FY2018 11/14/2017C' .,
Kevin Madok, CPA
Clerk of the Circuit Court & Comptroller — Monroe County, Florida
DATE: December 5, 2017
TO: Janet Herbener
Senior Grant & Finance Analyst
FROM: Pamela G. Hancock, D.C.
SUBJECT: November 14' BOCC Meetings
Attached is an electronic copy of Item F23, Fiscal Year 2018 Agreement with M o n r o e
Council of the Arts Corporation d /b /a Florida Council of the Artsin the amount
of $72,765.00, for your handling.
Should you have any questions, please feel free to contact me at ext. 3130. Thank you.
cc: County Attorney
Finance
File
KEY WEST MARATHON PLANTATION KEY
500 Whitehead Street 3117 Overseas Highway 88820 Overseas Highway
Key West, Florida 33040 Marathon, Florida 33050 Plantation Key, Florida 33070
305 - 294 -4641 305 - 289 -6027 305 - 852 -7145
PK/ROTH BUILDING
50 High Point Road
Plantation Key, Florida 33070
305 - 852 -7145
AGREEMENT
- This Agreement is made and entered into this 14th day of November, 2017, between the
BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA, hereinafter referred to as
"Board" or "County," and Monroe Council of.the Arts Corporation d /b /a Florida Keys Council of the
Arts, hereinafter referred -to as "PROVIDER.."
WHEREAS, the PROVIDER is a not - for - profit corporation established to perform. and carry
out the development, coordination and promotion of the arts throughout Monroe County, and
WHEREAS, it is a legitimate public purpose to provide facilities and services for the
development, coordination and ,promotion of the arts in Monroe County, now, therefore,
IN CONSIDERATION of the mutual promises and covenants contained herein, it is agreed
as follows:
FUNDING
1. AMOUNT OF AGREEMENT. The Board, in consideration of the PROVIDER
substantially and satisfactorily performing and carrying out the duties of the Board as to: providing
facilities and services for the development, coordination and promotion of the arts in Monroe
County, shall pay to the PROVIDER the sum of SEVENTY -TWO THOUSAND SEVEN HUNDRED
SIXTY -FIVE AND NO /DOLLARS ($72,765.00) for fiscal year 2017 -2018.
2. TERM. This Agreement shall commence on October 1, 2017, and terminate September
30, 2018, unless earlier terminated pursuant to other provisions herein.
3. PAYMENT. Payment will be made periodically, but no more frequently than monthly,
as hereinafter set forth. Reimbursement requests will be submitted to the Board via the Clerk's
Finance Office. The County shall only reimburse, subject to the funded amounts below, those
reimbursable expenses which are reviewed and approved as complying with Monroe County Code
of Ordinances, State laws and regulations and Attachment A - Expense Reimbursement
Requirements. Evidence of payment by the PROVIDER shall be in the form of a letter,
summarizing the expenses, with supporting documentation attached. The letter should contain a
notarized certification statement. An example of a reimbursement request cover letter is included
as Attachment B. The organization's final invoice must be received within thirty days after the
termination date of this contract shown in Article 2 above.
After the Clerk of the Board examines and approves the request for reimbursement, the
Board shall reimburse the PROVIDER. However, the total of said reimbursement expense
payments in the aggregate sum shall not exceed the total amount shown in Article 1, above,
during the term of this agreement.
4. AVAILABILITY OF .FUNDS. If funds cannot be obtained or cannot be continued at a
level sufficient to allow for continued reimbursement of expenditures for services specified herein,
this agreement may be terminated immediately at the option of the Board by written notice of
termination delivered to the PROVIDER. The Board shall not be obligated to pay for any .services
or goods provided by the PROVIDER after the PROVIDER has received written notice of
termination, unless otherwise required by law.
S. PURCHASE OF PROPERTY. All property, whether real or personal, purchased with
funds provided under this agreement, shall become the property of Monroe County and shall be
accounted for pursuant to statutory requirements.
Contract - Monroe Council of the Arts -FY18; page 1
RECORDKEEPING
6. RECORDS. PROVIDER shall maintain all books, records, and documents directly
pertinent to performance under this Agreement in accordance with generally accepted accounting
principles consistently applied. Each .party to this Agreement or their authorized representatives
shall have reasonable and timely access to such records of each_ other party to this Agreement for
public records purposes during the term of the Agreement and for four years following the
termination of this Agreement. If an auditor employed by the County or Clerk determines that
monies paid to PROVIDER pursuant to this Agreement were spent for purposes not authorized by
this Agreement, the PROVIDER shall repay the monies together with interest calculated pursuant
to Sec. 55.03, FS, running from the date the monies were paid to PROVIDER.
In addition, if PROVIDER is required to provide an audit as set forth in in Section 8(e) below, the
audit shall be prepared by an independent certified public accountant (CPA) with a current
license, in good standing with the Florida State Board of Accountancy.
7. PUBLIC ACCESS. The County and PROVIDER shall allow and permit reasonable
access to, and inspection of, all documents, papers, letters or other materials in its possession or
under its control subject to the provisions of Chapter 119, Florida Statutes, and made or received
by the County and PROVIDER in conjunction with this Agreement; and the County shall have the
right to unilaterally cancel this Agreement upon violation of this provision by PROVIDER.
8. COMPLIANCE WITH COUNTY GUIDELINES. The PROVIDER must furnish to the
County the following (items A -j must be provided prior to the payment of any invoices):
(a) IRS Letter of Determination and GUIDESTAR printout indicating current 501(c)(3) status;
(b) Proof of registration with the Florida Department of Agriculture, as required by Florida
Statute 496.405, and the Florida Department of State, as require by Florida Statute
617.01201, or proof of exemption from registration as per Florida Statute 496.406.
(c) List of the Organization's Board of Directors of which there must be at least 5 and for each
board member please indicate when elected to serve and the length of term of service;
(d) Evidence of annual election of Officers and Directors;
(e) Unqualified audited financial statements from the most recent fiscal year for all
organizations that expend $150,000 a year or more; if qualified, include a statement of
deficiencies with corrective actions recommended /taken; audit shall be prepared by an
independent certified public accountant (CPA) with a current license, in good standing with
the Florida State Board of Accountancy. If the PROVIDER receives $100,000 or more in
grant funding from the County:
a. The CPA that prepares the audit must also be a member of the
American Institute of Certified Public Accountants (AICPA);
b. The CPA must maintain malpractice insurance covering the audit
services provided and
c. The County shall be considered an "intended recipient" of said
audit.
(f) Copy of a filed IRS Form 990 from most recent fiscal year with all attached schedules;
(g) Organization's Corporate Bylaws, which must include the organization's mission, board and
membership composition, and process for election of officers;
(h) Organization's Policies and Procedures Manual which must include hiring policies for all
staff, drug and alcohol free workplace provisions, and equal employment opportunity
provisions;
(i) Specific description or list of services to be provided under this contract with this grant
(see Attachment C);
(j) Annual Performance Report describing services rendered during the most recently
completed grant period (to be furnished within 30 days after the contract end date.) The
performance report shall include statistical information regarding the types and
Contract -Monroe Council of the Arts -FY18; page 2
frequencies of services provided, a profile of clients (including residency) and numbers
served, and outcomes achieved (see Attachment G)'; -
(k) Cooperation with County monitoring visits that the County may request during the : contract
l
year;. and
O gther reasonable.:reporEs and information related to compliance with applicable laws,
contract provisions and the scope :of services that the. County m:ay;:request during:'th.e
contract year.
RESPONSIBILITIES
9. SCOPE OF SERVICES. :The PROVIDER for the consideration named, covenants and
agrees with the Board to substantially and satisfactorily perform and provide the services:outlined
in Attachment C to residents of Monroe County, Florida. .
10. ATTORNEY'S FEES AND COSTS. The County and PROVIDER agree that in the.event
any cause of action or administrative proceeding is initiated or defended by any party. relative to
the enforcement or interpretation of this Agreement, the prevailing party shall. be entitled to
reasonable attorney's fees, court costs;; investigative, and out -of- pocket expenses, as an award .
against the non - prevailing party, and shall include attorney's fees, courts costs, investigative, and
out -of- pocket .expenses in appellate. proceedings:. Mediation proceedings initiated and conducted
pursuant to this Agreement shall be in accordance with the Florida Rules of Civil Procedure _and
usualand customary procedures required by the circuit court of Monroe County,
11. BINDING EFFECT, The terms,, : conditions; and provisions of this
Agreement shall bind and inure to the benefit of the County and PROVIDER and their respective :.
le gal. representatives, successors, and assigns.
12. CODE OF ETHICS.: :County agrees that officers and employees of the County
recognize and will be required to comply: with the standards of conduct for. public officers .and :.
employees as delineated in Section 112:313, Florida Statutes, regarding, - but :not limited to,
solicitation or acceptance of.gifts doing business.with one's agency; unauthorized compensation;
misuse of public position, conflicting employment or contractual relationship; and disclosure or
use of certain information.
13. -NO SOLICITATION /PAYMENT. The County and PROVIDER warrant that, in' respect
to itself, it has neither employed nor retained any company or person, other than a bona fide
employee working solely for it, to solicit :or - secure this Agreement and that it has not paid or
agreed to pay any person, company, corporation, individual; or firm, other than a_ bona 'fide
employee working solely for it, any fee, commission, percentage., gift, or other consideration
contingent upon or resulting from the award 'or making of this Agreement. . For the breach or
violation of the provision, the PROVIDER agrees that the. County shall have. the right to terminate
this Agreement without liability and, at its discretion, -to offset from monies owed, .or otherwise
recover, the full amount of such fee; commission, 'percentage, gift, or consideration.
14. INDEPENDENT CONTRACTOR. At all times and for all purposes hereunder, the
PROVIDER is an independent contractor and not an 'employee of the Board. No statement
contained in this agreement shall be construed so- as to find the PROVIDER or any of its
employees, contractors, servants or agents to be employees of.the Board.
'COMPLIANCE ISSUES
15. COMPLIANCE WITH LAW.- In providing all services pursuant to this agreement, the
PROVIDER shall abide by all statutes, ordinances, rules and regulations pertaining to or regulating
the provision of such services, including now in effect and hereinafter adopted.. Any
violation.of said. statutes, ordinances, rules and regulations shall constitute a material breach of
Contract -Monroe Council of the Arts -FY18; page 3
this agreement and shall entitle the Board to terminate this contract immediately upon delivery of
written notice of termination to the PROVIDER.
16. PROFESSIONAL RESPONSIBILITY AND LICENSING. The PROVIDER shall assure
that a,ll professionals have. current and appropriate professional. licenses and professional liability
insurance coverage. Funding by the Board is contingent upon. retention of appropriate local, state
and /or federal- certification and /or licensure of the PROVIDER'S program and staff.
17. NON=DISCRIMINATION. County and PROVI.DER agree that there will be no
discrimination against any person, and it is expressly understood that upon a determination by . a
court of competent jurisdiction that discrimination, has occurred; this Agreement automatically
terminates without any further action on the:part of any party, effective the date of the court
order. County or PROVIDER agree to comply with all Federal and Florida statutes, and all local
ordinances, as applicable, relating to nondiscrimination. These include but.are not limited to. 1)
Title VI of the Civil Rights Act of 1964 (PL 88 -352) which prohibits discrimination on the basis of
race, color or :national origin; 2) Title IX of the Education Amendment of 1972, as amended (20
USC ss. 1681 -1683 and 1685 - 1686), which prohibits discrimination on the . basis of sex; 3)
Section 504 of the Rehabilitation Act of 1973, as amended. (20 USC s. 794); which prohibits
discrimination on the basis of handicaps; 4) The Age Discrimination Act of 1975, as amended (42
USC ss. 6101 - :6107) which prohibits discrimination on the basis of age., 5) The Drug Abuse Office
and Treatment Act: of. 1 (PL 92 -255), as amended, relating to nondiscrimination on the basis
of abuse; 6) The Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and
Rehabilitation Act of 1970 (PL 91 -616), as amended, relating to nondiscrimination on the basis of
alcohol abuse or:,alcoholism; 7) The Public Health Service Act of 1912, ss. 523 and 527 (42 USC
ss. 690dd -3 and 290ee -3), as amended, relating to confidentiality of alcohol and drug abuse
patient records; 8) Title VIII of the Civil Rights Act of 1968:(42 USC s. et seq.), as amended;
relating to nondiscrimination in the sale, rental or financing of housing; 9) The Americans with
Disabilities. Act.of 1990 (42 USC s. 1201 Note), as maybe amended -from. time to time, relating to
nondiscrimination on the basis of disability; 10) Monroe County Code Chapter 13, Article VI, ..
which prohibits discrimination on the basis of race, color, sex, :religion, national origin, ancestry; 1.
sexual orientation, gender identity or expression, familial status. or age; 11) any other
nondiscrimination provisions in -any Federal or state statutes which may apply to the parties to, or
.the.subject matter of, this Agreement.
AMENDMENTS, CHANGES, AND DISPUTES
18. MODIFICATIONS AND AMENDMENTS. Any and all modifications of the services
and /or reimbursement of services. shall be accomplished by an amendment, which must be
approved in writing by the County;
19. ADJUDICATION OF DISPUTES OR DISAGREEMENTS. County and PROVIDER
agree that all disputes and disagreements shall be attempted to be resolved by meet and confer
sessions between representatives of each of the parties. The PROVIDER and County staff shall try
to resolve the claim or dispute with meet and confer sessions to be commenced within 15 days of
the dispute or claim. If the issue or issues are still not resolved to the satisfaction of the parties,
then any party shall have the right to seek such relief or remedy as may be provided by - this
agreement or by Florida law. Any claims or dispute that the parties cannot resolve shall be
decided by the Circuit Court, 16t Judicial Circuit; Monroe County, Florida.
20. . COOPERATION. In the event any administrative or legal proceeding is instituted
against either party relating to the formation, execution, performance, or breach of this
Agreement; C ounty and PROVIDER agree to participate, to the extent required by the other party,
in ali hearings, processes, meetings, and other activities related to the substance of
this Agreement or provision of the services under this Agreement. County and PROVIDER
specifically agree that no party to this Agreement shall be required to enter into any arbitration
proceedings related to this Agreement.
Contract -Monroe Council of the Arts -FY18; page 4
ASSURANCES
21. COVENANT OF NO INTEREST. County and PROVIDER covenant that neither
presently has any interest, and shall not acquire any interest, which would conflict in any manner
or degree with its performance under this Agreement, and that only interest of each is to perform
and receive benefits as recited in this, Agreement.
22. NO ASSIGNMENT. The PROVIDER shall not assign this agreement except in writing
and with the prior written approval of the Board, which approval shall be subject to such
conditions and provisions as the Board may deem necessary. This agreement shall be
incorporated by reference into any assignment and any assignee shall comply with all of the
provisions herein. Unless expressly provided for therein, such approval shall in no manner or
event be deemed to impose any obligation upon the Board in addition to the total agreed upon
reimbursement amount for the services of the PROVIDER.
23. NON- WAIVER OF IMMUNITY. Notwithstanding the provisions of Sec. 768.28,
Florida Statutes, the participation of the County and the PROVIDER in this Agreement and the
acquisition of any commercial liability insurance coverage, self- insurance coverage, or local
government liability insurance pool coverage shall not be deemed a waiver of immunity to the
extent of lia_ bil coverage, nor shall any contract entered into by the County be required to
contain any provision for waiver.
24. ATTESTATIONS. PROVIDER agrees to execute such documents as the County may
reasonably require, to include a Public Entity Crime Statement, an Ethics Statement, and a Drug -
Free Workplace Statement.
25. AUTHORITY. Each party represents and warrants to the other that the execution,
delivery and performance of this Agreement have been duly authorized by all necessary County
and corporate action, as required by law..
INDEMNITY ISSUES
26. INDEMNIFICATION AND HOLD HARMLESS. The PROVIDER covenants and agrees
to indemnify and hold harmless Monroe County Board of County Commissioners from any and all
claims for bodily injury (including death), personal injury, and property damage (including
property owned by Monroe County) and any other losses, damages, and expenses (including
at fees) which arise out of, in connection with, or by reason of services provided by the
PROVIDER occasioned by the negligence, errors, or other wrongful act or omission of the
PROVIDER'S employees, agents, or volunteers.
27. PRIVILEGES AND IMMUNITIES. All of the privileges and immunities from liability,
exemptions from laws, ordinances, and rules and pensions and relief, disability, workers'
compensation, and other benefits which apply to the activity of officers, agents, or employees of
any public agents or employees of the County, when performing their respective functions under
this Agreement within the territorial limits of the County shall apply to the same degree and
extent to the performance of such functions and duties of such officers, agents, volunteers, or
employees outside the territorial limits of the County.
28. NO PERSONAL LIABILITY. No covenant or agreement contained herein shall be
deemed to be a covenant or agreement of any member, officer, agent or employee of Monroe
County in his or her individual capacity, and no member, officer, agent or employee of Monroe
County shall be liable personally on this Agreement or be subject to any personal liability or
accountability by reason of the execution of this Agreement.
29. LEGAL OBLIGATIONS AND RESPONSIBILITIES: Non - Delegation of Constitutional
or Statutory Duties. This Agreement is not intended to, nor shall it be construed as, relieving any
Contract- Monroe Council of the Arts -FY18; page 5
participating entity from any obligation or responsibility imposed upon the entity by law except to
the extent of actual and timely performance thereof by any participating entity, in which case the
performance may be offered in satisfaction of the obligation or responsibility. Further, this
Agreement is not intended to, nor shall it be construed as, authorizing the delegation of the
constitutional or statutory duties of the County, except to the extent permitted by the Florida
constitution, state statute, and case law.
30. NON- RELIANCE BY NON- PARTIES. No person or entity. shall be entitled to rely
upon the terms of this Agreement to enforce or attempt to enforce any third =party claim or
entitlement to or benefit of any service or program contemplated hereunder, and the County and
the PROVIDER agree that neither the County nor the PROVIDER . or any agent, officer, or
employee of either shall have the authority to inform, counsel, or otherwise indicate that any
particular individual or group of individuals, entity or entities, have entitlements or benefits under
this Agreement separate and apart, inferior to, or superior to the community in general or for.the
purposes contemplated in this Agreement.
GENERAL
31. EXECUTION IN COUNTERPARTS. This Agreement may be executed in any number
of counterparts, each of which shall be regarded as an original, all of which taken together shall
constitute one and the same instrument and any of the parties hereto may execute this
Agreement by signing any such counterpart.
32. NOTICE. Any notice required or permitted under this agreement shall be in writing
and hand- delivered or mailed, postage pre -paid, by certified mail, return receipt requested, to the,
other party as follows:
For Board:
Grants Administrator and
1100 Simonton Street
Key West, FL 33040
Monroe County Attorney
PO Box 1026
Key West, FL 33041
For PROVIDER
Liz Young, Executive Director
Monroe Council of the Arts Corporation
d /b /a .Florida Keys Council of the Arts
1100 Simonton Street, Suite 2 -263
Key West, FL 33040
305 -295 -4369
305 -295 -4372 FAX
33. GOVERNING LAW, VENUE, INTERPRETATION, COSTS, AND FEES. This
Agreement shall be governed by and construed. in accordance with the laws of the State- of Florida
applicable to contracts made and to be performed entirely in the State.
In the event that any .cause of action or administrative proceeding is instituted for the
enforcement or interpretation of this Agreement, the County and PROVIDER agree that venue will
lie in the appropriate court or before the appropriate administrative body in Monroe County,
Florida.
The County and PROVIDER agree that, in the event of conflicting interpretations of the
terms or a term of this Agreement by or between any of them the issue shall be submitted to
mediation prior to the institution of any other administrative or legal proceeding.
34. NON - WAIVER. Any waiver of any breach of covenants herein contained to be kept
and performed by the PROVIDER shall not be deemed or considered as a continuing waiver and
Contract- Monroe Council of the Arts -FY18; page 6
shall not operate to bar or prevent the Board from declaring a forfeiture for any succeeding
breach, either of the same conditions or covenants or otherwise.
35. :SEVERABILITY. If any term, covenant; condition or provision of this Agreement (or
the application thereof to any circumstance or person) shall be: declared invalid. or unenforceable
to any.extent by a court of competent. jurisdiction, the remaining terms, covenants, conditions
and provisions of this Agreement, shall not be affected thereby; 'and. each remaining term,
covenant, condition and provision of this Agreement shall be valid. and shall be enforceable to the
fullest extent permitted by law unless the enforcement of the remaining terms; covenants,
conditions and provisions of this Agreement would prevent the accomplishment of the original
intent of this Agreement. The County and PROVIDER agree to reform the Agreement to replace
any stricken provision with a valid provision that comes as close as possible to the. intent of the
stricken provision.
36. ENTIRE AGREEMENT. This agreement constitutes the entire agreement of the
parties hereto with respect to the subject matter hereof and supersedes any and 8II prior
agreements with respect to such subject matter between the PROVIDER and the Board.
[THIS SPACE INTENTIONALLY LEFT BLANK WITH SIGNATORY PAGE TO FOLLOW]
Contract -Monroe Council of the Arts -FY18; page 7
IN WITNESS WHEREOF, the parties hereto have caused_ these presents to be executed as
fa
y year first Written above. .
OK:, CLERK
Deputy Clerk
Witness
Witness
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By //
Mayor /Chairman
Monroe Council of the Arts Corporation
(Federal ID No. _.�a 5— 0 7.37 S3, )
ecutive Director /
MONROE COUNTY ATTORNEY
/? n APPS OVED AS TO FORM:
(X o, o Q` 10 on1(- aT" rL
CHRISTINE LIMBERT- BARROWS
ASSISTANT COUNTY ATTORNEY
DATE: I (f -/
Contract -Monroe Council of the Arts -FY18; page 8
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Contract -Monroe Council of the Arts -FY18; page 8
ATTACHMENT A -
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 wial not tie 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- iinclusive. 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, sala 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.
Contract- Monroe Council of the Arts -FY18; page 9
Telefax, Fax, etc:
A fax log is required. The log must define the sender, the intended 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.d.ue 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 ofahe 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.
Contract - Monroe Council of the Arts -FY18; page 10
ATTACHMENT B
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
$ X.XXX.XX
(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)
$ X.XXX.XX
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
Contract - Monroe Council of the Arts -FY98; page 99
ATTACHMENT C
Specific description and list of services to be provided under this contract:
Perform and carry out the development, coordination and promotion of the arts throughout
Monroe County
Contract - Monroe Council of the Arts -FY18; page 12
IN
PUBLIC ENTITY CRIME STATEMENT
'A person or affiliate who has been placed on the convicted vendor list following a conviction for public
entity crime may not submit a bid on a - contract to provide any goods or services to a public entity,
may not submit a bid on a contract with a public entity for the construction or repair of a public:building
or public work, may not submit'bids on leases of real property to public entity, may not be awarded or
perform work as a CONTRACTOR, supplier,, subcontractor, or CONTRACTOR under .a contract with
any public entity, and may not transact business with any public entity in excess of the - threshold
amount provide d.in Section 287:017, for CATEGORY TWO for a period of 36 months from the date of
being placed on the. convicted vendor list."
I have read - the above and state that neither 2 �� (Respondent's name) nor
any Affiliate has, been placed on the convicted vendor list within the last:.6 months.
A
STATE OF: O r � 40. .
COUNTY OF: Ka Y\c'Oe—
Subscribed and sworn to (or affirmed) before me on ;.0
(date) by (name of affiant). He /She is personally
known to me. or has produced ,(type of identification) as
identification.
Notary Public State of Florida
Elaine L Ferda
My Cormniasi0n GG 121804,
QPVU EWMa /0&12021
A ON 04
NOTARY PUBLIC
My Commission Expires: , ! 7 2 0C;L
Contract -Monroe Council of the Ails -FY18; page 13
e
ATTACHMENT E
SWORN STATEMENT UNDER ORDINANCE NO. 010 -1990
MONROE COUNTY, FLORIDA
FTHir:S i Ai ICF
"...warrants that he /it has not employed, .retained or otherwise had act on his /her behalf any former
County officer or employee in violation of Section 2 of Ordinance No. 010 -1990 or any County officer
or employee in violation of Section 3 of Ordinance .No. 010 -1990. For breach or violation of this
provision the County may, in its discretion,.terminate this Agreement without liability and may also, in
its discretion, deduct from the Agreement or purchase price, or otherwise recover, the full amount of
any fee, commission, percentage, gift, or consideration paid to the former County officer or
employee:"
STATE OF: (o yL0.
COUNTY OF: N`0 t,Yco L
Subscribed and sworn to'(or affirmed) before me on agJ0L4e- 0M oID %
(date) by F—U,,L4L b 4.N (name of affiaht). He /She is p ersona lly
known to me or has produced (type of
identification) as identification.
gEg 121904
NOTARY PUBLIC
My Commission Expires: 7 (a o l
Contract- Monroe Council of the Arts -FY18; page 14
ATTACHMENT F
DRUG-FREE WORKPLACE FORM
The undersigned vendor. in accordance with Florida Statute 287.087 hereby certifies:that:
(Name of Business)
1. Publish 'a statement notifying employees that the unlawful manufacture,, distribution,
dispensing, possession; or use of a controlled substance is prohibited in the workplace and
specifying the actions that will be taken against employees for violations of such prohibition.
2. employees about the dangers.of drug abuse in the workplace the business' policy of
maintaining a drug -free workplace, any available. drug counseling, rehabilitation, and. employee
assistance programs, and the penalties that may be imposed upon - employees for drug abuse,
violations.
3. Give. each employee engaged in providing the commodities .or contractual services that are
under: bid a copy of the statement specified in subsection (1).
4. In the statement specified in subsection (1), notify .the employees that, as a condition. of -
Working on the commodities or contractual services that are under bid, the employee will abide
by the terms of the statement and will notify the employer of any conviction of, 'or plea of guilty
or nolo :contendere to, any :violation of :Chapter 893 (Florida. Statutes) or of any controlled
substance law of the United States or any state, for a violation occurring in the workplace no
later than five (5) days after such conviction.
5. Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or
rehabilitation program, if such is available:in.the employees community, or any employee who
is so convicted.
6. Make a good effort to continue . to maintain a drug -free workplace#hrough implementation,
of this section.
As.the :person authorized to sign the statement, I certify at. this firm complies..fully with the above :.
requirements.
W&A
lg a re)
Date` Z -7
/ 2-6 f'
STATE OF: rI ort o`
COUNTY OF: _tA,e y of-
Subscribed and :sworn to (or affirmed) before me on. eo�2,L2 . 0 �`( (date) by
(name of affiant). He /She is RWisa . known to me
or has produced (type of identification) as
identification.
NOTARY PUBL
40 h ffi % Notafy Public State of FWda
Elaine L Ferda
My Commission My.Commission Expires: lSs
aw F Uea o7/OP,/2021
Contract- Monroe Council of the Arts -FY18; page 15
ATTACHMENT G
FY17 FY18 Annual Performance Report
(For year October 1, 2017—September 30, 2018)
Agency Name
POC
Phone/Email
Grant Amount
Per Section 8 of your contract, it is required that you fill out the entire form and answer every
question.
Narrative on the FY18 Performance (i.e. successes, challenges, etc.):
Questions:
1. Please list services and client information below for the program/activities funded by the Monroe
County award.
# of persons in Total#of clients
Services Target Population target population served in FY18
I _
1 _I
Unduplicated Clients Served
2. What were the measurable outcomes (including numbers) accomplished in FY18? Please base
these outcomes on the services you identified in Question#1.
3. What number and percentage of your clients/participants were at or below the federal poverty level
in FY18; and/or 200%; and/or another standard used by your organization?
4. Were all the awarded funds used in FY18? If not, please explain.
5. What is the number of FTEs working on the program(s)funded by the award in FY18?
Contract-Monroe Council of the Arts-FY18;page 16
y
6: - Were the awarded funds used as match in FYI 8? If so, please list matching_ sources.
7, What area of Monroe. County did you serve.in FY18?
8. How many :total FTEs in your organization?
9. Volunteers:. hours of program service were contributed by volunteers in FYI 8. .
10. What was the CEO %Executive Director (or highest paid title) compensation in FYI 8? (Please
breakdown between salary and benefits.)
11. What is your organization's fiscal year?
For the following questions, please use the number as reported on your FYI IRS Form 990. If
your FY18 IRS Form 990 is not yet prepared, please provide an estimate for the following
questions.
1.2. What were your organization's total .expenses in FYI 8?
13. What was your organization's total revenue in FYI 8?
14. What was the organization's total in grants and contracts for FYI 8?
15. What was the organization's total donations and in -kind (fundraising) in FYI 8?
16. What percentage of your expenses are program service expenses versus management and general
expenses in FYI as reported on your IRS Form 99.0?
(Program service expenses are defined as expenses needed to cdn your programs.. Management and
general expenses encompass expenses: such cis fundraising, human resources, salaries:of those not
working directly with programs, legal services, accounting services, insurance expenses, office.
management, auditing, and other centralized services.)
Contract -Monroe Council of the Arts -FY18; page 17