Item P2 f'
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BOARD OF COUNTY COMMISSIONERS
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r AGENDA 11'EM SUMMARY
Meeting Date: __.w...w..July_�1 __2014 Division: Guardian Ad Liten Pro a�z�
Bulk Item: Yes .__ No Department: Guardian ad I tee, Prc>yr
Staff`Contact/Phone : Alexsandra Leto 292- 3485
AGENDA ITEM WORDING: Approval of Agreement with Statewide Guardian Ad Litern Office
for Reimbursement of Case Coordinator Services to provide funding; for Case Coordinator position, for
time period July 1, 2014 through June 30, 2015 (State FY 201.5).
ITEM BACKGROUND: For many years, the County has hired and Placed a Case Coordinator and
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one other position within the local Guardian Ad Litem office. Both were County employees but
supervised by the local C;uardian Ad Litem program. In 2012, the Florida legislature passed Senate
Bill 1960, now codified in. Section 39.8297 F.S., stating that if counties provide funding for positions 1
in the GAL program, they may enter into :an interlocal agreement with the CaAI., program which, at a
minimum, provides that the GAL program will indemnify the County for any violation of state and
employment laws. The County and the Statewide GAL Office have reached agreement can terms of an �I
ILA covering this position.
PREVIOUS RELEVANT BBC""C ACTION: None.
CONTRA.0 T/AGR.EEMEN I CIIANGES: The key terms of the ILA are as follows: The County
will prcavide, funding can a reimbursement basis for the Case Coordinator position, sutaject to annual
appropriation of the BOCC". The individual will be an employee of the Statewide GAI. Office, not the
County, for all purposes, including workers' compensation and unemployment. The Statewide (iAL j
Office will indemnify the County for any liability under state and federal employment laws.
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STAFF RECOMMENDATIONS: Approval. li
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TOTAL. COST" 44 012.03 INDIRECT COST: BUDGETED: Yes X No I
DIFFERENTIAL OF LOCAL PREFERENCE: �r
COST TO COUNTY: 44 012.03 SOURCE OF FUNDS:
_____..__. _.._..._..__ __...._._ ..
REVENUE PRODUCING: ar-
., ING: Yes l� AMOUNT PER MON°TII Year
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APPROVED BY: County Atty _,_ C7 �3/Purcla,.Mtn g Risk Mata�a�ccnt
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DOCUMENTATION: Included _ Not Required,_,,,,,,,.,_.
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DISPOSITION: _ _ _ AGENDA ITEM, # _�
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Revised 7/0
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MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: Statewide GAL Office Contract #
......................... .......... ......................................---............
Effective Date: July 1, 2014 11
Expiration Date: J.1t-rt,e 30, 201.5 .............
Contract Purpose/Description:
Approval of Agreement with Statewide Guardian Ad Litem Office for Reimbursement
of'Case Coordinator Services to� � t
Coordinatorposition, for time
od J 2Q qi Ujyj 14 h Jun302015 (State FY 2015).-_
............ .......... ............................—
...............1-11,111111-......"....... ............ .............. ..........
.............. ............ ................... ...................
Contract Manager: Alexsandra Leto 3485 Guardian ad Litem, Prog�am 9-13
-------------- ........
(Name) (Ext.) (Department/Stop
for BOCC rneetin;� on 7/16/14 Lenda Deadline: 7/l/14
CONTRACT COSTS
Total Dollar Value of Contract: $ 44,012.03 Current Year Portion:
..................-—----------------------""Budgeted'? Yes® No Account Codes: 001- 04100- 530-340--....---
G
............
County Match: S -...........
ADDITIONAL (.'OSTS
Estimated Ongoing Costs: $ /yr For: —-----
(Not included in dollar value above) (q. maintenance, Litilities,.janitorial,,,,ilaries,etc.)
CONTRACT REVIEW
Changes Date Out
Date In Needed Reviewer
i YsF- NDvision Di
Risk Management "Yes E] No
............... ..........
O.M.B./Puretasing YesF �NoFY1 5 -2) -Ili
County Attorney Yes[:] No
.... ................ .................
Comments:
OMB Forni Revi�,ed 2/27/01 MCP 42
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AGRE.EMENT, WITH STATEWIDE GUARDIAN AD LIT OFFICE E 'C:IR
REIMBURSEMENT E MENT OF CASE COORDINATOR SERVICES I
THIS AGREEMENT, made and entered into on the dates specified herein, by and j
between the STATEWIDE: GUARDIAN AD Li EM 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". J'
WHEREAS, Florida children involved in the Staate's dependency system have long been
aided by tlae Guardian ad f,item programs located in the Staate's judicial circuits; and
WHEREAS, tlac Statewide Civardian ad Utem Office was created to pa•eavicle 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 I..item 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 (JAI. program operating in Monroe County, and
WHEREAS, the Board recognizes the benetit the Sixteenth Judicial Circuit CjAI,
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 (JAI.,
program as set forth herein; and.
WHEREAS, in the 2012 regular legislative session, the l"lorida legislature passed S13
1960, now codified in § 39. 2 '7, 1~.S., which in pertinent part states that the Statewide
Guardian Ad Utem Office may enter into an agreement by which the county agrees to
provides funding to the local guardian ad litem office in order to employ persons who will
assist in the operation of the GAI., program within the county', and that any such
agreement, at a minimum, must provide that the statewide office shall fully indemnify tlae
County for any liability for violation for state and federal laws by the Statewide C.ivardia.n
Ad 1..item Office, its agents or employees as authorized by § 76 .2 (1 )" F.S, to tile,
extent such liability is the result of the acts or omissions of the Statewide Guardian ad
f,item 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 ,is a result: of the fact thaat. the
County will not be able to manage, control, or oversee the personnel f`aan.ded under this
Agreement, nor the work environment in which such personnel will word; and
f Wlll"",REAS, the Board desires to achieve these aims b entering into this Interlocal
Agreement; and
WHEREAS,S, this. Interlocal Agreement is entered into pursuant to § 16 .01, Florida
Statutes, and the Parties have the authority pursuant to § 16 .01 to enter into said
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Agreement concerning the provision of the GAL services tinder a joint exercise of power
hereinafter described, and, in particular, to spell out the manner of employing necessary J(
personnel pursuant to § 16 3.01( )(g); and �
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WHEREAS, inJune 201 t:he Parties entered into an interlocal agreement, whereby the,
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County agreed to provide funding on a reimbursement basis for the position on the terms
and conditions spe ifid in the agreement; and I
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I1LRU'AS, the June 2013 i terlocal agreement between the parties ("June201 J") J
specified that the agreement would only run for one year, front July 1, 2013 to .little 30, �{
2014; and J
WHEREAS, the Parties wish to continue to fund the position on the terms and conditions
specified in the June 2013 ILA..
NOW,"1`11C ERE FORE,that for and in cousideraation of"the terms, conditions and.
covenants hereinafter provided, the Parties agree as follows:
SECTION ONE: GUARDIAN D I.iTEM RESPONSIBILITIES
A. The GAL agrees to hire a 1.0 FTE Other Personnel `services position with the title
Case Coordinator for the period of"JLily 1, 2014 through June 30, 2015, with tlae
primary duties and responsibilities of the position to include:
See attached Position Description, Attachment "A."
B. The (JAL agrees to pay the individual hired in this position., at the rate o1"` 15,90
per hour at forty hours per week for a period of 52 weeks under the term of the
Agreement.
C". "Fite GAL agrees to manage and supervise the individual hired in this position
pursuant to CJAI., personnel policies and procedures.
11 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.
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1l;. The GA 1., agrees to be responsible for the payment of salary, as well as all I'°`lC`A
taxes, withholding taxes, state and federal unemployment taxes, retirement
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benefits, and insurance benefits, if`applicable, related to the individual hired in the
position.
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1'. The (IAL agrees that said employee shall not be considered ra County employee,
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SECTIONTWO: COUNTY RESPONSIBUXIFIES
A. The County agrees to reimburse the GAL.. at 100%the actual cost ofsalary, as
wells as for any and all payment of FICA taxes, withholding taxes, stated and
federal unemployment taxes, retirement benefits, and insurance benefits, if*
applicable related to the individual hired in the position, riot, to exceed
$44,012.03 over the term of the Agreement (pro ratedif the Agreement begins
after July 1, 2014).
13, 'Fhe (11 ounty shall provide payment under this Agreement on a cost
reimbursement basis. Reimbursement shall be made monthly based on the
GAI,,'s submission and the County's approval of a monthly invoice. Payrnent
shall be made in accordance with the Florida Focal Government f1rompt
Payment Act. The GAL, agrees to provide the (I'ounty with documentation of'
all costs represented on the invoice if requested and the Cotuity may require
docturtentation 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 air), approval necessary
under the terms of the Agreement may be withheld until all evaluation and
documentation expenditures due from the GAt, and necessary adjustments
thereto,have been approved by the County, However, the County agrees to
rise due diligence in approving and to proceed with a sense of urgency and
priority in making reimbursement to the (JAI..
C. The COUNIN 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 11— Expense Reimbursement Requirements, Evidence of.
payment by the Statewide Guardian ad I..item Office or the local guardian ad
litern office within the 16"'Judicial Circuit shall be in the form of a letter,
summarizing expenses, with supporting documentation attached. 'I'lleletter
should contain a,notarized certification statement. An example of a
reimbursement request cover letter is included as Attachment
11 After the Clerk of the Board examines and approves the request for
reimbursement,the Board shall reimburse the entity that submitted the
request. 1"he total of said reimbursement expense payments shall not exceed
the total amount authorized by Monroe County Board of County
Commissioners through the budgetary process.
Reimbursement by the County shall be made to the GAL, at the following
address:
Statewide Guardian ad lAtern Office
Financial Resources
P.O. Box 10628
Tallahassee, Florida 32302
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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 the records that are confidential and exempt from disclosure pursuant to
Florida law. Such records shall be maintained by the GAL in accordance With the
State retention schedule. I he County shall have the right to obtain and inspect
any, audit pertaining to the performance of this Agreement as permitted by law.
R The GAL, shall maintain at the Program office within the Sixteenth Judicial
Circuit the complete and accurate records and supporting documentation of(he
work and/or services provided by this position, as well as expenses, c(,,)sts,
invoices, and materials provided and performed and chargeable by the (3,41, to the
County.
The Statewide GAL Office is responsible for compliance with all requirements of
federal under
state employment laws, and shall fully indemnify the county from any
liability such laws, as authorized by s. 768.28(19), F.S., to the extent such
liability is the result of the acts or omissions of the Statewide Guardian Ad Litern
Office or its agents or employees, including but not limited to claims arising
under Title VII of the Civil Rights Acts of 1964; 'Fitle I of the Americans with
Disabilities Act, 43 U.S.C. § 1983; the Family Medical leave Act; tile Fair Labor
Standards Act; chapters 440, 443, 447 and 760, Florida Statutes; Sectioll
H 2.3187, F.S.; and the Age Discrimination in Employment Act, as amended. from Il
time to trine.
SECTION FOUR: TERNIXTEECTIVE DATE
The position provided for in Section One shall commenceRfly 1, 2014 and continue
through June 30, 2015. At the conclusion ofthis 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, 2014, this Agreement shall lapse and/or automatically
terminate. C.ontinuation 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 flinds shall be returned to the County within thirty (30) days
of the end of the state fiscal year 2014-15, with an accounting summary to reflect how`
and to what extent funds were, used.
SECTION SIX: PUBLIC RECORDS
The Parties acknowledge that this Agreement and any related financial records, audits,
records, plans, correspondence, and other documents related to this agreement may be
subject to public disclosure pursuant to Chapter 119, Florida Statutes. In the event a
party fails to abide by the provisions of Chapter 119, Florida Statutes, the other part),,,
without prejudice to any right or remedy, and after giving that party rive (5) days written
notice and that party fails to allow access to such documents within that period, nay
terminate this Agreement.
SECTION SEVEN : COMPLETE AGREEMENT
']'his document incorporates and includes all prior negotiations, correspolidence,
conversations, agreements, or understandings applicable to the matters contained herein,
and the parties agree that there are no commitments, agreements, or understandings fJf
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 docturient eXeCUted by the
Parties hereto.
The foregoing sets forth the terms and conditions of the Agreement between the GAL and
the County, "I"his Agreement takes effect on the date last signed below.
IN WfFNESS WHEREOF,the Parties hereto have executed by signature their
agreement herewith on day of 2014.
APPROVED:
BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY
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By:
Deputy Clerk Mayor
STA'rEWIDE GUARDIAN AD LITEM OFFICE
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By:
Alan F. Abramowitz, Executive Director
Statewide Guardian ad Litein Office
M NR E' ("(DUNNTY ATTORNEY
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401
CASE COORDINATOR i
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DISTINGUI HING CHARACTERISTICS OF WORK
This is responsible professional work with a circuit court Guardian ad.Litem(GAL)program, r
j coordinating the advocacy ofthe best interests of abused,neglected and abandoned children,children �
involved in a dissolution of marriage,and children who are victims of or witnesses to criminal acts.
The case coordinator gathers information relating to the case and,gives recommendations and written
reports to the court. The case coordinator attends court hearings,depositions,case plan conferences,
dependency mediations,staffings,and meetings with the Department of Children and Families and
other social service agencies. The case coordinator assigns tasks to volunteers to expedite case work
and promote timely permanency objectives. Extensive contact is made with the Department of
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Children and Families, local law enforcement agencies,the Office of the State Attorney, schools,
teachers,doctors,attorneys,psychologists,psychiatrists,social workers,and a variety ofother social
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service agencies and professionals. The case coordinator must exercise discretion in dealing with
confidential and extremely sensitive issues before the court. Work is performed under stressful
conditions and involves contact with individuals involved in emotional and traumatic situations.
Work is performed under the general supervision of the Program Director.
F.DUCATIUN AND TRAINING GUIDELINES
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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 1
social science, and one year of experience in a program of social service, counseling, teaching, or
supervising volunteers.
IQ jO J'LEDGE RILD ABILITIES
� LS AN j
Knowledge of Florida Statutes relating to child protection. Knowledge of the principles and
dynamics of child development. Knowledge of the issues and dynamics of child abuse and neglect,
domestic violence, and the effects of a dissolution of marriage on children. Knowledge of social
services available to children. Knowledge of the operations of the Florida State Courts System and
the Guardian ad Litern program. Ability to communicate effectively with people from culturally and
economically diverse backgrounds,and people involved in emotionally distres s' s' `ons. Ability
to supervise and coordinate case work activities of volunteers. Ability to encourage and motivate
volunteers. Ability to maintain proper documentation on case activity and to assist in the preparation
of detailed court reports recommending a course of action for children. Ability to communicate
effectively and deal tactfully with individuals involved in litigation and stressful situations.
Effective: October 1, 1993
Revised: October 1,2002
Revised. January 1,2004
Guardian ad Litem Pay Grade 116
* * One employee who performs these functions as an OPS grant employee
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A7TACHMENT 8
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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 reimbursement to any other funding source."
Invoices should be billed to the contracting agency. Third party payments will not
be considered for reimbursement. Remember, the expense should be paid prior to
requesting a reimbursement.
Only current charges will be considered, no previous balances.
Reimbursement requests will be monitored In accordance with the level of detail In
the contract. This document should not be considered all-inclusive. The Clerk's
Finance Department reserves the right to review reimbursement requests on an
individual basis. Any questions regarding these guidelines should be directed to
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, 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.
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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.
Telephone Expenses
A user log of pertinent Information must be remitted Including: the party called,
the caller, the telephone number, the date, and the purpose of the call.
Travel and Meal Expenses
Travel expenses must be submitted on a State of Florida Voucher for
Reimbursement of Travel Expenses. Travel reimbursement requests must be
submitted and will be paid In accordance with Monroe County Code of Ordinances
and State laws and regulations. Credit card statements are not acceptable
documentation for reimbursement. If attending a conference or meeting a copy of
the agenda Is needed. Airfare reimbursement requires the original passenger
receipt portion of the airline ticket. A travel Itinerary Is appreciated to facilitate the
audit trail. Auto rental reimbursement requires the vendor invoice. Fuel purchases
should be documented with paid receipts. Taxis are not reimbursed If taken to
arrive at a departure point: for example, taking a taxi from one's residence to the
airport for a business trip is not reimbursable. Parking Is considered a reimbursable
travel expense at the destination. Airport parking during a business trip is not.
A detailed list of charges is required on the lodging invoice. Balance 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.
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Mileage reimbursement shall be at the rate established by ARTICLE XXVI, TRAVEL,
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, MEALS, AND MILEAGE POLICY of the Monroe County Code of
Ordinances. Meal guidelines state that travel must begin prior to 6 a.m. for
breakfast reimbursement, before noon and end after 2 p.m. for lunch
reimbursement, and before 6 p.m. and end after 8 p.m. for dinner reimbursement.
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Non-allowable Expenses
The following expenses are not allowable for reimbursement: capital outlay
expenditures (unless specifically Included in the contract), contributions,
depreciation expenses (unless specifically Included In the contract), entertainment
expenses, fundralsing, non-sufficient check charges, penalties and fines.
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ATTACHMENT C r!
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ORGANIZATION
LETTERHEAD
Monroe County Board of County Commissioners
Finance Department
500 Whitehead Street
Key West, FL 33040r
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Date
The following is a summary of the expenses for ( ) 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 yy
105 Employee B P/R ending 05/28/01 �XXXIXX
(A) Total
(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)
I certify that the above checks have been submitted to the vendors as noted and that the
expenses are accurate and in agreement with the records of this organization.
Furthermore, these expenses are in compliance with this organization's contract with the
Monroe County Board of County Commissioners and will not be submitted for
reimbursement to any other funding source.
Executive Director
Attachments (supporting documentation)
Sworn to and subscribed before me this day of 200_
by who is personally known to me.
Notary Public Notary Stamp
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