1. 04/14/1999 Agreement
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BRANCH OFFICE
3117 OVERSEAS I-UGHW A Y
MARATHON, FLORIDA 33050
TEL. (305) 289-6027
FAX (305) 289-1745
CLERK OF J"HE CIRCUIT COURT
MONROE COUNTY
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
M.&MQBANJ2!lM
TO:
Division of Management Services
c/o County Administrator
Attn: Deanna Lloyd
Grants Manager
FROM:
Isabel C. DeSantis, Deputy Clerk ~ C, ;.::r,
May 10, 1999
DATE:
As you know, at the April 14, 1999 meeting, the Board granted
approval and authorized execution of an Interlocal Agreement
between Monroe County and the Monroe County School Board that
provides support for the Shared Services Network.
Attached hereto is a fully executed duplicate original of the
above for your return to the School Board.
Should you have any questions concerning the above, please do not
hesitate to contact this office.
cc: County Attorney
Finance
;File
FILED FOR RECORD
99 HAY lOAM fO: ~O
INTERLOCAL AGREEMENT DAt,.,'';y f.., 1':OLHAGE
CUt CiR. CT
This interlocal agreement is entered into by and ~OOMWY.<f1founty, a
political subdivision of the State of Florida, whose address is 5100 College Road. Stock
Island. Key West. Florida 33040. hereafter County. and the Monroe County School Board. whose
address is 241 Trumbo Road. Key West. Florida 33040. hereafter School Board. In consideration of
the mutual promises and consideration set forth below. the parties agree:'
Section 1.)
The Shared Services Network (SSN) is peer group of top level agency and
government officials from Monroe County formed to identify needs. resources and to address
issues in such a way that the children and youth of Monroe County are positively affected. In
order to expand and continue the functions of the SSN, the School Board agrees to hire. as an
employee of the Board, a SSN facilitator The facilitator's jab duties are as follows:
A. SSN Steerinq Committee/Executive Roundtable
I , Organize all meetings including scheduling, locations, and necessary
materials,
2. Contact 011 members regularly for updates and discussions of SSN issues.
3. Organize proposed agenda,
4, Provide all members with meeting schedules. locations, pre-meeting
materials and timely reminders.
5, Provide follow-up as requested by committee members:
a.) data collection and other information;
b,) determine availability of resources;
c,) determine availability of speakers. and experts;
d,) provide minutes to members in a timely fashion.
6. Be available to members to assist in problem solving regarding SSN issues.
7, Collect an disseminate information/data concerning SSN issues.
8. Research issues as requested by committee members.
B. Special proiects developed bv SSN
1. Homeless Intervention Project .'
a.) insure periOd and timely review of project at SSN meetings
b.) insure timely compliance with grant requirements.
2. Students, Outcomes. Services
a.) assist four school sites with program implementation including:
( 1 ) determine eligibility;
(2) student selection;
(3) parent permission and involvement;
(4) agency inVOlvement;
(5) data keeping for each student (academic. behavior. and
attendance) ,
3.
(6) coordinate with school and agency staff to schedule
Student Success meetings.
(7) maintain all data pertaining to program.
(8) coordinate with University of South Florida for program
evaluation.
b.) assist SSN committees in providing oversight.
c.) assist SSN in removing barriers to student success.
d.) insure periodic updates for SSN Steering and Executive
Roundtables.
e.) participate in allevels of problem solving as needed.
f.) insure that barriers are referred to SSN committees as needed.
Targeted transition.
a.) insure period and timely review of project af SSN meetings.
b.) insure timely compliance with grant requirements.
Project development, implementation, evaluation, and oversight as
instructed by SSN committees.
4.
Section 2.)
The County will pay $2,500 to the School Board to be used for
compensating the SSN facilitator when the School Board provides written documentation to the
County Administrator, in a form satisfactory to the Administrator and the Monroe County Clerk of
the Circuit Court, that the School Board has hired an employee to carry out the duties of SSN
facilitator and that such employee is. in fact, carrying out those duties.
Section 3.)
This interlocal agreement will take effect when an executed copy is filed
with the Monroe County Clerk of the Circuit Court.
>,:,~-~,\\IN WITNESS WHEREOF, the parties hereto have set their hands and affixed their
~..... j ^_.~.".\
!eSp~cti.Yes6.Ei1lon the dates set forth below.
',\ -....', .
, " . ,'" .1
, {SEAL)\"lll
ATTESrYOANNY L. KOLHAGE, Clerk
.::....,-:/
By-dbo..b-JLe. ~~ ~
Deputy Clerk ...
'-/- I 4..f - 9 '1
BOARD OF COUNTY COMMISSIONERS
O~q~~N.T~~
By
Date:
Date:
Mayor/Chairman
4-/Y-9c;
ATTEST:
Date:
MONROE COUNTY SCHOOL BOARD
BY~~~
Title:'"'.&IM ~
Date: 't/ ).7/ r9
Title:
2
pcon/SSN,doc
SWORN STATEMENT UNDER ORDINANCE NO. 10-199Q
MONROE COUNTY. FLORIDA
ETHICS CLAUSE
warrants that he/it has not employed, retained
or otherwise had act on his/its behalf any former County officer or employee in violation of..
Section 2 of Ord inance 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 witholltliability and may also, in its discretion,
deduct from the contract or purchase price, or otherwise recover, the full amount of any fcc,
comm ission, percentage, gift, or consideration paid to the former County officer or employee.
(signature)
Date:
STATE OF
COUNTY OF
~
PERSONALLY APPEARED BEFORE ME, the undersigned authority,
:iz
who, after first being sworn by me, affixed hislher
signature (name of individual signing) in the space provided above on this
day of
,19_.
NOTARY PUBLIC
My commission expires:
OMB - MCP fORM 114
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 287.0 I 7, for CATEGORY
T\VO for a period of 36 months from the date of being placed on the
convicted vendor list."
..
ATIACHMENT A
Expense Reimbursement Requirements
This document is intended to provide "basic" guidelines to Human Service Organizations, county
travellers, 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,
which is attached for reference.
A cover letter summarizing the major line items on the reimbursable expense "-equest 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 expense should be paid prior to requesting a reimbursement.
Only current charges will be considered, no previous balances.
Reimbursement requests will be monitored i~ 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 SJephanie Griffiths at 305-292-3528.
(
Payroll:
A certified statement verifying the accuracy and authenticity of the payroll expenses.
If a Payroll JoiknaI is provided, it should include:
Payroll Journal dates
employee name, salary, or hourly rate
hours worked during the payroll journal dates
witlilioldings 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 ane :!ability insurance
coverage.
Telephone expenses:
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 defin~ the sender, the intended recipient, the date, the number
called, and the reason for sending the fax.
Supplies, services, etc.:
For supplies or services ordered the County requires the original vendor inyoice.
Rents, leases, etc.:
A copy of the rental agreement or lease is required. Deposits and advance p;:,ymenis will not be
allowable expenses.
Postage, overnight deliveries, courier, etc.:
A log of all postage expenses as it relates to' the County contract is required for reimbursement.
For <?vernight or express deliveries, the original vendor invoice must be included.
.
Reproductions, copies, etc.:
/
A log of copy expenseS' as it relates to the County contract is required for r( imbursement. The
log must define the date, number of copies made, source document, purpoJe, and ,-ecipient. A
reasonable fee for copy expenses will be allowable. For vendor services, the original ve~dor
invoice is required and a sample of the finished product.
'\"':...
Travel expenses: please refer to Florida Statute 112.061.
Travel expenses must be submitted on a State of Florida Voucher for Reim!-'u'Sement of
Travel Expenses. Credit card statements are not acceptable docuinentation for [' ..ffi. Irsement.
Airfare reimbursement requires the original passenger receipt portion of the airjine ,[eket. A
travel itinerary is appreciated to facilitate the audit trail.
Auto rental reimbursement requires the original vendor InVOice. Fuel purc.hases should be
documented with original paid receipts.
Original taxi receipts should be provided. However, reasonable fares will be reimbl'fEed without
receipts. Taxis are not reimbursed if taken to anive at a departure point: for ex?,. ole, taking a
taxi from one's residence to the airport for a business trip is not reimbursable.
/
Original toll receipt;) 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 detailllsting of charges. The original lodging invoice must be
submitted. The County will only reimburse the actual room and rell;ltedbed 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 am for breakfast reimbursement, before noon and end after
2pm for lunch reimbursement, and before 6pm and end after 8 pm for dinner reimbursement.
\
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- .
Mileage reimbursement is calculated at 20 cents per mile for personal auto mileage while on
county business. Effective October 1, 1994, mileage will be reimbursed at 25 cents per mile. An
odometer reading must be included on the state travel voucher for vicinity travel. A mileage map
is attached 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 processing, PC time, etc.:
I
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 following expenses 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 sp~cifica1ly incl~ded in the contract)
SGRJ.1.l<llaS
WP51\PROCEDUR\EXP _REIM
A TT ACHMENT D
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 Organization_name) for the time
period of _ to _ :
Check #
Payee
Reason
Amount
101 A Company rent
102 B Company utilities
103 o Company phones
104 Person A payroll
105 Person B payroll
(A) Total
(B) Total prlor-'payments
(
(C) Total requested and paid (A + D)
"" (D) Total contract amount
.~.: Balance of contract (0 - C)
$xxxx.xx
$xxxx.x.<:
$xxxx.xx
$xx~'x.xx
$xx <x.xx
--~:.r-
$xxxx.xx
$xxxx.xx
$xxxx.xx
~nXXXX.Xx
1xxxx.xx
I certify that the above checks have ~een submitted to the vendors as noted and thut 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 County
Commissioners and will not be submitted for reimbursement to any other funding source.
,..
Executive Director
Attachments (supporting documentation)
Sworn and subscribed before me this _ day of
199_.
Notary Public
Notary stamp