be added to read:
15. Commencing October 1,2007, and ending September 30,2008,
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, ~~005, October 19, 2005, and October 18, 2006 shall remain in full force and
effect.
IN WITNESS WHEREOF, the parties have set their hands and seal on the day and
year first above written.
(SEAL)
ATTEST: DANNY L. KOLHAGE, CLERK
Ba,~:
Deputy Clerk
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
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By ~
Mayor/Chairman
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Witness ""'-
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Upper Keys Community Pool, Inc.
(FederallD No. ~'501t:,O 7Qq
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By (~:e.~
President
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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, a'vernight 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.
Reproductions, 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. ;;, 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 log is required. The log must define the sender, the intended recipient, the date, the
number called, and the reason for sending the fax.
Telephone Expenses
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 shall be at the rates established by ARTICLE XXVI, TRAVEL, PER DIEM,
MEALS, AND MILEAGE POLICY of the Monroe County Code of Ordinances. 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 shall be at the rate established by ARTICLE XXVI, TRAVEL, PER
DIEM, MEAl.S, AND MILEAGE POLICY of the Monroe County Code of Ordinances. 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 ( Oraanization 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 nolt 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."
1
SWORN STATEMENT UNDER ORDINANCE NO. 10-1990
MONROE COUNTY. FLORIDA
ETHICS CLAUSE:
ilr, I~ ~~ P ~ warrants that he/it has not employed, retained
or otherwise held act on hiS/its behalf any former County officer or employee in violation of
Section 2 of Ordinance No. 10-1990 or any County officer or employee in violation of
Section 3 of Ordinance No. 10-1990. For breach or violation of this provision the County
may, in its discretion, terminate this contract without liability and may also, in its discretion,
deduct from the contract or purchase price, or otherwise recover, the full amount of any fee,
commission, percentage, gift, or consideration paid to the formey,<:ounty officer or employee.
( >-.~ii+'#e'a i fXe~.{
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Date: - iO/;::f/of-
STATE OF~~\~O---
COUNTY OF '\'\\0\\( O--e.-
PERSONALLY APPEARED BEFORE ME, the undersigned authority,
~~ \?:X)~\ \ y\ " who, after first being sworn by me, affixed his/her
signature (name of individual signing) in the space provided above on this \ C\ day of
(X N>\Y:( "ill ~ " ~ ~~
NOTARY PUBLIC ~
My commission expires:
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DRUG-FREE WORKPLACE FORM
The undersigned vendor in accordance with Florida Statute 287.087 hereby certifies that:
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1. Publishes a statement notifying employees that the unlawful manufacture, distribution,
dispensing, possession, or use of a controlled substance is prohibited in the workplace and
specifying the actions that will be taken against employees for violations of such prohibition.
2. Informs employees about the dangers of drug abuse in the workplace, the business's policy of
maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee
assistance programs, and the penalties that may be imposed upon employees for drug abuse
violations.
3. Gives each employee engaged in providing the commodities or contractual services that are
under bid a copy of the statement specified in subsection (1).
4. In the statement specified in subsection (1), notifies the employees that, as a condition of
working on the commodities or contractual services that are under bid, the employee will abide by
the terms of the statement and will notify the employer of any conviction of, or plea of guilty or
nolo contendere to, any violation of Chapter 893 (Florida Statutes) or of any controlled substance
law of the United States or any state, for a violation occurring in the workplace no later than five
(5) days after such conviction.
5. Imposes a sanction on, or require the satisfactory participation in a drug abuse assistance or
rehabilitation program if such is available in the employee's community, or any employee who is so
convicted.
6. Makes a good faith effort to continue to maintain a drug-free workplace through implementation
of this section.
As the person authorized to sign the statement, I certify that this firm complies fully with the above
requirements. . c~~- ~'7 .
STATE O~5:\(\c....c0<::~<-L<
ure of Respondent)
COUNTY OF\!'\D"\rce <
PERSONALLY APPEARED BEFORE ME, the undersigned authority,
~\'Y\t> -.::, \-:-0\ \< \~ \ who, after first being sworn by me, (name of individual
signing) affixed his/her signature in the space provided above on this
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NOTARY PUBLIC
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My commission expires:
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