05th Amendment 10/15/2008
DANNY L. KOLHAGE
CLERK OF THE CIRCUIT COURT
DATE:
October 22, 2008
TO:
Lisa Tennyson
Grants Management
Pamela G. Hancoti1.tv
Deputy Clerk U
FROM:
At the October 15, 2008, the Board of County Commissioners meeting the Board granted
approval and authorized execution of Contracts with Non-Profit Organizations funded by the
County for Fiscal Year 2009, as follows:
The Florida Keys Wildlife Rescue, Inc., in the amount of$9,120
Heart of the Keys Recreation Association, Inc., in the amount of $30,400
The Historic Florida Keys Foundation, in the amount of$28,500
Monroe Council of the Arts Corporation, in the amount of$57,000
Upper Keys Community Pool, Inc., in the amount of$180,000
The Board also granted approval and authorized execution of Contracts with Non -Profit
Organizations funded through recommendations of the Human Services Advisory Board
(HSAB), the Substance Abuse Policy Advisory Board (SAP AB), and the County Commission, as
follows:
AIDS Help, Inc., in the amount of$27,000
American Red Cross of Greater Miami and the Keys, in the amount of$5,000
Boys and Girls Club, Inc., in the amount of $75,000
Keys Advocacy Center, Inc., d/b/a Center for Independent Living of the Keys, in the
amount of$4,000
Domestic Abuse Shelter, in the amount of $34,000
Easter Seals Florida, Inc., in the amount of $10,000
Florida Keys Area Health Education Center, Inc., in the amount of$30,000
The Florida Keys Children's Shelter, Inc., in the amount of$148,000
Florida Keys Healthy Start Coalition, Inc., in the amount of $5,000
Florida Keys Outreach Coalition, Inc., in the amount of$30,000
Helpline, Inc., in the amount of $4,000
Hospice of the Florida Keys, Inc., in the amount of$145,000
Monroe Association for Retarded Citizens (MARC), in the amount of$148,000
Rural Health Network of Monroe County, Florida, Inc., in the amount of$333,600
Samuel's House, Inc., in the amount of$86,122
United States Fellowship of Florida, Inc., d/b/a Heron and Peacock Programs, in the
amount of$53,122
Wesley House Family Services, Inc., in the amount of$128,000
Womankind, Inc., in the amount of $70,000
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 15th day of October,
2008, between Monroe County (hereinafter "County") and Upper Keys Community Pool,
Inc., d/b/a Jacobs Aquatic Center of Key Largo (hereinafter 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, October 19, 2005, October 18, 2006; and October 17, 2007, 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, October 18, 2006, and October 17, 2007;
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, and October 17, 2007, is hereby amended as follows:
A. A new paragraph, Paragraph 15A, shall be added to read:
contract - UKCP FY09; page 1
15. Commencing October 1, 2008, and ending September 30, 2009,
County shall pay UKCP an amount not to exceed $180,000.00, payable up
to $15,000.00 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, October 19, 2005, and October 18, 2006, and October 17, 2007, shall
emain in full force and effect.
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BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
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Mayor/Chairman
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President
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contract - UKCP FY09i page 2
-.+-.-----..-----.-----.---.,---.-.......
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, Overnight 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. 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 log is required. The log must define the sender, the intended recipient, the date, the
number called, and the reason for sending the fax.
contract - UKCP FY09; page 3
_......_"-~-_._-,.._-,-----~~_..~._-
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,
MEALS, 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.
contract - UKCP FY09; page 4
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 ( Or9anization 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
contract - UKCP FY09; page 5
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."
contract - UKCP FY09; page 6