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Item M8M C ounty of f Monroe ELj » °o � BOARD OF COUNTY COMMISSIONERS /� � Mayor David Rice, District 4 Th e Florida Keys Mayor Pro Tem Sylvia J. Murphy, District 5 Danny L. Kolhage, District 1 George Neugent, District 2 Heather Carruthers, District 3 County Commission Meeting January 17, 2018 Agenda Item Number: M.8 Agenda Item Summary #3801 BULK ITEM: Yes DEPARTMENT: County Administrator TIME APPROXIMATE: STAFF CONTACT: Alexsa Leto (305) 292 -3485 n/a AGENDA ITEM WORDING: Approval of Amendment of Agreement with Statewide Guardian Ad Litem Office for Reimbursement of Child Advocate Manager services to provide funding for Child Advocate Manager position, for time period July 1, 2017 through June 30, 2018 (State FY 2017 - 2018). ITEM BACKGROUND: For many years, the County has hired and placed a Child Advocate Manager and one other position within the local Guardian Ad Litem office. Both were County employees but supervised by the local Guardian Ad Litem program. In 2012, the Florida legislature passed Senate Bill 1960, now codified in Section 39.8297 F.S., stating that if counties provide funding for position in the GAL program, they may now enter into an interlocal agreement with the GAL program which, at a minimum, provides that the GAL program will indemnify the County for any violation of state and employment laws. The County provides funding for the position to the Statewide Office of Guardian ad Litem pursuant to an ILA between the two parties. The current amendment makes it clear that (a) payments are sourced from taxes and fees levied by the County; (b) the payments are intended for the exclusive use of the GAL program; and (c) the payments are exempt from the appropriation and service charge referenced in Section 215.20, F.S. There is no cost increase or decrease as a result of this amendment. PREVIOUS RELEVANT BOCC ACTION: June 21, 2017 BOCC meeting, item M -5: Approval of ILA between the parties covering funding for the Child Advocate Manager position for State fiscal year 2017 -18. CONTRACT /AGREEMENT CHANGES: Adds paragraph clarifying that payments from County to GAL are sourced from taxes and fees, are intended for exclusive use by GAL, and are exempt from appropriation and service charge referenced in Section 215.20, F.S. STAFF RECOMMENDATION: Approval DOCUMENTATION: Amendment #1 - GAL Agreement with GAL FINANCIAL IMPACT: Effective Date: May 24, 2017 (no change) Expiration Date: June 30, 2018 (no change) Total Dollar Value of Contract: $60,000 (no change as a result of amendment) Total Cost to County: Current Year Portion: Budgeted: Yes Source of Funds: CPI: Indirect Costs: Estimated Ongoing Costs Not Included in above dollar amounts: Revenue Producing: No Grant: No County Match: Insurance Required: Additional Details: If yes, amount: No cost increase or decrease as a result of this amendment. REVIEWED BY: Cynthia Hall Budget and Finance Maria Slavik Kathy Peters Board of County Commissioners Completed 01/02/2018 10:58 AM Completed 01/02/2018 11:00 AM Completed 01/02/2018 11:04 AM Completed 01/02/2018 11:12 AM Pending 01/17/2018 9:00 AM AGREEMENT WITH STATEWIDE GUARDIAN AD LITE M OFFICE FOR REIMBURSEMENT OF CASE COORDINATOR SERVICES EXT511413 This agreement, made and entered into on May 24, 2017 by and between the Statewide Guardian ad Litem Office (hereinafter "GAL") and Monroe County, a political subdivision of the State of Florida (hereinafter "County") is hereby amended to include the following clauses: SECTION TWO: COUNTY RESPONSIBILITIES F. The payments from the COLJNTY to the GAL made pursuant to this Agreement are (i) sourced from income of a revenue nature received from taxes and fees levied by the County, a political subdivision to the State of Florida; (ii) are intended for the exclusive use of the GAL; and (iii) pursuant to § 215.22(2), Florida Statutes, are exempt from the appropriation and service charge referenced in § 215.20, Florida Statutes. No other modifications are made to the original Agreement and in all other respects the Sections of the original Agreement remain unchanged. In witness whereof, the Parties hereto have executed by signature this amendment herewith on this 2_7 day of ,r2017. FRW41111 M 0 Alan Abramowitz, Executive Director Statewide Guardian ad Litern Office AGREEMENT WITH sTATEWIDE GUARDIAN AD LITEMOFFICE FOR REIMBURSEMENT OF CASE COORDINATOR SERVICES THIS AG-REEMENT, made and entered into on the dates specified herein, by and between the STATEWIDE GUARDIAN AD LITE M OFFICE (hereinafter "GALS') 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 Lite m 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 htern programs within the various circuit courts, including but not limited to the Sixteenth Judicial Circuit Guardian ad Litern Program for Monroe County; and WHEREAS, Section 29.008(l), Florida Statutes, requires the Monroe County Board of County Corrimissioners ("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, the Board further desires the personnel services provided herein shall not result in it or the County beating employment liability risk as a result of the lact that the County will not be able to matiage, 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 arms by entering into this Intarlocal 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, arid, 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 rein ribars emeet basis for the position on the terms and conditions specified in the agreement; and WHEREAS, the June 2016 interlocal agreement between the Parties ("June 2016") specifi ed that the agreement would only tun for one year, from July 1, 2016 to June 30, 2017; and WHEREAS, the Parties wish to continue to fund the position on the terms and conditions specified in the June 2016 ILA. NOW, THERFFO-RE, 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 FTE Other Personnel Services position with the title Child Advocate Manager for the period of July 1, 2017 through June 30, 2018 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 $17 00 per hour at forty hours per week for a period of 52 weeks under the to of the Agreement. C. The GAL agrees to manage and supervise the individual hired in this position pursuant to (JAL 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. I SECTION TWO: COUNTY RESPONSIBILITIES 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 N SECTION THREE: PUBLIC RECORDS AND HOLD HARMLESS B. The GAL shall maintain at the Program office within the Sixteenth Judicial Circuit the complete and accurate records and supporting docurnentation 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. SECTION FOUR: TERM/EFFECTIVE DATE 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 2017-2018, with an accounting surnmary to reflect how and to what extent funds were used. M. SECTION SJX: PUBLIC RECORDS 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 fi7onr the to hereof shall be predicated upon any prior representations or agreements, whether oral or written. It is further agreed that no modification, arn ends nent, or alteration in the terms or conditions contained herein shall be effective absent a written document executed by the Parties hereto, `rhe 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. i,-WITNUSS' the Parties hereto have executed by signature their Tedifiant'he this Z 2 L '41 J_ day of .2017. PEID11VED Bq�k" OV.QQUNTY COMMISSIONERS OF MONROE COUNTY By: By: Deputy Clerk Mayor STATEWIDE GUA DIAN AD LITEM 0-FFICE iii By Alan F. Abramowitz, Executive Director Statewide Guardian ad Lite m Office I ATTACHMENT B Expense Reimbursement Requirements This document is intended to provide basic guidelines to Human Service and Cornmunity-Based Organizations, county travelers, and contractual par 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 it) the vendors as noted and that the attached expenses are accurate and in agreement with the records of this organization, Postage, Overnight Deliveries, Courier, etc. A log of all postage expenses as they relate to the County contract is required for a reimbursement. For overnight or express deliveries, the vendor invoice must be included, Meal reimbursement shall be at the rates established by ARTICLE XXVI, TRAVEL PER DIEM, MEAL, 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, ATTACHMENT C ORGANIZATION LETTERHEAD Monroe County Board of County Commissioners Finance Department 500 Whitehead Street Key West, FL 33040 RM V N-� A A A A A A A A ti Executive Director Attachments (supporting documents) Sworn to and subscribe before me this who is personally known to nic, day of 20_ by Notary Public Notary Stamp