FY1998 10/15/1997BRANCH OFFICE
3117 OVERSEAS HIGHWAY
MARATHON, FLORIDA 33050
TEL (305) 289-6027
FAX (305) 289-1745
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CLERK OF THE CIRCUIT COURT
MONROE COUNTY
5W WHITEHEAD STREET
KEY WEST, FLORIDA 33040
TEL. (305) 292-3550
FAX (305) 295-3660
M E M O R A N D U M
TO: Division of Management Services
c/o County Administrator
FROM: Isabel C. DeSantis, Deputy Clerk l9.0 D,
DATE: November 5, 1997
BRANCH OFFICE
88820 OVERSEAS HIGHWAY
PLANTATION KEY, FLORIDA 33070
TEL. (305) 852-7145
FAX (305) 852-7146
At the October 15, 1997 meeting, the Board granted approval
and authorized execution of the following FY98 Human Service
Providers Contracts:
Agreement between Monroe County and Literacy Volunteers of
America, in the amount of $5,000.00.
Agreement between Monroe County and Guidance Clinic of the
Middle Keys, Inc., in the amount of $501,266.00
Agreement between Monroe County and the Wesley House, in the
amount of $25,000.00.
Agreement between Monroe County and the Florida Keys
children's Shelter, Inc., in the amount of $26,695.00.
Attached hereto are duplicate originals of each document for
your return to the Providers.
cc: County Attorney
Finance
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AGREEMENT
This Agreement is made and entered into this /S day of OC rZ'l��C� 1997,
between the BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA, hereinafter
"Board" or "County," and FLORIDA KEYS CHILDREN'S SHELTER, INC., "Provider."
WHEREAS, it is provided in the Provider's Articles of Incorporation that the. purpose of the
Provider is to provide early intervention and prevention programs for youth in crisis- and fheir families
and help in the form of an emergency shelter residential facility for abused, neglected and runaway
children; and
WHEREAS, the Board recognizes a public purpose in reimbursing the Provider for employee
salaries and operating expenses in lieu of providing the public support which would otherwise be
necessary for children in crisis and their families, now, therefore,
follows:
IN CONSIDERATION of the mutual promises and covenants contained herein, it is agreed as
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 shelter, and
early intervention and prevention programs for youth's and their families living in Monroe County,
Florida, shall pay to the Provider the sum of Twenty Six Thousand Six Hundred Ninety-five Dollars
($26,695.00) for fiscal year 1997-98.
2. TERM. This Agreement shall commence on October 1, 1997, and terminate
September 30, 1998, 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 $26,695.00 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 shelter, and early intervention and prevention programs for youth's and their families
living in Monroe County, Florida. 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 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)
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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 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.
10. 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.
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
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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:
(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,
(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, Social Services Director
Monroe County Attorney and Public Service Building
310 Fleming Street 5100 College Road
Key West, FL 33040 Key West, FL 33040
For Provider:
Kathleen Tuell, Executive Director
Florida Keys Children's Shelter, Inc.
73 High Point Road
Tavernier, Florida 33070
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.
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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.
iN'-WITNESS WHEREOF, the parties hereto have caused these presents to be executed as of
the day, ahet V6W.tirst written above.
(SEAL) �'_ << ;` BOARD OF COUNTY COMMISSIONERS
ATTEST: W} -, iOLHAGE, CLERK OF MO ROE OUNTY, F RIDA
�C, '���
By:� By:
Deputy Clerk Mayor irman
FLORIDA KEYS CHILDREN'S SHELTER, INC.
(Federal ID No.59-2605356 )
Witness
By Lfi
Witness Executive Director
jconiishelter
ATTACELMENT 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 fine 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 organizations 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 Sjephanie 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 an,. ;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 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 p::yments 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 rc imbursement. The
log must define the date, number of copies made, source document, purpose, and -ecipient. 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 Voucher for Reims •irsement of
Travel Expenses. Credit card statements are not acceptable documentation for r• .m. irsement.
Airfare reimbursement requires the original passenger receipt portion of the airline 'icket. 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 reimbi rsed without
receipts. Taxis are not reimbursed if taken to arrive at a departure point: for ex2l. 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 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 specifically included in the contract)
SGRIFFITHS
WP5I\PROCEDUR\EXP REIM
ATTACHMENT 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 Organization name) for the time
period of to
Check #
Pavee
Reason
Amount
101
A Company
rent
$xxxx.xx
102
B Company
utilities
$xx:cx.x.c
103
D Company
phones
$xxxx.xx
104
Person A
payroll
$xx7-x.xx
105
Person B
payroll
$xa cx.xx
(A)
Total
Sxxxx.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) 5XXXXM
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 County
Commissioners and will not be submitted for reimbursement to any of her funding source.
Executive Director
Attachments (supporting documentation)
Sworn and subscribed before me this _ day of
no
Notary Public
Notary Stamp
ETHICS CLAUSE
F l o r i d a K e y s C h i I d r e n I s S h e 1 t e nvarrants 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 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 former County officer or employee.
(signature)
Date: 10/17/97
STATE OF FLORIDA
COUNTY OF MONROE
PERSONALLY APPEARED BEFORE ME, the undersigned authority,
Kathleen Tuell
who, after first being sworn by me, affixed his/her
signature (name of individual signing) in the space provided above on this 17 day of
October .19 97
--:% �� . CA��
NOTARY PUBLIC
My commission expires:
�p.RY P�je OFFICIAL NOTARI. SEAL
O LINDA L GONSALVES
OMB - MCP FORM #4 COMMISSION NUMBER
.+ CC413727
Q?� MY COMMISSION EXP
Or FAO OCT. 16 1998
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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."
Vo rl
VOLUNTEERS (Including Board Members)
12. 118 Volunteers contributed a total of 11.015 hours to our agency this past year.
Board: 540 hours Programs: 1407 hours
Committees: 9068 hours
13. How do you utilize volunteers in the operation of your agency? As Board members, youth advisory board,
building maintenance, administrative clerical support, fundraising,and program support with children and
outings.
14. Briefly describe the training the volunteers receive. A basic orientation is given to all volunteers by their
assigned supervisor. Program volunteers are urged to participate in staff training sessions.
AGENCY OPERATIONS
15. Does agency have a grievance procedure for clients? If yes, briefly describe it. Is it a formal procedure?
Yes How are clients made aware of the procedure? The Grievance Procedures Policy is outline in the Client
Intake Packet. Staff and client go over these procedures during orientation to acknowledge the client's
understanding. The policy is then signed by both. The policy outlines the client's rights & procedures to
due process.
16.
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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" or "we joint fund X position with ABC Agency." See attached page 5a.
Is your agency monitored by an outside agency? If yes, by who and how often? Yes, ANNUALLY. By
HRS, DJJ, HHS, FL. Network, and audits. Annual Quality Assurance Reviews are done and FKCS is
required to meet funding agency's standards.
If not, how does your agency document and measure its service performance and success rates?
FINANCIAL INFORMATION
18
19
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?Yes. $20.800
What is the percentage of total
Fundraising Expenses? 1
20. Complete Attachment B -
revenue that goes to the following:
ency Salary Detail Form.
DETAILS OF SPECIFIC PROGRAM FOR WHICH FUNDING IS REQUFSTFn
21
Adminictrntinn
22.
23.
24.
25.
ses 15 %
~lease give a one paragraph description of the agency program for which you are requesting funding.
FKCS, Inc. provides residential, non-residential, school -based and street outreach services to abused,
abandoned, neglected, runaway, and at -risk children, youth and familes throughout Monroe County each
year.
What need or problem in this community does this program address? Include your target
Population. See attached page 5a.
What data supports this need. Attach copies of any relevant documents or CITE Report.
See Example C, page 9.
Where is this program being offered? List all sites and hours of operation -See page 5a
What measurable changes do you plan to accomplish this next fiscal year? FKCS is reformatting
programming in both centers to ensure that all Monroe County clients have equal access to full service
centers.
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