SY2016 06/15/2016AMY REAVILIN, CPA
CLERK Of CIRCUIT COURT &COMPTROLLER
Moxnoe Cwuimr, FLORIDA
DATE: August 16, 2016
TO: Alexsandra Leto
Director of Guardian Ad Litem Program
ATTN.- Lacy Caraballo,
Executive Assistant
FROM: Cheryl Robertson Executive Aide to the Clerk of Court & Comptroller e
At the June 15, 2016 Board of County Commissioner's meeting the Board granted approval and
authorized execution of Item C3 Approval of an Agreement with Statewide Guardian Ad Litem Office
to provide funding for Child Advocate Manager position on a reimbursement basis, for time period July
1, 2016 through June 30, 2017 (State FY 2016)
Enclosed is a duplicate original of the above - mentioned for your handling. Should you have any
questions, please feel free to contact our office.
cc: County Attorney
Finance
File /
500 Whitehead Street Suite 101, PO Box 1980, Key West FL 33040 Phone: 305 -295 -3130 Fax: 305 - 295 -3563
3117 Overseas Highway, Marathon, FL 33050 Phone: 305 -289 -6027 Fax. 305 - 289 -6025
88820 Overseas Highway, Plantation Key, FL 33070 Phone: 852 -7145 Fax: 305 - 852 -7146
AGREEMENT WITH STATEWIDE GUARDIAN AD LITEM OFFICE FOR
REIMBURSEMENT OF CASE COORDINATOR SERVICES
THIS AGREEMENT, made and entered into on the dates specified herein, by and
between the STATEWIDE GUARDIAN AD LITEM OFFICE (hereinafter "GAL ")
and MONROE COUNTY, a political subdivision of the State of Florida (hereinafter
"County "), which when referenced together shall be called "the Parties ".
WHEREAS, Florida children involved in the State's dependency system have long been
aided by the Guardian ad Litem programs located in the State's judicial circuits; and
WHEREAS, the Statewide Guardian ad Litem Office was created to provide oversight
and technical assistance to guardian ad litem programs within the various circuit courts,
including but not limited to the Sixteenth Judicial Circuit Guardian ad Litem Program for
Monroe County; and
WHEREAS, Section 29.008(1), Florida Statutes, requires the Monroe County Board of
County Commissioners ( "Board ") to provide facilities, communications equipment and
maintenance to the GAL program operating in Monroe County, and
WHEREAS, the Board recognizes the benefit the Sixteenth Judicial Circuit GAL
Program provides to the County's children involved in the dependency system and
desires to provide, within its discretion, additional personnel support to the local GAL
program as set forth herein; and
WHEREAS, in the 2012 regular legislative session, the Florida legislature passed SB
1960, now codified in § 39.8297, F.S., which in pertinent part states that the Statewide
Guardian Ad Litem Office may enter into an agreement by which the county agrees to
provide funding to the local guardian ad litem office in order to employ persons who will
assist in the operation of the GAL program within the county, and that any such
agreement, at a minimum, must provide that the statewide office shall fully indemnify the
County for any liability for violation for state and federal laws by the Statewide Guardian
Ad Litem Office, its agents or employees as authorized by § 768.28(19), F.S, to the
extent such liability is the result of the acts or omissions of the Statewide Guardian ad
Litem Office or its agents or employees; and
WHEREAS, the Board further desires the personnel services provided herein shall not
result in it or the County bearing employment liability risk as a result of the fact that the
County will not be able to manage, control, or oversee the personnel funded under this
Agreement, nor the work environment in which such personnel will work; and
WHEREAS, the Board desires to achieve these aims by entering into this Interlocal
Agreement; and
WHEREAS, this Interlocal Agreement is entered into pursuant to § 163.01, Florida
Statutes, and the Parties have the authority pursuant to § 163.01 to enter into said
Agreement concerning the provision of the GAL services under a joint exercise of power
hereinafter described, and, in particular, to spell out the manner of employing necessary
personnel pursuant to § 163.01(5)(g); and
WHEREAS, in June 2013 the Parties entered into an interlocal agreement whereby the
County agreed to provide funding on a reimbursement basis for the position on the terms
and conditions specified in the agreement; and
WHEREAS, the June 2015 interlocal agreement between the Parties ( "June 2015 ")
specified that the agreement would only run for one year, from July 1, 2015 to June 30,
2016; and
WHEREAS, the Parties wish to continue to fund the position on the terms and conditions
specified in the June 2015 ILA.
NOW, THEREFORE, that for and in consideration of the terms, conditions and
covenants hereinafter provided, the Parties agree as follows:
SECTION ONE: GUARDIAN AD LITEM RESPONSIBILITIES
A. The GAL agrees to hire a 1.0 FIFE Other Personnel Services position with the title
Child Advocate Manager for the period of July 1, 2016 through June 30, 2017,
with the primary duties and responsibilities of the position to include:
See attached Position Description, Attachment "A."
B. The GAL agrees to pay the individual hired in this position at the rate of $16.00
per hour at forty hours per week for a period of 52 weeks under the term of the
Agreement.
C. The GAL agrees to manage and supervise the individual hired in this position
pursuant to GAL personnel policies and procedures.
D. The parties agree that all hiring, firing, discipline, assignment of duties,
supervision, management, and control of this individual will be the sole
responsibility of the GAL.
E. The GAL agrees to be responsible for the payment of salary, as well as all FICA
taxes, withholding taxes, state and federal unemployment taxes, retirement
benefits, and insurance benefits, if applicable, related to the individual hired in the
position.
F. The GAL agrees that said employee shall not be considered a County employee.
2
SECTION TWO: COUNTY RESPONSIBILITIES
A. The County agrees to reimburse the GAL at 100% the actual cost of salary, as
wells as for any and all payment of FICA taxes, withholding taxes, stated and
federal unemployment taxes, retirement benefits, and insurance benefits, if
applicable related to the individual hired in the position, not to exceed $53,794
over the term of the Agreement (pro -rated if the Agreement begins after July
1, 2016).
B. The County shall provide payment under this Agreement on a cost
reimbursement basis. Reimbursement shall be made monthly based on the
GAL's submission and the County's approval of a monthly invoice. Payment
shall be made in accordance with the Florida Local Government Prompt
Payment Act. The GAL agrees to provide the County with documentation of
all costs represented on the invoice if requested and the County may require
documentation of expenditures prior to approval of the invoice, and may
withhold payment if services are not satisfactorily completed or the
documentation is not satisfied. Any payment due or any approval necessary
under the terms of the Agreement may be withheld until all evaluation and
documentation expenditures due from the GAL and necessary adjustments
thereto, have been approved by the County. However, the County agrees to
use due diligence in approving and to proceed with a sense of urgency and
priority in making reimbursement to the GAL.
C. The COUNTY shall only reimburse those reimbursable expenses that are
reviewed and approved as complying with Monroe County Code of
Ordinances, state laws and regulations, which are submitted in accordance
with Attachment B — Expense Reimbursement Requirements. Evidence of
payment by the Statewide Guardian ad Litem Office or the local guardian ad
litem office within the 16 Judicial Circuit shall be in the form of a letter,
summarizing expenses, with supporting documentation attached. The letter
should contain a notarized certification statement. An example of a
reimbursement request cover letter is included as Attachment C.
D. After the Clerk of the Board examines and approves the request for
reimbursement, the Board shall reimburse the entity that submitted the
request. The total of said reimbursement expense payments shall not exceed
the total amount authorized by Monroe County Board of County
Commissioners through the budgetary process.
E. Reimbursement by the County shall be made to the GAL at the following
address:
Statewide Guardian ad Litem Office
Financial Resources
P.O. Box 10628
Tallahassee, Florida 32302
SECTION THREE: PUBLIC RECORDS AND HOLD HARMLESS
A. All records and contracts required by this Agreement shall be available for audit,
inspection or copying during normal business hours and as often as the County
through their employees or agents may deem necessary and appropriate, except
for those records that are confidential and exempt from disclosure pursuant to
Florida law. Such records shall be maintained by the GAL in accordance with the
State retention schedule. The County shall have the right to obtain and inspect
any audit pertaining to the performance of this Agreement as permitted by law.
B. The GAL shall maintain at the Program office within the Sixteenth Judicial
Circuit the complete and accurate records and supporting documentation of the
work and /or services provided by this position, as well as expenses, costs,
invoices, and materials provided and performed and chargeable by the GAL to the
County.
C. The Statewide GAL Office is responsible for compliance with all requirements of
federal and state employment laws, and shall fully indemnify the county from any
liability under such laws, as authorized by s. 768.28 (19), F.S., to the extent such
liability is the result of the acts or omissions of the Statewide Guardian Ad Litem
Office or its agents or employees, including but not limited to claims arising
under Title VII of the Civil Rights Acts of 1964; Title I of the Americans with
Disabilities Act, 43 U.S.C. § 1983; the Family Medical Leave Act; the Fair Labor
Standards Act; chapters 440, 443, 447 and 760, Florida Statutes; Section
112.3187, F.S.; and the Age Discrimination in Employment Act, as amended from
time to time.
SECTION FOUR: TERM /EFFECTIVE DATE
The position provided for in Section One shall commence July 1, 2016 and continue
through June 30, 2017. At the conclusion of this term, the Parties may agree to renew
this agreement for the following fiscal year. Absent written agreement to continue the
terms of this Agreement by July 1, 2016, this Agreement shall lapse and /or automatically
terminate. Continuation of this Agreement is subject to annual appropriation by the
Board.
SECTION FIVE: BUDGET
Any and all funds provided by the County shall be used for the position described herein
and any unused portions of funds shall be returned to the County within thirty (30) days
of the end of the state fiscal year 2016 -2017, with an accounting summary to reflect how
and to what extent funds were used.
rd
SECTION SIX: PUBLIC RECORDS
The Parties acknowledge that this Agreement and any related financial records, audits,
records, plans, correspondence, and other documents related to this agreement may be
subject to public disclosure pursuant to Chapter 119, Florida Statutes. In the event a
party fails to abide by the provisions of Chapter 119, Florida Statutes, the other party,
without prejudice to any right or remedy, and after giving that party five (5) days written
notice and that party fails to allow access to such documents within that period, may
terminate this Agreement.
SECTION SEVEN: COMPLETE AGREEMENT
This document incorporates and includes all prior negotiations, correspondence,
conversations, agreements, or understandings applicable to the matters contained herein,
and the parties agree that there are no commitments, agreements, or understandings
concerning the subject matter of this Agreement that are not contained in this document.
Accordingly, it is agreed that no deviation from the terms hereof shall be predicated upon
any prior representations or agreements, whether oral or written.
It is further agreed that no modification, amendment, or alteration in the terms or
conditions contained herein shall be effective absent a written document executed by the
Parties hereto.
The foregoing sets forth the terms and conditions of the Agreement between the GAL and
the County. This Agreement takes effect on the date last signed below.
IN WITNESS WHEREOF, the Parties hereto have executed by signature their
agreement herewith on this ISfi^ day of Juk'L , 2016.
VED:
F COUNTY COMMISSIONERS OF MONROE CO
A* By:
y Cl k �� Mayor
TEWIDE GU IAN AD LITEM OFFI
By:
Alan F. Abramowitz, Executive Director
Statewide Guardian ad Litem Office
MONROE COUNTY ATTORNEY
PROVED A T FO M:
CYNTHIA L. ALL
5 ASSISTAN COUNTY ATTORNEY
Date
8401
CHILD ADVOCATE MANAGER I
DISTINGUISHING CHARACTERISTICS OF WORK
This is responsible professional work with a circuit court Guardian ad Litem (GAL) Program,
coordinating the advocacy of the best interests of abused, neglected and abandoned children. The child
advocate manager may personally conduct the following tasks or may supervise a group of volunteers
who: gather information relating to the case and give recommendations and written reports to the court on
the best interests of dependent children. The child advocate manager may personally or may oversee the
work of volunteers as they: attend court hearings, depositions, case plan conferences, dependency
mediations, staffing's, and meetings with the Department of Children and Families, community based
care lead agencies and other state, local and private social service agencies.
The child advocate manager assigns tasks to volunteers to expedite case work and promote timely
permanency objectives. Extensive contact is made with the Department of Children and Families, local
law enforcement agencies, the Office of the State Attorney, schools, teachers, doctors, attorneys,
psychologists, psychiatrists, social workers, and a variety of other social service agencies and
professionals. The child advocate manager must exercise discretion in dealing with confidential and
extremely sensitive issues before the court. Work is performed under stressful conditions and involves
contact with individuals involved in emotional and traumatic situations. Work is performed under the
general supervision of the Program Director.
EDUCATION AND TRAINING GUIDELINES
Bachelor's degree from an accredited four year college or university with a major in sociology,
social work, psychology, child development, education, communications, or a related social science, and
one year of experience in a program of social service, counseling, teaching, or supervising volunteers.
KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of Florida Statutes relating to child protection. Knowledge of the principles and
dynamics of child development. Knowledge of the issues and dynamics of child abuse and neglect,
domestic violence, and the effects of dissolution of marriage on children. Knowledge of social services
available to children. Knowledge of the operations of the Florida State Courts System and the Guardian ad
Litem program. Ability to communicate effectively with people from culturally and economically diverse
backgrounds, and people involved in emotionally distressing situations. Ability to supervise and
coordinate case work activities of volunteers. Ability to encourage and motivate volunteers. Ability to
maintain proper documentation on case activity and to assist in the preparation of detailed court reports
recommending a course of action for children. Ability to communicate effectively and deal tactfully with
individuals involved in litigation and stressful situations.
Effective: October 1, 1993
Revised: October 1, 2002
Revised: January 1, 2004
Revised: January 5, 2015
Guardian ad Litem
Pay Grade 116
ATTACHMENT S
EXPENSE REIMBURSEMENT REQUIREMENTS
This document is intended to provide basic guidelines to Human Service and Community-Based
Organizations, county travelers, and contractual parties who have reimbursable expenses
associated with Monroe County business. These guidelines, as they relate to travel, are from the
Monroe County Code of Ordinances and State laws and regulations.
A cover letter (see Attachment B) summarizing the major line items on the reimbursable expense
request needs to also contain the following notarized certified statement:
"I certify that the above checks have been submitted to the vendors as noted and 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 and will not be submitted for reimbursement to any other
funding source."
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 paid payroll taxes, check number and check amount.
If a Payroll Journal is not provided, the following information must be provided: pay period, check
amount, check number, date, payee, and support for applicable paid 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.
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 and Meal Expenses
Travel expenses must be submitted on a State of Florida Voucher for Reimbursement of Travel
Expenses. Travel reimbursement requests must be submitted and will be paid in accordance with
Monroe County Code of Ordinances and State laws and regulations. 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.
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 from one's home to the airport
for a business trip is not a reimbursable expense.
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.
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 G
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 ( Organization 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 05/28/01
XXX.XX
(A)
Total
S X
(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)
I X�XXX.XXX
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 other funding
source.
Executive Director
Attachments (supporting documentation)
Sworn to and subscribed before me this day of 20_
by who is personally known to me.
Notary Public Notary Stamp