Item O9County of Monroe
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BOARD OF COUNTY COMMISSIONERS
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Mayor David Rice, District 4
IleOI1da Keys
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Mayor Pro Tem Sylvia J. Murphy, District 5
Danny L. Kolhage, District I
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George Neugent, District 2
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Heather Carruthers, District 3
County Commission Meeting
May 16, 2018
Agenda Item Number: 0.9
Agenda Item Summary #4206
BULK ITEM: Yes DEPARTMENT: County Administrator
TIME APPROXIMATE: STAFF CONTACT: Alexsa Leto (305) 292 -3485
n/a
AGENDA ITEM WORDING: Approval 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, 2018 through June 30, 2019 (State FY 2018 - 2019).
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 positions in the GAL program, they may enter into an inter -local 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.
PREVIOUS RELEVANT BOCC ACTION:
CONTRACT /AGREEMENT CHANGES:
The key terms of the ILA are as follows: The County will provide funding on a reimbursement basis
for the Child Advocate Manager 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 worker's compensation and unemployment. The Statewide GAL Office will idemnify the
County for any liability under state and federal employment laws.
STAFF RECOMMENDATION: Approval.
DOCUMENTATION:
SKM 45818042616240
FINANCIAL IMPACT:
Effective Date: July 1, 2018
Expiration Date: June 30, 2019
Total Dollar Value of Contract: $63,000.00
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:
Grant:
County Match:
Insurance Required:
Additional Details:
If yes, amount:
05/16/18 001 -04100 -GUARDIAN AD LITEM
$63,000.00
REVIEWED BY:
Cynthia Hall
Budget and Finance
Maria Slavik
Kathy Peters
Board of County Commissioners
Completed
05/01/2018 3:17 PM
Completed
05/01/2018 3:24 PM
Completed
05/01/2018 3:27 PM
Completed
05/01/2018 9:25 PM
Pending
05/16/2018 9:00 AM
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NO
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
VTTEREAS, the Board desires to achieve these aims by entering into this Interlocal
Agreement; and
1 1 , M�i'I—A'AS, 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
hereinafter described, and, in particular, to spell out the manner of employing necessary
personnel pursuant to § 163.01(5)(g); and
VV`HEREAS, in June 2013 the Parties entered into an interlocal agreement whereby the
and conditions specified in the agreement; and
WHEREAS, the June 2017 interlocal agreement between the Parties ("June 2017 ILA")
specified that the agreement would only run for one year, from July 1, 2017 to June 30,
2018; and
WHEREAS, the Parties wish to continue to ftmd the position on the terms and conditions
specified in the June 2017 ILA.
Attachment "A." 04
If. The GAL agrees to pay the individual hired in this position at the rate of $18.50
per hour at forty hours per week for a period of 52 weeks under the term of the
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
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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
$63,000, over the term of the Agreement (pro -rated if the Agreement begins
after July 1, 2018).
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
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priority in making reimbursement to the GAL.
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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 ffi 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
F. The payments from the County 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) f.s.,
are exempt from the appropriation and service charge referenced in 215.20 Es.
A. All records and contracts required by this Agreement shall be available for audit,
inspectiR n 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.
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B. The GAL shall maintain at the Program office within the Sixteenth Judicial
Circuit the complete and accurate records and supporting documentation of the
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work and/or services provided by this position, as well as expenses, costs,
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invoices, and materials provided and performed and chargeable by the GAL to the
County.
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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 2018-2019, with an accounting summary to reflect how
and to what extent funds were used.
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
c, that are not contained in this document.
Accordingly, it is agreed that no deviation from the terrns 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.
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the County. This Agreement takes effect on the date last signed below.
IN WITNESS WHEREOF, the Parties hereto have executed by signature thel"
agreement herewith on this day of 2018. 1
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BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY
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Deputy Clerk
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Mayor
STATEWIDE GUARDIAN A JTEM OFFICE
By:
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Alan F. Abramowitz, Executive Director
Statewide Guardian ad Litem Office
Attachment A
8401
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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.
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 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 B
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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:
Reimbursement requests will be monitored in accordance with the level of dctail in the contract.
This document should not be considered all-inclusive. The Clerk's Finance Department reserves
the ri&t to review reimbursement re on an
guidelines should be directed to 305-292-3534.
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reimbursable expenditures unless appropriate payroll journals for the charging department are
attached and certified.
Postage, Overnight Deliveries, Courier, etc.
A log of all postage expenses as they relate to the County contract is required for a
reimbursement. For overnigh! or
Rents, Leases, etc®
A copy oft e rental or lease agreement is required. Deposits and advance payments are not
allowable expenses.
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.
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 ( anization_Nam ) for the time period of
to
Check # Payee
101 Company A
102 Company B
104 Employee A
105 Employee B
(A) Total
(B) Total prior payments
Reason
Rent
Utilities
P/R ending 05/14/01
P/R ending 05/28/01
(C) Total requested and paid (A + B)
(D) Total contract amount
Balance of Contract (D — C)
Amount
$X,XXX.XX
XXX.XX
XXX.XX
XXX.XX
X XXX.XX
$X,XXX.XX
$X,XXX.XX
$X,XXX.XX
X X
I certify that the above checks have been submitted to the vendor 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 documents)
Sworn to and subscribe before me this day of
who is personally known to me.
20 by
Notary Public Notary Stamp