SFY2019-2020 07/17/2019 c�R couRTQ
Kevin Madok, CPA
gxjO
% ..e.... • Clerk of the Circuit Court& Comptroller— Monroe County, Florida
Ro coup
DATE: July 19, 2019
TO: Alexsa Leto, Circuit Director
Guardian Ad Litem, 16th Judicial
FROM: Pamela G. Hanco 04,15.C.
SUBJECT: July 17th BOCC Meeting
Enclosed are two duplicate originals of the following item for your handling:
N4 Agreement with Statewide Guardian Ad Litem Office for reimbursement of Child
Advocate Manager services to provide funding for one Child Advocate Manager Position
retroactive to July 1, 2019 through June 30, 2020 (State of Florida FY 2019-2020).
Should you have any questions, please feel free to contact me at(305) 292-3550.
cc: Finance
File
KEY WEST MARATHON PLANTATION KEY PK/ROTH BUILDING
500 Whitehead Street 3117 Overseas Highway 88820 Overseas Highway 50 High Point Road
Key West,Florida 33040 Marathon,Florida 33050 Plantation Key,Florida 33070 Plantation Key,Florida 330'
305-294-4641 305-289-6027 305-852-7145 305-852-7145
INTERLOCAL AGREEMENT WITH STATEWIDE GUARDIAN AD LITEM OFFICE
FOR REIMBURSEMENT OF CHILD ADVOCATE MANAGER SERVICES
THIS INTERLOCAL AGREEMENT, made and entered into on the dates specified
herein, by and between the STATEWIDE GUARDIAN AD LITEM OFFICE (hereinafter
"GAL")and MONROE COUNTY,a political subdivision of the State of Florida(hereinafter
"County"),which, when referenced together, shall be called "the Parties".
WHEREAS, Florida children involved in the State's dependency system have long been
aided by the Guardian ad Litem programs located in the State's judicial circuits; and
WHEREAS,the Statewide Guardian ad Litem Office was created to provide oversight and
technical assistance to guardian ad litem programs within the various circuit courts, including but
not limited to the Sixteenth Judicial Circuit Guardian ad Litem Program for Monroe County; and
WHEREAS, Section 29.008(1), Florida Statutes, requires the Monroe County Board of
County Commissioners ("Board") to provide facilities, communications equipment and
maintenance to the GAL program operating in Monroe County; and
WHEREAS,the Board recognizes the benefit the Sixteenth Judicial Circuit GAL Program
provides to the County's children involved in the dependency system and desires to provide,within
its discretion, additional personnel support to the local GAL Program as set forth herein; and
WHEREAS, in the 2012 regular legislative session, the Florida legislature passed SB
1960, now codified in § 39.8297, F.S., which in pertinent part states that the Statewide Guardian
Ad Litem Office may enter into an agreement by which the county agrees to provide funding to
the local guardian ad litem office in order to employ persons who will assist in the operation of the
GAL program within the county, and that any such agreement, at a minimum, must provide that
the statewide office shall fully indemnify the County for any liability for violation for state and
federal laws by the Statewide Guardian Ad Litem Office,its agents or employees as authorized by
§ 768.28(19),F.S,to the extent such liability is the result of the acts or omissions of the Statewide
Guardian ad Litem Office or its agents or employees; and
WHEREAS, the Board further desires the personnel services provided herein shall not
result in it or the County bearing employment liability risk as a result of the fact that the County
will not be able to manage,control,or oversee the personnel funded under this Agreement,nor the
work environment in which such personnel will work; and
WHEREAS, the Board desires to achieve these aims by entering into this Interlocal
Agreement; and
WHEREAS, this Interlocal Agreement is entered into pursuant to § 163.01, Florida
Statutes, and the Parties have the authority pursuant to § 163.01 to enter into said Agreement
concerning the provision of the GAL services under a joint exercise of power hereinafter described,
and, in particular, to spell out the manner of employing necessary personnel pursuant to
§ 163.01(5)(g); and
Page 1 of 5
WHEREAS, in June 2013 the Parties entered into an Interlocal Agreement whereby the
County agreed to provide funding on a reimbursement basis for the Child Advocate Manager
position on the terms and conditions specified in the agreement; and
WHEREAS, the Interlocal Agreement entered into by the Parties on May 16, 2018, as
amended January 23,2019,provided reimbursement for the Child Advocate Manager position for
the period July 1,2018 through June 30, 2019; and
WHEREAS, the Parties wish to continue to provide funding for the Child Advocate
Manager position under the same terms and conditions as the current Interlocal Agreement for the
period July 1,2019 through June 30,2020;
NOW THEREFORE, in consideration of the terms, conditions and covenants hereinafter
provided,the Parties agree as follows:
SECTION ONE: GUARDIAN AD LITEM RESPONSIBILITIES
A. The GAL agrees to hire a 1.0 FTE Other Personnel Services position with the title Child
Advocate Manager for the period of July 1, 2019 through June 30,2020, with the primary
duties and responsibilities of the position to include:
See Attachment "A. "Position Description.
B. The GAL agrees to pay the individual hired in this position at the rate of$22.00 per hour
at forty hours per week for the term of the Agreement.
C. The GAL agrees to manage and supervise the individual hired in this position pursuant to
GAL personnel policies and procedures.
D. The parties agree that all hiring, firing, discipline, assignment of duties, supervision,
management, and control of this individual will be the sole responsibility of the GAL.
E. The GAL agrees to be responsible for the payment of salary, as well as all FICA taxes,
withholding taxes, state and federal unemployment taxes, retirement benefits, and
insurance benefits, if applicable,related to the individual hired in the position.
F. The County is the employer for purposes of s. 440.10 and chapter 443.
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, state and federal
unemployment taxes, retirement benefits, and insurance benefits, if applicable related
to the individual hired in the position, not to exceed $68,000, over the term of the
Agreement(pro-rated if the Agreement begins after July 1, 2019).
Page 2 of 5
B. The County shall provide payment under this Agreement on a cost reimbursement
basis. Reimbursement shall be made monthly based on the GAL's submission and the
County's approval of a monthly invoice. Payment shall be made in accordance with
the Florida Local Government Prompt Payment Act. The GAL agrees to provide the
County with documentation of all costs represented on the invoice if requested and the
County may require documentation of expenditures prior to approval of the invoice,
and may withhold payment if services are not satisfactorily completed or the
documentation is not satisfied. Any payment due or any approval necessary under the
terms of the Agreement may be withheld until all evaluation and documentation
expenditures due from the GAL and necessary adjustments thereto,have been approved
by the County. However, the County agrees to use due diligence in approving and to
proceed with a sense of urgency and priority in making reimbursement to the GAL.
C. The County shall only reimburse those reimbursable expenses that are reviewed and
approved as complying with Monroe County Code of Ordinances, state laws and
regulations, which are submitted in accordance with Attachment B — Expense
Reimbursement Requirements. Evidence of payment by the Statewide Guardian ad
Litem Office or the local guardian ad litem office within the 16`h 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 fee's 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 f.s.
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
Page 3 of 5
maintained by the GAL in accordance with the State retention schedule. The County shall
have the right to obtain and inspect any audit pertaining to the performance of this
Agreement as permitted by law.
B. The GAL shall maintain at the Program office within the Sixteenth Judicial Circuit the
complete and accurate records and supporting documentation of the work and/or services
provided by this position, as well as expenses, costs, invoices, and materials provided and
performed and chargeable by the GAL to the County.
C. The Statewide GAL Office is responsible for compliance with all requirements of federal
and state employment laws and,to the extent set forth in F.S. 768.28, shall fully indemnify
the County from any liability under such laws, as authorized by s. 768.28(19),F.S., to the
extent such liability is the result of the acts or omissions of the Statewide Guardian Ad
Litem Office or its agents or employees, including but not limited to claims arising under
Title VII of the Civil Rights Acts of 1964; Title I of the Americans with Disabilities Act,
43 U.S.C. § 1983; the Family Medical Leave Act; the Fair Labor Standards Act; chapters
440, 443, 447 and 760, Florida Statutes; Section 112.3187, F.S.; and the Age
Discrimination in Employment Act, as amended from time to time.
SECTION FOUR: TERM/EFFECTIVE DATE
The position provided for in Section One shall commence July 1,2019 and continue through June
30, 2020. 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, 2019, 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 2019-2020, 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 fmancial 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.
Page 4 of 5
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 IVA day of July,2019.
,'p` i =yam.
:: � �`:. 1VED:
}
` k ti_ C
"'= 'yN..'1 KEVIN MADOK,Clerk BOARD OF COUNTY COMMISSIONERS
9� arm ��,�:: . .
OF MONR I ' COU Y,FLORIDA
IN
By: By: -- ..._
Deputy Clerk ,'" ay ylvia J, u
fir- C... a-•'
vr'rrii c i"
'. to
STATEWIDE GUARDIAN AD LITEM OFFICE --,ice m
By. E . r TTii'i � a'
Alan F.Abramowitz,Executive Director
Statewide Guardian ad Litem Office t Pt.,. ED ' veISM
PED-a .MERCADO
ASSISTANT _•U. ■ =■ ,, ''
Page 5 of 5
Attachment A
8401
CHILD ADVOCATE MANAGER I
DISTINGUISHING CHARACTERISTICS OF WORK
This is responsible professional work with a circuit court Guardian ad Litem (GAL) Program,
coordinating the advocacy of the best interests of abused, neglected and abandoned children. The child
advocate manager may personally conduct the following tasks or may supervise a group of volunteers
who:gather information relating to the case and give recommendations and written reports to the court on
the best interests of dependent children. The child advocate manager may personally or may oversee the
work of volunteers as they: attend court hearings, depositions, case plan conferences, dependency
mediations, staffing's, and meetings with the Department of Children and Families, community based
care lead agencies and other state,local and private social service agencies.
The child advocate manager assigns tasks to volunteers to expedite case work and promote timely
permanency objectives. Extensive contact is made with the Department of Children and Families, local,
law enforcement agencies, the Office of the. State Attorney, schools, teachers, doctors, attorneys,
psychologists, psychiatrists, social workers, and a variety of other social service agencies and
professionals. The child advocate manager must exercise discretion in dealing with confidential and
extremely sensitive issues before the court. Work is performed under stressful conditions and involves
contact with individuals involved in emotional and traumatic situations. Work is performed under the
general supervision of the Program Director.
EDUCATION AND TRAINING GUIDELINES
Bachelor's degree from an accredited four year college:or university with a major in sociology,
social work, psychology, child development, education, communications, or a related social science, and
one year of experience in a program of social service,counseling,teaching,or supervising volunteers.
KNOWLEDGE.SKILLS.AND ABILITIES
Knowledge of Florida Statutes relating to child protection. Knowledge of the principles and
dynamics of child development. Knowledge of the issues and dynamics of child abuse and neglect,
domestic violence, and the effects of dissolution of marriage on children. Knowledge of social services
available to children. Knowledge of the operations of the Florida State Courts System and the Guardian ad
Litem program. Ability to communicate effectively with people from culturally and economically diverse
backgrounds, and people involved in emotionally distressing situations. Ability to supervise and
coordinate case work activities of volunteers. Ability to encourage and motivate volunteers. Ability to
maintain proper documentation on case activity and to assist in the preparation of detailed court reports
recommending a course of action for children. Ability to communicate effectively and deal tactfully with
individuals involved in litigation and stressful situations.
Effective: October 1, 1993
Revised: October 1,2002
Revised: January 1,2004
Revised: January 5,2015
Guardian ad Litem Pay Grade 116
ATTACHMENT B
Expense Reimbursement Requirements
This document is intended to provide basic guidelines to Human Service and Community-Based
Organizations, county travelers, and contractual parties who have reimbursable expenses
associated with Monroe County business. These guidelines, as they relate to travel,are from the
Monroe County Code of Ordinances and State laws and regulations.
A cover letter(see Attachment B) summarizing the major line items on the reimbursable expense
request needs to also contain the following notarized certified statement:
"I certify that the above checks have been submitted to the vendors as noted and that the
attached expenses are accurate and in agreement with the records of this organization.
Furthermore,these expenses are in compliance with this organization's contract with the Monroe
County Board of County Commissioners and will not be submitted for the 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 reimbursement.
Only current charges will be considered,no previous balances.
Reimbursement requests will be monitored in accordance with the level of detail in the contract.
This document should not be considered all-inclusive. The Clerk's Finance Department reserves
the right to review reimbursement requests on an individual basis. Any questions regarding these
guidelines should be directed to 305-292-3534.
Data Processing,PC Time,etc.
The vendor invoice is required for reimbursement. Inter-company allocations are not considered
reimbursable expenditures unless appropriate payroll journals for the charging department are
attached and certified.
Payroll
A certified statement verifying the accuracy and authenticity of the payroll expense is needed. If
a Payroll Journal is provided, it should include: dates, employee name, salary, or hourly rate,
total hours worked,withholding information and 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 payroll taxes.
Postage,Overnight Deliveries,Courier,etc.
A log of all postage expenses as they relate to the County contract is required for a
reimbursement. For overnight or express deliveries,the vendor invoice must be included.
•
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 Iog 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 vender services, the vendor invoice and
a sample of the finished product are required.
Supplies,Services, etc.
For supplies or services ordered, a vendor invoice is required.
Telefax,Fax,etc.
A fax,log is required. The log must define the sender,the intended recipient, the date,the number
called, and the reason for sending the fax.
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 States 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. Taxies 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, TRAVLEL,PER
DIEM,MEALS,AND MILEAGE POLICY of the Monroe County Code of Ordinances.An
odometer reading must be included on the state travel voucher for vicinity travel.Mileage is not
allowed from a residence or office to a point of departure.For example,driving from one's home
to the airport for a business trip is not a reimbursable expense.
Meal reimbursement shall be at the rates established by ARTICLE XXVI, TRAVEL PER DIEM,
MEAL,AND MILEAGE POLICY of the Monroe County Code of Ordinances. Meal guidelines
state that travel must begin prior to 6 a.m. for breakfast reimbursement,before noon and end
after 2 p.m. for lunch reimbursement,and before 6 p.m. and end after 8 p.m. for dinner
reimbursement.
ATTACHMENT C
ORGANIZATION
LETTERHEAD
Monroe County Board of County Commissioners
Finance Department
500 Whitehead Street
Key West,FL 33040
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
XX
(A) Total '
(B) Total prior payments :x,3mm
$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 ,_XX
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 20 by
who is personally known to me.
Notary Public Notary Stamp