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12/21/2006 Audit • MONROE COUNTY AUDIT REPORT OF • LITERACY VOLUNTEERS OF AMERICA • - MONROE COUNTY INCORPORATED • December 21,2006 • • o r s 't e.661 4 • Ia I .• COUNTY. s. LI Prepared by: Internal Audit Department Clerk of the Circuit Court Danny L. Kolhage, Clerk • Monroe County,Florida Li . If MONROE COUNTY AUDIT REPORT OF LITERACY VOLUNTEERS OF AMERICA- MONROE COUNTY INCORPORATED r-, TABLE OF CONTENTS Pam I. OBJECTIVES AND SCOPE 1 II. METHODOLOGY 1-2 III. BACKGROUND INFORMATION 2-3 I IV. AUDIT CONCLUSIONS 4 V. AUDIT FINDINGS A. MCSO never executed a formal agreement with LVA 5-6 B. LVA/WAL did not require employees to complete time sheets 7 C. The Clerk's Finance Department reimbursed LVA for improper charges that related to instruction at the detention facility through the Literacy in Corrections Program and one charge that was duplicated to the SAFF grant 8-9 VI. EXHIBITS A. 2003-2004 Inmate Welfare Fund Award Letter B. April 2006 LVA Invoice for Literacy in Corrections Program C. June and July 2006 LVA Invoices for Literacy in Corrections Program D. Sample time sheet for LVA/WAL employee E. Various Improper Charges F. BOCC and LVA Agreement G. MCSO Response 17 H. LVA/WAL Response lll I. County Administrator's Response J. Clerk's Finance Director's Response r,, MONROE COUNTY AUDIT REPORT OF LITERACY VOLUNTEERS OF AMERICA— MONROE COUNTY, INCORPORATED I. OBJECTIVES AND SCOPE At the request of the Monroe County Sheriffs Office and Monroe County Clerk of the Circuit Court, the Internal Audit Department has completed an audit of grants awarded by Monroe County Sheriffs Office (MCSO),Monroe County Board of County Commissioners (BOCC), and Monroe County School District (MCSD) to literacy Volunteers of America- Monroe County, Inc. (LVA). The audit included reviews of adherence to various agreements/contracts provisions. The period under audit is October 1, 2002 through September 1,2006. II. METHODOLOGY A. We interviewed the following personnel to obtain information about the agreements/contracts with literacy Volunteers of America-Monroe County, Inc. 1. Mary Casanova,Executive Director-LVA 2. Mary Sanchez,Assistant Director-LVA 3. Amy Heavilin, Finance Director-MCSO 4. Terry Markham,Finance Staff-MCSO 5. Keena Allen,Director Programs Services -MCSO 6. Sharon Fain,Program Services Staff Assistant-MCSO 7. Randy Acevedo, Superintendent-MCSD 8. Kathy Reitzel, Director of Finance&Accounting Services -MCSD 9. Monique Acevedo, -MCSD 10. Laura deLoach-Hartle,Finance Department-Monroe County Clerk of the Court B.The Internal Audit Department examined the followingdocuments: p 1. Copy of the literacy in Corrections Program Award Letter between MCSO and LVA for the fiscal year 2003-2004 j I 2. Volunteer hour report for June 2006 3. June and July 2006 visitor check in/out forms detention facilities, detailed invoices from LVA, MCSO finance copies of summary invoices, committee approval to pay, and check payments 4. An unexecuted Contract for Services between LVA and Mary Casanova, d.b.a. Writers At Large (WAL) 5. Monroe County Shared Asset Forfeiture Funds (SAFF) Board Member's Handbook 6. listing of SAFF board members 7. Four (4) applications from LVA for the fiscal year ended 2006 SAFF Program 1 I i 8. March 2006 approval of BOCC meeting minutes —approving the SAFF Advisory Board recommendation 9. MCSO SAFF award letters to LVA 10. Writer's at Large Forms 941 and UCT-6 for the period July 1, 2005 through June 30, 2006 11. LVA audited financial statements for the fiscal years ended 2005 and 2004 12. Copies of cancelled checks from 10/23/2002 to 8/11/2006 paid to the order of LVA 13. BOCC check copies and supporting documentation from LVA for the fiscal years 2003 through 2005 14. MCSD State of Florida Auditor General reports for the fiscal years ending 2005 and 2004 15. Unexecuted contracts between MCSD and LVA and WAL for fiscal years 2003 through 2005 III. BACKGROUND INFORMATION LI1'LRACY VOLUNTEERS OF AMERICA-MONROE COUNTY, INC. Literacy Volunteers of America Monroe County, Inc. (LVA) is a local, not—for-profit organization that provides confidential, one-to-one and small group literacy instruction free of charge for Monroe County residents who have not achieved a functional level of literacy. There is a Board of Directors that oversees LVA's operations. Mary Casanova serves as the Executive Director and Administrator. In addition to volunteers, LVA utilizes paid employees of Writers At Large, Inc. (WAL) a for profit corporation created by Mary Casanova. Over the audit period LVA has received funding from various sources including: the Monroe County Board of County Commissioners, Monroe County Sheriffs Office, State of Florida, Department of Education and the United Way. The services and individuals serviced have varied depending the particular grant and agency. According to Mary Casanova all financial records prior to Hurricane Wilma (October 23, 2005) were destroyed in the flood. MONROE COUNTY SHERIFF'S OFFICE Funding which is administered by the Monroe County Sheriffs Offices (MCSO) consists of two awards. One is the Shared Asset Forfeiture Fund Grant and the second is the Literacy in Corrections Program funded through the Inmate Welfare Fund. Shared Asset Forfeiture Fund Grants (SAFF) The Shared Asset Forfeiture Advisory Fund is managed by the Shared Asset Forfeiture Advisory Board which was created by Monroe County Ordinance No. 030-2000. Applicants apply for fund monies and the Board decides who gets awarded funds and what amounts are awarded. 2 it ,I Literacy in Corrections Program The funding for this program comes from the Inmate Welfare Fund which is generated by the inmates themselves via canteen, calling cards, and medical services. The Sheriff approves ^j the allocation of these funds. A four person board approves the payments each month. The annual application for funding submitted to MCSO by LVA details services to be performed and includes letters from inmates. The Program Services Director and her staff compile a monthly summary of inmate services volunteer hours based on the jail check in/out logs. There is no formal measure of performance besides inmate feedback, logs of hours and observation of LVA going in and out of the jail. In June 2006, the MCSO Finance Department started requesting that LVA provide detailed invoices and supporting documentation. LVA provided invoices with descriptions including breakdown of teachers, and supplies, but no supporting documentation was attached to the invoices. Prior to this LVA remitted only a monthly invoice for one (1) twelfth (12th) of the amount awarded per that year's award letter. MONROE COUNTY BOARD OF COUNTY COMMISSIONERS LVA's funding was administered by the Monroe County Grants Administrator and consists of various grants funded by the Monroe County Board of County Commissioners with the exception of a Library Services Grant funded by the State of Florida in fiscal year 2003. The Clerk's Finance Department is responsible for the payment reimbursements to the grantee, in this case LVA. The Clerk's Finance department requires documentation for all expenditures/reimbursement amounts requested in the application for payment. MONROE COUNTY SCHOOL DISTRICT During the period under audit MCSD contracted with LVA and WAL to perform English as a second language instruction, recruit, train, schedule and supervise the delivery of instructional services of part-time staff providing services for early childhood, and in-home parenting, provide parents and children together (PACT) and adult education components for all families (children and adults) enrolled in the Monroe County School District Even Start Program. The Clerk of the Courts Internal Audit Department was unable to audit the MCSD Even Start Program payments to LVA for potential duplication of payments due to the lack of documentation from MCSD and LVA. + i 3 I ! IV. AUDIT CONCLUSIONS: A. No formal contract—MCSO had inadequate agreements with LVA for fiscal years 2003 through 2006. The agreements lacked any provisions specifying measures of performance, hours required to serve students, and documentation required for reimbursement. B. No time sheets — LVA/WAL did not require employees to complete time sheets. Employees phoned in their time on the honor system. C. Charges improperly Charged to the BOCC —LVA was reimbursed by the BOCC for improper charges. • • ii 4 V. AUDIT FINDINGS: A. MCSO never executed a formal agreement with LVA. Finding: In reviewing the Literacy in Corrections Program through the Inmate Welfare Fund award between MCSO and LVA for Me fiscalyears ended 2003 through 2006 it was noted there g were no formal agreements which set forth provisions for any measures of performance, hours required to be at the detention facility and documentation for expense reimbursements, such as time sheets and pay stubs. See Exhibit A — 2003-2004 Inmate Welfare Fund Award Letter. In reviewing what the MCSO Finance Department had as support for reimbursements to LVA for the fiscal years ended 2003 through 2006, it was noted that LVA remitted only a monthly invoice for one (1) twelfth (12th) of the amount awarded for that year. See Exhibit B — April 2006 LVA Invoice for Literacy in Corrections Program. As stated above, in June 2006, the MCSO Finance Department started requesting a detailed invoice of how money was being spent/breakdown of teachers, supplies, which have been provided by LVA by description but there was no supporting documentation attached to the invoice. See Exhibit C—June and July 2006 LVA Invoices for Literacy in Corrections Program. Due to the lack of records, from both MCSO and LVA, we were unable to fully audit the Literacy in Corrections Program funded through the Inmate Welfare Fund. Recommendation: 1. Formal funding agreements should be utilized and should specify the amount of the award, scope of services,and expense reimbursement requirements. 2. Detailed invoices with supporting documentation should be provided to support payment requests. i � 5 I I. III MCSO Response: 1. MCSO policy states the appropriate level of management prior to execution reviews all contracts. The appropriate Department Head and Programs Director at MCSO will be reviewing all jail agreements to ensure each contains a specified award amount, scope of services and the required reimbursement language. Contracts or awards that lack these specific requirements will be modified. 2. Reimbursement requests will be reconciled, reviewed and approved by the Program Director or Department Head before they are submitted for payment to ensure that all eligible costs are requested and that the documentation is in agreement with the contract. Any differences discovered by the reconciliation and monitoring process will allow for timely identification and correction of errors. The Department. Head and Program Director will do monitoring on a routine basis to ensure they are in compliance with all the terms and conditions set forth in each contract. This may prevent future issues from occurring in the event the Department Head, Program Director or other personnel take vacations, turnover or other leaves of absences. See Exhibit G—MCSO response. li 6 B. LVA/WAL did not require employees to complete time sheets. Finding: In our discussions with Mary Casanova, Executive Director of LVA and owner of WAL, it was determined that the employees were not required to complete time sheets for work performed for different programs. According to Ms. Casanova, "Everyone called their time into her and she would prepare the payroll checks based on the hours given to her. They used the honor system." Sometime in 2005 LVA/WAL started requiring employees to utilise time sheets that showed dates worked,in and out times, and total hours. See Exhibit D—Sample time sheet for LVA/WAL employee. 1 Due to the lack of records,we were unable to fully audit LVA/WAL. Recommendation: 1. LVA/WAL should have employees complete time sheets showing the times the literary services were provided and indicate which program they worked on and which students were served, so they could be submitted with requests for payment. LVA/WAL Response: "LVA/WAL did not require employees to complete time sheets." This is correct. While some employees FAXED in a time sheet,those who did not were telephoned and allowed to give their hours over the phone. We used the honor system from the time period from 2000-2004. Beginning in the 2004-2005 fiscal year we began using time sheets. We will continue to use time sheets. See Exhibit H—LVA/WAL Response. 7 ice! C. The Clerk's Finance Department reimbursed LVA for improper charges that related to instruction at the detention facility through the Literacy in Corrections Program and one charge that was duplicated to the SAFF grant. Finding: LVA requested reimbursement from the BOCC for the following: Fiscal Year Check# Amount Description 2003 205226 $ 278.00 Staffing at detention center 2003 567.00 Staffing at detention center 2003 205874 494.00 Staffing at detention center 2003 630.00 Staffing at detention center 2003 205974 1,333.33 Staffing at detention center 2003 205606 1,780.75 Staffing charged to SAFF grant 2003 80162 17.95 Book for jail 2004 105456 1,205.68 Staffing at detention center Total amount of improper charges $6,306.71 See Exhibit E—Various Improper Charges. LVA was reimbursed by the BOCC for these charges, but they had already been reimbursed by the MCSO Finance Department under the Inmate Welfare Allocations Program or the SAFF grant. According to the BOCC Agreement, Section 5 Records, "in the event of an audit exception, the,current fiscal year contract amount or subsequent fiscal year contract amounts shall be offset by the amount of the audit exception." In December 2006, LVA was made aware of the $6,306.71 audit exception and elected to offset this amount with their current fiscal year contract. See Exhibit F—BOCC and LVA Agreement. According to the BOCC Agreement, Section 3 Payment, "Evidence of payment by the PROVIDER (LVA) shall be in the form of a letter, summarizing the expenses, with supporting documentation attached. The letter should contain a certification statement an example of a reimbursement request cover letter is included as Attachment B." The certification statement in Attachment B states, "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 organizations contract with the Monroe County Board of County Commissioners and will not be submitted for reimbursement to any other funding source." See Exhibit F — BOCC and LVA Agreement. Ms. Casanova violated the BOCC Contract by submitting the above expenses to the MCSO Finance Department and the Clerk's Finance Department for reimbursement. See Exhibit E—Various Improper Charges, for Signed Certification. 8 Recommendation: • 1. The Clerk's Finance Department should receive from the Grants Administrator a copy of an agency's approved application for services where the agency provides a detail listing of funding from other sources. 2. Based on recommendation number one (1) the Clerk's Finance Department should ensure payments are not duplicated and/or improper in nature. LVA/WAL Response: LVA maintains that Ms. Casanova did not deliberately violate the contract, she made an error. The submission may have been in error, but it was not an intentional violation. LVA would also like to put this error in the amount of$1,780.75 in the context of 2003 when it occurred. At that time, LVA had no formal book keeping system to cross check an error. Now LVA has Quick Books Pro for Not-For-Profits which it purchased in the 2004-2005 fiscal year. Quick Books Pro eliminates the possibility of a mistake of this kind from ever happening, because once an amount is entered under one grant, it will not accept the same check number another grant. See Exhibit H—LVA/WAL Response. County Administrator's Response: In response to the audit report of Monroe County Literacy Volunteers of America-Monroe County Incorporated prepared by the Clerk of The Circuit Court's Internal Audit section, to avoid duplicate payments, the Grants Administrator can send a copy of the agency's application to the Clerk's Finance Department. Because the entire application can extend up to 200 pages, the Grants Administrator could send the Revenue Section only, instead of the entire application. A copy of the 2007 Literacy Volunteers of America's application revenue page is attached to this response. A clarification is needed from the Clerk's Finance Department as to if they need the entire agency application or just the revenue section in order to avoid duplicate payments. See Exhibit I—County Administrator's Response. Clerk's Finance Director's Response: In December, 2006, the overpayment was recovered by a deduction from invoices that were submitted for the fiscal year 2007 contract. Effective with the 2008 fiscal year contracts, Finance will request HSO applications for approved HSO contracts prior to processing payments. In addition,Finance will seek advice from County Attorney to strengthen the required certification language on the request for _, payment form. See Exhibit J—Clerk's Finance Director's Response. 9 VI. EXHIBITS I EXHIBIT A 2003-2004 INMATE WELFARE FUND AWARD LETTER • • • r1 1O/U4/2006 15:5.5 FAX 3052927014 MCSO 0 001/001 �I •` / • i. • ! ,`\ Monroe County. Sheriff's Office g e i . Rpth, Sher , ti':'. tchard D _ Sh ::'is 5525 Colfegc Vinci 7(gy 144est,J"torida 33040 30 ��,,;_ • ...�,` (305)292.7000 FAX: ( 5)292-7070 1.300.273-C( www. sso.ne key r S.aoununica1Uws 1796 O,•CrSCNN Hwy. • Marathon.FL 33050 February.4, 2004 (305)292.7075 P.AX 005)239.2193 Mary Casanova • Literacy Volunteers of America . aitaticum Monroe County Inc. Freeman Substation 20950 overseas Hwy. 1400 United Street Cudjtx Key,Ft.33(W2 Building #4 Suite #404 (.16.3)745.3134 FAX(3US)745.376) Key West, FL 33040 Mouthon Substation 3103 Oversee,Hwy. Reference: 2003- 2004 Inmate Welfare Allocations Marathon.H.33050 1305)289.2430 Dear Mary: • FAX(305)189•'_497 I.Inntorada Subslation After a careful review of the allocations provided to community service providers S71.I00 Overseas Hwy. Islltntornda.Fl.33036 for fiscal year 2002-2003 it has been decided that all programs will receive a 30 r os 553-I0s�•9172 percent (30%) decrease in funding allocations for fiscal year 2003-2004. Spottswood Substation During fiscal year 2002-2003 the Literacy Volunteers of America received • i',.��m Overseas n7o S32,000 to provide literacy services to the women and men of the Monroe County (305)353-3211 Sheriffs Office/Detention Center. The allocation for 2003-2004 will be S22,750. FAX(305)353.3205 • Should you have questions or desire additional information, please feel free to °' " contact me. Key(Vest Det.Center .iSOI College Road • Key%Vest.Fl.33040 Sincerely —J (305)193.7300 FAX i3051 293.7353 Muraihnn Dct.Facility Towanda H.•.Scott 3981 Ocean Terrace Marathon.Pl.3305(1 Programs Director t305)m.2.t2o Monroe County Sheriffs Office FAX(305)239.2424 Bureau of Corrections _ Plantation Dec.Facility 53 High Point gaud Plantation Key.Pl.33970 (.1031 X53.3263 Cc: Tomm -s� FAX(1(151 353.32711 Y 4 aylor, Commander Bureau of Corrections Richard Roth,.Sheriff Monroe County Sws:h0S2aernUnas 51)0)75 sitr,t(hnn,M.331150 210.1110 FAN 1305178') .i9M •• 7. lq.„6.1:41‘11 i - Aecxlu„a CmoWm • EXHIBIT B APRIL 2006 LVA INVOICE FOR LITERACY IN CORRECTIONS PROGRAM • • • • 1 PAPR-03-06 10 :36 AM LITERACY VOLUNTEERS 3052961337 P. 02 SUN EERS Literacy Volunteers of America — Monroe County, inc, , k 1400 United St.,' , Key West, FL.33040 AMRICAInc. -,. / (305) 294-4352 • FAX (305) 296-1337 © Outside Key West: 1-800-WA-KEYS - i Invoice • 04-03-06 • • Monroe County Sheriff's Department Finance Division . • 5525 College Road Key West,Fl,33040 • • Literacy In Correct ons Program One month ,Aril 2006 P � @ $ 1,896.93 • • • .Thank You • • _ Please remit To the address above, • • • • THANK YOU. • . • • • • • • • 'An Affiliate()I'pro Literacy WortctwWr.. All services provided without regard to the client's race,color,disability, or national origin as required by Title VI of the Civil Rights Act. • EXHIBIT C • JUNE AND JULY 2006 LVA INVOICES FOR LITERACY IN CORRECTIONS PROGRAM AUG-1-2006 04:45 FROM:WRITERS AT LARGE C724)845-2961 TO:305E927014 P.1 I :1114:; k ' Literacy Volunteers of America -- p Monroe County, Inc. 1400 United Street #109, Key West, FL. 33040 AMERICA Inc. (305) 294-4352 • FAX (305) 296-1337 I __ --- ---* p Outside Key West: 1-800-LVA-KEYS June 30,2006 -7 Monroe County Sheriff's Department ATTENTION: FINANCE 5501 College Road Key West FL 33040 LITERACY IN CQRRE_CTrONS INVOICE MONTH OF JUNE 2006 Instructional services provided for the Monroe County Detention Center Literacy in _ Corrections program including: • Basic reading and writing for adults Wading end writing at grade 0-5.5 • Basic reading and writing for adults who do not score high enough to enroll in . GED • ESOL(English as a Second language)instruction —� • Life skills training • Employability skills training - Number of students served in June,2006: 1Q¢ Cost ver student(106 divided by$1,895.93 e=$17.88 per student) Hourly cost for 3 teachers,in-class and prep time,®$21.00 per hour and 1 teacher® $29 per hour,plus employer 7.65%FICA,FL UC insurance . unemployment compensation .$1,510.94 ¢ �S -t"` Student notebooks: $1.89 • 241 11 per notebook, 158(one every 14 days) $298.62'�,�h owt ,,,� 2 Pencils:2.39 per do; 12 dozen,(144 pencils) .28.68 1/4' rie/1 Legal pads: 10.29 per dozen x dozen $10.29 Teacher copying @.03 per copy,5 copies per student,79 students,$11.85 per week x 4 i weeks $47.40 Total invoice $ 5 9 i T1JMNK YOU, "An 4fjul'ate gjPm Literay Worldwide" All services provided without regard to the client's race,color,disability,or national origin as required by Title VI of the Civil Rights Act. 1 RUG-1-2006 04:47 FRG1:WRITERS AT LARGE C724)945-2961 TO:13052927014 P.1 . :I %MIMS. ' Literacy Volunteers of America Monroe County, Inc. d 1400 United Street#109, Key West, FL. 33040 AMERIGtnc, (305) 294-4352 • FAX (305) 296-1337 ® Outside Key West: 1-800-LVA-KEYS July 30,2006 Monroe County Sheriff's Department ATTENTION: FINANCE 5501 College Road Key West FL 33040 • LITERACY BY CQRREC IONS INVOICE MONTH QF JULY 2006 Instructional services provided for the Monroe County Detention Center Literacy in Corrections program including: • Basic reading and writing for adults reading and writing at grade 0-5.5 • Basic reading and writing for adults who do not score high enough to enroll in QED • ESOL(English as a Second language)instruction • Life skills training • Employability skills training number of students served-in July,2006: 22 Cost per student(79 divided by$1,895.93••$23.99 ner student) Hourly cost for 3 teachers,in-class and prep time,@$21.00 per hour and 1 teacher(4) $9 per cour,plus employer 7.65%FICA.FL UC tax, unemployment compensation .31,510.94 Student notebooks:@$1.89 per notebook, 158( �Y 14 one every days)Y ) 5298.62 Pencils:2.39 per doz, 12 dozen,(144 pencils) 28.68 6 ^; Legal pads: 10.29 per dozen xjdozen. $10.29 Teacher copying(4).03 per copy,5 copies per student,79 students,511.85 per week x 4 weeks ...$47.40 Total invoice $1.895,93 THANK YQU. -- "An.D'lllate oJFre Literacy Worldwide" All service s provided without regard to the client's race,color,disability,or national origin as required by Title VI of the Civil Rights Act. • • EXHIBIT D SAMPLE TIMESHEET FOR LVA/WAL EMPLOYEE • • • • -, • • )S. ' • • TIME SHEET • • Employee Name: Tot Irt V_ . . . • . •,,Pay Period: Pay Date: - DATES •• IN •. OUT TOTAL . /6/2./ -•—• ' - -- °-4/ I _ ./_ in _ • /• , 3 II,- . • . • 1 o 0 . . 9 :,3o• . 1 "ins . • /o •(/ , 1° . • Y:,30 • 3 . , /t //t 7 :30 ? oo, . / '/2 . .. / /8 / 30 Y:adia //z , J o/0if ' 7.3 • • j 1)5 . 13/ •z _. • • / ops- -2-: 3D I. 7:00 a • . 0• • . �� . . .• .... . . , : . , . ..`.4. 1. '_ . .... • . ,: � h.• ..a ♦ •?.`�. '. '�•� ��^ TOTAL HOURS / • Sl rs Employee's Signature: Date: /O/2 • Administrator's Signature: • Date: . ee. --7 CArScr,.ro✓/4 S f.4,,r*'r`6 .rvdc-..�-,...c. ;N Loos` .1 yd 4( e,Ateya i^--4i. .e(:^ / . • EXHIBIT E VARIOUS IMPROPER CHARGES -- ..„.11511P' Li—A1113OF OUNTY COMMISSIONERS MONROE COUNTY, KEY WEST, FLORIDA -----‘:—.7'.---7'—' ''—'-----..'---7.' • 2 05 2 2 6 ,,...+ANIZATION ACCOUNT PURCH.ORDER INVOICE NUMBER AMOUNT DESCRIPTION • 5 3 0.4 9 0 • ' 0 C 1.iti r-t R 0 3./. 9 , :3 3 4 . 9 Cie. • • - • • • .• • — , • . • ' .. - . • • . . - , • ' • . • • •• . • • . • • . . . . 0 0 0 9 5 8. 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(305) 294-4352 • FAX (305) 296-133 7 O Outside Key West: 1-800-LVA-KEYS 4/3/03 • Monroe County Board of County Commissioners Finance Department • 500 Whitehead Street Key West FL 33040 The following is a summary of expenses for Literacy Volunteers of America-Monroe County, Inc. from October 3,2002 through today: Check# Date: Payee Reason: Amount: 7g, 3843✓ 11/26/02 Gregory Prior Staffing 3868� 12/17/02 Locust Center occupancy 205.00 3871 j 12/30/02 Greg Prior staffing 567.00� 3884 12/30/02 Benefit Specialists insurance 2271.50 3872./ 12/31/02 Chantal Roberge staffmg 2865.45 3940., 2/26/03 WRITERS AT LARGE Staffing 538.25� 39201 2/2/03 WRITERS AT LARGE Staffing 2571.45, 3960 3/12/03 . WRITERS AT LARGE staffing 538.25 $9,850.90 9 q3 7 .9c • Total amount of funding $70,000.00 Total payments made thus far .11,286.17 Balance without this payment 58,713.83 This payment: $ 9,850,9E f\---tg_______, A , ii •I certify that the above checks have been submitted to the vendors as noted and • e . 2) tI bJ expenses are accurate and in agreement with the records of this organization. Furt r, these expenses will not.be submitted to any other funding source. 05,Q9//101. Mary Canna, Executive Director Signed befii- e n flihil 3►r ?°3 Notary Pus is tLAURASOTO f, M '.1 MY COMMISSION It DD 054919 , , / EXPIRES:September 4,2005 1lr h Bonded TTvu Notary Public Und.rvan.a All services provided without regard to the client's race, color, disability, or national origin as.required by I Title VI of the Civil Rights Act. GREGORY PRIOR 529 Simonton Street , Key West FL 33040 11/26/03 INVOICE INSTRUCTION AT MONROE COUNTY DETENTION CENTER DATES COVERED : 11/18/02-11/24/02 SERVICES PROVIDED : Educational instruction in accordance with grant application Total : J $294 . 00 (012 riricc- ar) ( / c TI G- • PR i Z • 7-4!L E-10ufeS • , , ,, •• •• •:..,••• . `si, . . • . : • • - /` .. . • . . 1 • , . ,116 ,. • • _____„ .._____.___________;_____L____________ , . . , , �� ' 2 3O L2:Sff __ L : R� • M& sxdls. a .0 IIt -is - L.1.30 - Sh,rvNE h I : grip es M ski:Ps • Lv?� 36 -S.` itr —_ acres. • - Rom- 5k�11s --__�1 =t4S-- 3=1 c Pc- I<J,ore vi - R - — H A..' . d 5� l is -- e.-= tea.- ski llS i ,0 1% 12 l -• 18:3b _ V'4e II �oc♦b.^,,,, —Rro-d.. SKI lis __ ii S. �r�• o ,�4 �. - lewd. s��(ls _--- :; rr I z 36 l•Z:4t p�'P-P - � 3d t.Z•45 Br• . t '• PAL I B �,� ..s 7• yN•1 ;'Si• ..t. • � , !.':.., • • .. �._ .•ti 4f,: ice;: . � ., . • L t ,I ty i• 1�.: I •1j.'�I.:-T • . r•Ifc'•. ` �rfT'�'�N.- . .l• 'r . �--� : •,: �• ,+y^:�.t). ''{�'�,.�•� „l:S,.t�,"c" ,3• _. . _ dye+,{:.•/ • Y • It : : r • •yA ?' . �c .-• :fi {plcj' : � r• �a L��:�.� ',.) _,,yip. , .+�.G9_S •'` •?.�4.-' .. . ... .•' � i� �Jti. f i . .t'�' j ..�.:�&'" v : .r• yr . t ,• . � a. ; . • • 3. • • • -_ --- II 4-- . • ___ ♦ t i • GREGORY PRIOR 529 Simonton Street Key West FL 33040 12 /30/03 INVOICE INSTRUCTION AT MONROE COUNTY DETENTION CENTER DATES COVERED : 12/16-30/02 SERVICES PROVIDED : Educational instruction in accordance with grant application Total : $ 567 . 00 • vregory Prior __ Jail Hours 12/15.-1 310/02 I ] 12/16: J .Gregoire-Read Skills ,Y.Delgado-Esol Test ,W.Chirino-Esol Test M.Vasques Esol test . 12 :45-3 : 15 -- 12/17 R.Bale-GED Math Skills,P.Lamb-GED Math Skills . 12 : 45-3 : 15 12/18 O.Hernandez-Esol test and Esol lessons . 8 :45-10: 15 12/19 J.Brown-Read Lessons,A.MAtos-GED Math skills . 8:45-11 : 15 Additional Prep time at LVA Center on 12/15 12/22 A.Khoram-Read skills . 8 :45-10: 15 12/26 Avendano-ESol test.A.Sacerio-Esol test . W.Chirino-Esol class Esol classes in C Block Basic and advanced 8 :45-10: 15 1 : 30-4 :00 12/27 R.Bale-GED Math class. P.Lamb-GE D Math class 8:45-11 ; 15 12/29 LVA Center completing LVA project.Pre gring annual to Board of Directors .Copying materials for lessons report 12/30 Jim Brown-Basic Read class,J.Gregoire Basic Read9° 30-12 :00 class Esol class in C Block Basic and Advanced 1 : 30=3 : 308 '45-10:45t4 plii 1 Bale-GED Math class,P.Lamb GED Math skills . 8 :45-10:45 04 2 C ag i 1 __ . A . /1, 2' , AC17 C< citC0 _l_g---- <120 D 0 / .0. . /1 0 .twk- 1 1/\ $4,661.10 F-1_-62022 530490 GP0311 530340 _. . . . ,______ . _ __ .___ _. _ _ ___________ 1D OF COUNTY COMMISSIONERS MONROE COUNTY, KEY WEST, FLORIDA 20 5874. • A _ —7ATION ACCOUNT PURCH.ORDER INVOICE NUMBER • AMOUNT DESCRIPTION - I.. el. 073003 4 , 925 . 91 ,,,, 530490 -, c. .. !022 530490 073103 1 J a.. .v, .1 PI 530490 080103 4I 56'1 . 10 ., ,.... 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I • Hi 2058 ?t,II' 106700i31-6381: 0 L0020899611!. • • • • . .. .. ... _ .. . . .. _ _ ... .. . . . .. . . . . .. _., _ .. _ . _ _ . _ . . .. _ _ . _ . 11 `nted 08/06/260i,1 104 AM • , - ,,,•.,-....,-,-,v.,-;.f...,, -.:-„,:;::_,....::!:,-;,-,yi:tn, "0..,-4,14,-,,,,,,.J:',„...., ..,,,,,.. ,;,E.„,,,12,,,,,-1,6$1‘,..,-.:,,,,,,),::,,,,,,%,,,,,,,,,,, ,,,,-4,7,.-., ,;*,,,,,,..,,..,2,,,,,,y,:,,- ...,-4,,:,„,--',.-,•,', • ,1.-" -',:: i 1 '';,'-'•::-.7.:'-'!"'-it.q...,,,4-i4^...::-.,',',':'!"'N,',:.---,\J?,r ,,'-•-•,'s--!4i):•;.!..T.,411'41,........!,.,,,T;''',,,..ltk,'&;.i.4:+',,,..,.,1.1r •--,,,•,c',-s„ •r•-.-A...-s.,': ..,2. s''s•,I .• .,__. . s.,,,,,,,, ,, , •• --.,..;;;.-k,.; ,..„-, '•••..-,. ..^ ,-*,-:,41.....;1'S.J4.•,•-...•;.;,." 1'`.••••.&:::,,, r••,'-:,.."'••"••••: '• • *-••••!* • • • I • 1 , - • '---1 1 , , , ' . .. OUANC ERS Literacy terac Volunteers of Am erica ca 41 Monroe County, Inc. of 812 Southard St. Building #3, Key West, FL. 33040 AMERICA Inc. (305) 294-4352 • FAX (305) 296-1337 . O Outside Key West: 1-800-LVA-KEYS 7/31/03 - Monroe County Board of County Commissioners Finance Department 500 Whitehead Street Key West FL 33040 The following is a summary of expenses for Literacy Volunteers of America-Monroe County, Inc. from October 3, 2002 through today: �, Check# Date: Payee Reason: Amount: 4090 7/15/03 Greg Prior stag $ 494.00 '� staffing 4099 7/30/03 Greg Prior staffing 630.00� 4091 7/11/03 WRITERS staff-mg 808.00✓ - 4107 7/30/03 WRITERS staffing 2,422.13✓ 4086 7/17/03 WRITERS staffing 625.16 ac/a• c —1 $4,979.29 Total amount of funding 4�4 ' $70,000.00 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. Further, these expenses will not be submitted to any other funding source. (?ua41 ô 1/QL. Mary C9107 anova, Executive Director' '' Si before me on 7- 3 i -.a 3 Notary Public • ay O`44^' NOTARY SEAL P'i�4 0 DAV DC HARDY 1 i * COMMISSION NUMBER :ql". Q 00068934 9 Q� MY COMMISSION t7pItaE9 �` OF F.O NOV.1 2005 All services provided without regard to the client's race, color, disability, or national origin as required by l Title VI of the Civil Rights Act. GREGORY PRIOR J 529 Simonton Street Key West FL 33040 7 /15/03 INVOICE INSTRUCTION AT MONROE COUNTY DETENTION CENTER DATES COVERED : 7/1-7/15/03 SERVICES PROVIDED : Educational instruction in accordance with grant application Total : $ 494 . 00" (1o3 Olt 4614 400 LP" ` b6 J 4/' GREGORY PRIOR 529 Simonton Street • Key West FL 33040 _, 7 /30/03 INVOICE INSTRUCTION AT MONROE COUNTY DETENTION CENTER DATES COVERED : 7/16-7/30/03 SERVICES PROVIDED : Educational instruction H in accordance with grant application Total : $ 630 . 00 v/ i OIL P60k)) ,p,(0, 4 ° 619 Tuna (Optional) (Optional) rn ost Ctr Account# Project# Project Acct Amount ) D OF COUNTY COMMISSIONERS MONROE COUNTY, KEY WEST, FLORIDA .. ?05974 r y ZATION ACCOUNT PURCH.ORDER INVOICE NUMBER AMOUNT z DESCRIPTION U I r I NO \EGOALE I .-05S LITERACY VOLUNTEER OF AMER ICA ' J 1 :. r ORIGINAL CHECK �H`A'S MICROI PRINTING IN THE SIGNATURE LINE AND RED CHECK NUMBERS IMAGE THROUGH TO THE BACK OF SHEET j •• sJ. r1e'�i� {e� 4x{� l :�� yTPt� � nrc h� rZmc. • r ° r b e r T d 7- 1 r w.F mow :- ter' :j 'Qr-= I r <• '.-f r1 1. ,. • , .' 1 f -f1 ''' 1 ! 6 fi r tJ y S ' k ,, 4 '. it `.I ! 2 !S" -, a.oJ;].pis2 r 7 t;o'' .'tWzryJ r; 7 J 1'Q. • 72 r., r4, 4i" • , J) �� ?'t.-�fPf,Y`'' �yrp ...0 x t y r rr 1.� iT! fit iy ' • k a 1 q } 4 • r 3y�rtir Ifs t ,a .r n• :r.,. 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S•N,'Y t WARNING: DO NOT ACCEPT THIS DOCUMENT UNLESS YOU CAN SEE A TRUE WATERMARK AND VISIBLE FIBERS FROM°BOTH SIDES. 1 u' 2 0 5 9?4 0 1:06 ?000438,: 0 &OD 20899611' • P-ited 09/15/2003,9:34 AM i ai ' VOLUNTEERS LiteracyVolunteersAmerica of Monroe County, Inc. of 812 Southard St. Building #3, Key West, FL. 33040 AMERICA Inc. • (305) 294-4352 • FAX (305) 296-1337 Outside Key West; 1-800-LVA-KEYS • • September 12,2003 Monroe County Board of County Commissioners Finance Department • 500 Whitehead Street Key West FL 33040 The following is a partial summary of expenses for Literacy Volunteers of America- Monroe County,Inc.from October 3,2002 through today: Check# Date: Payee: Reason: Amount: 4136 9/12/03 WRITERS AT LARGE staffing $5,409.46 5351 4143 ./ 9/12/03 WRITERS AT LARGE staffing 2,422.13 Total invoices: $7,831.59TN- I certify that the above checks have been submitted to the vendors as noted and that .5g the expenses are accurate and in agreement with the records of this organization. Further,these expenses will not be submitted to any other funding source. 92 eZda/nOVIV Mary asa a,Executive Director Notarial seal • JanetJ.Romeo,Notary public �003 Myer r, Armstrong 5,200 County S' ed before � on8 P� May�,2007 Memo ,PennsOmnia Association Of Notaries .Notary Pub . -'. .' .� my commission expires on l )-\(1"0(-Z-°"(9 ,/ F7/ ..c7ag All services provided without regard to the client's race, color, disability, or national origin as required by _ Title VI of the Civil Rights Act. II WRITERS AT LARGE 1300 15TH Court, Lot #17, Key West, FL 33040 (305) 294-7579 9/12/03 STATEMENT Mary Sanchez $1,315.53 Mary Casanova $1,769. 3 '/ Jim Masters $223.92 Coordinators $391.43 Mary Anne Matchett $273.92 as 3. q Diana Verlain $1,435.43✓ Total: $5,409.46 535q . 45 e t•. OR pa-tr 4L/ 36 / 2/ c3 (4)15 g5 /7z o Ortk.k ' I WRITERS AT LARGE 1300 15th Court, Lot #17, Key West 33040 (305) 294-7579 INVOICE September 12, 2003 Staffing, Diana Verlain, gross $1,333.33 plus 6.2% or $82.67 SSI plus 1.45% or $19.33 med, total invoice $1,435.33� Grant Period: 8/26-9/12/03 Services Provided: ESOL, family and jail instruction in accordance with grant application Employee: , Diana Verlain Gross $1,333.33 SSI 82.67 Med 19.33 Fed 200.00 Net $1,031.33 Employer WRITERS AT LARGE P-'), OP •OUNTY COMMISSIONERS MONROE COUNTY, KEY WEST, FLORIDA �` 7 0 S 6 0 6 I LION ACCOUNT PURCH.ORDER. INVOICE NUMBER• AMOUNT DESCRIPTION • ?' 530490 MARAIPR03/ ,y �'• i 0 1 • NOZ-� . 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'' 1 h`1 r r` y le i, f\ i '\ /- 4 ( i `"' ri r t' � %.;. fi `iv �9`*.d",P}4'a,-+(!'1i5 . {..5, Y ..sTtg S r i+r/..e ' 1;$\l t.ci ,�\�Y{ r:?.s R If y k.lipri• If' i1,,:*Ell�`i " .b'.'F.. ; ' k•. •" 5Ab•.tr .,rif f. a z t ;th y.;;10. ,; .::;,.4 a ti�cd tf/`i,*�f �1�0.1I {�r 4 ' � , ,.._...'Tc � —•.- `lAtfhi,:..'i.- x,•�l. .L �i-.r'• !q �r: .�'J'•:: - `M i• �yr� �J[.-..r� ,,r�-- ��. _• 1•raT:l•:h..._ ,�[iy.•71.4.r..a;'.. a �+r. �r 6^..r'Ys,,�a a:i�;..,;t1J..+rlE r? t•.Sl".: .,4. .y: k a -,aR.�Ye,ar�tii�Fi,�'��Y:•-�i�•:se�.�t �1i.Q�` � " y..; WARNING: DO NOT ACCEPT THIS DOCUMENT UNLESS YOU CAN SEE A TRUE WATERMARK AND VISIBLE FIBERS FROM BOTH SIDES. u' 205606u■ . �':Q6 4.OQ04341: OLM �: .0.a9961I■ • • __.I —, i r^ — LITERACYUNTEERS Literacy Volunteers of America VOL Monroe County, Inc, 812 Southard St. Building #3, Key West, FL. 33040 °AMERICAInc.f 41 (305) 294-4352 • FAX (305) 296-1337 p Outside Key West: 1-800-LVA-KEYS . July 11, 2003 Monroe County _ Board of County Commissioners . Finance Department . ~ 500 Whitehead Street __. Key West FL 33040 fl The following is a partial summary of expenses for Literacy Volunteers of America- Monroe County, Inc. from October 3,2002 through today: . • i, sp ,_._, Check# Date: Payee reason: amount , 6`I 040 3975 ✓ 3/27/03 Writers at Large staffing 1,780.75 4005`� 4/28/03 Writers at Large staffing 3,041.00✓ , 1(\r-• This Payment $ 4,821.75 Total amount of funding $70,000.00 Amount this payment $ - 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. Further, ' these expenses will n be submitted to any other funding source. ' 001-elid I Aged...latiOrl‘rt. . . Mary Casany Executive Director s�aY Po OFFlCIAlNOTARY S AL O B(<O DAVIDA C HARDY 1.Signed before me on pi.$ // . co"3 -- v COMMISSION NUMBER ••��m- DD068934 �1°OF n.ocb MY COMMISSION E�IRES No',2005 , ' f?-4:411-4. jeJ>844-4fr . Notary Public my commission expires on I . I ii All services provided without regard to the client's race, color, disability, or national origin as required by Title VI of the Civil Rights Act. WRITERS AT LARGE 4.300 15th Court, Lot #17, Key West 33040 (305) 294-7579 INVOICE March 27, 2003 Instructional Staffing Sharon Plezia, gross $1,653.75 plus 6.2% employers SSI ($103.00) and 1.45% Medicare (24.00), total cost $1,780.75 SERVICE PERIOD: 3/1-3/31/03 SERVICE PROVIDED: Upper Keys literacy instruction in accordance to grant.application Employee: Sharon Plezia -5480 CC,( Si.SS# ✓ / 01 Gross $ 1,653.75 2)19 I SS (6.2 /0) 103.00 Med. (1.45%) 24.00 n 'S Fed: 248.00 3 a Net:- $1,2 8.75 (. Employer: WRITERS AT LARGE RICHARD D.ROTH 7.;1 - Zr:'7 1:1-1 Q 0 4 i 7 8 SHERIFF OF MONROE COUNTY r"ileral Tax ID#59-6000753, T ps Tax Y.54-03�j7rJ81- SHARED ASSET FORFEITURE FUND l ._ 5525 COLLEGE ROAD KEY WEST,FLORIDA 33040 I 71 —03��r+_yi�Rc icy-i tc�c_r 1 17 9 2003 SAFF AWARD '7,�a()Q,. 00' # Total. a:*>c 7,5;00. 00 • • ORIGINAL CHECK HAS MICRO PRINTING IN THE SIGNATURE LINE AND RED CHECK NUMBERS IMAGE THROUGH TO THE BACK OF SHEET ,o, RICHARD Q..ROTH 71.-4770-1 . .�y SHERIFF OF MONROE COUNTY 0 `7 8 FIRST NATIONAL BANK 63-1016 r_ ..21,Ir• SHARED ASSET FORFEITURE FUND • OF THE FLORIDA KEYS 670 i. 5525 COLLEGE ROAD • ' "':6tq, KEY WEST, FLORIDA 33040 05/19/2003 . CHECK DATE *****.**********7,500.06 CHECK AMOUNT • PAY ** Seven Thousand Five Hundred Dollars and 00 Cents ** • • ) ;iE Literacy Volunteers of America • L ER Monroe County, Inc. . 812 Southard Street , Bldg 3 NON-NEGOTIABLE • - FL 33040 • - .VOID AFTER 90 DAYS • • . THE FACE OF THIS CHECK HAS A SECURITY VOID BACKGROUND PATTERN AND THE REVERSE SIDE HAS AN ARTIFICIAL WATERMARK I. Its I-O O' , 7 ?F.':r.:s tar.' '7 F.2 b 0 �'• 'I S'- i,-,(1 1.71 0.n :I C.r^.0 11' • • • • I . • 1� LITERACY • • • VOLUNTEERS! Literacy Volunteers of America �, , �J Monroe County,�7 Inc. 9 ' • 812 Southard St. Building #3, Key West, FL. 33040 of AMERICA Inc I (305) 294-4352 • FAX (305) 296- 133 /7 Outside Key West: 1 -800-LVA-KEYS • r Annette Barrios March 31, 2003 . Executive Assistant, Legal Division Monroe County Sheriff's Office . 5525 College Road • Key West, FL 33040 The following is a summary of expenses for Literacy Volunteers of America- Monroe County, Inc. from February 19, 2003 until today: Check # Date Vendor Reason Amount 3948 , 3/3/03 WRITERS AT LARGE staffing $3,886.72 3975 3/27/03 WRITERS AT LARGE staffing 4,762.20 $8,648.92 Please note that the amount of our grant is $7,500.00 howeverwe are including more than this amount in the event that any expenses included are disqualified for any reason. Total amount of funding: $7,500.00 This payment $7,500.00 . I certify that the above checks have been submitted to the vendors as noted and that the expenses are accurate and in agreement with the records of this organization. Further, these expenses will not be submitted to any other fu ding source. , , 6_,Z/776 e)c)- Mary Cas va, Executive Director " ENEM.Kf;AFT FL_ W. (?oL;S/—y -,S`7-s-.f-.�‘ -D . .!., MY COMMISSION#DD 026026 l I C , ��- EXPIRES:May 15,2005 i Signe before me on -0/ 3 Py bonded ThruNaury Public Underwriters • aea.,c.nestt ,,. ...4.1..-4i..4__‘.--)9/74S-r-Isc/.....r. Notary Public My commission expires on .S_-/.�_.Z. S� ��1 L�� *5R:JC`0 .,"-.3 1511rill .. --0 0 .\_. • )c-$-- --' l. — � -, :\II .cr\icc: pro,iLILd wilhoul rr,.,iid lu the ellen!', race. color. dis;ii,ilii . or n;iIR i n or,_;i: ,i. ;._��ii.i d t 1. l illc \'I ul the I\it IZi iil, .\rl, r r1') WRITERS AT LARGE 1300 15th Court, Lot #17, Key West 33040 (305) 294-7579 INVOICE 3/27/03 STAFFING • M. Casanova $1,783.61 • Matchett $273.92 Plezia $1,780.75 • claptieslil): AcitcL ICI;jd L'c 0305106 Barrera $700, Masters $223.92 Total: $4,762.20 c . ° lc!. . . , • rni WRITERS AT LARGE 1300 15th Court, Lot #17, Key West 33040 (305) 294-7579 INVOICE March 27, 2003 Instructional Staffing Sharon Plezia, gross $1,653.75 plus 6.2% employers SSI ($103.00) and 1.45% Medicare (24.00), total cost $1,780.75 SERVICE PERIOD: 3/1-3/31/03 SERVICE PROVIDED: Upper Keys literacy instruction in accordance to grant application Employee: Sharon Plezia SS# 376-56-5480 Gross $ 1,653.75 SS (6.2%) 103.00 Med. (1.45%) 24.00 Fed: 248.00 Net: $1,278.75 Employer: WRITERS AT LARGE AMOUNT (0 • • • • - . . COUNTY COMMISSIONERS MONROE COUNTY, KEY WEST, FLORIDA 80162 - ACCOUNT PURCH.ORDER INVOICE NUMBER AMOUNT DESCRIPTION ‘'0 :; •I , • • • • LIFEACV VOLUNfEER OF MERICA • • . . . . . ORIGINAL CHECK HAS MICRO PRINTING IN THE SIGNATURE LINE AND RED CHECK NUMBERS IMAGE THROUGH TO THE BACK OF SHEET . . . E)()ARDI)Ft.OUNTY:COMMISSIONERS Flnit State timik ' f708 • • • . . .:44119N!30g,COUNTY.•:KEY WEST, FLORIDA Key West Florida 33040 . • 80162 . o 4•P • 001.(,2 • DATE 02/19/03 r • AMOUNT *00`..**6 , 200 . 00** • • • • • 1FIE itJM LW 4 1 200 o0DoLLARs LTECY •yot0i411.1:4“ or .16). MIP CN • 012 3UUMAR.0 01RE.ET - • • • . . BUILDING #3. m • 1(0' 21E.ST FL 3.30+0 NON - NEGOTIABLE RP WARNING:DO NOT ACCEPT THIS DOCUMENT UNLESS YOU CAN SEC A TRUE WATERMARK AND VISIBLE FIBERS FROM BOTI I SIDES 17 0080 L6 20 1:067000438i: L0020E19960 • • . • -T Literacy Volunteers of America Monroe County, Inc. 0 • 812 Southard St. Building #3, Key West, FL. 33040 7 i U •• + (305) 294-4352 •. FAX (305) 296-1337 1 6'i • + Outside Key West: 1-800-LVA-KEYS - 665 - + ;ioners 11/26/02 6i6 . + _ ' 200 • . 95 5 1- • 1 , "i9: • 16 + " -- . y y of expenses for Literacy Volunteers of America. —1 Il 1 5 • 7 5 + Payee Reason Amount u " nes Howard Wayne Insurance $710.00� ; 5 U u`? . nds of the Keys •Copier —r5-6g~ � 1 i, ,:'t 40 • 'I 12 + king Office Supplies 167.58✓ 4 L . 1 nefit Specialists Insurance 665,QQ✓ • 3 4 5 3 + V Florist Sympathy Flowers 109�U -- 200 • + V Printing Curriculum Printing 616.70 "' } -'I 4 ) 5.1 7 • .I cust Center Rent, Upper Keys mo tI D'y 200.00✓ .,• ` ` ott Brothers Lock Replacement 95.50✓ `} ''., 4 , 517 = ) i_ uthernmost Insurance 1,199.16 `: '```' -J ffice Max Office Supplies 75.98N unk Ace Office Supplies -20,3.8•— 17 nds Copier 15.75V. 0 . ndred Spirit Book �� r7, ma Cermanova Cleaning 50.00V . nds of the Keys Copier 140.12✓ 0 • ystal Water office water 71 U.• + yron Manufacturing . printing datebooks 4.34.18. 16'7 • 5 is + king off ce supplies 1,730.0k�•4) 345.36 ✓ . `�(Qli � • !cust Center rent,upper keys 9.ecoz 200.00✓ � 6 6 5 • + 'riters at Large staffing 4,027.38 !� - 61 6 . 7 + g •a �' 200 • + • ` 1 amount of annual funding $ 6,200.00 5 • 5 + This payment tal balance left over 0 75 . 98 + 1 5 • .ided over$6,200 in receipts to make certain that any disallowances are covered for ) / • 95 ements. I certify that the above checks have been submitted to the vendors as noted 50 • tccurate and in agreement with the records of this organization. Further, these 140 812. .fitted to any other funding source. 345 • 36 ; 2"0 U I V" '-vgAr.L i .1 1, `S 1 • V ��' oe r3pVIDA C HARDY 4 ' 5.I 7 • 'i My Commission Expires on: cordMISSION NUMBER 00068934 7 At' MY CC:MMMISSION WIRES4 , 5 I I OF F'O NOV.1.2005 1 y ��. • • —I f . rvided without regard to the client's race, color, disability, or national origin as required by Title VI of the Civil Rights Act. -� VOLUNTEERS LITERACY LiteracyVolunteers of America i ; I_ I' &i Monroe County, Inc. • . .812 Southard St. Building #3, Key West, FL. 33040 oAMERICA Inc.J (305) 294-4352 • FAX (305) 296-1337 R Outside Key West: 1-800-LVA-KEYS ) --County November 26, 2002 ''County Commissioners • �e-Department 1'-'Itehead Street J `It, FL 33040 r'--wing is a summary of expenses for Literacy Volunteers of America-Monroe County,Inc., from ., �` 116th, 2002 through today V: '�`•' # Date: . Payee - Reason Amount✓+ �' 10/18 James Howard Wayne Insurance $710.00 t.►eCct c`6°1: ;t;,,.�,e, ,n.f}�, z' h� 10/21 Sands of the Keys • Copier 5168- ��°`I°�' '" 10/21 Viking ./ Office Supplies 167.58 - . 10/23 Benefit Specialists Insurance i 665.00'- ( 4 i°)"'� t''` ' ✓ ' . .j 10/28 KW Florist Sympathy Flowers 10/28 KW Printing/ Curriculum Printing 616.70`� - 10/29 Locust Center ✓ Rent, Upper Keys htik). • 200.00 '� /. ' 11/1 Scott Brothers-I Lock Replacement 95.50'7. 11/5 Southernmost Insurance 1,199.16✓ ti) ;n v.. -, �I 11/6 Office Max Office Supplies 75.98 V 11/8 Strunk Ace Office Supplies - 28.—_,:=- i t nJ • 7 11/8 Sands / Copier 15.75 ✓ -- 11/16 Kindred Spirit / ✓ Book 11"(1 v 11/16 Anna Cermanova Cleaning 50.00 t/ /__ 11/20 Sands of the Keys✓ Copier 140.12 ✓ 11/20 Crystal Water office water 18.38 ✓ /' 11/20 Myron Manufacturing/ printing datebooks 438.18. f 11/20 Viking office supplies 345 36- :i 3C • * II S •ID -* 343%34 /I 11/20 Locust Center rent, upper keys b tc3 200.00 'V Total amount of annual funding $ 6,200.00 4q55. � P .This payment $ 5,140.70 Total balance left over $ 1,059.30 Z�3? • IT . iat the above checks have been submitted to the vendors as noted and that the expenses are accurate agreement with the records of this organization. Further, these expenses will not be submitted to any i cling source. , 1 ,E'' • _j_t-e-oteo 3anch l j T:fore on January 28, 2002 by Mary Sanchez. ,,,{�n/rw',� Mary Casanova f _` a4-7 0•i�-- 3t: n.i :+_MYCOMMISSiON# CC919305 EXPIRES P My Commission Expires ." '`Y`;F. BOI,uteTM°rch iAI 2J04 p son; TROY FAIN IMIRANLF,INC. All services provided without regard to the client's race, color, disability, or national origin as required by Title VI of the Civil Rights Act. 1 KINDRED SPIRIT 1204 Simonton Street Key West, FL 33040 (305) 296-1515 • • •. DATE NAME kivs,„ ADDRESS • PHONE SOLD BY CASH C.O.D. CHARGE ON ACCT. MOSE REM. II OTY. ' DESCRIPTION AMOUNT 01 • Cr‘‘. 11. v rimr • 1/Z6-L. TO PAY -J• DATE /-, / 0 =ECK NUMBER Awatur A 0 • • I 1 11 AirVi 47 • TAX [RECEIVED BY TOTAL Vt S 176 01 r:Rearde , THANK YOU J. 900-225-8380 of mibej All clans erKI retuniel goods MUST be iii;CtinierIr.ed by thls • I 1 • • I Lriu ur L;UUN I T UU11/111111bblUNthib IVIUNKUt CAJUN I Y, iStY VVES I , I-LOHIDA -FT105456 >5 '5.3o.34o /or ToTli hzo4 I,/-* t ..cko N i IZATION . ACCOUNT PURCH.ORDER INVOICE NUMBER AMOUNT DESCRIPTION • • • i LITERACY VOLUNTEERS OF AMERICA . _ ORIGINAL CHECK HAS MICRO PRINTING IN THE SIGNATURE LINE AND RED CHECK NUMBERS IMAGE THROUGH TO THE BACK OF SHEET BOARD OF COUNTY COMMISSIONERS. ofrmsit.Panic'of thi.FlorldaKeys 63-43 670 • s . 3 MONROE COUNTY KEY WEST,FLORIDA. WEit.elorida 3040 105456. 105456 L•• 000958 . DATE 09/Z9/04 AMOUNT $*****6, 132.00* THE SUM OF *****4!.6132* DOLLARS. AND *NO* CENTS PAY • • LITERACY VOLUNTEERS OF AMERICA iR • 4312 SOUTHARD STREET BUILDING #:3 PP ; KEY WEST FL :3:3040 • NON NEGOTIABLE • RP WARNING.DO NO I.ACCER1 ntis nocumm I UNLESS YOU CAN SEC A TRUE WATI_MIARK AND VISIBLE FIRM;MOM BOlfi SIDES.. : I • : 0514560: 40610004384 01100208996o . • 00 • . , • • RECEIVED A 2 5 2004 `ca EERs Literacy Volunteers of America 7-, Monroe County, Inc. ♦ i 1400 United St., Building #4, Suite #404, Key West, FL. 33040 of AMERICA Inc. (305) 294-4352 • FAX (305) 296-1337 ,I p Outside Key West: 1-800-LVA-KEYS Monroe County August 23, 2004 Board of County Commissioners Finance Department 500 Whitehead Street .Key West FL 33040 The following is a partial summary of expenses for Literacy Volunteers of America— Monroe County, Inc. from October 28th 2003 through today: _, Check# Date: Payee: Reason: Amount: Fiscal 2003-2004 ✓/ / 4184 / October 28, 2003 Locust Center rent 1' 3 $205.00 1--.. 4194 7 November 12, 2003 Scott Brothers/ door lock 365.00i--r - 4208 / ' November 19, 2003 Locust Center / rent DEto 3 205.00 - 4259✓ December 18, 2003 Locust Center / rent Jx Poti 205.00 4284 January 15, 2004 Locust Center ' rent 205.00.— 4334 i February 23, 2004 Locust Center / rent M,vy 205.00 4378 / March 22, 2004 Locust Center ` rent 6 eke* 205.00- - 4433 April 26, 2004 Locust Center - rent CIA&oy. 205.00 J 4464 / May 10, 2004 Home Depot / supplies 159.94 dy 4520 / June 30, 2004 Writers at Large' staffing 1.399.45 IT Sub total for fiscal 2003-2004 3,359.391/ Fiscal 2004-2005 4546 / July 27, 2004 Pearson) books - ' 4548 7 July 27, 2004 Viking / supplies 109.84 4550 August 13, 2004 Writers at Large/ staff-Silvano / 344.48../ 4550 August 13, 2994 Writers at Large ,staff-MatchetV 328.33 I--I 4550 August 13, 2004 Writers at Large/ staff-Masters? 403.69 4550 August 13, 2004 Writers at Large/ staff-Prior 7 1,205.68 / 4561 August 2, 2004 Locust Center / rent Avoit 208.00 _ (go 6.6 t) Sub total for fiscal 2004-2005 $2'9 0 Grand total. ..$6 .59 � 4.995.4 Grant amount is $6, .00 . / (0194 . 6 13a. orb teirlrcnc4 cwt., . Mn .5 bi.' _, 1 Affiliate of Pro Literacy Worldwide" 11 All services provided without regard to the client's race, color, disability, or national origin as required by Title VI of the Civil Rights Act. 1 . RECEIVED AUG 2 5 2OI Monroe County Page 2 August 23, 2994 I certify that the above checks have been submitted to the vendors as noted and thar the expenses are accurate and in agreement with the records of this organization. Further, t e expenses will of be submitted to any other funding source. Mary Casan a, Executive Director Signed before me on 5/231 1 +� Mioal y Cool mmission ission' ‘ My commh,ra,on22ostt Lajffre4ila a EOM*July 02.2007 Notary Public My commission expires on i . — • h. ),. WRITERS AT LARGE • 1300 15TH Court, Lot #17, Key West, FL 33040 (305) 294-7579 8/13/04 Staffing - -Greg Prior gross pay MCSD $1,120.00 plus-employers 6.2% SSI.@ $69.44 and med. @ 1.45% or $16.24, total gross invoice $1,205.68 EMPLOYEE: duo D‘liv eF strAutr Gre Prior Gross wage: $ 1120.00 SSI �. 69.44 ►zoS •G8 Med. p•s S 16.24 Federal 168.00 Net Wage: $ 866.32 Employer: WRITERS AT LARGE Paz i 4Zs. (2. �+rz 1120 2$ A. 40 44-es. d c, ::)e HI'I L I I F VOLUNTEERS 30529E-337 P. 01 • .2)—st !.e0 1 i G Si" a -- /iJoy C14144. /6"1" • • O 1-1 L 1 I tltf VOLUNTEERS 3052961337 *. 02 u% 9:2U: 1 ��; F'� �N52'!: 'ti :LU�:1 F 3k d2 ty: • WRI'IERS Art LARGE 1.300 1.5TH C Dull, Lot #17, Key West, FL. 33040 Ti (30,5) 294-7F'9 8/13/04 • Staffing Greg Prior gross p,t) MCSD $1,120.00 plus employers 6.2% SSI @ $6944 and med. ;j 1, 15/o or $16.24,total gross invoice $1,205.68 • EMPLOYEE: l No ban OF s.'e Greg Prior v c(p V/3/09 . imemon Gross wage: $ 11;;D.00 / ` • S`11 �► 69.44 o.toS .4,8 Med. 1.4C 16.24 / .,� . Federal 11;8.00 Net Wage: $ 814.32 Employer: WRITERS s AT LA1 C E EXHIBIT F BOCC AND LVA AGREEMENT AGREEMENT This Agreement is made and entered into this /, day ofAhr-6e/Cy between the BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA, hereinafter referred to as "Board" or "County," and Literacy Volunteers of America - Monroe County, Inc., hereinafter referred to as "PROVIDER." WHEREAS, the PROVIDER is a not-for-profit corporation established for the provision of literacy training, and • WH EREAS, it is a legitimate public purpose to provide facilities and services for literacy training, now, therefore, IN CONSIDERATION of the mutual promises and covenants contained herein, it is agreed as follows: 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 literacy training for persons living in Monroe County, Florida, shall pay PROVIDER the sum of SIX-THOUSAND, ONE HUNDRED, THIRTY-TWO, AND 00/100 DOLLARS ($6,132.00) for fiscal year 2004. 2. TERM. This Agreement shall commence on October 1, 2003, and terminate September 30, 2004, unless earlier terminated pursuant to other provisions herein. 3. PAYMENT. Payment will be paid periodically, but no more frequently than monthly 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 Florida Statutes 112.061 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 I l[ documentation attached. The letter should contain a certification statement. An example of a reimbursement request cover letter is included as Attachment B. The organization's final invoice must be received within sixty 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, 17 during the term of this agreement. 4. SCOPE OF SERVICES. The PROVIDER, for the consideration named, covenants and agrees with the Board to substantially and satisfactorily perform and carry out the duties of the Board in providing literacy training to persons living in Monroe County, Florida. PROVIDER shall provide services described in Attachment C, attached hereto and incorporated herein. 5. RECORDS. The PROVIDER shall maintain appropriate records to insure a proper accounting of all funds and expenditures, and shall provide a clear financial audit trail to allow for full accountability of funds received from said Board. Access to these records shall be provided during weekdays, 8 A.M. to 5 P.M., upon request of the Board, the State of Florida, or authorized agents and representatives of the Board or State. The PROVIDER shall be responsible for repayment of any and all audit exceptions which are identified by the Auditor General of the State of Florida, the Clerk of Court for Monroe County, an independent auditor, or their agents and representatives. In the event of an audit exception, the current fiscal year contract amount or subsequent fiscal year contract amounts shall be offset by the amount of the audit exception. In the event this agreement is not renewed or continued in subsequent years through new or amended contracts, the PROVIDER shall be billed by the Board hI • 1 J for the amount of the audit exception and the PROVIDER shall promptly repay any audit exception. 6. 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 attorneys 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. 7. INDEPENDENT CONTRACTOR. At all times and for all purposes hereunder, the PROVIDER is an independent contractor and not an employee of the Board. contained in this No statement 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. 8. COMPLIANCE WITH LAW. In providing all services pursuant PROVIDER shall abide by all statutes, ordinances, rules and regulations pertaining to orement egulating the provision of such services, including those now in effect and hereinafter adopted. Any violation of said statutes, ordinances, rules and regulations shall constitute a material breach of this agreement and shall entitle the Board to terminate this contract immediately upon delivery of written notice of termination to the PROVIDER. 9. COMPLIANCE WITH COUNTY GUIDELINES. The PROVIDER must furnish to the COUNTY: (a) evidence of the organization's 501(c)(3) status; (b) a list of the organization's Board of Directors of which there must be five or more; (c) evidence of annual election of Officers and Directors; (d) an annual audited financial report; (e) a copy the organization's Corporate Bylaws, which must address the organization's { mission, board and membership composition, election of officers, and so on; (f) a copy of the organization's Corporate Policies and Procedures Manual which must include hiring policies for all staff, drug and alcohol free workplace provisions, equal employment opportunity provisions, and so on; (g) cooperation with County monitoring visits; (h) semi-annual performance reports. These reports should include performance measurements which will demonstrate the level of accomplishment of goals for which funding has been provided. (i) other reasonable reports and information related to compliance with applicable laws, contract provisions and the scope of services that the County may from time to time request. 10. PROFESSIONAL RESPONSIBILITY AND LICENSING. The PROVIDER shall assure that all 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. 11. 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. 12. 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 i provisions herein. Unless expressly provided for therein, such approval shall in no manner or i J event be deemed to impose any obligation upon the Board in addition to the otal agreed u on i reimbursement amount for the services of the PROVIDER. p 13. NON-DISCRIMINATION. The PROVIDER shall not discriminate against any person on the basis race, creed, color, national origin, sex or sexual orientation, age, physical handicap, or any other characteristic or aspect which is not job-related in its recruiting, hiring, promoting, terminating or any other area affecting employment under this agreement. At all times, the PROVIDER shall comply with all applicable laws and regulations With regard to employing the most qualified person(s) for positions under this agreement. The PROVIDER shall not discriminate against any person on the basis of race, creed, color, national origin, sex or sexual orientation, . age, physical handicap, financial status or any characteristic or aspect in its providing of services. • 14. AUTHORIZED SIGNATURES. The signatory for the PROVIDER below, certifies and warrants that: (a) The PROVIDER'S name in this agreement is the full name as designated in its corporate charter, if a corporation, or the full name under which the PROVIDER is authorized to do business In the State of Florida. (b) He or she is empowered to act and contract for the PROVIDER; and (c) This agreement has been approved by the Board of Directors of the PROVIDER if the PROVIDER is a corporation. 15. NOTICE. Any notice required or permitted under this agreement shall be in writing and hand-delivered or mailed, postage pre-paid, by certified mall, return receipt requested, to the other party as follows: For Board: David P. Owens, Grants Administrator and Gato Building Monroe County Attorney 1100 Simonton Street PO Box 1026 Key West, FL 33040 Key West, FL 33041 ' For PROVIDER Literacy Volunteers of America - Monroe County, Inc. Mary Casanova, Executive Director 812 Southard St, #3 Key West, FL 33040 305-294-4352 305-296-1337 FAX 16. CONSENT TO 3URISDICTION. This agreement shall be construed by and governed under the laws of the State of Florida and venue for any action arising under this agreement shall be in Monroe County, Florida. 17. NON-WAIVER. Any waiver of any breach of covenants herein contained and performed by the PROVIDER shall not be deemed or considered as a continuing ao be kept �; shall not operate to bar or waiver and prevent the Board from declaring a forfeiture for any succeeding _I breach, either of the same conditions or covenants or otherwise. 18. 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. • 19. PURCHASE OF PROPERTY. All property, whether real or personal, funds provided under this agreement, shall become the property of Monroe County and shallt with accounted for pursuant to statutory requirements. 20. ENTIRE AGREEMENT. This agreement constitutes the entire agreement of the parties hereto with respect to the subject matter hereof and supersedes any and all prior agreements with respect to such subject matter between the PROVIDER and the Board. • 4 r1.\SS WHEREOF, the parties hereto have caused these presents to be executed as .ip - _ ' sN r first written above. rr� 4 BOARD OF COUNTY COMMISSIONERS ' KOLHAGE, CLERK OF MONROE COUNTY, FLORIDA • 7. udar.�bAR, By leA1LZ s'22 i Deputy Clerk Mayor/Chairman � PROVIDER _ Q/it( � k,/�,�v}4�,—L, / (Federal ID No. 6p,�._ 00 03 7 '9,- Witness •e-V.7 a4i.c._he,r Witness I By Y-\,0 es t�►GS President . • • II MONROE COUNTY ATTORNEY A PROVED AST F M. UZANN A. TTON ASSISTANT O CITY}7TOI*NEY Date �'7.Y//•p.�_ ... .... ..__ II ATTACHMENT A EXPENSE REIMBURSEMENT REQUIREMENTS This document is intended to provide basic guidelines to Human Service Organizations, county travelers, and contractual parties who have reimbursable expenses associated with Monroe County business. These guidelines, as they relate to travel, are from Florida Statute 112.061. A cover letter summarizing the major line items on the reimbursable expense request needs to also contain a notarized certified statement such as: . "I certify 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." 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 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: 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. • 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. 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. ail Telephone Expenses A user log of pertinent information must be remitted including: the party called, the caller, th telephone number, the date, and the purpose of the call. e Travel Expenses Travel expenses must be submitted on a Stat e of Florida Voucher for Reimbursement of Travel Expenses. Travel must be submitted in accordance with Florida Statute 112.061. 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 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. Meal reimbursement is: breakfast at $3.00, lunch at $6.00, and dinner at $12.00. 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 .m.reimbursement, and before 6 reimbursement. P and end after 8 p.m. for dinner Mileage reimbursement is calculated at .29 cents per mile for personal auto mileage while on County business. 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 form one's home to the airport for a business trip is not a reimbursable expense. 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. • i i 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 r_, 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 organizations_ 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 2003 by who is personally known to me. Notary Public Notary Stamp DESCRIPTION OF SERVICES TO BE PROVIDED ATTACHMENT C Tutoring in basic reading, writing, and conversational English to adults. English as a Second Language program, which teaches conversational English and reading and writing to adults who have no English or limited English proficiency. i I i SWORN STATEMENT UNDER ORDINANCE NO. 10-1990 MONROE COUNTY, FLORIDA ETHICS CLAUSE �G 1 ,5 �'1 C e Un :5 warrants that he/it ha s as not employed, retained or otherwise had act on his/its behalf any former County officer or employee in violation of Section 2 of Ordinance No. 10-1990 or any County officer or employee in violation of Section 3 of Ordinance No. 10-1990. For breath or violation of this provision the County may, in its discretion, terminate this contract without liability and may also, in its discretion, deduct from the contract 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. 0/ ✓ ." L .5 (signature) Date: ! — .2 / 6 3 STATE OF f6 .. G( • COUNTY OF PERSONA Y APPEARED BEFORE ME, the undersigned authority, r✓�ir.�� `C 'L �'2J who, after first being sworn b • me, affixed xed his/her signature (name of individual signing) in the space providedabove on this r q 3C /:1�6 day of ( 21,a,4,/ NOTAR Y PUBLIC My commission expires: . �«..—•�,.�....� Haan C ;an.r 'tivn Y)15 XIIir�' OMB - MCP FORM #4 I � , r- i 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 consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided 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 � Ij EXHIBIT G MCSO RESPONSE MCSO Response: 1. MCSO policy states the appropriate level of management prior to execution reviews all contracts. The appropriate Department Head and Programs Director at MCSO will be reviewing all jail agreements to ensure each contains a specified award amount, scope of services and the required reimbursement language. Contracts or awards that lack these specific requirements will be modified. 2 Reimbursement requests will be reconcile reviewed and approved d, by the Program Director or Department Head before they are submitted for payment to ensure that all eligible costs are requested and that the documentation is in agreement with the contract. Any differences discovered by the reconciliation and monitoring process will allow for timely identification and correction of errors. The Department Head and Program Director will do monitoring on a routine basis to ensure they are in compliance with all the terms and conditions set forth in each contract. This may prevent future issues from occurring in the event the Department Head, Program Director or other personnel take vacations, turnover or other leaves of absences. EXHIBIT H LVA/WAL RESPONSE Y VOLUNTEERS Literacy Volunteers of America it'll Monroe County, Inc. of 1400 United Street #109, Key West, FL. 33040 AMERICA Inc. (305) 294-4352 • FAX (305) 296-1337 r Outside Key West: 1-800-LVA-KEYS February 19, 2007 Mr. Mark Albury, CPA Director of Internal Audit Clerk of the Circuit Court Monroe County Monroe County Courthouse 500 Whitehead Street, Suite 101 Key West, FL 33040 • Re: Preliminary Audit Report of Monroe County Literacy Volunteers of America- Monroe County, Inc. Dear Mr. Albury: Please find our responses for inclusion in your final audit report. Please note that we find a recurring and incorrect overuse of the term"duplicate expenses" in this report starting at the Table of Contents,Audit V, Item C, and continuing to page 7. We request that you correct the word use, starting with the Table of Contents, changing the term"duplicate expenses"under Audit V, Item C,to"audit exceptions." On page 7,the audit exceptions have all been listed as"duplicate charges". However, with the exception of check#205606 for fiscal year 2003 in the amount of$1,780.75, there is no evidence whatsoever that supports the case that these are duplicate expenses. We will concede that the item in the amount of$1,780.75 is a duplicate charge due to a clerical error. In regard to the remaining charges, we do not concede they are duplicate - charges. However, we would entertain the possibility that they were charged against the wrong account. The remaining charges are a matter of interpretation. Please note Exhibit A where the language reads, "During the fiscal year 2002-2003 the Literacy Volunteers of America received$32,000 to provide literacyservices to the men and women of the Monroe County Sheriff's Office/Detention Center." This is wide open for interpretation. We request that the following changes be made to page#7: An Affiliate of Pro Literacy Worldwide" All services provided without regard to the client's race, color, disability, or national origin as required by Title VI of the Civil Rights Act. Clerk of the Circuit Court Page Two (a) First sentence, item"C"—please remove the term"duplicate expenses" and replace it with"audit exceptions." (b) Beside the sum total of$6,306.71 which reads"total amount of duplicate charges"please change the wording to "total amount of audit exceptions." (c) Sentence after the sum total of$6,306.71 which reads "See Exhibit E-Various Duplicate Charges" should be changed to"See Exhibit E—Various Audit Exceptions." Please note that we likewise disagree with the paragraph directly below which reads "LVA was reimbursed by the Board of County Commissioners(BOCC) for these expenses, but they had already been reimbursed by the MSCO Finance Department under the Inmate Welfare Allocations or the SAFF grant." As stated on page 5 of your audit report, "Due to the lack of records from both MCSO and LVA, we were unable to audit the Literacy in Corrections program funded through the Inmate Welfare Fund." Thus, there is no evidence whatsoever that supports the case that these are duplicate expenses, excepting for in one instance in the amount of$1,780.75 which we concede was mistakenly submitted to both the SAFF and BOCC. We request the paragraph noted above be eliminated, or changed to read"LVA was reimbursed by the BOCC for one item in the amount of$1,780.75 but they had already been reimbursed SAFF for this item. " Please also note that although seven of the eight audit exceptions listed(as mentioned in our December meeting)are "subject to interpretation,"and, that there is no evidence that supports the case that these are duplicate expenses outside of the one item in the amount of$1,780.75,LVA acquiesced to Mr. Kolhage and elected to offset the total amount of $6,234.71 with our current fiscal year contact. The issue of overpayment is now moot. Please make the following correction on page 4, item"C"to clarify as follows: "C:Duplicate expenses were paid by the BOCC—LVA was reimbursed by the BOCC and SAFF in one instance in the amount of$1,780.75". (Please note that the way this sentence is presently worded is incorrect.) LVA's response for fmding "B"on page#6: "LVA/WAL did not require employees to complete time sheets." This is correct. While some employees FAXED in a timesheet, those who did not were telephoned and allowed to give their hours over the phone. We used the honor system from the time period from 2000-2004. Beginning in the 2004- 2005 fiscal year we began using time sheets. We will continue to use time sheets. I i Clerk of the Circuit Court Page Three LVA's response for finding "C"on page#7: Please note all of the responses pertaining to page 7 contained in this letter. We would also like to respond to the third sentence from the bottom of page#7 which reads, "Ms. Casanova violated the BOCC contract by submitting the above expenses to the MCSO Finance Department and the Clerk's Finance Department for reimbursement." LVA maintains that Ms. Casanova did not deliberately violate the contract, she made an error. The submission may have been in error, but it was not an intentional violation. LVA would also like to put this error in the amount of $1,780.75 in the context of 2003 when it occurred. At that time LVA had no formal book keeping system to cross check an error. Now LVA has Quick Books Pro for Not- For-Profits which it purchased in the 2004-2005 fiscal year. Quick Books Pro eliminates the possibility of a mistake of this kind from ever happening, because once an amount is entered under one grant, it will not accept the same check number under another grant. Additional: Please also note on page#7 that there are two different amounts listed: $6,306.71 and $6,234.71. We are not sure if this is an error or not but wanted to bring this to your attention. Thank you for your hard work in expediting this audit. If you have any questions regarding our responses please contact me at LVA at 294- 4352, at home at 294-7579 or via my cell phone at 304-0578. Sincerely, J MaryCass '46va Executive Director LVA-Monroe County, Inc. copy to: Amy Heavilin Mike Rice Lois Meyers Candy Block Beverly Cumberidge Judge Peary Fowler Connie Gilbert Sol Jacobson Norma Kula , Fred Marcus Ted Meyers Brigitte Sears Lyn Sprogell Steve Torrence • EXHIBIT I COUNTY ADMINISTRATOR'S RESPONSE 1 . BOARD OF COUNTY COMMISSIONERS •• ��, Mayor Mario Di Gennaro,District 4 �'�� Mayor Pro Tern Dixie M.Spehar, District 1 O U N TY o�M 0 N R 0 E '' Ee; Neugent,District z KEY WEST FLORIDA 33040 :_ 71174, ir` = "Sonny"McCoy,District 3 (305)294-4641 f• '' .yam J. Murphy, District 5 EPILi ; r Monroe County TEK.Board of County Commissioners � :.:• Office of the County Administrator e-1 ' I 1 •k,'t The Historic Gato Cigar Factory ±7, • •; s; 1100 Simonton Street, Suite 205 x�'� ! Key West,FL 33040 (305)292-4441 Phone (305)292-4544 Fax • MEMORANDUM Date: March, 16, 2007 To: Danny L. Kolhage, Clerk of the Circuit Court From: Thomas J. Willi, County Administrator t Salvatore Zappulla, Budget& Finance, I► sion Directo7" Subject: Preliminary Audit Report of Monroe County Literacy Volunteers of America- Monroe County Incorporated In response to the audit report of the Monroe County Literacy Volunteers of America- Monroe County Incorporated prepared by the Clerk of The Circuit Court's Internal Audit section, to avoid duplicate payments, the Grants Administrator can send a copy of the agency's application to the Clerk's Finance Department. Because the entire application can extend up to 200 pages, the Grants Administrator could send the Revenue Section only, instead of the entire application. A copy of the 2007 Literacy Volunteers of America's application revenue page is attached to this response. A clarification is needed from the Clerk's Finance Department as to if they need the entire agency application or just the revenue section in order to avoid duplicate payments. • ATTACHMENT F - AGENCY REVENUE Agency Name: Literacy Volunteers of America-Monroe County, Inc. Complete this section using information for your entire agency: PROPOSED REVENUE BUDGET FOR PROJECTED REVENUE FOR CURRENT UPCOMING YEAR ENDING _9. /_30 /_06 YEAR ENDING 9 /_30_107 REVENUE SOURCE CASH IN-KIND TOTAL CASH IN-KIND TOTAL Monroe County Key West Rent Rent 24,000 24,000 Marathon 3slamorada I 1 Layton Key Colony Beach Client Fees 1 1 Donations Children and Families Shared Asset Forf Fund 10,000 12,500 United Way 2,000 000 1,000 My Key West 0 6,500 Publix 1,000 1,000 Sheriff's Inmates 22,500 22,500 Welfare Fund BOCC 30,000 12,000 Please note that we are still writing grants to other entities however this is all the money that we anticipate hopefully for sure right now ITOTAL REVENUE I 124,000 165,500 124,000 1 55.500 I I • I I I I I I 11 A • EXHIBIT J CLERK'S FINANCE DIRECTOR'S RESPONSE • • • • r-� 4T�, - � 11, 60UNTj. ,F •6JmJ;M CuipL�OG ,r M% 1I I1 :f COUNT. CLERK OF THE CIRCUIT COURT MONROE COUNTY BRANCH OFFICE --1 BRANCH OFFICE PLANTATION KEY MARATHON SUB COURTHOUSE MONROE COUNTY COURTHOUSE GOVERNMENT CENTER 3117 OVERSEAS HIGHWAY 500 WHITEHEAD STREET,SUITE 101 88820 OVERSEAS HIGHWAY MARATHON,FLORIDA 33050 KEY WEST,FLORIDA 33040 PLANTATION KEY,FLORIDA 33070 TEL.(305)289-6027 TEL.(305)292-3550 TEL.(305)852-7145 FAX(305)289-1745 FAX(305)295-3663 FAX(305)852-7146 Memo To: Mark Albury, CPA, Director of Internal Audit From: Sandra Carlile, Finance Director CC: Danny Kolhage, Clerk of the Circuit Court Date: 3/22/2007 Re: Response to Preliminary Audit Report of Monroe County Literacy Volunteers of America-Monroe County Incorporated My response to the above mentioned report is as follows: Recommendation: 1. The Clerk's Finance Department should receive from the Grants Administrator a copy of an agency's approved application for services where the agency provides a detail listing of funding from other sources. 2. Based on recommendation number one(1) the Clerk's Finance Department should ensure payments are not duplicated. Clerk's Finance Director's Response In December, 2006, the overpayment was recovered by a deduction from invoices that were submitted for the fiscal year 2007 contract. Effective with the 2008 fiscal year contracts, Finance will request HSO applications for approved HSO contracts prior to processing payments. In addition, Finance will seek advice from County Attorney to strengthen the required certification language on the request for payment form. r f I � I '