FY1995..11/23/1994 Agreement
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BRANCH OFFICE
3117 OVERSEAS HIGHWAY
MARATHON, FLORIDA 33050
TEL. (305) 289-6027
CLERK OF THE CIRCUIT COURT
MONROE COUNTY
500 WHITEHEAD STREET
KEY WEST, FLORIDA 33040
TEL. (305) 292-3550
BRANCH OFFICE
88820 OVERSEAS HIGHWAY
PLANTATION KEY, FLORIDA 33070
TEL. (305) 852-7145
MEMORANDUM
TO: Peter Horton, Director
Division of Community Services
FROM:
Ruth Ann Jantzen, Deputy Clerk Q'.A/.
December 13, 1994
DA TE:
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. I
On November 23, 1994, the Board of County Commissioners granted approval
and authorized execution of the following documents:
Contract between Monroe County and the Monroe Association for Retarded
Citizens, in the amount of $30,695.00.
Contract between Monroe County and Helpline, Inc., in the amount of $18,000.00.
Contract between Monroe County and Hospice of the Florida Keys, Inc., in the
amount of $50,000.00.
Contract between Monroe County and Big Pine Key Athletic Association, Inc., in
the amount of $18,000.00.
Contract between Monroe County and Care Center for Mental Health of the
Lower Keys, Inc., in the amount of $214,629.00.
Contract between Monroe County and Heart of the Keys Recreation Association,
Inc., in the amount 'of $18,000.00.
Contract between Monroe County and the Domestic Abuse Shelter, Inc., in the
amount of $23,010.00.
Contract between Monroe County and Upper Keys Youth Association, Inc., in the
amount of $33,600.00.
Peter Horton
December 13, 1994
Page 2
Contract between M~nroe County and Wesley House, in the amount of $25,000.00.
Contract between Monroe County and Big Brothers - Big Sisters of Monroe
County, in the amount of 520,000.00.
Contract between Monroe County and Big Brothers - Big Sisters of Monroe
County, in the amount of $20,000.00.
Contract between Monroe County and the American Red Cross of the Upper
Keys, in the amount of $10,000.00.
Contract between Monroe County and the Guidance Clinic of the Middle Keys,
Inc., in the amount of $501,266.00.
Contract between Monroe County and Handicapped Job Placement Council of
the Florida Keys, Inc., in the amount of $12,000.00.
Contract between Monroe County and the Florida Keys Youth Club, in the
amount of $30,000.00.
Contract between Monroe County and Literacy Volunteers of America - Monroe
County, Inc., in the amount of $5,000.00.
Enclosed please find a fuDy executed copy of each of the above Contracts for
return to the providers.
me.
H you have any questions concerning the above, please do not hesitate to contact
cc: County Attorney
Fmance
County Administrator, w/o document
File
AGREEMENT .
This Agreement is made and entered into this d-'7 day of ~O V ·
199..1., between the BOARD OF COUNTY COMMISSIONERS OF MONROE
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COUNTY, FLORIDA, hereinafter referred to as "Board" or "County~ arjl Blcl!PINE=
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KEY ATHLETIC ASSOCIATION, INC., hereinafter referred to as "Pr~h!.r." ~ '"1":
Or .-. G
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WHEREAS, the Provider is a not-for-profit corporation est~~$hed 19r t~
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provision of activities for the wholesome development of yo;;thS' pt8on~
social, physical, emotional and spiritual growth, and
WHEREAS, the Provider provides such activities in a wholesome, alcohol-
free and drug-free environment for young people of Monroe County, and
WHEREAS, it is a legitimate public purpose to provide facilities and
services for recreational use and social functions of the community in a
wholesome environment free from drugs and alcohol, 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 of the
Provider substantially and satisfactorily performing and carrying out the duties of
the Board as to providing facilities and services for recreational use for young
persons living in Monroe County, Florida, shall pay to the Provider the sum of
Eighteen Thousand Dollars ($18,000.00) for fiscal year 1994-95.
2. TERM. This Agreement shall commence on October 1, 1994,
and terminate September 30, 1995, unless earlier terminated pursuant to other
provisions herein.
3. PAYMENT. Payment will be paid periodically, but no more
frequently than monthly as hereinafter set forth. Reimbursement requests will be
submitted to the Board via the Clerk's Finance Office. The County shall only
reimburse, subject to the funded amounts below, those reimbursable expenses
which are reviewed and approved as complying with Florida Statutes 112.061 and
Attachment A - Expense Reimbursement Requirements. Evidence of payment by
the Provider shall be in the form of a letter, summarizing the expenses, with
supporting documentation attached. The letter should contain a certification
statement as well as a notary stamp and signature. An example of a
reimbursement request cover letter is included as Attachment B.
After the Clerk of the Board examines and approves the request for
reimbursement, the Board shall reimburse the Provider. However, the total of
said reimbursement expense payments in the aggregate sum shall not exceed the
total amount of $18,000.00 during the term of this agreement.
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 providing activities in a wholesome
environment free from drugs and alcohol to young persons living in Monroe
County, Florida.
2
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 the
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 provided by the
3
Provider occasioned by the negligence, errors, or other wrongful act or omission
of the Provider's employees, agents, or volunteers.
7. INDEPENDENT CONTRACTOR. At all 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.
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.
1 o. MODIFICATIONS AND AMENDMENTS. Any and all modifi-
cations of the services and/or reimbursement of services shall be amended by an
agreement amendment, which must be approved in writing by the Board.
4
11. 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.
12. 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.
13. AUTHORIZED SIGNATURES. The signatory for the Provider below,
certifies and warrants that:
5
(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.
14. 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:
Louis LaTorre
Monroe County Social Services Director
Public Service Building
5100 College Road
Key West, Florida 33040
and
Monroe County Attorney
310 Fleming Street, upstairs
Key West, Florida 33040
For Provider:
Keith Jones
President
Big Pine Key Athletic Association
P. O. Box 89
Big Pine Key, Florida 33043
15. 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.
6
16. 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.
17. 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.
18. 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.
19. 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.
7
IN WITNESS WHEREOF, the parties hereto have caused these presents to
be executed as of the day and year first written above.
(SEAL) BOARD OF COUNTY COMMISSIONERS
ATTEST: DANNY L. KOLHAGE, CLERK OF MONROE COUNTY, FLORIDA
By.
· De - CI
BIG PINE KEY ATHLETIC
ASSOCIATION
(FederallD No. S9:J. ~SS7(PD )
Witness
By
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Witness
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Dear Human Service Organizations,
In an effort to streamline the expense reimbursement process,
please note the change of address for submitting your requests.
Effective with your fiscal year 1995 contracts (October 1, 1994
thru September 30, 1995), all reimbursement requests should be
mailed to:
Clerk of the Court
500 Whitehead street
Key West, FL 33040
Attn: Finance Department
You will also find several attachments to the contract.
document titled "Expense Reimbursement Requirements."
prepared in an attempt to eliminate any confusion
required supporting documentation.
One is a
This was
regarding
A "prototype cover sheet" has been provided in an effort to assist
you in packaging your request, as well as to facilitate the review
process in our office. Please let me know if you want blank copies
of the cover sheet for your reimbursement requests.
Please contact me at 292-3528 with any questions or comments
regarding this change.
Sincerely,
~1Il1v
Stephanie Griffiths
Chief Accountant
ATTACHMENT A f
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
interpreted from Florida statute 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
expense should be paid prior to requesting a reimbursement.
Only current charges will be considered, no previous balances.
Reimbursement requests will be ~onitored 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
stephanie Griffiths at 305-292-3528.
Payroll:
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.
Telephone expenses:
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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.
Supplies, 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.
Postage, overnight 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.
Reproductions, copies, 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 expenses: please refer to Florida statute 112.061.
Travel expenses must be submitted on a state of Florida Vouoher 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, reasorl~l.
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
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trip is not reimbursable.
Original toll receipts should be provided.
tolls will be reimbursed without receipts.
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However, reasonable
Parking is
destination.
considered a reimbursable travel expense at
Airport parking during a business trip is not.
the
Lodging reimbursement requires a detail 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 am for breakfast reimbursement, before noon and end after 2pm
for lunch reimbursement, and before 6pm and end after 8 pm for
dinner reimbursement.
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.:
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 specificaily included in the
contract)
SGRIFFITHS
WP51\PROCEDUR\EXP_REIM
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ATTACHMENT B
HUMAN SERVICE ORGANIZATION LETTERHEAD
Monroe County Board of County Commissioners
Finance Department
500 Whitehead street
Key West, Florida 33040
November 4, 1994
The following is a summary of the expenses for
Orqanization name) for the time period of
(Human Service
to
Check # Payee Reason Amount
101 A Company rent $xxxx.xx
102 B Company utilities $xxxx.xx
103 o Company phones $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 (0 - C) $xxxx.xx
I certify that the above checks have been submitted ~ 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 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_.
! i
Notary Public
Notary stamp
MILEAGE CHART
KEY' WEST TO:
Bay Point
Big Coppitt
Big Pine
Big Torch Key
Clearwater Beach
Coco Beach
Conch Key
Cudjoe Key
Dania
Daytona Beach
Duck Key
Ft. Lauderdale
Ft. Myers
Gainesville
Grassy Key
Hollywood
Homestead
IsI am ora da
Jacksonville
Key Colony Beach
Key Largo
Lakeland
15
10
31
29
399
350
5S
22
180
416
62
183
275
476
56
17S
127
83
505
53
101
365
q I
Layton 70
Little Torch Key 28
Long Key 70
Lower Matecumbe Key 75
Marathon 48
Marathon Shores 53
Marco Island 221
Miami 155
Miami Beach 170
Middle Torch Key 26
Naples 236
Ocean Reef 118
Opa Locka 180
Orlando 378
Palm Beach 223
Palm Beach Gardens 238
Panama City 702
Plantation Key 87
Ramrod Key 27
Rock Harbor 100
Stock Island 05
Sugarloaf Key 17
Summerland Key 24
W. Summerland Key 31
Sunshine Key 39
Tallahassee 606
Tampa 391
Tavernier 92
Vacation Village 84
MARAmON TO:
Big Pine Key 17
Conch Key 12
Islamorada 35
Key Largo 50
Long Key 22
Miami 110
Plantation Key 39
Summerland Key 24
Sunshine Key 09
Tavernier 45
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BOOT KEY TO: LONG KEY 10:
Long Key 20 Boot Key 20
Middle Torch 22 Cudjoe Key 47
HOMESTEAD TO: Homestead 61
Islamorada 16
Key West 127
Marathon 22
Plantation 42
Miami 109
Tavernier 3S
Middle Torch 43
KEY LARGO TO:
Plantation Key 20
Big Pine Key 70
MIAMI TO:
Homestead 27
Islamorada 72
Islamorada 36
Key Largo 54
Long Key 40
Marathon 110
Marathon 50
PLANTA nON 10:
Miami 57
Big Pine 56
Ocean Reef 17
Duck Key 26
Plantation 14
Homestead 42
Key Largo 14
Key West 87
Layton 17
Marathon 39
Miami 67
Sunshine Key 48