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Item R02BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: Iqlv 11. 201.5 Bulk Item: Yes X_ No Division., Guardian Ad Litern Prograrn Department: Guardian ad I item Pro or M StaffContact /Phone #: Alexcandra Leto 292- 3485 AGENDA ITEM WORDING: Approval of Agreement with Statewide Guardian Ad Litern Office for Reimbursement of Case Coordinator Services to provide funding for Case Coordinator position, for time period July 1, 2015 through June 30. 2016 (State FY 2015). ITEM BACKGROUND: For many years, the County has hired and placed a Case Coordinator and one other position within the local Guardian Ad Litem office, Both were Count) employees but supervised by the local Guardian Ad Litern 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 positions in the GAL program, they may 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 and the Statewide GAL Office have reached agreement on terms of an ILA covering this position. �p PREVIOUS RELEVANT BOCC ACTION: None CONTRACT/AGREEMENT CHANGES: The key terms of the ILA are as follows: The County will provide funding on a reimbursement basis for the Case Coordinator position, subject to annual appropriation of the BOCC. The individual will be an employee of the Statewide GAL Office, not the County, for all purposes, including workers'compensation and unemployment. The Statewide GAL Office will indemnify the County for any liability under state and federal employment laws. STAFF RECOMMENDATIONS: Approval, TOTALCOST IA2,401.00 INDIRECT COST: —BUDGETED: Yes X DIFFERENTIAL OF LOCAL PREFERENCE: COST TO COU NTV: $ L49 401 .00 SOURCE OF FUNDS: REVENUE PRODUCING: Yes — No X AMOUNT PER MONTH.... . ..... Year V T I APPROVED BY: County Atryw OMB/Purchasing _M Risk fdanagement� DOCUMENTATION: Included X Not Required DISPOSITION: AGENDA ITEM# M8888MIM MONROE COUNTY BOARD OF COUNTY COMMISSIONERS CON FRACT SUMMARY Contract with: Statewide GAL Office Contract # .................................. ................................................ Effective Date- July 1, 2015 ............................................................................ Expiration Date: June 30, 2016 ................ ---111111 .......... Contract Purpose;'Description: Approval of Agreement with Statewide Guardian Ad Litem Office for Reimbursement of Case Coordinator Services to provide funding for Case Coordinator position, for time period Italy I, 2 15 through .Turk 3£1, 2fI16 State FY 16). Contract Manaoer: Alessandro Law 3485 Guardian ad Litern Prnora 9-B M .. ... ... ... ... ... ... ... .................... .... ... ... .. (Name) (Ext.) (Department/Stop 4) for BOCC meeting on 7;15.1" 15 Deadline- &330/15 COOT RACTCOSTS Total Dollar Value of Contract, $ 49,401.00 Current Year Portion: S Budgeted? YcaH No [I Acco u n t Codas: 001- 04100- 530-340- Grant: $ .................. ........... County Match: $ ----- - .............. xxxxxxx ADDITIONAL COSTS Estimated Ongoing Costs: $—jyr For: ........................... ......................................................... (Not included in dollar value above) aaailities ianitorinl salaries, erc.) CONTRACT REVIEW Changes Date Out Division Director Date In 6I-1215 Needed YesE]NoZ Reviewer Risk Management Yeso GOP' 9 0,M.B./Purehasing YcsF No� -L Lco C ounty Attorney 'YcsE]N awr . ...... j""" "12, Comments: �Mu VU1111 IWVV�UUL -1 V1 IVH-1- ff-' FLORIDA STATEWIDE GUARDIAN AD LITEM OFFICE GAL Alan F A bra toitc, Executive Director Alexsa Corsi Leto Guardian ad LitProgram 5503 College Road, Suite 206 Key West, Florida 33040 Attached are two originals of the Agreement with the Statewide Guardian ad Lite Office and Monroe County for Reimbursement of Case Coordinator Services. Please have your contacts sign both documents and return one original to me for my records at the address below. Florida Statewide Guardian ad Litt m Office Attn.: Budget & Finance P.O. Box 10628 Tallahassee, Florida 32302 Should you have any questions, please do not hesitate to give me a call at (850) 410- 038& Sire erely, David Windle Budget & Finance Director PO Box 10628, TaNahassee, FL 32302 a (850)922.7213 owww,QuardianadLilf-m nr;y 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". WHERE AS, Florida children involved in the State's dependency system have long been aided by the Guardian ad Litern programs located in the State'sjudicial 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 Litern Program for Monroe County; and WHEREAS, Section 29.008(l), 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 Elie 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 Litern 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 Litern, 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 emissions of the Statewide Guardian ad Litern 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 tomanage, 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 2014 interlocal agreement between the Parties ("'June 2014") specified that the agreement would only run for one year, from July 1, 2014 to June 30, 2015; and WHEREAS, the Parties wish to continue to fund the position on the terms and conditions specified in the June 2014 ILA. NOW, THEREFORE, that for and in consideration of the terms, conditions and covenants hereinafter provided., the Parties agree as fidlows: SECTION ONE: GUARDIAN AD LITEM RESPONSIBILITIES A. Tile GAL agrees to hire a 1.0 FTE Other Personnel Services position with the title Case Coordinator for the period of July 1, 2015 through June 30, 2016, 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 $15M 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 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. SECTION TWO: COUNTY RESPONSIBILITIES A. The County agrees to reimburse the GAL at 100% the actual cost of salary, as well 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 $49,401 over the to of the Agreement (pro -rated if the Agreement begins after July 1,2015). & 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 [item 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: Stateivide Guardian ad Litent 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, & 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 Litern Office or its agents or employees, including but not limited to claims arising under Title V11 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: 'TER NUEFFECTIVE DATE The position provided for in Section One shall commence July 1, 2015 and continue through June 30. 2016. 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, 2015, 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 2015-2016, with an accounting summary to reflect how and to what extent funds were used. 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 H 9, Florida Statutes, the other party, without prejudice to any right or comedy, 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 _ day of 2015. BOARD OF COUNTY COMMISSIONERS OF MOM COUNTY By: ---_ .................................... ____ .................. By: ............... Deputy Clerk Mayor STATEWIDE GUARDIAN AD LITEM OFFICE By: Xhm F, Abramowitz, -Executive Director Statewide Guardian ad Litern Office MO OE COUNTY ATTORNEY ROV D AS 0 'YNTHIA L, HALL ASSISTANI OUNTYATTC0NEY Date = .. S-Z ip — —&— ej- A ME LASE COORDINATOR I DISTINGUISHING CHARACTERISTIC WORK This is responsible professional work with a circuit court Guardian ad Litem (GAL) Program, coordinating the advocacy of best interests ofabus"A neglected and abandoned children, children involved in a dissolution of marriage, and children who are victims of or witnesses to criminal acts. The case coordinator gathers irdbratation relating to the case and gives recommendations and written reports to the court The case coordinator attends court hearings, depositions, case plan conferences, dependency mediations, staffings, and meetings with the Department of Children and Families and other social service agencies. The case coordinator 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 ofomer social service agencies and professionals. The case coordinator 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 Bachem?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., SKILLSAND �ABIL�ITIES 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 a 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 Guardian ad Litem Pay Grade 116 **** One employee who performs these functions as an OpS grant employee ATTACHMENT 13 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 buslnes& 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 ) 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 organizations contract with the Monroe e 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, TheClerk'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 r sits rime, etc. e 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 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 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, support for applicable payroll taxes. Overnight liv ri s, Courier, .A log of all postage expenses as they relate to the county contract is required for reimbursement. For overnight per express deliveries, the vendor Invoice must b included. Rents, Leases, etc. A copy of the rental or lease agreement is required. Deposits and advance payments are not allowable expenses. Reproductions, I , etc. A log of copy expenses as they relate to the CountV contract is required for reimbursement. The log rest define the date, number of copies made, source document, purpose, and recipient. A reasonable fee for copy expenses will b 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. Tl, 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 ,rarest be submitted on a State of Florida Voucher for Reimbursement of Travel Expenses. Travel reimbursement requests ,,rust 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. Ai re 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. Friel 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 expertise at the destination. Airport parking during a business trip Is not, detailed list of charges Is required an 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, PEALS, 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 f the Monroe County Code of Ordinances. Meal guidelines state that travel must begin prig to 6 a.m. for breakfast reimbursement, before noon and end after 2 p.m. for lunch reimbursement, and before 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 Monroe County Board of County Commissioners Finance Department 50Whitehead Street Key West, EL 33040 The following is a summary of the expenses for ( ro BU tion nay of to )for the time period Check Payee Reason Amount 101 Company A Beat $ X'XXX.XX 102 Company B utilities XXX.XX 104 Employee A P ending 05/14/01 XXX.XX 105 Employe P/R ending 05J J01 _ m (A) Total SAJZXM () Total prig payments m XX () Total requested and paid (A + 8) $ X X (D) Total contract amount F m $ XIXXXXX Balance of contract (D-) Xt ` . I certify that the above checks have been submitted to the vendors as rioted and that the 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 and will not be submitted for reimbursement ment to any other funding source. Executive Director Attachments (supporting documentation) Sworn to and subscribed before me this . day of 200 by who is personally known to me. Notary public Notary Stamp 4 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 MOIOE 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 Literal programs located in the State's judicial circuits; and WHEREAS, the Statewide Guardian ad Litern 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 Litern 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 Litern, Office may enter into an agreement by which the county agrees to provide funding to the local guardian ad litern 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 Litern Office, its agents or employees as authorized by § 768.28(19), RS, to the extent such liability is the result of the acts or omissions oi� the Statewide Guardian ad Litern 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 tomanage, control, or oversee the personnel funded under this Agreement, nor the work environment in which such personnel will work; and WHERE, AS, 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 or the GAL services under a joint exercise of polver 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 Par -ties 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 2014 interlocal agreement between the Parties ("June 2014") specified that the agreement would only run for one year, from July 1, 2014 to June 30, 2015-, and WHEREAS, the Parties wish to continue to fund the position on the terms and conditions specified in the June 2014 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 FT' E Other Personnel Services position with the title Case Coordinator for the period of July 1, 20 15 through June 30, 2016, with the primary duties and responsibilities of the position to include: See attached Position Description, Attachment "A." & The GAL agrees to pay the individual hired in this position at the rate of $15.90 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. DThe 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, SECTION TWO: COUNTY RESPONSIBILITIES A. The County agrees to reimburse the GAL at 100? 0 the actual cost of salary, as well 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 $49,401 over the to of the Agreement (pro -rated if the Agreement begins after July 1,2015). 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, -,Nhich 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'h Judicial Circuit shall be in the fierin 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. Reimbursement by the County shall be made to the GAL at the following address: Statewide Guardian ad Litens 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 mwersar`y and appropriate, except for those records that are confidential and exempt frosts 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. BThe 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 Litern Office or its agents or employees, including but not limited to claims arising under Title V11 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: TERAIIEFFECTIVE DATE The position provided for in Section One shall commence July 1, 2015 and continue through June 30, 2016. 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, 2015, 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 2015-2016, with an accounting summary to reflect how and to what extent funds were used. 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 ACRE EMENT 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 - day of , 2015. BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY By: ,nnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnrBy . ...... .............. Deputy Clark- Mal;,or STATEWIDE GUARDIAN AD LITEM OFFICE By: --------- ----------- ------ ------- Alan F. Abramowitz, Executive Director Statewide Guardian ad Litem Office N40 OE COUNTY ATTORNEY PRO ED AS_,TO 0 YNTHIA L COU —�z �A'-, YNTHIA L HALL ASS I NT =UNTYATT?,RNEY Date MM EASE COORDINATOR I DISIINNUISIHGG -Chi' ARAC'rEmnics OF WORK This is responsible professional work with a circuit court Guardian ad Litern (GAL) Program, coordinating the advocacy ofthe best interests ofabused, neglected and abandoned children, children involved in a dissolution of marriage, and children who are victims of or witnesses to criminal acts. The case coordinator gathers information relating to the case and gives recommendations and written reports to the court. The case coordinator attends court beatings, depositions, caw plan conferences, dependency mediations, staffings, and meetings with the Department of Children and Families and other social service agencies. The case coordinator 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 ofiether social service agencies and professionals. The case coordinator 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 Basholor's degree from an accredited four year college or university with a major in sociology, social work, psychology, child developrnent, 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 ANDTINT° ES 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 a 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 tactfidly with individuals involved in litigation and stressful situations. Effective: October 1, 1993 Revised: October 1, 2002 Revised: January 1, 2004 Guardian ad Litern Pay Grade 116 **** One employee who performs these functions as an OPS grant employee ATTACHMENT Expense F erg 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 ) summarizing in the major litre 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 toted and that the attached expenses are accurate and In agreement with the records of this organization. Furthermore, these expenses are In compliance with this organs ation`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 3 5y g -353 . Data r e g Time, etc® e 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 payroll taxes, check number and check amount. If a Payroll Journal is not prodded, the following Information must be provided: pay period, check amount, check number, date, payee, support For applicable 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. log of copy expenses as they relate to the County contract is required for reimbursement. The log must define the date, number of copies meads, source document, purpose, and recipient. A reasonable fee for copy expenses will b allowable. For vendor services, the vendor Invoice and a sample f the finished product are required. Supplioe, Services, etc. For supplies or services ordered, a vendor invoice is required. Telefaw, 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 Exp n A user log of pertinent Information arrest 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. Ai re 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 P POLICY of the Monroe County Code of Ordinances. An odometer reading roust 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, PEP. DIEM, MEALS, AND MILEAGE POLICYof the Monroe County Code of Ordinances. Neal guidelines state that travel rest begin prior to 6 a.m. for breakfast reimbursement, before noon and end after 2 perry. for bench 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, fundralsing, non -sufficient check charges, penalties and fines. ATTACHMENT C Monroe County Board of County Commissioners Finance Department 500 Whitehead Street Key West, FL 3304 MW e fallowing is a summary of the expanses for (r ar2i atl n na ) for the time period of to - Check A payee Reason Amount 101 Company A Beat $ XIXXX,Xx 102 Company B Utilities XXXIXX 104 Employee A WR ending 5/1 / 1XXX-XX 105 Employee B WR ending 05/2 % 1 (A) Total SLUMM (B) Total prior payments XIXXX.XX (C) Total requested and paid ( + ) $X'XXxXX (D) Total contract amount $ XIXXXXX Balance of contract (D-C) 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'' contract with the Monroe Count Board of County Commissioners and will not be submitted for reimbursement burrsement to any other funding sourced Executive Director Attachments (supporting documentation) Sworn to and subscribed before ma this day of 200 y who is personally known to rmi Notary public Notary Stamp