Item F31
Revised 2/95
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: November 21,2000
Division: Management Services
Bulk Item: Yes [gI No 0
Department: Grants Administration
AGENDA ITEM WORDING: Authorization for the Mayor to execute the fiscal year 2001
Human Service Organization contracts with the implementing agencies.
ITEM BACKGROUND: Funds are provided to human service organizations based on the
recommendation of the Monroe County Human Services Advisory Board annually. See
attached list of approved amounts.
PREVIOUS RELEVANT BOCC ACTION: Approval of the funding amounts as part of
FY2001 budget process.
STAFF RECOMMENDATION: Approval
TOTAL COST: 289,194.00
BUDGETED: Yes [gI No 0
COST TO COUNTY: 289,194.00
REVENUE PRODUCING: Yes 0 No [gI
AMOUNT PER MONTH
YEAR
APPROVED BY:COUNTY ATTY 0 OMB/PURCHASING 0 RISK MANAGEMENT 0
DIVISION DIRECTOR APPROVAL: -:::z.--~Q.. \
James L. Roberts, County Administrator
DOCUMENTATION: INCLUDED: [gI TO FOLLOW: 0 NOT REQUIRED~
DISPOSITION: AGENDA ITEM #:~:;) I
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract #
Contract with:American Red Cross Effective Date: 10/01/00
Expiration Date: 9/3 %1
Contract PurposelDescription:Provide direct services to the citizens of Monroe County, such as
disaster assistance, emergency communications, and health and safety training.
Contract Manager:David P. Owens
(N arne)
4482
(Ext. )
OMB/Grants
(Department)
for BOCC meeting on 11/21/00
Agenda Deadline: 11/7/00
CONTRACT COSTS
Total Dollar Value of Contract: $20,250.00 Current Year Portion: $20,250.00
Budgeted? Yes~ ' No 0 Account Codes: 001-03203-530340-
Grant: $0.00
County Match: $
ADDITIONAL COSTS
Estimated Ongoing Costs: $ _/yr For:
(Not included in dollar value above) (eg. maintenance, utilities, janitorial, salaries, etc.)
CONTRACT REVIEW
Division Director
Changes
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Comments:
OMB Form Revised 9/11/95 MCP #2
AGREEMENT
Red Cross
This Agreement is made and entered into this day of , 2000,
between the BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA, hereinafter
referred to as "Board" or "County," and THE GREATER MIAMI AND KEYS AMERICAN RED CROSS,
hereinafter referred to as "Provider."
WHEREAS, the Board and the Provider desire to enter into an agreement wherein the
Board contracts for services from the Provider to provide direct services, i.e., disaster assistance
and preparedness, emergency communications, information and referrals, and health and safety
training to the citizens of Monroe County, Florida, and
WHEREAS, the Board recognizes the publiC purpose to be met by an agreement for
services to be rendered in fiscal year ending September 30, 2001, now, therefore,
IN CONSIDERATION of the mutual promises and covenants contained herein, it is agreed:
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
rendering services to the citizens of Monroe County, Florida, in matters of health and education
in regard to the care of the residents, shall pay to the Provider for the Florida Keys Field Offices,
the total sum for fiscal year 2000-2001 of TWENTY THOUSAND TWO HUNDRED FIFTY DOLLARS
($20,250.00)
2. TERM. This Agreement shall commence on October 1, 2000, and terminate
September 30, 2001, unless earlier terminated pursuant to other provisions herein.
3. PAYMENT, Payment will be paid periodically, but no more frequently than
monthly as hereinafter set forth. Reimbursement requests will be submitted to the Board via
the Clerk's Finance Office. The County shall only reimburse, subject to the funded amounts
below, those reimbursable expenses which are reviewed and approved as complying with 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 documentation attached. The letter should contain a certification statement as well
as a notary stamp and signature. An example of a reimbursement request cover letter is
included as Attachment B.
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 of ($20,250.00) 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 direct services, i.e., disaster assistance, emergency communications, and
health and safety training to meeting such needs of the citizens of Monroe County, Florida.
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 for the amount of the audit exception and the Provider shall promptly repay any
audit exception.
6. INDEMNIFICATION AND HOLD HARMLESS. Notwithstanding any other
agreements, the Greater Miami & The Keys Chapter of the American Red Cross agrees to defend,
hold harmless, and indemnify the Board of County Commissioners of Monroe county, Florida,
against any legal liability, including reasonable attorneys fees, in respect to bodily injury, death,
and property damage arising from the negligence of the said Greater Miami & the Keys Chapter
during its use of the property belonging to the said Board of County Commissioners of Monroe
County, Florida.
7. INDEPENDENT CONTRACTOR. At all times and for all purposes hereunder, the
Provider is an independent contractor and not an employee of the Board. No statement
contained in this agreement shall be construed so as to find the Provider or any of its
employees, contractors, servants or agents to be employees of the Board.
8. COMPLIANCE WITH LAW. In providing all services pursuant to this agreement,
the Provider shall abide by all statutes, ordinances, rules and regulations pertaining to or
regulating the provision of such services, including 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 demonstrate and
sustain compliance with:
(a) SOl(c)(3) Registration;
(b) Board of Directors of seven or more;
(c) Annual election of Officers and Director;
(d) Annual provision of annual report to County;
(e) Corporate Bylaws;
(f) Corporate Policies and Procedures Manual;
(g) Hiring policies for all staff;
(h) Cooperate with County monitoring visits; and
(i) Semi-annual performance reports to be presented to County.
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 amended by an agreement amendment,
which must be approved in writing by the Board.
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
provisions herein. Unless expressly provided for therein, such approval shall in no manner or
event be deemed to impose any obligation upon the Board in addition to the total agreed upon
reimbursement amount for the services of the Provider.
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 mail, return receipt
requested, to the other party as follows:
For Board:
Monroe County Attorney
PO Box 1026
Key West, FL 33041
and
Louis LaTorre, Social Services Director
Public Service Building
5100 College Road
Key West, FL 33040
For Provider:
Nancy Graham, Manager, American Red Cross,
Monroe County Field Offices
3132 Flagler Avenue
Key West, FL 33040
16. CONSENT TO JURISDICTION. 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 to be
kept and performed by the Provider shall not be deemed or considered as a continuing waiver
and shall not operate to bar or prevent the Board from declaring a forfeiture for any succeeding
breach, either of the same conditions or covenants or otherwise.
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, purchased
with funds provided under this agreement, shall become the property of Monroe County and
shall be 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.
IN WITNESS WHEREOF, the parties hereto have caused these presents to be executed as
of the day and year first written above.
(SEAL)
ATTEST: DANNY L. KOLHAGE, CLERK
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By
By
Mayor/Chairman
Deputy Clerk
THE GREATER MIAMI AND KEYS
AMERICAN RED CROSS
(Federal ID No.
)
Witness
Witness
By
Title
jdconredcross
ATIACHMENT A
Exoense Reimbursement Reauirements
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 FS 112.061, which is attached for
reference.
A cover letter summarizing the major line items on the reimbursable expense request should also
contain a 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 expenses 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 305/292-3528.
Pavroll
A certified statement verifying the accuracy and authenticity of the payroll expenses.
If a Payroll Journal is provided, it should include:
Payroll Journal dates, employee name, salary, or hourly rate, hours worked during the payroll
journal dates, with holdings where appropriate, check number and check amount
If a Payroll Journal is not provided, the following must be listed:
Check number, date, payee, check amount, support for applicable payroll taxes
Original vendor invoices must be submitted for Worker's Compensation and Liability insurance
coverage.
Teleohone Exoenses
A user log of pertinent information must be remitted; the party called, the caller, the telephone
number, the date, and the purpose of the call must be identified.
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.
Suoolies. services. etc.
For supplies or services ordered, the County requires the original vendor invoice.
Rents. leases. etc.
A copy of the rental agreement or lease is required. Deposits and advance payments will not be
allowable expenses.
Postaae. overniaht deliveries. courier. etc.
A log of all postage expenses as it relates to the County contract is required for reimbursement.
For overnight or express deliveries, the original vendor invoice must be included.
Reoroductions. cooies. etc.
A log of copy expenses as it relates 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 original vendor invoice
is required and a sample of the finished product.
Travel Exoenses: Please refer to Florida Statute 112,061.
Travel expenses must be submitted on a State of Florida Voucher for Reimbursement of Travel
Expenses. Credit card statements are not acceptable documentation for reimbursement.
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 original vendor invoice. Fuel purchases should be
documented with original paid receipts.
Original taxi receipts should be provided. However, reasonable fares will be reimbursed without
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.
Original toll receipts should be provided. However, reasonable tolls will be reimbursed without
receipts.
Parking is considered a reimbursable travel expense at the destination. Airport parking during a
business trip is not.
Lodging reimbursement requires a detailed listing of charges. The original lodging invoice must be
submitted. The County will only reimburse the actual room and related bed tax. Room service,
movies, and personal telephone calls (see previous guidelines) are not allowable expenses. Per
diem lodging expenses may apply. Again, refer to Florida Statute 112.061.
Meal reimbursement is breakfast at $3.00, lunch at $6.00, and dinner at $12,00. Meal guidelines
are that travel must begin prior to 6:00 a.m. for breakfast reimbursement, before noon and end
after 2:00 p.m. for lunch reimbursement, and before 6:00 p.m. and after 8:00 p.m. for dinner
reimbursement.
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. A
mileage map is available for reference to allowable miles from various Florida destinations.
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.
Data orocessina. PC time. etc.
The original vendor invoice is required for reimbursement.
considered reimbursable expenditures unless appropriate
department (see Payroll above) are attached and certified.
Intercompany allocations are not
payroll journals for the charging
The followina are not allowable for reimbursement:
Penalties and fines
Non-sufficient check charges
Fundraising
Contributions
Capital outlay expenditures (unless specifically included in the contract)
Depreciation expenses (unless specifically included in the contract)
ATTACHMENT B
HUMAN SERVICE ORGANIZATION LETTERHEAD
Monroe County Board
of County Commissioners
Finance Department
500 Whitehead Street
key West, Florida 33040
(Date)
The following is a summary of the expenses for (Human Service Oraanization name) for the
time period of to
Check # Pavee Reason Amount
101 A Company Rent $xxxx.xx
102 B Company Utilities $xxxx.xx
103 0 Company Phone ' '$xxxx.xx
104 Person A Payroll $xxxx.xx
105 Person B Payroll $xxxx.xx
(A) Total $xxxx.xx
-------
-------
(B) Total prior payments $xxxx.xx
(C) Total requested and paid (A + B) $xxxx.xx
(D) Total contract amount $xxxx.xx
Balance of contract (0 - C) $xxxx.xx
-------
-------
I certify that the above checks have been submitted to the vendors as noted and that the expenses
are accurate and in agreement with the records of this organization. Furthermore, these expenses
are in compliance with this organization's contract with the Monroe County Board of Commissioners
and will not be submitted for reimbursement to any other funding source.
Executive Director
Attachments (supporting documentation)
STATE OF FLORIDA
COUNTY OF MONROE
SWORN TO AND SUBSCRIBED before me this _ day of , 200_ by
(Event Contact Person) who is personally known
to me
presented as identification:
Notary Public, State of Florida at Large
My Commission Expires:
Jdconhsoex
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract #
Contract with:Big Brothers/Big Sisters Effective Date:l0/0l/00
Expiration Date:9/30/01
Contract Purpose/Description:provides funding to perform and carry out children's services,
including companionship and development services to young persons living in Monroe County.
Contract Manager:David P. Owens
(Name)
4482
(Ext. )
OMB/Grants
(Department)
for BOCC meeting on 11/21/00
Agenda Deadline: 11/7/00
CONTRACT COSTS
Total Dollar Value of Contract: $20,000.00 Current Year Portion: $20,000.00
Budgeted? YeslZl No D Account Codes: 001-03001-530340-
Grant: $0.00
County Match: $
ADDITIONAL COSTS
Estimated Ongoing Costs: $ _/yr For:
(Not included in dollar value above) (eg. maintenance, utilities, janitorial, salaries, etc.)
CONTRACT REVIEW
Changes
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Comments:
OMB Form Revised 9/11/95 MCP #2
AGREEMENT
Big Brothers Big Sisters
This Agreement is made and entered into this day of , 2000,
between the BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA, hereinafter
referred to as "Board" or "County," and BIG BROTHERS - BIG SISTERS OF MONROE COUNTY,
FLORIDA, hereinafter referred to as "Provider."
WHEREAS, the Provider is in need of financial assistance, and
WHEREAS, the County has recognized the need and wishes to contribute to the Provider,
and
WHEREAS, the County recognizes that the services of the Provider constitute a service to
the people of Monroe County, 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 children's services needed for the
general welfare of Monroe County, Florida, shall pay to the Provider the sum of TWENTY
THOUSAND DOLLARS ($20,000.00) for fiscal year 2000-2001.
2. TERM. This Agreement shall commence on October 1, 2000, and terminate
September 30, 2001, unless earlier terminated pursuant to other provisions herein.
3. PAYMENT. Payment will be paid periodically, but no more frequently than
monthly as hereinafter set forth. Reimbursement requests will be submitted to the Board via
the Clerk's Finance Office. The County shall only reimburse, subject to the funded amounts
below, those reimbursable expenses which are reviewed and approved as complying with 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 documentation attached. The letter should contain a certification statement as well
as a notary stamp and signature. An example of a reimbursement request cover letter is
included as Attachment B.
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 of $20,000.00 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 children's
services, including companionship and development services, to persons living in Monroe
County, Florida. Said services shall include, but are not limited to, those services described in
Provider's Details of Specific Program for Which Funding is Requested, attached hereto as Exhibit
C 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 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 attorney's 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. No statement
contained in this agreement shall be construed so as to find the Provider or any of its
employees, contractors, servants or agents to be employees of the Board.
8. COMPLIANCE WITH LAW. In providing all services pursuant to this agreement,
the Provider shall abide by all statutes, ordinances, rules and regulations pertaining to or
regulating the provision of such services, including 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 demonstrate and
sustain compliance with:
(a) SOl(c)(3) Registration;
(b) Board of Directors of seven or more;
(c) Annual election of Officers and Director;
(d) Annual provision of annual report to County;
(e) Corporate Bylaws;
(f) Corporate Policies and Procedures Manual;
(g) Hiring policies for all staff;
(h) Cooperate with County monitoring visits; and
(i) Semi-annual performance reports to be presented to County.
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 amended by an agreement amendment,
which must be approved in writing by the Board.
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
provisions herein. Unless expressly provided for therein, such approval shall in no manner or
event be deemed to impose any obligation upon the Board in addition to the total agreed upon
reimbursement amount for the services of the Provider.
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 mail, return receipt
requested, to the other party as follows:
For Board:
Monroe County Attorney
PO Box 1026
Key West, FL 33040
and
Louis LaTorre, Social Services Director
Public Service Building
5100 College Road
Key West, FL 33040
For Provider:
Big Brothers/Big Sisters
Post Office Box 505
Key West, Florida 33040
16. CONSENT TO JURISDICTION. 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 to be
kept and performed by the Provider shall not be deemed or considered as a continuing waiver
and shall not operate to bar or prevent the Board from declaring a forfeiture for any succeeding
breach, either of the same conditions or covenants or otherwise.
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,
purchased with funds provided under this agreement, shall become the property of Monroe
County and shall be 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.
IN WITNESS WHEREOF, the parties hereto have caused these presents to be executed as
of the day and year first written above.
(SEAL)
ATTEST: DANNY L. KOLHAGE, CLERK
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By
By
Deputy Clerk
Mayor/Chairman
Witness
BIG BROTHERS - BIG SISTERS OF
MONROE COUNTY,. FLORIDA
(Federal ID No.
)
By
Witness
Executive Director
jdconbig
ATTACHMENT A
Exoense Reimbursement Reauirements
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 FS 112.061, which is attached for
reference.
A cover letter summarizing the major line items on the reimbursable expense request should also
contain a 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 part\' payments will not be considered
for reimbursement. Remember, the expenses 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 305/292-3528.
Pavroll
A certified statement verifying the accuracy and authenticity of the payroll expenses.
If a Payroll Journal is provided, it should include:
Payroll Journal dates, employee name, salary, or hourly rate, hours worked during the payroll
journal dates, with holdings where appropriate, check number and check amount
If a Payroll Journal is not provided, the following must be listed:
Check number, date, payee, check amount, support for applicable payroll taxes
Original vendor invoices must be submitted for Worker's Compensation and Liability insurance
coverage.
Teleohone Exoenses
A user log of pertinent information must be remitted; the party called, the caller, the telephone
number, the date, and the purpose of the call must be identified.
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.
Suoolies. services. etc,
For supplies or services ordered, the County requires the original vendor invoice.
Rents. leases. etc.
A copy of the rental agreement or lease is required. Deposits and advance payments will not be
allowable expenses,
Postaae. overniaht deliveries. courier. etc.
A log of all postage expenses as it relates to the County contract is required for reimbursement.
For overnight or express deliveries, the original vendor invoice must be included,
Reoroductions. cooies. etc.
A log of copy expenses as it relates 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 original vendor invoice
is required and a sample of the finished product.
Travel Exoenses: Please refer to Florida Statute 112,061.
Travel expenses must be submitted on a State of Florida Voucher for Reimbursement of Travel
Expenses. Credit card statements are not acceptable documentation for reimbursement.
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 original vendor invoice. Fuel purchases should be
documented with original paid receipts.
Original taxi receipts should be provided. However, reasonable fares will be reimbursed without
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.
Original toll receipts should be provided, However, reasonable tolls will be reimbursed without
receipts.
Parking is considered a reimbursable travel expense at the destination. Airport parking during a
business trip is not.
Lodging reimbursement requires a detailed listing of charges. The original lodging invoice must be
submitted. The County will only reimburse the actual room and related bed tax. Room service,
movies, and personal telephone calls (see previous guidelines) are not allowable expenses. Per
diem lodging expenses may apply. Again, refer to Florida Statute 112.061.
Meal reimbursement is breakfast at $3.00, lunch at $6,00, and dinner at $12.00. Meal guidelines
are that travel must begin prior to 6:00 a.m. for breakfast reimbursement, before noon and end
after 2:00 p.m. for lunch reimbursement, and before 6:00 p.m. and after 8:00 p.m. for dinner
reimbursement.
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. A
mileage map is available for reference to allowable miles from various Florida destinations.
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.
Data orocessinc. PC time. etc.
The original vendor invoice is required for reimbursement. Intercompany allocations are not
considered reimbursable expenditures unless appropriate payroll journals for the charging
department (see Payroll above) are attached and certified.
The followinc are not allowable for reimbursement:
Penalties and fines
Non-sufficient check charges
Fundraising
Contributions
Capital outlay expenditures (unless specifically included in the contract)
Depreciation expenses (unless specifically included in the contract)
AlTACHMENT B
HUMAN SERVICE ORGANIZATION LETTERHEAD
Monroe County Board
of County Commissioners
Finance Department
500 Whitehead Street
key West, Florida 33040
(Date)
The following is a summary of the expenses for (Human Service Oraanization name) for the
time period of to
Check # Pavee Reason Amount
101 A Company Rent $xxxx.xx
102 B Company Utilities $xxxx.xx
103 D Company Phone . $xxxx.xx
104 Person A Payroll $xxxx.xx
105 Person B Payroll $xxxx.xx
(A) Total $xxxx.xx
-------
-------
(B) Total prior payments $xxxx.xx
(C) Total requested and paid (A + B) $xxxx.xx
(D) Total contract amount $xxxx.xx
Balance of contract (D - C) $xxxx.xx
-------
-------
I certify that the above checks have been submitted to the vendors as noted and that the expenses
are accurate and in agreement with the records of this organization, Furthermore, these expenses
are in compliance with this organization's contract with the Monroe County Board of Commissioners
and will not be submitted for reimbursement to any other funding source.
Executive Director
Attachments (supporting documentation)
STATE OF FLORIDA
COUNTY OF MONROE
SWORN TO AND SUBSCRIBED before me this _ day of , 200_ by
(Event Contact Person) who is personally known
to me
presented as identification:
Notary Public, State of Florida at Large
My Commission Expires:
Jdc:onhsoex
VOLUNTEERS (Including Board Members)
12. 56 Volunteers contributed a total of 12,160 hours to our agency this past year.
Board: 720 hours I Programs: 11 ,440 hours I Committees: hours
13. How do you utilize volunteers in the operation of your agency? Big Brothers, Big Sisters and Big Couples serve
as role models and mentors to at-risk children residing in single-parent homes. The volunteers commit to spend
3 to 5 hours/week with the child over the course of 1 year. Volunteers also assist with special projects and
events for the children, including a new Kids Club for children who are on our agency's waiting list. Another
new project is Bigs In Schools, which would allow Bigs to mentor children ages 6 to 12 at their schools. Board
Member volunteers assist the agency in fund raising and other special events, including the Benihana Celebrity
Chef Cook-Off, Battle of the Bars, the Annual Holiday Celebration, and others, as well as attending board
meetings and assisting in volunteer recruitment efforts.
14. Briefly describe the training the volunteers receive.
Volunteer Bigs receive an orientation during an in-home assessment of their eligibility of for our program. As issues
arise, professional staff is available to assist them in improving the success of their matches.
Board Members receive an orientation to our board.
AGENCY OPERATIONS
15. Does agency have a grievance procedure for clients? If yes, briefly describe. Is it a formal procedure? How
are clients made aware of the procedure? N/A for our clients, though parents may call professional staff with
problems arising from a match.
16. What other organizations do you network with to prevent a duplication of services? Describe any sharing
of costs, referrals of clients, etc. BBBS of Monroe receives referrals from the courts, schools, and other
social service agencies. Additionally, we are considering sharing an Upper Keys office space and rent
with two other agencies to provide services to the children of this area.
17. Is your agency monitored by an outside agency? If yes, by who and how often? Under our Full Affiliation
Agreement with Big Brothers Big Sisters of America (our national parent agency), BBBS of Monroe is mandated to
adhere to all standards of operating procedures developed by the National Board. In order to determine whether
agencies are in full compliance with these standards, each agency is fully evaluated every three years by a National
Field Manager. Our agency was evaluated in March of 1998. We have been declared fully in compliance with all
national standards. In addition the Board of Directors conducts a Service Delivery Audit to ensure that all policies and
procedures are being followed.
FINANCIAL INFORMATION
18. Is your agency receiving any In-Kind Services i.e. free rent, utilities, maintenance, etc. from the County
or any other organization? No in-kind services.
19. What is the percentage of total agency revenue that goes to the following:
Fundraising Expenses? 3 % Administration Expenses 15 %
20. Complete Attachment B - Agency Salary Detail Form.
. .
DETAILS OF SPECIFIC PROGRAM FOR WHICH FUNDING IS REQUESTED
21. Please give a paragraph description of the agency program for which you are requesting funding. BBBS of
Monroe County is part of a federation that is the oldest mentoring organization in the United States, with 513
II affiliate a encies worldwide servin over 300 000 children annuall . We match children from sin le- aren
AGENCY NAME: Big Brothers Big Sisters of Monroe County, Inc.
g
g
Attachment C
y
g p
t
Attachment C
homes with caring adult mentors and role models who meet 3 to 5 hours/week for a year.
22. What need or problem in this community does this program address? Include your target population.
Our agency helps combat the problems of adolescent drug and alcohol abuse, school truancy/drop-out,
and violence. Our target population includes at-risk children from single-parent homes.
23. What data supports this need. Attach copies of any relevant documents or CITE Report. See attached. /
24. Where is this program being offered? List all sites and hours of operation. Program is offered from Key West
to Big Pine, with plans to expand to the rest of the Keys before the end of the calendar year. Program is
community-based, so there are no set sites or hours of operation.
25. What measurable changes do you plan to accomplish this next fiscal year? The biggest changes include the
opening of BBBS offices in the Middle and Upper Keys. We also anticipate providing on-site mentoring in
Monroe County schools with the new Bigs In School program.
PROGRAM UNIT/COST
26. Define program unit of service (Le. 1 unit = 1 hour counseling,; 1 unit = 1 night shelter/1 meal, etc) Unit = 1
matched child/parent/volunteer, or 1 unmatched child/parent.
a. Basis for cost formula: Explain how you developed the cost per unit (Le. total cost of program divided by total
units; total cost of program divided by total clients, etc.). Indicate the full cost of the unit of service. This cost
should include administration, etc. The unit cost should be the same for all funders of the program. Cost per
unit = cost of the program divided by the number of clients (or units).
b. 3 Year Unit Comparison: Provide the "cost per unit of service" and the past, current and proposed fiscal years.
Provide the numbers of units of service for the past, current and the proposed fiscal years.
UNIT TYPE PAST YEAR , CURRENT YEAR PROPOSED YEAR
COST PER UNIT clients $1,266 $1,079 $1,065
TOTAL # UNITS # of clients 62 75 85
..,S.UENTS SERVED
27. Please complete Attachment C - Total Unduplicated Clients Form. Sections C thru F are optional. Complete
these sections only if you have already gathered the data within your agency. Please complete Sections A and
B. Atfacl-,eA.. 8. ;,fQd
THIS SPACE INTENTIONALLY LEFT BLANK
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract #
Contract with:Caring Friends for Seniors Effective Date: 10/01/00
Expiration Date: 9/3 %1
Contract Purpose/Description:provides funding to perform services to elderly persons living in
Monroe County. Student organizations are matched with senior citizens to bridge the gap
between generations.
Contract Manager:David P. Owens
(Name)
4482
(Ext. )
OMB/Grants
(Department)
for BOCC meeting on 11/21/00
Agenda Deadline: 11/7/00
CONTRACT COSTS
Total Dollar Value of Contract: $10,000.00 Current Year Portion: $10,000.00
Budgeted? Yes~ No D Account Codes: 001-00506-530340-
Grant: $0.00
County Match: $
ADDITIONAL COSTS
Estimated Ongoing Costs: $_/yr For:
(Not included in dollar value above) (eg. maintenance, utilities, janitorial, salaries, etc.)
CONTRACT REVIEW
Division Director
Changes
Date In Needed~~ Rt:~ _ __
I~ YesDNoJ::::j ~~
~oCYesD No~ C\ \ LJ(~ ~~~~d""
loh-'IO<>YesDNO~"A O~
Date Out
Risk Management
o.~!pur~ng
/#
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YesDNoD
County Attorney
, ,~.. "..-
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Comments:
OMB Form Revised 9/11/95 MCP #2
AGREEMENT
Caring Friends for Seniors
This Agreement is made and entered into this day of , 2000,
between the BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA, hereinafter
referred to as "Board" or "County," and CARING FRIENDS FOR SENIORS, INC., hereinafter
referred to as "Provider."
WHEREAS, the Provider is in need of financial assistance, and
WHEREAS, the County has recognized the need and wishes to contribute to the Provider,
and
WHEREAS, the County recognizes that the services of the Provider constitute a service to
the people of Monroe County, 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 services needed to bridge the gap
between generations whereby student organizations are matched up one-on-one with seniors at
the Plantation Key Convalescent Center in Monroe County, Florida, shall pay to the Provider the
sum of TEN THOUSAND DOLLARS ($10,000.00) for fiscal year 2000-2001.
2. TERM. This Agreement shall commence on October 1, 2000, and terminate
September 30, 2001, unless earlier terminated pursuant to other provisions herein.
3. PAYMENT. Payment will be paid periodically, but no more frequently than
monthly as hereinafter set forth. Reimbursement requests will be submitted to the Board via
the Clerk's Finance Office. The County shall only reimburse, subject to the funded amounts
below, those reimbursable expenses which are reviewed and approved as complying with 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 documentation attached. The letter should contain a certification statement as well
as a notary stamp and signature. An example of a reimbursement request cover letter is
included as Attachment B.
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 of $10,000.00 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 services to
persons living in Monroe County, Florida. Said services shall include, but are not limited to,
those services described in Provider's Details of Specific Program for Which Funding is
Requested, attached hereto as Exhibit C 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 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 attorney's 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. No statement
contained in this agreement shall be construed so as to find the Provider or any of its
employees, contractors, servants or agents to be employees of the Board.
8. COMPLIANCE WITH LAW. In providing all services pursuant to this agreement,
the Provider shall abide by all statutes, ordinances, rules and regulations pertaining to or
regulating the provision of such services, including 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 demonstrate and
sustain compliance with:
(a) SOl(c)(3) Registration;
(b) Board of Directors of seven or more;
(c) Annual election of Officers and Director;
(d) Annual provision of annual report to County;
(e) Corporate Bylaws;
(f) Corporate Policies and Procedures Manual;
(g) Hiring policies for all staff;
(h) Cooperate with County monitoring visits; and
(i) Semi-annual performance reports to be presented to County.
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 amended by an agreement amendment,
which must be approved in writing by the Board.
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
provisions herein. Unless expressly provided for therein, such approval shall in no manner or
event be deemed to impose any obligation upon the Board in addition to the total agreed upon
reimbursement amount for the services of the Provider.
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 mail, return receipt
requested, to the other party as follows:
For Board:
Monroe County Attorney
PO Box 1026
Key West, FL 33040
and
Louis LaTorre, Social Services Director
Public Service Building
5100 College Road
Key West, FL 33040
For Provider:
Caring Friends for Seniors
103400 Overseas Highway #203
Key Largo, FL 33037
16. CONSENT TO JURISDICTION. 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 to be
kept and performed by the Provider shall not be deemed or considered as a continuing waiver
and shall not operate to bar or prevent the Board from declaring a forfeiture for any succeeding
breach, either of the same conditions or covenants or otherwise.
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,
purchased with funds provided under this agreement, shall become the property of Monroe
County and shall be 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.
IN WITNESS WHEREOF, the parties hereto have caused these presents to be executed as
of the day and year first written above.
(SEAL)
ATTEST: DANNY L. KOLHAGE, CLERK
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By
By
Deputy Clerk
Mayor/Chairman
Witness
CARING FRIENDS FOR SENIORS, INC.
(Federal ID No. )
By
Witness
Executive Director
jdconseniors
ATTACHMENT A
Exoense Reimbursement Reauirements
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 FS 112.061, which is attached for
reference.
A cover letter summarizing the major line items on the reimbursable expense request should also
contain a 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 expenses 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 305/292-3528.
Pavroll
A certified statement verifying the accuracy and authenticity of the payroll expenses.
If a Payroll Journal is provided, it should include:
Payroll Journal dates, employee name, salary, or hourly rate, hours worked during the payroll
journal dates, with holdings where appropriate, check number and check amount
If a Payroll Journal is not provided, the following must be listed:
Check number, date, payee, check amount, support for applicable payroll taxes
Original vendor invoices must be submitted for Worker's Compensation and Liability insurance
coverage.
Teleohone Exoenses
A user log of pertinent information must be remitted; the party called, the caller, the telephone
number, the date, and the purpose of the call must be identified.
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.
Suoolies. services. etc.
For supplies or services ordered, the County requires the original vendor invoice.
Rents. leases. etc.
A copy of the rental agreement or lease is required. Deposits and advance payments will not be
allowable expenses.
Postaae. overniaht deliveries. courier. etc.
A log of all postage expenses as it relates to the County contract is required for reimbursement.
For overnight or express deliveries, the original vendor invoice must be included.
Reoroductions, cooies, etc.
A log of copy expenses as it relates 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 original vendor invoice
is required and a sample of the finished product.
Travel Exoenses: Please refer to Florida Statute 112.061.
Travel expenses must be submitted on a State of Florida Voucher for Reimbursement of Travel
Expenses. Credit card statements are not acceptable documentation for reimbursement.
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 original vendor invoice. Fuel purchases should be
documented with original paid receipts.
Original taxi receipts should be provided. However, reasonable fares will be reimbursed without
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.
Original toll receipts should be provided, However, reasonable tolls will be reimbursed without
receipts.
Parking is considered a reimbursable travel expense at the destination. Airport parking during a
business trip is not.
Lodging reimbursement requires a detailed listing of charges. The original lodging invoice must be
submitted. The County will only reimburse the actual room and related bed tax. Room service,
movies, and personal telephone calls (see previous guidelines) are not allowable expenses. Per
diem lodging expenses may apply. Again, refer to Florida Statute 112.061.
Meal reimbursement is breakfast at $3.00, lunch at $6,00, and dinner at $12.00, Meal guidelines
are that travel must begin prior to 6:00 a.m. for breakfast reimbursement, before noon and end
after 2:00 p.m. for lunch reimbursement, and before 6:00 p.m. and after 8:00 p.m. for dinner
reimbursement.
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. A
mileage map is available for reference to allowable miles from various Florida destinations.
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.
Data orocessina, PC time, etc.
The original vendor invoice is required for reimbursement. Intercompany allocations are not
considered reimbursable expenditures unless appropriate payroll journals for the charging
department (see Payroll above) are attached and certified.
The followina are not allowable for reimbursement:
Penalties and fines
Non-sufficient check charges
Fundraising
Contributions
Capital outlay expenditures (unless specifically included in the contract)
Depreciation expenses (unless specifically included in the contract)
ATTACHMENT B
HUMAN SERVICE ORGANIZATION LETTERHEAD
Monroe County Board
of County Commissioners
Finance Department
500 Whitehead Street
key West, Florida 33040
(Date)
The following is a summary of the expenses for (Human Service Oraanization name) for the
time period of to
Check # Pavee Reason Amount
101 A Company Rent $xxxx.xx
102 B Company Utilities $xxxx.xx
103 D Company Phone . $xxxx.xx
104 Person A Payroll $xxxx.xx
105 Person B Payroll $xxxx.xx
(A) Total $xxxx.xx
-------
-------
(B) Total prior payments $xxxx.xx
(C) Total requested and paid (A + B) $xxxx.xx
(D) Total contract amount $xxxx.xx
Balance of contract (D - C) $xxxx.xx
-------
-------
I certify that the above checks have been submitted to the vendors as noted and that the expenses
are accurate and in agreement with the records of this organization. Furthermore, these expenses
are in compliance with this organization's contract with the Monroe County Board of Commissioners
and will not be submitted for reimbursement to any other funding source.
Executive Director
Attachments (supporting documentation)
STATE OF FLORIDA
COUNTY OF MONROE
SWORN TO AND SUBSCRIBED before me this _ day of , 200_ by
(Event Contact Person) who is personally known
to me
presented as identification:
Notary Public, State of Florida at Large
My Commission Expires:
Jdconhsoex
/-1--t+. C
AGENCY NAME: CARING FRIENDS FOR SENIORS
12. -"Z.B..- Volunteers contributed a total of /."150 hours to our agency this past year. ,1\(. \~c1e~ 5 -tL<,\e,",,~
Board: 50 hours Programs: hours Committees: _hours
13. How do you utilize volunteers in the operation of your agency? '/O'Oo.,,)T~~~~ VI";)I\ 5c.uIcf\~ w~ AP.~ Lc"'ZL.,/
14. Briefly describe the training the volunteers receive. Each student and adult volunteer-
receives a brief training program before visiting their senior
VOLUNTEERS (Including Board Members)
friend.
(Some information was supplied by Visiting Nurse
AGENCVOPERA TIONS;;>;"
15. Does agency have a grievance procedure for clients? If yes, briefly describe. Is it a formal procedure? How
are clients made aware of the procedure?
16. What other organizations do you network with to prevent a duplication of services? Describe any sharing
of costs, referrals of clients, etc. We are looking for more detail than your membership in Interagency
Council. An example of an appropriate answer is "one of XYZ's employees works out of our branch" or
"we joint fund X position with ABC Agency." see attachment #2
17. Is your agency monitored by an outside agency? If yes, by who and how often?
If not, how does your agency document and measure its service performance and success rates?
We c 11 h on month 1 basis.
.FINANCIA(l'i'IFOR~"TIQ"
18. Is your agency receiving any In-Kind Services i.e. free rent, utilities, maintenance, etc. from the County
or any other organization? If so, What is the fair market value? no
19. What is the percentage of total agency revenue that goes to the following:
Fundraising Expenses? ,.5 % Administration Expenses v 7 %
-20. Complete Attachment B - Agency Salary Detail Form.
,,~{> ;~(~>"",'1'f. :y.,_.':'", ,--::_><~',>_;'~t<-:'. ~;'>;i~:::";"";'~"';A,~-0."L~"__~-"- ;_):'<F;,~>~y,~'<.:(:'/:~~t..''j/~''\~-~h:J;4''<::{~0:'~>;;;;;:;' :c'p ,T"_:,:..".- - _, - - _ ; '_',1.)'_': ~ :,/:--"":,.~-:/;" - - ,.:r' ':''''';',::r::?:~:;;:;:;:'+>~: ^ ~:_::c'l, :<:,:-:,'.":::":;':' __'_:_:::""'7:>:~~-;:-':'::." "7':",:"'
DET AILS .OF~SPECIFrC~PROGRAivEF.OR~WRICH.fUNDING;>IS;:REQUESTED~.. ;:.: ~'tiit::hnient:~W2&3
_::.:,":'~,; ,c'_ -,_:i; ,-",C:.",. ,< '!"': ;_<:",&/.:::.:.~~~",i;.'1":,"'\'>,., :,_:_,~,~""",,"';', "":":",_..:'-':'-'i~',~ ,',_ *,_';'~'" 0'/:"':',>:,,:'" .- ~ ",:,'":,,,;~;';;~.":';< ;,-,;:>>::;~ ",c__ ';, ,'" -,' c,, :-' '" ,_:._..,,;~:>., ~''',
21. Please give a paragraph description of the agency program for which you are requesting funding.
22. What need or problem in this community does this program address? Include your target population.
23. What data supports this need. Attach copies of any relevant documents or CITE Report.
24. Where is this program being offered? List all sites and hours of operation.
25. What measurable changes do you plan to accomplish this next fiscal year?
5
A-rtc
Carino Friends lor seniors, Ine.
166 Corrine Place
Key Largo, FL 33037
Pheme 453-1166
ATIACHMENT # 2
!?t!g~lI 4 #-i
In 1999, we provided birthday gifts, Christmas gifts, Easter cards, Mothers Day
cards, Fathers Day Cards, Thanksgiving and Christmas cards to each senior involved in
the program. We know that holidays can be a very lonely and difficult time for those
senior citizens who have few family and friends living near. We just want them to know
that they are not forgotten, and that we care about them.
I'2ge 5 #16
There are no duplication of services, because there is no organization in Monroe
County that provides the services we do. The organizations we network with to find senior
citizens are: Monroe County Social Services, visiting nurse associations, churches, and
civic organizations. We also network to find volunteers through churches and various civic
organizations.
!}age 5 #21
Caring Friends for Seniors benefits senior citizens who live alone, are homebound,
or live in nursing homes. We specifically target senior citizens who have few family
members or friends living near, those who are visually or physically impaired and those
who are lonely and request a visitor. We match each volunteer with one senior citizen, who
visits on a regular basis.
(Our organization provides more than friendship, we also provide love and hope. As an example, a
beautiful 90 year old lady named Marie had little interaction from her family, and felt extremely lonely. We
set her up with a "caring friend" who would visit her weekly. When she had no one to visit her on
Christmas, we coordinated with a pastor who visited her, brought her a Christmas gift, Christmas dinner,
and he also prayed with her. When her family went out of town for 8 days, we coordinated with someone
who came over each day and prepared her meals. When she went to the nursing home and hospital, many of
us visited her on a regular basis. We fell in love with her, and she fell in love with us. We felt we lost a dear
friend when she passed away this week.)
Page 5 # 22
The need this program addresses most specifically is -Loneliness. Some senior
citizens who live alone or in nursing homes feel a sense of isolation as a result of separation
from families or loved ones. When people live alone or in nursing homes with little
interaction from friends or family members, this can cause feelings of loneliness and social
isolation. These senior citizens have contributed so much to our society, and it is
M-c-
ATTACHMENT 3
imperative to show them that they are still a viable and important part of our community.
We help these wonderful people to feel needed, loved, and respected.
Target Population: Senior citizens who live alone, homebound, or live in nursing
homes. We specifically target seniors who: 1) Have few family members or friends living
near 2) Those who can not drive anymore 3) Those who are visually impaired 4) Those
who are lonely, and want a friend to talk with.
Page 5 #23
Florida's aging population continues to grow. A 23% increase is projected for the
age 65 plus population by the year 2005. (as compared with 1995 figures). Florida has the
largest percentage of 65 plus population in the US, at 18.4 010. Monroe ~ounty, specifically
the Upper Keys, is even greater at 24.1 %.
When we look at the average lifespan of females and males, the figures are 79.1 and
72.3 years respectively. Almost 300/0 of people over the age of 65 live alone. Since many
have lost a spouse, or may not have family members in the local area, this can cause people
to feel socially isolated. Bottom line is this: We must find ways to deal with the social and
emotional needs of our aging population. That is what the Caring Friends for Seniors
program addresses.
1. Statistical Abstract of the us 1995,p.35,#36. 2. Statistical Abstract of the US 1995p.33#34 3. 1990CcnsusofPqlulllticn.
4. Statistical Abstract <<the US 1995,p. 47 #48. 5. Statistical Abstract of the US p. 47, #48.
Page 5 #24
This program is currently being offered in the Upper Keys. The Caring Friends
office hours vary, and are by appointment. But the volunteer hours are both daytime and
evening, and weekend hours. We would like to open another office in the middle or lower
keys, but are waiting to satisfy the financial needs at the Key Largo office.
Page 5 #25
We plan to give more speeches at churches, schools, and civic organizations in order
to inform people about the Caring Friends for Seniors organization.
As a long term (5 year) goal, we would like to open up a Caring Friends office in
Kansas City, and Chattanooga, TN.
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract #
Contract with:Domestic Abuse Shelter Effective Date: 10/01/00
Expiration Date:9/30/01
Contract Purpose/Description:provides funding to perform services such as shelter, counseling
and other appropriate services to battered spouses.
Contract Manager:David P. Owens
(Name)
4482
(Ext. )
OMB/Grants
(Department)
for BOCC meeting on 11/21/00
Agenda Deadline: 11/7/00
CONTRACT COSTS
Total Dollar Value of Contract: $25,000.00 Current Year Portion: $25,000.00
Budgeted? Yes[gl No D Account Codes: 001-03201-530340-
Grant: $0.00
County Match: $
ADDITIONAL COSTS
Estimated Ongoing Costs: $ _/yr For:
(Not included in dollar value above) (eg. maintenance, utilities,janitorial, salaries, etc.)
CONTRACT REVIEW
Changes
Date In Needed ~ ~r
Division Director /~ YesO N~ --::::::-~..v.:::::::.
Risk Manage~ent I~ YesO No0C, ' Ck'-L'j"-- P~,,-:t-x','"
o~lPnriLmg ~\qfesONo~.,t~-4 u.6~
County Attorney . ." -" YesD NoD
Date Out
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Comments:
OMB Form Revised 9/11/95 MCP #2
AGREEMENT
Domestic Abuse Shelter
This Agreement is made and entered into this day of , 2000,
between the BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA, hereinafter
referred to as "Board" or "County," and the DOMESTIC ABUSE SHELTER, INC., hereinafter
referred to as "Provider."
WHEREAS, a need exists in Monroe County to provide temporary shelter for battered
spouses and their dependents, and
WHEREAS, the Provider provides appropriate services to battered spouses in Monroe
County, and
WHEREAS, the services are provided free of charge and the Provider incurs expenses in
connection with the rendering of such services, 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 shelter for residents of Monroe County, Florida, shall pay to the Provider the sum of
TWENTY-FIVE THOUSAND DOLLARS ($25,000,00) for fiscal year 2000-2001.
2. TERM. This Agreement shall commence on October 1, 2000, and terminate
September 30, 2001, unless earlier terminated pursuant to other provisions herein.
3. PAYMENT. Payment will be paid periodically, but no more frequently than
monthly as hereinafter set forth. Reimbursement requests will be submitted to the Board via
the Clerk's Finance Office. The County shall only reimburse, subject to the funded amounts
below, those reimbursable expenses which are reviewed and approved as complying with 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 documentation attached, The letter should contain a certification statement as well
as a notary stamp and signature. An example of a reimbursement request cover letter is
included as Attachment B.
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 of $25,000.00 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 shelter, counseling and other appropriate services to battered spouses living
in Monroe County, Florida. Said services shall include, but are not limited to, those services
described in Provider's Details of SpecifiC Program for Which Funding is Requested, attached
hereto as Exhibit C 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 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 attorney's 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. No statement
contained in this agreement shall be construed so as to find the Provider or any of its
employees, contractors, servants or agents to be employees of the Board.
8. COMPLIANCE WITH LAW. In providing all services pursuant to this agreement,
the Provider shall abide by all statutes, ordinances, rules and regulations pertaining to or
regulating the provision of such services, including 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 demonstrate and
sustain compliance with:
(a) SOl(c)(3) Registration;
(b) Board of Directors of seven or more;
(c) Annual election of Officers and Director;
(d) Annual provision of annual report to County;
(e) Corporate Bylaws;
(f) Corporate Policies and Procedures Manual;
(g) Hiring policies for all staff;
(h) Cooperate with County monitoring visits; and
(i) Semi-annual performance reports to be presented to County.
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 amended by an agreement amendment,
which must be approved in writing by the Board.
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
provisions herein. Unless expressly provided for therein, such approval shall in no manner or
2
event be deemed to impose any obligation upon the Board in addition to the total agreed upon
reimbursement amount for the services of the Provider.
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 mail, return receipt
requested, to the other party as follows:
For Board:
Monroe County Attorney
PO Box 1026
Key West, FL 33040
and
Louis LaTorre, Social Services Director
Public Service Building
5100 College Road
Key West, FL 33040
For Provider:
Domestic Abuse Shelter, Inc.
Post Office Box 522696
Marathon Shores, FL 33052
16. CONSENT TO JURISDICTION. 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 to be
kept and performed by the Provider shall not be deemed or considered as a continuing waiver
and shall not operate to bar or prevent the Board from declaring a forfeiture for any succeeding
breach, either of the same conditions or covenants or otherwise.
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, purchased
with funds provided under this agreement, shall become the property of Monroe County and
shall be accounted for pursuant to statutory requirements.
3
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.
IN WITNESS WHEREOF, the parties hereto have caused these presents to be executed as
of the day and year first written above.
(SEAL)
ATTEST: DANNY L. KOLHAGE, CLERK
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By
By
Deputy Clerk
Mayor/Chairman
DOMESTIC ABUSE SHELTER, INC.
(Federal ID No. )
Witness
By
Executive Director
Witness
jdcondomestic
4
ATTACHMENT A
Exoense Reimbursement Reauirements
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 FS 112.061, which is attached for
reference.
A cover letter summarizing the major line items on the reimbursable expense request should also
contain a 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 expenses 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 305/292-3528.
Pavroll
A certified statement verifying the accuracy and authenticity of the payroll expenses,
If a Payroll Journal is provided, it should include:
Payroll Journal dates, employee name, salary, or hourly rate, hours worked during the payroll
journal dates, with holdings where appropriate, check number and check amount
If a Payroll Journal is not provided, the following must be listed:
Check number, date, payee, check amount, support for applicable payroll taxes
Original vendor invoices must be submitted for Worker's Compensation and Liability insurance
coverage.
Teleohone Exoenses
A user log of pertinent information must be remitted; the party called, the caller, the telephone
number, the date, and the purpose of the call must be identified.
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.
Suoolies. services. etc.
For supplies or services ordered, the County requires the original vendor invoice.
Rents. leases. etc.
A copy of the rental agreement or lease is required. Deposits and advance payments will not be
allowable expenses.
Postaae. overniaht deliveries. courier. etc.
A log of all postage expenses as it relates to the County contract is required for reimbursement.
For overnight or express deliveries, the original vendor invoice must be included.
Reoroductions. cooies. etc.
A log of copy expenses as it relates 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 original vendor invoice
is required and a sample of the finished product.
Travel Exoenses: Please refer to Florida Statute 112.061.
Travel expenses must be submitted on a State of Florida Voucher for Reimbursement of Travel
Expenses. Credit card statements are not acceptable documentation for reimbursement.
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 original vendor invoice. Fuel purchases should be
documented with original paid receipts.
Original taxi receipts should be provided. However, reasonable fares will be reimbursed without
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.
Original toll receipts should be provided. However, reasonable tolls will be reimbursed without
receipts,
Parking is considered a reimbursable travel expense at the destination. Airport parking during a
business trip is not.
Lodging reimbursement requires a detailed listing of charges. The original lodging invoice must be
submitted. The County will only reimburse the actual room and related bed tax. Room service,
movies, and personal telephone calls (see previous guidelines) are not allowable expenses. Per
diem lodging expenses may apply. Again, refer to Florida Statute 112.061.
Meal reimbursement is breakfast at $3.00, lunch at $6.00, and dinner at $12.00. Meal guidelines
are that travel must begin prior to 6:00 a,m. for breakfast reimbursement, before noon and end
after 2:00 p.m. for lunch reimbursement, and before 6:00 p.m, and after 8:00 p.m. for dinner
reimbursement.
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. A
mileage map is available for reference to allowable miles from various Florida destinations.
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.
Data orocessina. PC time. etc.
The original vendor invoice is required for reimbursement. Intercompany allocations are not
considered reimbursable expenditures unless appropriate payroll journals for the charging
department (see Payroll above) are attached and certified.
The followina are not allowable for reimbursement:
Penalties and fines
Non-sufficient check charges
Fundraising
Contributions
Capital outlay expenditures (unless specifically included in the contract)
Depreciation expenses (unless specifically included in the contract)
ATTACHMENT B
HUMAN SERVICE ORGANIZATION LETTERHEAD
Monroe County Board
of County Commissioners
Finance Department
500 Whitehead Street
key West, Florida 33040
(Date)
The following is a summary of the expenses for (Human Service Oraanization name) for the
time period of to
Check # Payee Reason Amount
101 A Company Rent $xxxx.xx
102 B Company Utilities . $xxxx.xx
103 D Company Phone . $xxxx.xx
104 Person A Payroll $xxxx.xx
105 Person B Payroll $xxxx.xx
(A) Total $xxxx.xx
-------
-------
(B) Total prior payments $xxxx.xx
(C) Total requested and paid (A + B) $xxxx.xx
(D) Total contract amount $xxxx.xx
Balance of contract (D - C) $xxxx.xx
-------
-------
I certify that the above checks have been submitted to the vendors as noted and that the expenses
are accurate and in agreement with the records of this organization. Furthermore, these expenses
are in compliance with this organization's contract with the Monroe County Board of Commissioners
and will not be submitted for reimbursement to any other funding source.
Executive Director
Attachments (supporting documentation)
STATE OF FLORIDA
COUNlY OF MONROE
SWORN TO AND SUBSCRIBED before me this _ day of , 200_ by
(Event Contact Person) who is personally known
to me
presented as identification:
Notary Public, State of Florida at Large
My Commission Expires:
Jdconhsoex
_; Domestic Abuse Shelter. Inc.
4 fEERS (Including Board MemberS)
DAS currently haS ~ Volunteers that contributed a total of 1.085.5 hours to our agency this past year.
-.
Board: ~hours 1 programs: 745.5 hours I Committees: 300 hours
13. Volunteers provide the following services: transportation of clients, distribution of literature, collection and sorting of
donations, general clerical support, and childcare. Volunteers are also utilized as interpreters.
14. Volunteers receive thirty hours of training in the areas of agency orientation, hotline training, children services, shelter
and outreach services, and court advocacy.
AGENCY OPERATIONS
15. Yes, See attached
16. DAS works coIlaboratively with several community tasks forces, civic groups, and human services
organizations to enhance services and serve as a resource to other entities. Some of the groups or
organization that DAS works with are the Southemmost homeless Assistance League, the State's Attomey's
Office, PACE Center for Girls, and Samuel's House. DAS does not share any cost with these entities in
providing services.
17. Yes. The Department of Children and Families monitors DAS annually to assess achievement of fulfilling program
goals and objectives. An annual report is done stating successes as well as any areas where there is opportunity
for enhancement. Each funder provides this type of monitoring for each grant received by DAS. (VOCA, and FCADV)
FINANCIAL INFORMATION
18. DAS does receive in-kind provision of facility space for our Tavemier outreach office, from Monroe County
Ubrary, and First Baptist Church in Marathon.
19. What is the percentage of total agency revenue that goes to the following:
Fundraising Expenses? 11 % Administration Expenses -1L %
20. Complete Attachment B - Agency Salary Detail Form.
DETAILS OF SPECIFIC PROGRAM FOR WHICH FUNDING IS REQUESTED
21. The Domestic Abuse Shelter, Inc. (DAS) provides direct services to individuals that are victims of domestic and
sexual violence throughout Monroe County. DAS has been in existence since 1984. Our mission is to provide safety
and support for the empowerment of victims of domestic and sexual violence, as well as facilitate the type of social
changes that will prevent the victimization of future generations. The Board of Directors and staff of DAS are
committed to ending domestic and sexual violence regardless of race, color, creed, religion, sexual orientation, age,
disability, national origin, and gender. There is a centrally located emergency shelter in Marathon, FL in an
undisclosed location and seven outreach offices. Our outreach offices are located in Key Largo, Tavemier,
Marathon, Big Pine Key, and Key West. Our program services include: 24 hour crisis hotline, in-shelter and outreach
counseling, emergency shelter, children and youth programs, court and human services advocacy, information and
referral, Sexual Assault Response Assistance, Gay and Lesbian Assistance, Supervised Visitation Program, and the
Domestic Safety Program, a batterers intervention program.
22. DAS addresses the problem of both victims of domestic and sexual violence and the challenges of the
abusers and batterers. While domestic violence historically has been against women, domestic violence
against men, perpetrated by women and men is a problem.
23. The most recent information available was collected from the Monroe County Sheriffs Office regarding the number
of reoorted incidents of violence. The following number of incidents were reported for the year 1998-99: Key West-
1500 incidents, Sugarloaf-70 incidents, Cudjoe Key-115 incidents, Big Pine Key-279 incidents, Marathon-64
incidents, Tavemier and Key Largo-125 incidents.
25.
.~mestic Abuse Shelter's program hours of operation are 24 hours for the emergency shelter, located in the
Jle Keys. outreach offices located in Key Largo, Tavernier, marathon, Big Pine Key, and Key West are open
,,onday Through Friday from 9:00 am _ 5:00 pm. Evening appointments are available. The hotline numbers are toll-
fre9 24 hours.
The Domestic Abuse Shelter will continue to provide comprehensive services that are responsive to the needs of
victims in Monroe County. DAS will work diligently to engage in public relation strategies to enhance the awareness
of domestic and sexual violence and promote the services of DAS. It is felt that if the visibility of our services is
enhanced, DAS can continue to reach women, men, and children that need our services.
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract #
Contract with:Florida Keys Childrens Effective Date: 1 % 1/00
Shelter
Expiration Date: 9/3 %1
Contract Purpose/Description:provides funding to perform services such as shelter, and early
intervention and prevention programs for youths and their families.
Contract Manager:David P. Owens
(Name)
4482
(Ext.)
OMB/Grants
(Department)
for BOCC meeting on 11/21/00
Agenda Deadline: 11/7/00
CONTRACT COSTS
Total Dollar Value of Contract: $30,000.00 Current Year Portion: $30,000.00
Budgeted? Yes[gl No D Account Codes: 001-03002-530340-
Grant: $0.00
County Match: $
ADDITIONAL COSTS
Estimated Ongoing Costs: $ _/yr For:
(Not included in dollar value above) (eg. maintenance, utilities, janitorial, salaries, etc.)
CONTRACT REVIEW
Changes
;;~ Needed ~
DivisionDirector / YesDN~ ~ ~
Risk Management '0 };Yl ) CO Y esD No~(t . lJ tL...-r'-'- ~~l""-
o~~ng ~lOcYesDNo~LdAt U~
Date Out
#
$/00
/o~/n
County Attorney I ~. ~::{::.:: YesD NoD
\ t... - - . ..- ,
Comments:
OMB Form Revised 9/11/95 MCP #2
AGREEMENT
Children's Shelter
This Agreement is made and entered into this day of , 2000,
between the BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA, hereinafter
"Board" or "County," and FLORIDA KEYS CHILDREN'S SHELTER, INC., "Provider."
WHEREAS, it is provided in the Provider's Articles of Incorporation that the purpose of the
Provider is to provide early intervention and prevention programs for youth in crisis and their
families and help in the form of an emergency shelter residential facility for abused, neglected
and runaway children; and
WHEREAS, the Board recognizes a public purpose in reimbursing the Provider for
employee salaries and operating expenses in lieu of providing the publiC support which would
otherwise be necessary for children in crisis and their families, 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 shelter, and early intervention and prevention programs for youth's and their families
living in Monroe County, Florida, shall pay to the Provider the sum of THIRTY THOUSAND
DOLLARS ($30,000.00) for fiscal year 2000-2001.
2. TERM. This Agreement shall commence on October 1, 2000, and terminate
September 30, 2001, unless earlier terminated pursuant to other provisions herein.
3. PAYMENT. Payment will be paid periodically, but no more frequently than
monthly as hereinafter set forth. Reimbursement requests will be submitted to the Board via
the Clerk's Finance Office. The County shall only reimburse, subject to the funded amounts
below, those reimbursable expenses which are reviewed and approved as complying with 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 documentation attached.
The letter should contain a certification statement as well as a notary stamp and
signature. An example of a reimbursement request cover letter is included as Attachment B.
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 of ($30,000.00) 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 shelter, and early intervention and prevention programs for youth's and their
families living in Monroe County, Florida. Said services shall include, but are not limited to,
those services described in Provider's Details of Specific Program for Which Funding is
Requested, attached hereto as Exhibit C and incorporated herein.
S. 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 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 attorney's fees) which arise out of, in connection with, or by reason of services
rendered under this agreement by the Provider or any of its agents, employees, officers,
subcontractors, in any tier, occasioned by the negligence or other wrongful act or omission of
the Provider or its subcontractors in any tier, their employees or agents. The extent of liability
is in no way limited to, reduced, or lessened by the insurance requirements contained elsewhere
within this agreement.
7. INDEPENDENT CONTRACTOR. At all times and for all purposes hereunder, the
Provider is an independent contractor and not an employee of the Board. No statement
contained in this agreement shall be construed so as to find the Provider or any of its
employees, contractors, servants or agents to be employees of the Board.
8. COMPLIANCE WITH LAW. In providing all services pursuant to this agreement,
the Provider shall abide by all statutes, ordinances, rules and regulations pertaining to or
regulating the provision of such services, including 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 demonstrate and
sustain compliance with:
(a) 501(c)(3) Registration;
(b) Board of Directors of seven or more;
(c) Annual election of Officers and Director;
(d) Annual provision of annual report to County;
(e) Corporate Bylaws;
(f) Corporate Policies and Procedures Manual;
(g) Hiring policies for all staff;
(h) Cooperate with County monitoring visits; and
o Semi-annual performance reports to be presented to County.
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 amended by an agreement amendment,
which must be approved in writing by the Board.
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
provisions herein. Unless expressly provided for therein, such approval shall in no manner or
event be deemed to impose any obligation upon the Board in addition to the total agreed upon
reimbursement amount for the services of the Provider.
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;
(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 mail, return receipt
requested, to the other party as follows:
For Board:
Monroe County Attorney
PO Box 1026
Key West, FL 33041
and
Louis LaTorre, Social Services Director
Public Service Building
5100 College Road
Key West, FL 33040
For Provider:
Kathleen Tuell, Executive Director
Florida Keys Children's Shelter, Inc.
73 High Point Road
Tavernier, FL 33070
16. CONSENT TO JURISDICTION. 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 to be
kept and performed by the Provider shall not be deemed or considered as a continuing waiver
and shall not operate to bar or prevent the Board from declaring a forfeiture for any succeeding
breach, either of the same conditions or covenants or otherwise,
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,
purchased with funds provided under this agreement, shall become the property of Monroe
County and shall be 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.
IN WITNESS WHEREOF, the parties hereto have caused these presents to be executed as
of the day and year first written above.
(SEAL)
AlTEST: DANNY L. KOLHAGE, CLERK
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By
By
Mayor/Chairman
Deputy Clerk
FLORIDA KEYS CHILDREN'S SHELTER, INC.
(Federal ID No. )
Witness
By
Witness
Executive Director
jdconshelter
ATTACHMENT A
Exoense Reimbursement Reauirements
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 FS 112.061, which is attached for
reference.
A cover letter summarizing the major line items on the reimbursable expense request should also
contain a 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 expenses 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 305/292-3528.
Pavroll
A certified statement verifying the accuracy and authenticity of the payroll expenses.
If a Payroll Journal is provided, it should include:
Payroll Journal dates, employee name, salary, or hourly rate, hours worked during the payroll
journal dates, withholdings where appropriate, check number and check amount
If a Payroll Journal is not provided, the following must be listed:
Check number, date, payee, check amount, support for applicable payroll taxes
Original vendor invoices must be submitted for Worker's Compensation and Liability insurance
coverage.
Teleohone Exoenses .
A user log of pertinent information must be remitted; the party called, the caller, the telephone
number, the date, and the purpose of the call must be identified.
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.
Suoolies. services. etc.
For supplies or services ordered, the County requires the original vendor invoice.
Rents. leases. etc.
A copy of the rental agreement or lease is required. Deposits and advance payments will not be
allowable expenses.
Postaae. overniaht deliveries. courier. etc.
A log of all postage expenses as it relates to the County contract is required for reimbursement.
For overnight or express deliveries, the original vendor invoice must be included.
Reoroductions. cooies. etc.
A log of copy expenses as it relates 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 original vendor invoice
is required and a sample of the finished product.
Travel Exoenses: Please refer to Florida Statute 112.061.
Travel expenses must be submitted on a State of Florida Voucher for Reimbursement of Travel
Expenses. Credit card statements are not acceptable documentation for reimbursement.
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 original vendor invoice. Fuel purchases should be
documented with original paid receipts.
Original taxi receipts should be provided. However, reasonable fares will be reimbursed without
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.
Original toll receipts should be provided. However, reasonable tolls will be reimbursed without
receipts.
Parking is considered a reimbursable travel expense at the destination. Airport parking during a
business trip is not.
Lodging reimbursement requires a detailed listing of charges. The original lodging invoice must be
submitted. The County will only reimburse the actual room and related bed tax. Room service,
movies, and personal telephone calls (see previous guidelines) are not allowable expenses. Per
diem lodging expenses may apply. Again, refer to Florida Statute 112.061.
Meal reimbursement is breakfast at $3.00, lunch at $6.00, and dinner at $12.00. Meal guidelines
are that travel must begin prior to 6:00 a.m. for breakfast reimbursement, before noon and end
after 2:00 p.m. for lunch reimbursement, and before 6:00 p,m. and after 8:00 p.m. for dinner
reimbursement.
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. A
mileage map is available for reference to allowable miles from various Florida destinations.
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.
Data orocessina. PC time. etc.
The original vendor invoice is required for reimbursement. Intercompany allocations are not
considered reimbursable expenditures unless appropriate payroll journals for the charging
department (see Payroll above) are attached and certified.
The followina are not allowable for reimbursement:
Penalties and fines
Non-sufficient check charges
Fundraising
Contri butions
Capital outlay expenditures (unless specifically included in the contract)
Depreciation expenses (unless specifically included in the contract)
ATIACHMENT B
HUMAN SERVICE ORGANIZATION LETTERHEAD
Monroe County Board
of County Commissioners
Finance Department
500 Whitehead Street
key West, Florida 33040
(Date)
The following is a summary of the expenses for (Human Service Oraanization name) for the
time period of to
Check # Payee Reason Amount
101 A Company Rent $xxxx.xx
102 B Company Utilities $xxxx.xx
103 D Company Phone . . $xxxx.xx
104 Person A Payroll $xxxx.xx
105 Person B Payroll $xxxx.xx
(A) Total $xxxx.xx
-------
-------
(B) Total prior payments $xxxx.xx
(C) Total requested and paid (A + B) $xxxx.xx
(D) Total contract amount $xxxx.xx
Balance of contract (D - C) $xxxx.xx
-------
-------
I certify that the above checks have been submitted to the vendors as noted and that the expenses
are accurate and in agreement with the records of this organization. Furthermore, these expenses
are in compliance with this organization's contract with the Monroe County Board of Commissioners
and will not be submitted for reimbursement to any other funding source,
Executive Director
Attachments (supporting documentation)
STATE OF FLORIDA
COUNTY OF MONROE
SWORN TO AND SUBSCRIBED before me this _ day of , 200_ by
(Event Contact Person) who is personally known
to me
presented as identification:
Notary Public, State of Florida at Large
My Commission Expires:
Jdconhsoex
government.
FjN~q~INfqRM~Tl9N, .:' .... '.'
, .'.
.', '..'
. '
',',
.:.
18. Is your agency receiving any In-Kind Services Le. free rent, utilities, maintenance, etc. from the County or
any other organization? If so, What is the fair market value? $19,620
19. What is the percentage of total agency revenue that goes to the following:
Fundraising Expenses? 1.0 % Administration Expenses 7.3 %
20. Complete Attachment B - Agency Salary Detail Fonn.
, ,,' " :.. .
, ,.'. :::.:'""':.::'':,<
:DEtAlLS,OF:SPECIFic:PROGRAMCFOR~WHICH;FUNDINGISREQUESTED:,:_:'.....,..
..:.~~'. . ." .:. : _." , ''''.,,:.. .__".' :".. >,' _-'," ,_:_,:, :.'.... ,': ... _,', ': .., _:. '......" ,_. ': _...._', . '~'."" ..... . ..... ,:",' : .."', ,', ._,.;:,','.:.:.;.. ~ _'. .. _'_ .. _' .. .. - .;_ '_; ,'." '." :'. ," .'. .. .'" _:-_._.':. .., '_"." ;." '_: .. d'.. .., -: '-. -; .
21. Please give a paragraph description of the agency, program for which you are requesting funding.
The Florida Keys Children's Shelter provides residential and non-residential services to youth and families in crisis
in Monroe County. The 18-bed co-ed residential program, located in Tavemier, provides the only residential
services to abused, abandoned, neglected, runaway, truant, ungovernable and at-risk youth in the county. These
services are supported by a county-wide system of master's level community-based counselors who provide crisis
intervention and individual and family counseling. A family therapist, located in the Key West satellite office,
provides a more intensive intervention for appropriate lower Keys families.
22. What need or problem in this community does this program address? Include your target population.
FKCS is the only provider in the county of residential services for youth, 10 to 17 years of age, who are
abused, abandoned, neglected, runaway, truant, ungovemable or at-risk The agency also provides crisis
intervention to youth and families at-risk of the above issues. The agency is the DJJ contracted provider of
the statutorily-mandated CINS case staffing committee, which may petition the court to find a child a Child
In Need of Services (CINS) and to mandate services the child or family may need to resolve issues.
23. What data supports this need. Attach copies of any relevant documents or CITE Report.
The agency contracts with the Department of Children and Families for services to abused, abandoned and
neglected youth, and funding is contingent upon the need of that department as identified through their statistics
from calls to the abuse registry, the number of investigations initiated and the number of child placements for
either the duration of the investigative process or for temporary foster placement. The agency also contracts with
the Department of Juvenile Justice to provide temporary respite for truant, runaway and ungovernable youth as
defined in statute. In addition, the agency is the contracted provider for homeless/runaway youth who may be
identified through law enforcement or who may self-identify as requiring shelter care. These youth are primarily
from outside of the county and the task of the agency is to locate a safe location in the child's home state to retum
the child to. Again, there is no other agency serving these populations in the county. As a small, rural county with
a small population, it is by combining these populations and the dollars that are provided to serve them, that we
are able to sustain this minimal effort in our county. Without this program, all of these youth (approximately 200
served in the residential program annually) would be placed in programs in Miami-Dade County or elsewhere.
24. Where is this program being offered? List all sites and hours of operation.
Residential services:
Jelsema Center, 73 High Point Road, Tavemier, FL 33070 (open 24 hrsl7days)
Non-Residential Services:
Community-based counselors have offices in middle and high schools throughout the county. While they are
primarily available during regular school hours, it is expected that they will work with clients and families at the
convenience of the parents, which is most often in the evening and on weekends. Locations are:
Key Largo Middle School
Coral Shores High School
Marathon MiddleJHigh School
Sugarloaf Middle School
Horace O'Bryant Middle School
Key West High School
Satellite Office in Key West: Office hours are 9 a.m. to 5 p.m. Monday through Friday, however, as with the
community-based counselors, the therapist is available at the convenience of the family and works accordingly.
25. What measurable changes do you plan to accomplish this next fiscal year?
It is our hope that we will expand the continuum of services available to children and youth in Monroe County by
meeting the needs of children 0-10 who are too young to be served in Tavernier, and of youth aging out of the
foster care system through transitional living. These two programs will provide minimum coverage of these
populations.
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract #
Contract with:Florida Keys Outreach Effective Date: 10/01/00
Coalition
Expiration Date:9/30/01
Contract Purpose/Description:provides funding to perform services such as shelter, and other
services for homeless persons in Monroe County.
Contract Manager:David P. Owens
(Name)
4482
(Ext.)
OMB/Grants
(Department)
for BOCC meeting on 11/21/00
Agenda Deadline: 11/7/00
CONTRACT COSTS
Total Dollar Value of Contract: $10,057.00 Current Year Portion: $10,057.00
Budgeted? YeslZl No D Account Codes: 001-03206-530340-_
Grant: $0.00
County Match: $
ADDITIONAL COSTS
Estimated Ongoing Costs: $_/yr For:
(Not included in dollar value above) (eg. maintenance, utilities, janitorial, salaries, etc.)
CONTRACT REVIEW
Changes Date Out
Date In Need:d,......., ~ ~ei\ ______-
Division Director ~ YesD NJll:::J __~ ~ #-
Risk Manage1"ent IC,b7!ct YesD Norg/(\, LJL'-'-t< ~*"'---E-<,~ (~OC
~~ng utnll))YesDNo~J~ V~~ /~/;]D/trO
County Attorney 0' .' 0" YesD NoD
Comments:
OMB Form Revised 9/11/95 MCP #2
AGREEMENT
Outreach Coalition
This Agreement is made and entered into this day of ,
2000, between the BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA,
hereinafter referred to as "Board" or "County," and FLORIDA KEYS OUTREACH COALITION, INC.,
hereinafter referred to as "Provider."
WHEREAS, a need exists in Monroe County to provide services for homeless persons, and
WHEREAS, the Provider provides appropriate services to homeless persons in Monroe
County, and
WHEREAS, the services are provided free of charge and the Provider incurs expenses in
connection with the rendering of such services, 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, shall
pay to the Provider the sum of TEN THOUSAND FIFTY-SEVEN DOLLARS ($10,057.00) for fiscal
year 2000-2001.
2. TERM. This Agreement shall commence on October 1, 2000, and terminate
September 30, 2001, unless earlier terminated pursuant to other provisions herein.
3. PAYMENT. Payment will be paid periodically, but no more frequently than monthly
as hereinafter set forth. Reimbursement requests will be submitted to the Board via the Clerk's
Finance Office. The County shall only reimburse, subject to the funded amounts below, those
reimbursable expenses which are reviewed and approved as complying with 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
documentation attached. The letter should contain a certification statement as well as a notary
stamp and signature. An example of a reimbursement request cover letter is included as
Attachment B.
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 of $10,057.00 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 services to homeless persons living in Monroe County, Florida. Said services
shall include, but are not limited to, those services described in Provider's Details of Specific
Program for Which Funding is Requested, attached hereto as Exhibit C 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 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
attorney's fees) which arise out of, in connection with, or by reason of services rendered under
this agreement by the Provider or any of its agents, employees, officers, subcontractors, in any
tier, occasioned by the negligence or other wrongful act or omission of the Provider or its
subcontractors in any tier, their employees or agents. The extent of liability is in no way limited
to, reduced, or lessened by the insurance requirements contained elsewhere within this
agreement.
7. INDEPENDENT CONTRACTOR. At all times and for all purposes hereunder, the
Provider is an independent contractor and not an employee of the Board. No statement contained
in this agreement shall be construed so as to find the Provider or any of its employees,
contractors, servants or agents to be employees of the Board.
8. COMPLIANCE WITH LAW. In providing all services pursuant to this agreement,
the Provider shall abide by all statutes, ordinances, rules and regulations pertaining to or
regulating the provision of such services, including 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 demonstrate and
sustain compliance with:
(a) 501(c)(3) Registration;
(b) Board of Directors of seven or more;
(c) Annual election of Officers and Director;
(d) Annual provision of annual report to County;
(e) Corporate Bylaws;
(f) Corporate Policies and Procedures Manual;
(g) Hiring policies for all staff;
(h) Cooperate with County monitoring visits; and
(i) Semi-annual performance reports to be presented to County.
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 amended by an agreement amendment, which must be
approved in writing by the Board.
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
provisions herein. Unless expressly provided for therein, such approval shall in no manner or
2
event be deemed to impose any obligation upon the Board in addition to the total agreed upon
reimbursement amount for the services of the Provider.
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 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 mail, return receipt requested, to the
other party as follows:
For Board:
Monroe County Attorney
PO Box 1026
Key West, FL 33041
and
Louis LaTorre, Social Services Director
Public Service Building
5100 College Road
Key West, FL 33040
For Provider:
Florida Keys Outreach Coalition, Inc.
5100 College Road Rear
Key West, FL 33040
16. CONSENT TO JURISDICTION. 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 to be
kept and performed by the Provider shall not be deemed or considered as a continuing waiver and
shall not operate to bar or prevent the Board from declaring a forfeiture for any succeeding
breach, either of the same conditions or covenants or otherwise.
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, purchased
with funds provided under this agreement, shall become the property of Monroe County and shall
be accounted for pursuant to statutory requirements.
3
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.
IN WITNESS WHEREOF, the parties hereto have caused these presents to be executed as
of the day and year first written above.
(SEAL)
ATTEST: DANNY L. KOLHAGE, CLERK
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By
By
Mayor/Chairman
Deputy Clerk
FLORIDA KEYS COALITION
(Federal ID No.
)
Witness
By
President
Witness
jdconoutreach
4
ATTACHMENT A
Exoense Reimbursement Reauirements
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 FS 112.061, which is attached for
reference.
A cover letter summarizing the major line items on the reimbursable expense request should also
contain a 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 expenses 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 305/292-3528.
Pavroll
A certified statement verifying the accuracy and authenticity of the payroll expenses.
If a Payroll Journal is provided, it should include:
Payroll Journal dates, employee name, salary, or hourly rate, hours worked during the payroll
journal dates, withholdings where appropriate, check number and check amount
If a Payroll Journal is not provided, the following must be listed:
Check number, date, payee, check amount, support for applicable payroll taxes
Original vendor invoices must be submitted for Worker's Compensation and Liability insurance
coverage.
Teleohone Exoenses
A user log of pertinent information must be remitted; the party called, the caller, the telephone
number, the date, and the purpose of the call must be identified.
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.
Suoolies. services. etc.
For supplies or services ordered, the County requires the original vendor invoice.
Rents. leases. etc.
A copy of the rental agreement or lease is required. Deposits and advance payments will not be
allowable expenses.
Postaae. overniaht deliveries. courier. etc.
A log of all postage expenses as it relates to the County contract is required for reimbursement.
For overnight or express deliveries, the original vendor invoice must be included.
Reoroductions. cooies. etc.
A log of copy expenses as it relates 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 original vendor invoice
is required and a sample of the finished product.
Travel Exoenses: Please refer to Florida Statute 112.061.
Travel expenses must be submitted on a State of Florida Voucher for Reimbursement of Travel
Expenses. Credit card statements are not acceptable documentation for reimbursement.
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 original vendor invoice. Fuel purchases should be
documented with original paid receipts.
Original taxi receipts should be provided. However, reasonable fares will be reimbursed without
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.
Original toll receipts should be provided. However, reasonable tolls will be reimbursed without
receipts.
Parking is considered a reimbursable travel expense at the destination. Airport parking during a
business trip is not.
Lodging reimbursement requires a detailed listing of charges. The original lodging invoice must be
submitted. The County will only reimburse the actual room and related bed tax. Room service,
movies, and personal telephone calls (see previous guidelines) are not allowable expenses. Per
diem lodging expenses may apply. Again, refer to Florida Statute 112.061.
Meal reimbursement is breakfast at $3.00, lunch at $6.00, and dinner at $12.00. Meal guidelines
are that travel must begin prior to 6:00 a.m. for breakfast reimbursement, before noon and end
after 2:00 p.m. for lunch reimbursement, and before 6:00 p.m. and after 8:00 p.m. for dinner
reimbursement.
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. A
mileage map is available for reference to allowable miles from various Florida destinations.
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.
Data orocessinc. PC time. etc.
The original vendor invoice is required for reimbursement. Intercompany allocations are not
considered reimbursable expenditures unless appropriate payroll journals for the charging
department (see Payroll above) are attached and certified.
The followinc are not allowable for reimbursement:
Penalties and fines
Non-sufficient check charges
Fundraising
Contributions
Capital outlay expenditures (unless specifically included in the contract)
Depreciation expenses (unless specifically included in the contract)
ATTACHMENT B
HUMAN SERVICE ORGANIZATION LETTERHEAD
Monroe County Board
of County Commissioners
Finance Department
500 Whitehead Street
key West, Florida 33040
(Date)
The following is a summary of the expenses for (Human Service Oraanization name) for the
time period of to
Check # Pavee Reason Amount
101 A Company Rent $xxxx.xx
102 B Company Utilities $xxxx.xx
103 D Company Phone . $xxxx.xx
104 Person A Payroll $xxxx.xx
105 Person B Payroll $xxxx.xx
(A) Total $xxxx.xx
-------
-------
(B) Total prior payments $xxxx.xx
(C) Total requested and paid (A + B) $xxxx.xx
(D) Total contract amount $xxxx.xx
Balance of contract (D - C) $xxxx.xx
-------
-------
I certify that the above checks have been submitted to the vendors as noted and that the expenses
are accurate and in agreement with the records of this organization. Furthermore, these expenses
are in compliance with this organization's contract with the Monroe County Board of Commissioners
and will not be submitted for reimbursement to any other funding source.
Executive Director
Attachments (supporting documentation)
STATE OF FLORIDA
COUNTY OF MONROE
SWORN TO AND SUBSCRIBED before me this _ day of , 200_ by
(Event Contact Person) who is personally known
to me
presented as identification:
Notary Public, State of Florida at Large
My Commission Expires:
Jdconhsoex
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FLORIDA KEYS OUTREACH COALlTON (FKOC)
Attachment to page 5
VOLUNTEERS
Questions 12 through 14, see form
AGENCY OPERATIONS
Questions 15 through 17, see form
FINANCIAL INFORMATION
18. FKOC receives In-Kind Services from the County in the form of a Senior
Community Service Employment Program (SCSEP) trainee that trains with
FKOC 20 hours per week and whose minimum wage salary and benefits are
paid by the County out of federal funds. FKOC also rents its Outreach Office
space from the County at the rate of $100 per month. This is a trailer behind
the County's Social Service Department on Stock Island.
19. percentages of FKOC total revenue that goes to the following:
fundraising expenses? .7% administration expenses 4%
20. FKOC Salary Detail Form, see attached.
DETAILS of SPECIFIC PROGRAM FOR WHICH FUNDING IS REQUESTED.
21. This funding request is for administrative expenses which includes all
administrative expenses especially administrative salary expense.
22. The specific problem that FKOC's program addresses is homelessness and
the prevention of homelessness. FKOC's target population if homeless
persons and those "at risk" of being homeless.
23. The Southernmost Homeless Assistance League (SHAL) estimates there
are 1200 homeless persons per day in Monroe County. This is counting
persons living in situations not normally considered as suitable for human
habitation, such as cars, vans, derelict vessels, under bridges, in
substandard mobile homes, and in the mangroves.
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24. FKOC has 5 residential transitional housing sites in Key West which take
referrals from all over the county, specifically the Monroe County Detention
Centers throughout the county, the Middle and Upper Keys Guidance
Clinics, the hospitals, the Domestic Abuse Shelter in Marathon, and
churches throughout the county.
24. (continued)
, In addition FKOC's Outreach Office, located at 5100 College Road, Rear,
Stock Island, Key West provides services for the above organizations
throughout the keys by providing bus tickets for re-unification of homeless
persons with their families out of county, prescription drugs, and personal
care items for homeless persons. This office is open weekdays during
morning hours.
25. FKOC's measurable changes this next fiscal year will be most significantly in
the amount of women and children using the new transitional housing
program. This will enable homeless women coming from Samuel's House
Emergency Shelter in Key West or the Domestic Abuse Shelter in Marathon
to get the necessary vocational training, to establish employment stability,
and to learn other life skills necessary to become self sufficient.
S8
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract #
Contract with:U. S. Fellowship of Florida, Effective Date: 10/01/00
d/b/a Heron/Peacock
Expiration Date: 9/30/0 1
Contract Purpose/Description:provides funding to perform mental health services such as
counseling in Monroe County.
Contract Manager:David P. Owens
(Name)
4482
(Ext. )
OMB/Grants
(Department)
for BOCC meeting on 11/21/00
Agenda Deadline: 11/7/00
CONTRACT COSTS
Total Dollar Value of Contract: $38,155.00
Budgeted? YeslZl No D Account Codes:
Grant: $0.00
County Match: $
Current Year Portion: $38,155.00
001-01504-530340-_- Z- G, 15S-
001-01506-530340- - ir t>6b
-- - ,~
ADDITIONAL COSTS
Estimated Ongoing Costs: $_/yr For:
(Not included in dollar value above) (eg. maintenance, utilities, janitorial, salaries, etc.)
CONTRACT REVIEW
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Comments:
OMB Form Revised 9/11/95 MCP #2
AGREEMENT
Heron/Peacock
This Agreement is made and entered into this day of , 2000,
between the BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA, hereinafter
referred to as "Board" or "County," and U. S. FELLOWSHIP OF FLORIDA, INC. a/k/a/ HERON and
HERON/PEACOCK, hereinafter referred to as "Provider."
WHEREAS, the Board and the Provider desire to enter into an agreement wherein the
Board contracts for services from the Provider for the rendering of mental health services to the
citizens of the Middle Keys, Monroe County, Florida, and
WHEREAS, the Board is vested and charged with certain duties and responsibilities
relating to the housing, transportation, mental health and guidance of the citizens of Monroe
County, and
WHEREAS, such services have been rendered by the Provider in the past and have been
invaluable to the citizens of the Middle Keys, and
WHEREAS, similar services are to be provided in Key West under the auspices of
Heron/Peacock; and
WHEREAS, it is proper and fitting to enter into an agreement for services to be rendered
in the forthcoming fiscal year 2000-2001, 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 and obligations of the
Board, as to rendering housing, transportation, mental health counsel to the citizens of the
Middle Keys and Key West, Monroe County, Florida, shall reimburse the Provider for a portion of
the Provider's expenditures for residential and mental health services as billed by the Provider
for clients qualifying for such services under applicable state and federal regulations and
eligibility determination procedures. This cost shall not exceed a total reimbursement of
THIRTY-EIGHT THOUSAND ONE HUNDRED FIFTY-FIVE DOLLARS ($38,155.00) with $20,155.00
to Heron for services in the Middle Keys and $18,000.00 to Heron/Peacock for services in Key
West, for fiscal year 2000-2001.
2. TERM. This Agreement shall commence on October 1, 2000, and terminate
September 30, 2001, unless earlier terminated pursuant to other provisions herein.
3. PAYMENT. Payment will be paid monthly as hereinafter set forth. Certified
monthly financial and service load reports will be made available to the Board to validate the
delivery of services under this contract. The monthly financial report is due in the office of the
Clerk of the Board no later than the 15th day of the following month. After the Clerk of the
Board pre-audits the certified report, the Board shall reimburse the Provider for its monthly
expenses. However, the total of said monthly payments in the aggregate sum shall not exceed
the total amount of $38,155.00 during the term of this agreement. To preserve client
confidentiality required by law, copies of individual client bills and records shall not be available
to the Board for reimbursement purposes but shall be made available only under controlled
conditions to qualified auditors for audit purposes.
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 rendering counsel in the matter of mental health and guidance to the citizens of the
Middle Keys, Monroe County, Florida. The Provider shall provide these services in compliance
with Florida Statutes Chapter 394. Said services shall include, but are not limited to, those
services described in Provider's Details of Specific Program for Which Funding is Requested,
attached hereto as Exhibit C 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 for the amount of the audit exception and 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 attorney's fees) which arise out of, in connection with, or by reason of services
rendered under this agreement by the Provider or any of its agents, employees, officers,
subcontractors, in any tier, occasioned by the negligence or other wrongful act or omission of
the Provider or its subcontractors in any tier, their employees or agents. The extent of liability
is in no way limited to, reduced, or lessened by the insurance requirements contained elsewhere
within this agreement.
7. INDEPENDENT CONTRACTOR. At all times and for all purposes hereunder, the
Provider is an independent contractor and not an employee of the Board. No statement
contained in this agreement shall be construed so as to find the Provider or any of its
employees, contractors, servants or agents to be employees of the Board.
8. COMPLIANCE WITH LAW. In providing all services pursuant to this agreement,
the Provider shall abide by all statutes, ordinances, rules and regulations pertaining to or
regulating the provision of such services, including 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 demonstrate and
sustain compliance with:
(a) 501(c)(3) Registration;
(b) Board of Directors of seven or more;
(c) Annual election of Officers and Director;
(d) Annual provision of annual report to County;
(e) Corporate Bylaws;
(f) Corporate Policies and Procedures Manual;
(g) Hiring policies for all staff;
(h) Cooperate with County monitoring visits; and
(i) Semi-annual performance reports to be presented to County.
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. INSURANCE. The Provider shall obtain, prior to the commencement of work
governed by this agreement, at Provider's own expense, insurance to cover all its activities.
12. MODIFICATIONS AND AMENDMENTS. Any and all modifications of the
services and/or reimbursement of services shall be amended by an agreement amendment,
which must be approved in writing by the Board.
13. NO ASSIGNMENT. The Provider shall not assign this agreement except in writing
and with the prior written approval of the Board, which approval shall be subject to such
conditions and provisions as the Board may deem necessary. This agreement shall be
incorporated by reference into any assignment and any assignee shall comply with all of the
provisions herein. Unless expressly provided for therein, such approval shall in no manner or
event be deemed to impose any obligation upon the Board in addition to the total agreed upon
reimbursement amount for the services of the Provider.
14. 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.
15. 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.
16. NOTICE. Any notice required or permitted under this agreement shall be in
writing and hand-delivered or mailed, postage pre-paid, by certified mail, return receipt
requested, to the other party as follows:
For Board
Monroe County Attorney
PO Box 1026
Key West, FL 33041
For Provider
Cathy Harpe, Director
1320 Coco Plum Drive
Marathon, FL 33050
17. CONSENT TO JURISDICTION. 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.
18. NON-WAIVER. Any waiver of any breach of covenants herein contained to be
kept and performed by the Provider shall not be deemed or considered as a continuing waiver
and shall not operate to bar or prevent the Board from declaring a forfeiture for any succeeding
breach, either of the same conditions or covenants or otherwise.
19. 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.
20. PURCHASE OF PROPERTY. All property, whether real or personal, purchased
with funds provided under this agreement, shall become the property of Monroe County and
shall be accounted for pursuant to statutory requirements.
21. 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.
IN WITNESS WHEREOF, the parties hereto have caused these presents to be executed as
of the day and year first written above.
(SEAL)
ATTEST: DANNY L. KOLHAGE, CLERK
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By
By
Deputy Clerk
Mayor/Chairman
U. S. FELLOWSHIP OF FLORIDA (THE HERON)
(Federal ID No. )
By
Witness
Director
By
Witness
Chief Executive Officer
jdconheron
ATTACHMENT A
Exoense Reimbursement Reauirements
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 FS 112.061, which is attached for
reference.
A cover letter summarizing the major line items on the reimbursable expense request should also
contain a 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 expenses 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 305/292-3528.
Pavroll
A certified statement verifying the accuracy and authenticity of the payroll expenses.
If a Payroll Journal is provided, it should include:
Payroll Journal dates, employee name, salary, or hourly rate, hours worked during the payroll
journal dates, withholdings where appropriate, check number and check amount
If a Payroll Journal is not provided, the following must be listed:
Check number, date, payee, check amount, support for applicable payroll taxes
Original vendor invoices must be submitted for Worker's Compensation and Liability insurance
coverage.
Teleohone Exoenses
A user log of pertinent information must be remitted; the party called, the caller, the telephone
number, the date, and the purpose of the call must be identified.
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.
Suoolies, services, etc.
For supplies or services ordered, the County requires the original vendor invoice.
Rents. leases. etc.
A copy of the rental agreement or lease is required. Deposits and advance payments will not be
allowable expenses.
Postaae, overniaht deliveries, courier, etc.
A log of all postage expenses as it relates to the County contract is required for reimbursement.
For overnight or express deliveries, the original vendor invoice must be included.
Reoroductions. cooies. etc.
A log of copy expenses as it relates 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 original vendor invoice
is required and a sample of the finished product.
Travel Exoenses: Please refer to Florida Statute 112.061.
Travel expenses must be submitted on a State of Florida Voucher for Reimbursement of Travel
Expenses. Credit card statements are not acceptable documentation for reimbursement.
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 original vendor invoice. Fuel purchases should be
documented with original paid receipts.
Original taxi receipts should be provided. However, reasonable fares will be reimbursed without
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.
Original toll receipts should be provided. However, reasonable tolls will be reimbursed without
receipts.
Parking is considered a reimbursable travel expense at the destination. Airport parking during a
business trip is not.
Lodging reimbursement requires a detailed listing of charges. The original lodging invoice must be
submitted. The County will only reimburse the actual room and related bed tax. Room service,
movies, and personal telephone calls (see previous guidelines) are not allowable expenses. Per
diem lodging expenses may apply. Again, refer to Florida Statute 112.061.
Meal reimbursement is breakfast at $3.00, lunch at $6.00, and dinner at $12.00. Meal guidelines
are that travel must begin prior to 6:00 a.m. for breakfast reimbursement, before noon and end
after 2:00 p.m. for lunch reimbursement, and before 6:00 p.m. and after 8:00 p.m. for dinner
reimbursement.
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. A
mileage map is available for reference to allowable miles from various Florida destinations.
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.
Data orocessina. PC time. etc.
The original vendor invoice is required for reimbursement. Intercompany allocations are not
considered reimbursable expenditures unless appropriate payroll journals for the charging
department (see Payroll above) are attached and certified.
The followina are not allowable for reimbursement:
Penalties and fines
Non-sufficient check charges
Fundraising
Contributions
Capital outlay expenditures (unless specifically included in the contract)
Depreciation expenses (unless specifically included in the contract)
ATTACHMENT B
HUMAN SERVICE ORGANIZATION LETTERHEAD
Monroe County Board
of County Commissioners
Finance Department
500 Whitehead Street
key West, Florida 33040
(Date)
The following is a summary of the expenses for (Human Service Oraanization name) for the
time period of to
Check # Pavee Reason Amount
101 A Company Rent $xxxx.xx
102 B Company Utilities $xxxx.xx
103 D Company Phone '$xxxx.xx
104 Person A Payroll $xxxx.xx
105 Person B Payroll $xxxx.xx
(A) Total $xxxx.xx
-------
-------
(B) Total prior payments $xxxx.xx
(C) Total requested and paid (A + B) $xxxx.xx
(D) Total contract amount $xxxx.xx
Balance of contract (D - C) $xxxx.xx
-------
-------
I certify that the above checks have been submitted to the vendors as noted and that the expenses
are accurate and in agreement with the records of this organization. Furthermore, these expenses
are in compliance with this organization's contract with the Monroe County Board of Commissioners
and will not be submitted for reimbursement to any other funding source.
Executive Director
Attachments (supporting documentation)
STATE OF FLORIDA
COUNTY OF MONROE
SWORN TO AND SUBSCRIBED before me this _ day of , 200_ by
(Event Contact Person) who is personally known
to me
presented as identification:
Notary Public, State of Florida at Large
My Commission Expires:
Jdconhsoex
4---(- -r C,
AGENCY NAME:
U.S. Fellowship of Florida, Inc. AKfl, The Heron and Peacock Programs
<y()gQNt~E~S; (Incl~dingBbar~?~emb~r~}"~:;,~;,i0J]';;
12.
hours
Committees: 0
hours
Board: 60
13. How do you utilize volunteers in the operation of your agency? counseling, offi ce, maint., drivers
14. Briefly describe the training the volunteers receive.
Three weeks training on the job, First Aid/CPR, Disaster Readiness, Nutrition,
HIV/Infection Control, Emergency Evacuation, ~~dication Supervision, Group Facilitation
i~.;.~.-'~_)~'A:
:AG'EN
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15. Does agency have a grievance procedure for clients? If yes, briefIYldes~rib~. Ilf-ii..'l fwmalfrocedure? How
are clients made aware of the procedure? Yes, forms ava~laD e 0 e ~ e ou
16. What other organizations do you network with to prevent a duplication of services? Describe any sharing
of costs, referrals of clients, etc. We are looking for more detail than your membership in Interagency
Council. An example of an appropriate answer is :one of XY~'s .employees works out of our branch" or
"we joint fund X position with ABC Agency." Gu~dance Cl~n~c, Care Center, DePooHosp~ tal
1 7. Is your agency monitored by an outside agency? If yes, by who and how often?
If not, how does your agency document and measure its service performance and success rates?
Yes, Agency for Health Care Administration, HUD, annual
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$E,INANCI~~JNEORMAT[() ~:..
~. .....~..:\ol:~...."':~;..~"...... "~....,,.; ....<..,><'JII""!f(~d,~~"":
18. Is your agency receiving any In-Kind Services i.e. free rent, utilities, maintenance, etc. from the County
or any other organization? If so, What is the fair market value? Ci ty of Key West $115,200 free rent
19. What is the percentage of total agency revenue that goes to the following:
Fundraising Expenses-? 6 % Administration Expenses 15 %
,-20. Complete Attachment B - Agency Salary Detail Form.
21. Please give a paragraph description of the agency program for which you are requesting funding.
22. What need or problem in this community does this program address? Include your target population.
23. What data supports this need. Attach copies of any relevant documents or CITE Report.
24. Where is this program being offered? List all sites and hours of operation.
25. What measurable changes do you plan to accomplish this next fiscal year?
Heron House is a 1 bed ALF; Peacock House is an R bed ALF. Both have LUll ted Hental
Health Licenses, providing low cost housing, medication supervision, transportation,
social activities, and counseling to adults with chronic mental illness.
Heron is located at 1320 Coco Plum Drive, ~.1"arathon, FL serving :'>KiddIe and Upper KeYR
clients. Peacock is located at 2221 Patterson Drive, Key West, FL serving Lower Keys
clients.
5
lJ-++ ' C--
AGENCY NAME:
U.S. Fellowship of Florida, Inc. AKA The Heron and Peacock Programs
26. Define program unit of service (i.e. 1 unit = 1 hour counseling; 1 unit = 1 night shelterl1 meal, etc)
OR STATE WHY THIS DOES NOT APPLY TO YOUR OPERATION.
a. Basis for cost formula: Explain how you developed the cost per unit (i.e. total cost of program divided by total
units; total cost of program divided by total clients, etc.). Indicate the full cost of the unit of service. This cost
should include administration, etc. The unit cost should be the same for all funders of the program. ...-
b. 3 Year Unit Comparison: Provide the "cost per unit of service" and the past, current and proposed fiscal years.
Provide the numbers of units of service for the past, current and the proposed fiscal ypars. '
27. Please complete Attachment C - Total Unduplicated Clients Form. Sections C thru F are optional. Complete
these sections only if you have already gathered the data within your agency. Please complete Sections A and
B.
PEACOCK HOUSE
8 beds
bed day
2,880
n/a
36.23
36.23
A bed day is defined as shelter and case management for one 24 hour ueriod, and includes
access to food, shower, washer/dryer, local transportation, and prescription medication,
periodic urinalysis, referral to jobs, referral to mental health and substance abuse
treatment, house counseling, monitoring for compliance, and follow up activities.
A bed day is calculated by dividing the annual Operating Cost by 16 beds (or 8 beds),
divided by 360 days.
THIS SPACE INTENTIONALLY LEFT BLANK
6
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract #
Contract with:Hospice Effective Date: 10/01/00
Expiration Date:9/30/01
Contract Purpose/Description:provides funding for medical psychological, physical, and social
needs of terminally ill persons and their families in Monroe County
Contract Manager:David P. Owens
(Name)
4482
(Ext. )
OMB/Grants
(Department)
for BOCC meeting on 11/21/00
Agenda Deadline: 11/7/00
CONTRACT COSTS
Total Dollar Value of Contract: $40,000.00
Budgeted? YeslZl No D Account Codes:
Grant: $0.00
County Match: $
Current Year Portion: $40,000.00
001-~-530340-_
n3ztJ 2.r - -
~---
ADDITIONAL COSTS
Estimated Ongoing Costs: $ _/yr For:
(Not included in dollar value above) (eg. maintenance, utilities, janitorial, salaries, etc.)
CONTRACT REVIEW
Changes
Date In Needed,.......,~. ~
DivisionDirector ~ YesDN~ _ .~
RiSk~anagment' '$$C YesDNo~{(( lj~'-L~ k~~~~,-
O_~jPur~g 1~d:>YeSDNo~'---e... Il~
County Attorney '~ YesD NoD
Date Out
~
{990G
/{~~/&
Comments:
OMB Form Revised 9/11/95 MCP #2
AGREEMENT
Hospice
This Agreement is made and entered into this day of , 2000,
between the BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA,
hereinafter referred to as "Board" or "County," and HOSPICE OF THE FLORIDA KEYS, INC.,
hereinafter referred to as "Provider."
WHEREAS, the Board and the Provider desire to enter into an agreement wherein the
Board contracts for services from the Provider in providing the medical, psychological,
physical and social needs of terminally ill persons and their families and to mobilize other
community resources to meet such needs for the citizens of Monroe .County, and
WHEREAS, such services have been provided by the Provider in the past and have
been invaluable to the citizens of Monroe County, and
WHEREAS, such services will promote independence and home care for terminally ill
persons, and
WHEREAS, the Board recognizes the public purpose to be met by an agreement for
services to be rendered in fiscal year 2000-2001, 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
rendering services to the citizens of Monroe County, in matters of health and education in
regard to the care of terminally ill persons, shall pay to the Provider the sum of FORTY
THOUSAND DOLLARS ($40,000.00) for fiscal year 2000-2001
2. TERM. This Agreement shall commence on October 1, 2000, and terminate
September 30, 2001, unless earlier terminated pursuant to other provisions herein.
3. PAYMENT. Payment will be paid periodically, but no more frequently than
monthly as hereinafter set forth. Reimbursement requests will be submitted to the Board
via the Clerk's Finance Office. The County shall only reimburse, subject to the funded
amounts below, those reimbursable expenses which are reviewed and approved as
complying with 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 documentation attached. The letter should
contain a certification statement as well as a notary stamp and signature. An example of a
reimbursement request cover letter is included as Attachment B.
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 of ($40,000.00) 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 the medical, psychological, physical and social
needs of terminally ill persons and their families and shall mobilize other community
resources to meet such needs for the citizens of Monroe County, Florida. Said services shall
include, but are not limited to, those services described in Provider's Details of Specific
Program for Which Funding is Requested, attached hereto as Exhibit C 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 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 attorney's 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. No statement
contained in this agreement shall be construed so as to find the Provider or any of its
employees, contractors, servants or agents to be employees of the Board.
8. COMPLIANCE WITH LAW. In providing all services pursuant to this
agreement, the Provider shall abide by all statutes, ordinances, rules and regulations
pertaining to or regulating the provision of such services, including 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 demonstrate
and sustain compliance with:
(a) SOl(c)(3) Registration;
(b) Board of Directors of seven or more;
(c) Annual election of Officers and Director;
(d) Annual provision of annual report to County;
(e) Corporate Bylaws;
(f) Corporate Policies and Procedures Manual;
(g) Hiring policies for all staff;
(h) Cooperate with County monitoring visits; and
(i) Semi-annual performance reports to be presented to County.
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.
2
11. MODIFICATIONS AND AMENDMENTS. Any and all modifications of the
services and/or reimbursement of services shall be amended by an agreement amendment,
which must be approved in writing by the Board.
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
provisions herein. Unless expressly provided for therein, such approval shall in no manner
or event be deemed to impose any obligation upon the Board in addition to the total agreed
upon reimbursement amount for the services of the Provider.
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 iaws and regulations
with regard to employing the most qualified person(s) for positions unc;ler 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 mail, return receipt
requested, to the other party as follows:
For Board:
Monroe County Attorney
PO Box 1026
Key West, FL 33041
and
Louis LaTorre, Social Services Director
Public Service Building
5100 College Road
Key West, FL 33040
For Provider:
Liz Kern, President
Hospice of the Florida Keys, Inc.
1319 William Street
Key West, Florida 33040-4736
16. CONSENT TO JURISDICTION. 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 to
be kept and performed by the Provider shall not be deemed or considered as a continuing
waiver and shall not operate to bar or prevent the Board from declaring a forfeiture for any
succeeding breach, either of the same conditions or covenants or otherwise.
3
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,
purchased with funds provided under this agreement, shall become the property of Monroe
County and shall be 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.
IN WITNESS WHEREOF, the parties hereto have caused these presents to be
executed as of the day and year first written above.
(SEAL)
ATTEST: DANNY L. KOLHAGE, CLERK
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By
By
Mayor/Chairman
Deputy Clerk
HOSPICE OF THE FLORIDA KEYS, INC.
(Federal ID No. )
Witness
By
Executive Di rector
Witness
jdconhospice
BY
4
ATTACHMENT A
Exoense Reimbursement Reauirements
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 FS 112.061, which is attached for
reference.
A cover letter summarizing the major line items on the reimbursable expense request should also
contain a 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 partv payments will not be considered
for reimbursement. Remember, the expenses should be paid prioi 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 305/292-3528.
Pavroll
A certified statement verifying the accuracy and authenticity of the payroll expenses.
If a Payroll Journal is provided, it should include:
Payroll Journal dates, employee name, salary, or hourly rate, hours worked during the payroll
journal dates, with holdings where appropriate, check number and check amount
If a Payroll Journal is not provided, the following must be listed:
Check number, date, payee, check amount, support for applicable payroll taxes
Original vendor invoices must be submitted for Worker's Compensation and Liability insurance
coverage.
Teleohone Exoenses
A user log of pertinent information must be remitted; the party called, the caller, the telephone
number, the date, and the purpose of the call must be identified.
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.
Suoolies. services, etc.
For supplies or services ordered, the County requires the original vendor invoice.
Rents, leases. etc.
A copy of the rental agreement or lease is required. Deposits and advance payments will not be
allowable expenses.
Postaae, overniaht deliveries, courier, etc.
A log of all postage expenses as it relates to the County contract is required for reimbursement.
For overnight or express deliveries, the original vendor invoice must be included.
Reoroductions, cooies, etc.
A log of copy expenses as it relates 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 original vendor invoice
is required and a sample of the finished product.
Travel Exoenses: Please refer to Florida Statute 112.061.
Travel expenses must be submitted on a State of Florida Voucher for Reimbursement of Travel
Expenses. Credit card statements are not acceptable documentation for reimbursement.
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 original vendor invoice. Fuel purchases should be
documented with original paid receipts.
Original taxi receipts should be provided. However, reasonable fares will be reimbursed without
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.
Original toll receipts should be provided. However, reasonable tolls will be reimbursed without
receipts.
Parking is considered a reimbursable travel expense at the destination. Airport parking during a
business trip is not.
Lodging reimbursement requires a detailed listing of charges. The original lodging invoice must be
submitted. The County will only reimburse the actual room and related bed tax. Room service,
movies, and personal telephone calls (see previous guidelines) are not allowable expenses. Per
diem lodging expenses may apply. Again, refer to Florida Statute 112.061.
Meal reimbursement is breakfast at $3.00, lunch at $6.00, and dinner at $12.00. Meal guidelines
are that travel must begin prior to 6:00 a.m. for breakfast reimbursement, before noon and end
after 2:00 p.m. for lunch reimbursement, and before 6:00 p.m. and after 8:00 p.m. for dinner
reimbursement.
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. A
mileage map is available for reference to allowable miles from various Florida destinations.
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.
Data orocessinc, PC time, etc.
The original vendor invoice is required for reimbursement. Intercompany allocations are not
considered reimbursable expenditures unless appropriate payroll journals for the charging
department (see Payroll above) are attached and certified.
The followinc are not allowable for reimbursement:
Penalties and fines
Non-sufficient check charges
Fundraising
Contributions
Capital outlay expenditures (unless specifically included in the contract)
Depreciation expenses (unless specifically included in the contract)
ATTACHMENT B
HUMAN SERVICE ORGANIZATION LETTERHEAD
Monroe County Board
of County Commissioners
Finance Department
500 Whitehead Street
key West, Florida 33040
(Date)
The following is a summary of the expenses for (Human Service Oroanization name) for the
time period of to
Check # Pavee Reason Amount
101 A Company Rent $xxxx.xx
102 B Company Utilities $xxxx.xx
103 D Company Phone ' '$xxxx.xx
104 Person A Payroll $xxxx.xx
105 Person B Payroll $xxxx.xx
(A) Total $xxxx.xx
-------
-------
(B) Total prior payments $xxxx.xx
(C) Total requested and paid (A + B) $xxxx.xx
(D) Total contract amount $xxxx.xx
Balance of contract (D - C) $xxxx.xx
-------
-------
I certify that the above checks have been submitted to the vendors as noted and that the expenses
are accurate and in agreement with the records of this organization. Furthermore, these expenses
are in compliance with this organization's contract with the Monroe County Board of Commissioners
and will not be submitted for reimbursement to any other funding source.
Executive Director
Attachments (supporting documentation)
STATE OF FLORIDA
COUNTY OF MONROE
SWORN TO AND SUBSCRIBED before me this _ day of , 200_ by
(Event Contact Person) who is personally known
to me
presented as identification:
Notary Public, State of Florida at Large
My Commission Expires:
Jdconhsoex
4+-+ . c
AGENCY NAME:
Hospice of the Florida Keys, Inc.
VOLUNTEERS (Including Board Members)
12. 120 Volunteers contributed a total of 3,600_ hours to our agency this past year.
Board: 900 hours I Programs: 1000 hours I Committees: 1700 fundraising hours
13. How do you utilize volunteers in the operation of your agency?Patient care, clerical, fundraising, Board
leadership.
.
14. Briefly describe the training the volunteers receive. Patient care volunteers received about 20 hours of initial
Training covering: listening skills, issues of death & dying, disease process (Cancer, AIDS) as well as bereavement
Issues of surviving loved ones.
AGENCY OPERATIONS
15. Does agency have a grievance procedure for clients? If yes, briefly describe. Is it a formal procedure? How
are clients made aware of the procedure? Attachment S
16. What other organizations do you network with to prevent a duplication of services? Describe any sharing
of costs. referrals of clients. etc. We are looking for more detail than your membership in Interagency
Council. An example of an appropriate answer is "one of XYZ's employees works out of our branch" or
"we joint fund X position with ABC Agency." Attachment S
17. Is your agency monitored by an outside agency? If yes, by who and how often?
If not, how does your agency document and measure its service performance and success rates?
Attachment S
FINANCIAL INFORMATION
18. Is your agency receiving any In-Kind Services i.e. free rent. utilities, maintenance, etc. from the County or
any other organization? If so, What is the fair market value? Attachment S
19. What is the percentage of total agency revenue that goes to the following: Attachment S
Fundraising Expenses? % Administration Expenses %
20. Complete Attachment B - Agency Salary Detail Form. Attachment M
DETAILS OF SPECIFIC PROGRAM FOR WHICH FUNDING IS REQUESTED
21. Please give a paragraph description of the agency program for which you are requesting funding. Attachment S
22. What need or problem in this community does this program address? Include your target population.
Attachment S
23. What data supports this need. Attach copies of any relevant documents or CITE Report. Attachment S
24. Where is this program being offered? List all sites and hours of operation. Attachment S
25. What measurable changes do you plan to accomplish this next fiscal year? Attachment S
,-
~
ATTACHMENT S
15. The agency has a grievance procedure for clients, delineated in detailed policies and
procedures. Of prime importance is the letter sent to each client upon admission, signed by the
CEO, which gives phone numbers for complaints, questions, etc. Clients are advised to call the
CEO, any staff supervisor or the Fl. hot line number which consumers can report problems
directly to the Agency for Health Care Administration.
16. This is the only licensed Hospice organization serving Monroe County, and only licensed
programs are allowed to provide Hospice services. This agency case manages all Hospice
patients and provides all of their direct Hospice care. Overhead costs are shared with Visiting
Nurse Association of the Fl. Keys, with the VNA carrying approx. 74% of the overhead.
17. As a licensed, MedicareIMedicaid certified Hospice, the agency is closely monitored by the
Agency for Health Care Administration and its fiscal intermediary, Palmetto. Site visits and/or
desk reviews occur annually.
18. The agency has been given a space to use as a drop-off office by AHEC (Marathon). This
measure has helped lower expenses as Hospice/VNA consolidated their Middle and Upper Keys
offices in Tavernier, without interrupting services to the Middle Keys. The rent paid in prior
years for the Marathon space was approximately $IIOO/month.
19. Fund-raising Expenses are 2%. Administrative Expenses are 22%.
20. Attachment M
21. Hospice provides comprehensive, direct services to patients and their families experiencing
a life threatening illness (generally those with a prognosis of 6 months or less. Services include:
medical, nursing, personal care, counseling, spiritual advising, rehabilitation therapies,
nutritional, social work and bereavement. Most services are provided in a person's own place of
residence - contracts for care also are in place for all Monroe County hospitals and nursing
homes. The funds requested are used to offset unfunded and underfunded nursing and personal
care services - both are direct services.
22. This program targets all persons and their family members who have or are dealing with a
terminal illness, nearing the end of life. Most clients are elderly and have a cancer, end-stage
pulmonary or cardiac related diagnosis.
23. Statistics relating to death rates support the need for Hospice care. Various reports are used
included: those from County and City Planning Departments, The Health Council of South Fl..
the census, etc.
24. Hospice services are available and active throughout Monroe County, emanating from office
sites in Tavernier and Key West, with a drop-off site in Marathon. Services are available 7 days
a week, 24 hrs. a day, every day of the year.
25. A goal is to increase Hospice referrals by,5 % for the year. This will be done by increasing
publicity regarding the benefits offered by Hospice, by education of the public and increased.
education of physicians and other health care professionals.
26. Funds requested are to offset salary expense for direct service RNs and Home Health Aides,
to cover such expense for unfunded or underfunded care.
27. See Attachment L.
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract #
Contract with:Literacy Volunteers Effective Date: 1 % 1/00
Expiration Date:9/30/01
Contract Purpose/Description:provides funding for literacy training to citizens of Monroe
County
Contract Manager:David P. Owens
(Name)
4482
(Ext. )
OMB/Grants
(Department)
for BOCC meeting on 11/21/00
Agenda Deadline: 11/7/00
CONTRACT COSTS
Total Dollar Value of Contract: $10,732.00 Current Year Portion: $10,732.00
Budgeted? YeslZl No D Account Codes: 001-03205-530340-
Grant: $0.00
County Match: $
ADDITIONAL COSTS
Estimated Ongoing Costs: $ _/yr For:
(Not included in dollar value above) (eg. maintenance, utilities, janitorial, salaries, etc.)
CONTRACT REVIEW
Changes Date Out
~teIn Needed ~e~
Division Director /. I Y esD N~ -. -r ~ /'0. ~
Risk Management 10 0 YesD No~(\, U~ \6.t~(~ ~\ 00
o~lPu~~ing ~~YeSDNO~~ ao~ &JiOft'1
County Attorney ..' - ," .':' YesD NoD
.....~--"i-l-"..... ... .;"..
Comments:
OMB Form Revised 9/11/95 MCP #2
AGREEMENT
Literacy Volunteers
This Agreement is made and entered into this day of , 2000,
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 Board and the Provider desire to enter into an agreement wherein the
Board contracts for services from the Provider to provide education and reading skill development
to support adult literacy to meet such needs for the citizens of Monroe County, Florida, and
WHEREAS, such services have been provided by the Provider in the past and have been
invaluable to the citizens of Monroe County, and
WHEREAS, the Board recognizes the public purpose to be met by an agreement for
services to be rendered in fiscal year 2000-2001, 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
rendering services to the citizens of Monroe County, Florida, in matters of education and reading
skill development in regard to adult literacy in Monroe County, shall pay to the Provider the sum
of TEN THOUSAND SEVEN HUNDRED THIRTY-TWO DOLLARS ($10,732.00) for fiscal year 2000-
2001.
2. TERM. This Agreement shall commence on October 1, 2000, and terminate
September 30, 2001, unless earlier terminated pursuant to other provisions herein.
3. PAYMENT. Payment will be paid periodically, but no more frequently than
monthly as hereinafter set forth. Reimbursement requests will be submitted to the Board via the
Clerk's Finance Office. The County shall only reimburse, subject to the funded amounts below,
those reimbursable expenses which are reviewed and approved as complying with 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 documentation attached. The letter should contain a certification statement as well as
a notary stamp and signature. An example of a reimbursement request cover letter is included as
Attachment B.
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 of ($10,732.00) 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 education and reading skill development for adults in Monroe County, Florida.
Said services shall include, but are not limited to, those services described in Provider's Details of
Specific Program for Which Funding is Requested, attached hereto as Exhibit C 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 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
attorney's 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. No statement contained
in this agreement shall be construed so as to find the Provider or any of its employees,
contractors, servants or agents to be employees of the Board.
8. COMPLIANCE WITH LAW. In providing all services pursuant to this agreement,
the Provider shall abide by all statutes, ordinances, rules and regulations pertaining to or
regulating the provision of such services, including 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 demonstrate and
sustain compliance with:
(a) 501(c)(3) Registration;
(b) Board of Directors of seven or more;
(c) Annual election of Officers and Director;
(d) Annual provision of annual report to County;
(e) Corporate Bylaws;
(f) Corporate Policies and Procedures Manual;
(g) Hiring policies for all staff;
(h) Cooperate with County monitoring visits; and
(I) Semi-annual performance reports to be presented to County.
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 amended by an agreement amendment, which must be
approved in writing by the Board.
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
2
provisions herein. Unless expressly provided for therein, such approval shall in no manner or
event be deemed to impose any obligation upon the Board in addition to the total agreed upon
reimbursement amount for the services of the Provider.
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 mail, return receipt
requested, to the other party as follows:
For Board:
Monroe County Attorney
PO Box 1026
Key West, FL 33040
and
Louis LaTorre, Social Services Director
Public Service Building
5100 College Road
Key West, FL 33040
For Provider:
Literacy Volunteers of America -
Monroe County, Inc.
812 Southard Street - Bldg. #3
Key West, Florida 33040
16. CONSENT TO JURISDICTION. 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 to be
kept and performed by the Provider shall not be deemed or considered as a continuing waiver and
shall not operate to bar or prevent the Board from declaring a forfeiture for any succeeding
breach, either of the same conditions or covenants or otherwise.
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.
3
19. PURCHASE OF PROPERTY. All property, whether real or personal, purchased
with funds provided under this agreement, shall become the property of Monroe County and shall
be accounted for pursuant to statutory requirements.
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.
IN WITNESS WHEREOF, the parties hereto have caused these presents to be executed as
of the day and year first written above.
(SEAL)
ATTEST: DANNY L. KOLHAGE, CLERK
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By
By
Mayor/Chairman
Deputy Clerk
LITERACY VOLUNTEERS OF AMERICA -
MONROE COUNTY, INC.
(Federal ID No. )
Witness
Witness
By
Title
jdconiteracy
4
ATTACHMENT A
Exoense Reimbursement Reauirements
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 FS 112.061, which is attached for
reference.
A cover letter summarizing the major line items on the reimbursable expense request should also
contain a 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 expenses 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 305/292-3528.
Pavroll
A certified statement verifying the accuracy and authenticity of the payroll expenses.
If a Payroll Journal is provided, it should include:
Payroll Journal dates, employee name, salary, or hourly rate, hours worked during the payroll
journal dates, with holdings where appropriate, check number and check amount
If a Payroll Journal is not provided, the following must be listed:
Check number, date, payee, check amount, support for applicable payroll taxes
Original vendor invoices must be submitted for Worker's Compensation and Liability insurance
coverage.
Teleohone Exoenses
A user log of pertinent information must be remitted; the party called, the caller, the telephone
number, the date, and the purpose of the call must be identified.
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.
Suoolies. services. etc.
For supplies or services ordered, the County requires the original vendor invoice.
Rents. leases. etc.
A copy of the rental agreement or lease is required. Deposits and advance payments will not be
allowable expenses.
Postaae. overniaht deliveries. courier. etc.
A log of all postage expenses as it relates to the County contract is required for reimbursement.
For overnight or express deliveries, the original vendor invoice must be included.
Reoroductions. cooies. etc.
A log of copy expenses as it relates 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 original vendor invoice
is required and a sample of the finished product.
Travel Exoenses: Please refer to Florida Statute 112.061.
Travel expenses must be submitted on a State of Florida Voucher for Reimbursement of Travel
Expenses. Credit card statements are not acceptable documentation for reimbursement.
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 original vendor invoice. Fuel purchases should be
documented with original paid receipts.
Original taxi receipts should be provided. However, reasonable fares will be reimbursed without
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.
Original toll receipts should be provided. However, reasonable tolls will be reimbursed without
receipts.
Parking is considered a reimbursable travel expense at the destination. Airport parking during a
business trip is not.
Lodging reimbursement requires a detailed listing of charges. The original lodging invoice must be
submitted. The County will only reimburse the actual room and related bed tax. Room service,
movies, and personal telephone calls (see previous guidelines) are not allowable expenses. Per
diem lodging expenses may apply. Again, refer to Florida Statute 112.061.
Meal reimbursement is breakfast at $3.00, lunch at $6.00, and dinner at $12.00. Meal guidelines
are that travel must begin prior to 6:00 a.m. for breakfast reimbursement, before noon and end
after 2:00 p.m. for lunch reimbursement, and before 6:00 p.m. and after 8:00 p.m. for dinner
reimbursement.
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. A
mileage map is available for reference to allowable miles from various Florida destinations.
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.
Data orocessinc. PC time. etc,
The original vendor invoice is required for reimbursement. Intercompany allocations are not
considered reimbursable expenditures unless appropriate payroll journals for the charging
department (see Payroll above) are attached and certified.
The followinc are not allowable for reimbursement:
Penalties and fines
Non-sufficient check charges
Fundraising
Contri butions
Capital outlay expenditures (unless specifically included in the contract)
Depreciation expenses (unless specifically included in the contract)
AlTACHMENT B
HUMAN SERVICE ORGANIZATION LETTERHEAD
Monroe County Board
of County Commissioners
Finance Department
500 Whitehead Street
key West, Florida 33040
(Date)
The following is a summary of the expenses for (Human Service Oraanization name) for the
time period of to
Check # Pavee Reason Amount
101 A Company Rent $xxxx.xx
102 B Company Utilities $xxxx.xx
103 D Company Phone ' '$xxxx.xx
104 Person A Payroll $xxxx.xx
105 Person B Payroll $xxxx.xx
(A) Total $xxxx.xx
-------
-------
(B) Total prior payments $xxxx.xx
(C) Total requested and paid (A + B) $xxxx.xx
(D) Total contract amount $xxxx.xx
Balance of contract (D - C) $xxxx.xx
-------
-------
I certify that the above checks have been submitted to the vendors as noted and that the expenses
are accurate and in agreement with the records of this organization. Furthermore, these expenses
are in compliance with this organization's contract with the Monroe County Board of Commissioners
and will not be submitted for reimbursement to any other funding source.
Executive Director
Attachments (supporting documentation)
STATE OF FLORIDA
COUNTY OF MONROE
SWORN TO AND SUBSCRIBED before me this _ day of , 200_ by
(Event Contact Person) who is personally known
to me
presented as identification:
Notary Public, State of Florida at Large
My Commission Expires:
Jdconhsoex
4++-.C.
utilize volunteers as tutors, testers, coordinators and office helpers. Volunteer tutors
receive a nationwide 18 hour certification in either or both the Basic READ
program and/or ESL (English as a Second Language) program. In addition, 100
RELY reading volunteers were certified in the RELY reading program, helping
over 100 children improve reading skills. RELY volunteers contributed 3,600
additional volunteer hours.
15) Grievance Procedure: We have never had the need Cor one.
16) Duplications: We are the only adult literacy provider in Monroe County with
no duplication oC services. We network with children's literacy programs Iikf?
Outreach Coalition's homeless children's literacy, sharing reCerrals Cor adult
one-to-one and small group literacy training with no duplication oC services. We
network with and share reCerrals with many agencies covered under the human
service umbrella and agencies like Key West Housing Authority's SaCeport where
there are many non-readers, and, Salvation Army which sends us "condition oC
probation" non-readers. We are a member oCthe Florida Literacy Coalition and
this year Cormed new partnerships with Monroe County Adult Education's Cor the
Even Start Family Literacy program.
17) Agency Monitoring: We are monitored by two outside agencies. We must
provide inCormation which is submitted jointly by Monroe County Schools to the
Florida Department of Education. Literacy Volunteers of America - our national
parent organization - also requires a detailed annual report.
18) In Kind Services: Monroe County Schools gives us rent in-kind, a $8,400 value.
19) Other Expenses: Fundraising Expenses: 00/0. Administrative Expenses: 5%.
20) See Form B-Agency Salary Detail Form
~ Details Of Specific Program For Which Funding Is Requested: Our literacy
~gram provid~s free, confidential, one-to-one tutoring in basic reading, writing
and conversational English to any adult who wants or needs our help. Our Basic
READ component targets Monroe County adults who read and write at the grade 0
to grade 5.5 level. Our ESL or English as a Second Language program teaches
conversational English as well as reading and writing to adults who have no English
or limited English proficiency.
22-23) NeedslProblemslTarget PopuIationlSupporting Documentation: The target
population served are undereducated adults in Monroe County with 0-9 years of
schooling (4,661) and high school dropouts (8,634). This total of 13,293 (27% of
Monroe County's adult population) is targeted by our Basic READ component. In
addition, 10,334 (21 % of Monroe County adults) do not speak English in the home
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract #
Contract with:Monroe Association for Effective Date: 1 % 1/00
Retarded Citizens
Expiration Date:9/30/01
Contract Purpose/Description:provides funding for services for retarded citizens of Monroe
County
Contract Manager:David P. Owens
(Name)
4482
(Ext. )
OMB/Grants
(Department)
for BOCC meeting on 11/21/00
Agenda Deadline: 11/7/00
CONTRACT COSTS
Total Dollar Value of Contract: $30,000.00 Current Year Portion: $30,000.00
Budgeted? YeslZl No D Account Codes: 001-01505-530340-
Grant: $0.00
County Match: $
ADDITIONAL COSTS
Estimated Ongoing Costs: $ _/yr For:
(Not included in dollar value above) (eg. maintenance, utilities, janitorial, salaries, etc.)
CONTRACT REVIEW
Changes
,; Needed ~ Re~r ____
Division Director 1"'0 1-_ YesDN~~
Risk ~anagement - ~O(l YesD Noifo., . W~,,-,-:t;.,-,.,,--
o~_/PLg to\?\oxesD NO~;J'" 0 ~
County Attorney ,_, #~7 .~;. YesD NoD ~ -r-h c It_of
,
Comments:
Date Out
~
{S~( Q,:;>/ 00
lo~/atJ
.
OMB Form Revised 9/11/95 MCP #2
AGREEMENT
MARC
This Agreement is made and entered into this day of , 2000
between the BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA,
hereinafter referred to as "Board" or "County," and the MONROE ASSOCIATION FOR RETARDED
CITIZENS, hereinafter referred to as "Provider."
WHEREAS, the Board is authorized by Chapter 70.290, Laws of Florida, 1970, to expend from
the Board's general revenue fund such sums as are deemed necessary and advisable for the care,
treatment, and rehabilitation of retarded citizens, and
WHEREAS, the Provider provides residential care, training, schools, diagnostic and evaluation
services, parent counseling and other programs for retarded adults of Monroe County, and
WHEREAS, the Board wishes for the Provider to provide such services to the retarded adults
of Monroe County on a free and unrestricted basis as an aid in the Board's overall mental health
program, 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 rendering services in
matters of care, treatment and rehabilitation of retarded adults in Monroe County, shall pay to the
Provider the sum of THIRTY THOUSAND DOLLARS ($30,000.00) for payment of personnel and
operating expenses for fiscal year 2000-2001.
2. TERM. This Agreement shall commence on October 1, 2000, and terminate
September 30, 2001, unless earlier terminated pursuant to other provisions herein.
3. PAYMENT. Payment will be paid periodically, but no more frequently than monthly as
hereinafter set forth. Reimbursement requests will be submitted to the Board via the Clerk's Finance
Office. The County shall only reimburse, subject to the funded amounts below, those reimbursable
expenses which are reviewed and approved as complying with 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 documentation attached. The
letter should contain a certification statement as well as a notary stamp and signature. An example
of a reimbursement request cover letter is included as Attachment B.
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 of $30,000.00 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 services in the area of:
(a) Residential care
(b) Diagnostic and evaluation services
(c) Sheltered workshop
(d) Case work service
(e) Training schools
(f) Other related services for retarded citizens of Monroe County, as far as practical with the
funds to be provided by the Board. Said services shall include, but are not limited to, those
services described in Provider's Details of Specific Program for Which Funding is Requested,
attached hereto as Exhibit C and incorporated herein.
5. STANDARD OF CARE. The services provided shall meet the standards of the State
Department of Health & Rehabilitative Services, Division of Developmental Service.
6. 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 for the amount of the audit exception and the Provider shall promptly
repay any audit exception.
7. 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 attorney's 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.
8. INDEPENDENT CONTRACTOR. At all times and for all purposes hereunder, the
Provider is an independent contractor and not an employee of the Board. No statement contained in
this agreement shall be construed so as to find the Provider or any of its employees, contractors,
servants or agents to be employees of the Board.
9. COMPLIANCE WITH LAW. In providing all services pursuant to this agreement, the
Provider shall abide by all statutes, ordinances, rules and regulations pertaining to or regulating the
provision of such services, including 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.
10. COMPLIANCE WITH COUNTY GUIDELINES. The Provider demonstrate and sustain
compliance with:
(a) 501(c)(3) Registration;
(b) Board of Directors of seven or more;
(c) Annual election of Officers and Director;
(d) Annual provision of annual report to County;
(e) Corporate Bylaws;
(f) Corporate Policies and Procedures Manual;
(g) Hiring policies for all staff;
(h) Cooperate with County monitoring visits; and
(I) Semi-annual performance reports to be presented to County.
11. 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.
2
12. MODIFICATIONS AND AMENDMENTS. Any and all modifications of the services
and/or reimbursement of services shall be amended by an agreement amendment, which must be
approved in writing by the Board.
13. NO ASSIGNMENT. The Provider shall not assign this agreement except in writing
and with the prior written approval of the Board, which approval shall be subject to such conditions
and provisions as the Board may deem necessary. This agreement shall be incorporated by
reference into any assignment and any assignee shall comply with all of the provisions herein.
Unless expressly provided for therein, such approval shall in no manner or event be deemed to
impose any obligation upon the Board in addition to the total agreed upon reimbursement amount
for the services of the Provider.
14. 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.
15. 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.'
16. NOTICE. Any notice required or permitted under this agreement shall be in writing
and hand-delivered or mailed, postage pre-paid, by certified mail, return receipt requested, to the
other party as follows:
For Board:
Monroe County Attorney
PO Box 1026
Key West, FL 33041
and
Louis LaTorre, Social Services Director
Public Service Building
5100 College Road
Key West, FL 33040
For Provider:
M.A.R.C.
Post Office Box 428
Key West, Florida 33041
17. CONSENT TO JURISDICTION. 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.
18. NON-WAIVER. Any waiver of any breach of covenants herein contained to be kept
and performed by the Provider shall not be deemed or considered as a continuing waiver and shall
not operate to bar or prevent the Board from declaring a forfeiture for any succeeding breach, either
of the same conditions or covenants or otherwise.
19. 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
3
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.
20. PURCHASE OF PROPERTY. All property, whether real or personal, purchased with
funds provided under this agreement, shall become the property of Monroe County and shall be
accounted for pursuant to statutory requirements.
21. 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.
IN WITNESS WHEREOF, the parties hereto have caused these presents to be executed as of
the day and year first written above.
(SEAL)
ATTEST: DANNY L. KOLHAGE, CLERK
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By
By
Mayor/Chairman
Deputy Clerk
Witness
MONROE ASSOCIATION
OF RETARDED CITIZENS
(Federal ID No.
)
By
Executive Director
Witness
jdconmarc
4
AlTACHMENT A
Exoense Reimbursement Reauirements
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 FS 112.061, which is attached for
reference.
A cover letter summarizing the major line items on the reimbursable expense request should also
contain a 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 expenses 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 305/292-3528.
Payroll
A certified statement verifying the accuracy and authenticity of the payroll expenses.
If a Payroll Journal is provided, it should include:
Payroll Journal dates, employee name, salary, or hourly rate, hours worked during the payroll
journal dates, withholdings where appropriate, check number and check amount
If a Payroll Journal is not provided, the following must be listed:
Check number, date, payee, check amount, support for applicable payroll taxes
Original vendor invoices must be submitted for Worker's Compensation and Liability insurance
coverage.
Teleohone Exoenses
A user log of pertinent information must be remitted; the party called, the caller, the telephone
number, the date, and the purpose of the call must be identified.
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.
Suoolies, services, etc.
For supplies or services ordered, the County requires the original vendor invoice.
Rents. leases, etc.
A copy of the rental agreement or lease is required. Deposits and advance payments will not be
allowable expenses.
Postaae, overniaht deliveries, courier. etc.
A log of all postage expenses as it relates to the County contract is required for reimbursement.
For overnight or express deliveries, the original vendor invoice must be included.
Reoroductions. cooies. etc.
A log of copy expenses as it relates 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 original vendor invoice
is required and a sample of the finished product.
Travel Exoenses: Please refer to Florida Statute 112.061.
Travel expenses must be submitted on a State of Florida Voucher for Reimbursement of Travel
Expenses. Credit card statements are not acceptable documentation for reimbursement.
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 original vendor invoice. Fuel purchases should be
documented with original paid receipts.
Original taxi receipts should be provided. However, reasonable fares will be reimbursed without
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.
Original toll receipts should be provided. However, reasonable tolls will be reimbursed without
receipts.
Parking is considered a reimbursable travel expense at the destination. Airport parking during a
business trip is not.
Lodging reimbursement requires a detailed listing of charges. The original lodging invoice must be
submitted. The County will only reimburse the actual room and related bed tax. Room service,
movies, and personal telephone calls (see previous guidelines) are not allowable expenses. Per
diem lodging expenses may apply. Again, refer to Florida Statute 112.061.
Meal reimbursement is breakfast at $3.00, lunch at $6.00, and dinner at $12.00. Meal guidelines
are that travel must begin prior to 6:00 a.m. for breakfast reimbursement, before noon and end
after 2:00 p.m. for lunch reimbursement, and before 6:00 p.m. and after 8:00 p.m. for dinner
reimbursement.
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. A
mileage map is available for reference to allowable miles from various Florida destinations.
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.
Data orocessino. PC time. etc.
The original vendor invoice is required for reimbursement. Intercompany allocations are not
considered reimbursable expenditures unless appropriate payroll journals for the charging
department (see Payroll above) are attached and certified.
The followino are not allowable for reimbursement:
Penalties and fines
Non-sufficient check charges
Fundraising
Contributions
Capital outlay expenditures (unless specifically included in the contract)
Depreciation expenses (unless specifically included in the contract)
ATTACHMENT B
HUMAN SERVICE ORGANIZATION LETTERHEAD
Monroe County Board
of County Commissioners
Finance Department
500 Whitehead Street
key West, Florida 33040
(Date)
The following is a summary of the expenses for (Human Service Oraanization name) for the
time period of to
Check # Pavee Reason Amount
101 A Company Rent $xxxx.xx
102 B Company Utilities $xxxx.xx
103 D Company Phone . $xxxx.xx
104 Person A Payroll $xxxx.xx
105 Person B Payroll $xxxx.xx
(A) Total $xxxx.xx
-------
-------
(B) Total prior payments $xxxx.xx
(C) Total requested and paid (A + B) $xxxx.xx
(D) Total contract amount $xxxx.xx
Balance of contract (D - C) $xxxx.xx
-------
-------
I certify that the above checks have been submitted to the vendors as noted and that the expenses
are accurate and in agreement with the records of this organization. Furthermore, these expenses
are in compliance with this organization's contract with the Monroe County Board of Commissioners
and will not be submitted for reimbursement to any other funding source.
Executive Director
Attachments (supporting documentation)
STATE OF FLORIDA
COUNTY OF MONROE
SWORN TO AND SUBSCRIBED before me this _ day of , 200_ by
(Event Contact Person) who is personally known
to me
presented as identification:
Notary Public, State of Florida at Large
My Commission Expires:
Jdconhsoex
1 -rf. L- .
MONROE ASSOCIATION FOR RETARDED CITIZENS, INC.
Diana Flenard-Moore
Executive Director
P.O. Box 428
Key West. Florida 33041-0428
305-294-9526
Leighton Morse
President
Board of Directors
2000-2001
M.A.R.C., A COMMUNITY SERVICE
Description Of Services
mSTORY:
MARC is most commonly known as the ''MARC HOUSE" or the MARC Family, here in the Key West area.
We prefer the latter, with its implications of INTENT TO BE A COMMUNITY INVOLVED FAMILY.
Many of our Clients have no other Family...some have known ONLY institutional settings until coming to MARC...some may
live with their OWN Families, but approach a time when that setting will no longer be available.
MARC makes every effort to create a sense of Family in ALL its operations.
Having begun with the humblest of ambitions, MARC bas entered its 35th year of service to this County and Key West
Community. It has grown in size and complexity, but still makes a sincere effort to remain in touch with its beginnings and
history.
SMALL AND HUMBLE is nofan .apOlogy.... but a belief in.very perSonalized ~i~~~IYJo.. . U4S!i~J::;,:~~~~~~,t ,~,;" .
, " .' ... ; ,... _;;'7 ~"J":~':'~/l!fftf~~~~.t~,'!':~:::.\,~,:{ ~~;,., i
The Florida Keys are the PRIMARY REASON that so many opportunities for the MARC Fariill);'eiist. ~Wc are 8CccPted as a "
reliable business entity (we pay our bills) with good credit.. .our clients are seen in every form of social participation through our
fine Recreational Community Inclusion program... we WORK all around the Community...
Our PEOPLE are accepted!
SO, WHAT DO WE DO..?
One of the reasons we are referred to as the MARC HOUSE, by many of this community, is due to having operated a fine GROUP
HOME for many years.
RESIDENTIAL SERVICE:
A very respected "old fashioned" Group Home that serves 15 Developmentally Disabled adults, is located at 1106 Windsor Lane,
here in Key West
In 1996, MARC purchased another property to become our first Women's Group Home, which serves 5 women and one respite
bed.
It took MANY YEARS for MARC to achieve a financial stability that would allow the purchase and renovation of these
properties, located within nice residential NEIGHBORHOODS.
Both are viewed as a REAL CREDITS to those neighborhoods!
In recent years, there has been a slight shift in the perception of GROUP HOMES. In the past. they were viewed as permanent
residences for almost ALL of our residential placements.
With the advent of SUPPORTED INDEPENDENT LIVING, they are more commonly viewed as RESIDENTIAL TRAINING
centers, from which movement into higher levels of independent living is possible.
- . -, + - '. - ~- - - - -- - ----~
That WORKS!
SUPPORTED LIVING
With the opening of the Don Moore Apartments at Poinciana, we now have 13 FORMER GROUP HOME RESIDENTS, some of
whom started their lives in the Florida Farm Colony For The Feebleminded and Epileptic (a real title, I am sorry to say).. .and 40+
years ago... who live in their own off-site apartments.
They are now SUCCESSFUL apartment dwellers just like many of us. They pay their rent, shop, cook, move about on their own
schedules, attend recreational events and generally participate in LIFE in a most normal manner.
They DO HAVE SUPERVISION in the form of one or more specialists, who assist the individuals to the extent it is needed.
MARC anticipates much more of this approach, with only a few individuals (with complex problems) who may stay on a more or
less permanent basis in the Group Home.
This implied "graduation" also liberates more placements for NEW Clients without. the great expense of Group Home start-ups for
ALL residential need.
It is economic as well as EFFECTIVE AND HUMANE!
There will always be a NEED for one or more Group Homes. They make common sense for those who can be determined to need
such structure as can best be provided in a congregate setting.
We anticipate the continuation of the MARC Group Homes and the expansion of Supported Living opportunities in Key West and
Monroe County.
MARC bas historically been able to provide high quality care for a wide range of disability. Our Qients range in age from late
teens to early 70's...and from Profound to Borderline in intellectual ability. .
We have learned the HARD WAY, that we have limitations!
MARC does NOT produce good results for the person with need for highly controlled behavioral programs.
The hustle and bustle of a large Group Home and Work oriented ADT produces too many variables to easily integrate an isolated
behavioral program. and expect good results.
For that reason, individuals who WISH TO BE HERE, experience the most opportunity and resulting positive effects.
RESIDENTIAL TRANSITION
Most new Clients will benefit for some adjustment and training at a Group Home. Some will stay a SHORT time before moving
on to sn. situations. Some will stay a longer time.
ALL will receive specific independence training to include the many normal activities that sustain a person in his or her own place.
Cooking, shopping, handling money, using the transportation system.. .all are parts of that transitional training.
RESPITE
We have been able to provide overnight supportive care and supervision of clients at our Group Homes when their primary family
member was unable to do so. This enables families to take a brief vacation or absence from the home for emergencies without
worrying about the care of their loved ones.
ADULT DAY TRAINING
MARC has operated Day Training activities for 35 years.
In large part. due to the absence of affordable facilities, MARC found it necessary to utilize the Community as a Workshop
without walls long before Supported Employment became commonplace in South Florida.
2
To this day, Community integration marks ADT philosophy and activity.
A fine central location to the city of Key West, the Old Harris School, provides a convenient location to carry out those portions of
the ADT program which need a facility base. This Workshop is viewed by the Community as a prominent feature of the MARC
entity.
Mobile work crews originate from this site, to work allover the city in a variety of enterprises.
Various therapies from an active Arts and Crafts program to functional Academics supplement the more active areas of
Horticulture and Food Service training.
MARC operates a Retail Plant Outlet Store on this site, where the Client products from their horticulture work can be sold. This
retail venture brings many Citizens onto the property for comfortable interaction with Clients.
Incomes generated by this activity go directly into the operation of the agency AND provide incomes for Clients.
Landscape maintenance is an on-going work opportunity, along with the machine maintenance that accompanies such work.
MARC has maintained the local City Cemetery for many years. a source of income M'l) prime work adjustment training setting.
Active and out-of-door work is one of the best ways to maintain physical fitness for our clients.
At this moment 50 individuals attend the Key West based Workshop, attending daily from as far aw~y as Marathon. To
accomplish this, MARC operates a van service twice a day between Big Pine and Key West, a round trip distance of 70 miles.
We average carrying 12 persons on the daily route.
MARC SPECIAL NEEDS PROGRAM...
Adult Day Training
MARC has maintained and developed an exciting day program for MOST of the Developmental Services referrals and candidates.
MOST. but with a glaring exception. NOT ALL!
For the moment, we are simply calling those people who have disabilities that have previously kept them our of MARC
programs, SPECIAL NEEDS. ·
In the summer of 1997. a special appeal emerged from the MARC Board Of Directors, with the Special Education representatives
(Monroe School District)... requesting that consideration be give to students who would soon graduate from the public schools
with NO PLACE TO RECEIVE MUCH NEEDED SERVICES.
THEY ARE THOSE INDIVIDUALS WITH THE GREATEST LEVEL OF IMPAIRMENT.... TO INCLUDE A VARIETY OF
BEHAVIORS WInCH DEMAND CONSTANT ATIENTION, SPECIALIZED MEANS OF TRAINING, AND LIMITED
ABILITY TO FUNCI'ION EFFECTIVELY WITlllN A LARGE "TRAINING GROUP".
It is very expensive to provide service that is virtually one-on-one, and NOT truly integrated with the existing program.
That cost has been the sole reason to exclude participation for this small group of indi viduals ... making it all the more
unacceptable to REJECI' THOSE WITH THE GREATEST NEED... BECAUSE IT WAS TOO COSTLY TO PROVIDE WHAT
THEY NEED.
MOST CERTAINLY AN UNCOMFORTABLE SCENARIO AND NOT SOMETHING FOR MARC OR CInLDREN AND
FAMILIES TO BE PROUD OF!!!!
With all of that in mind, MARC established this important target as a main thrust of the 1998 year and it is now an integral part of
our A.D.T.
Using transitional students from the public schools to orient BOTH MARC AND INDIVIDUALS TO THE NEW
CONDITIONS.... And with help of school teachers as escort /teacher/models... MARC provided limited but significantly new
service to these individuals.
3
We have established... a principal SPECIAL NEEDS TEACHERfI'RAlNER WITH TRAINING AND EXPERIENCE AND
EMPLOYED FULL TIME... AND, A SPECIFIC AIDE ASSIGNMENT TO SUPPORT THE TEACHER AND THE
PROGRAM.
Space for their activities was necessary.... So, an existing room had to be equipped and prepared for those few individuals ...
along with the materials and equipment to bring it all to life.
SUPPORTED EMPLOYMENT
Our work based model at the A.D.T. has led to the successful employment of several of our folks. We employ one full time
specialist to help our folks find and maintain jobs in the community. The acceptance we have found in the Keys has fostered many
job oppourtunities for our clients.
TRANSPORTATION
As mentioned, MARC does a LOT of driving, with the Big Pine route. Additionally, MARC maintains a fleet of 6 vehicles to
complete its transportation needs. Daily transportation from the Group Home to the Workshop and to Supported Employment and
Community Inclusion sites is provided. But with the increase in clients served and activities, we will need to add another vehicle
this year. Community based transportation is limited to a small bus system and several tourist oriented taxi companies. Both are
unreliable.
Clients DO use the bus line where it is appropriate. Taxi service is very expensive and used only when necessary.
Transportation costs have been among the most rapidly escalating expenses for the MARC agency of any single category.
UPPER KEYS
Transportation is a big expense in this area from Grassy Key to Key Largo, where Clients are geographically scattered. Numbers
of Clients and potential Clients are so small that incomes are difficult to generate sufficiently to produce most conventional,:
programming.
.;<~,
In lieu of facility based programs (as in ADT) MARC utilized the homes of cooperative Families for activity programs and as a
point of departure for Community involvements. This limited service worked for some time and was an obvious provision of
service to the individual.... a must.
Simultaneously, however, and with likely far-reaching effects... is the ability to provide a BETTER AND MORE
INDIVIDUAUZED PROGRAM FOR OTHERS, ALREADY IN THAT LIMITED PROGRAM. At least, there would be
socialization, work-like activities, arts and crafts.... Some good things!
To call that a complete program ... however, was not accurate ... with too much time killing and ease of management a part of
choices that were being made.
Two years ago, a new advocacy group formed the ARC of the Keys. This group is providing valuable input and support for those
individuals and their program needs. A classroom/activities site has been found through the efforts of ARC of the Keys, and is a
welcome community asset to the MARC program.
Two part-time staff gave life to this limited 2-day a week program, working with Parents and Families, transporting to events and
medical appointments, holding Day programs in various settings, creating Field Trips and utilizing the Community at its
maximum.
This humble and limited program has expanded to 4 days a week with a mix of facility based and community involvement. The
need for a 5 day a week workshop IA.D.T. has been proposed up there but limited dollars and resources made it unattainable.
NOW.... We hope to have something more serious to offer ... with training goals and mission that truly reflect the specific needs
of the individual and will occur at a facility five days a week.
Yes, it will take financial resources from other deserving clients... in one narrow sense of interpretation.... BUT DON'T
FORGET THAT IT Wll.L IMPROVE SERVICE TO OTHERS WHO HAD BEEN PREVIOUSLY UNDESERVED.
4
It is never easy to bring new programs into being... they take start-up time and capital to get off the ground... always lose money
that could have been used for proven services and needs that also remain unresolved.
It is, however. an ethical decision in the interest of a need/group... that would likely continue to be unmet without an entity
advocate such as MARC. Making ethical over financial decisions is a necessary part of being a not for profit service provider in
the 501- C-3 arena.
COMMUNITY INCLUSION
Perhaps the STANDOUT feature of MARC... and LIVING IN THE KEYS...is the abundance of Community based recreational
events, entities and natural resources that are available to the MARC Family!
Starting with a humble after hours and weekend program to enable Clients to BEITER USE their leisure time.... MARC is now
involved in many wonderful activities, through Community Inclusion.
Active Community Inclusion involves two 40 hour per week specialists who, again, utilize the Community to the maximum degree
in providing meaningful and integrated personal recreational activities and social training.
MARC now has two Bocci teams. one of which is in its 8th year of evening participation. This is NOT a Special Olympics form of
specialized sport. rather one of simply competing in an open community forum.
As much as any single activity. this exemplifies the MARC intent and the Community RESPONSE to that intent.
a. Individual and small group outings into the normal realm of the Community and its special attractions.
b. Specialized individual attention to those with pronounced need for interaction, and for whom group activity is less than
comfortable.
c. Participation in league sports (now in our 81b year of fielding two teams in the Southernmost Bocce League!)
d. Community Service projects. as in Environmental and Festival events.
e. BOATING AND FISHING...MARC owns a sailboat and powerboat, having received the same through kind donations. They
provide many hours of FUN on the water for all Clients who wish to participate.
f. Swimming and watersports.
g. Hobbies.
h. EATING OUT.... (A favorite to all).
....
,:~~
And...much more!
This program has shown us the incredibly available training opportunities that exist OUTSIDE the confines of a residential. or
workshop circumstance.
It is efficient, meaningful and FUN!
As much as any other program at MARC, this is a program of almost unlimited service potential.
Due to the circumstances of living WHERE we do...and having such a wonderfully accepting HOST COMMUNITY, the
opportunity to reach the goal of a most nonnallife.... is a particular BLESSING to the MARC FAMILY.
If you wish to know more about MARC, feel free to VISIT or give a call.
We ENJOY visitors!
5
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract #
Contract with:Pace Center for Girls Effective Date: 10/01/00
Expiration Date: 9/3 %1
Contract Purpose/Description:provides funding for educational services for adolescent girls of
Monroe County
Contract Manager:David P. Owens
(Name)
4482
(Ext. )
OMB/Grants
(Department)
for BOCC meeting on 11/21/00
Agenda Deadline: 11/7/00
CONTRACT COSTS
Total Dollar Value of Contract: $20,000.00 Current Year Portion: $20,000.00
Budgeted? YeslZl No D Account Codes: 001-03004-530340-
Grant: $0.00
County Match: $
ADDITIONAL COSTS
Estimated Ongoing Costs: $ /yr For:
- '
(Not included in dollar value above) (eg. maintenance, utilities, janitorial, salaries, etc.)
CONTRACT REVIEW
Changes
h~ Needed ~11
Division Director "" YesD No~.~ - .....------ ~lk... ~
Risk Management 1$:40 0 YesD No[B"'L\.. \J~ ~~ ~oo
O_~~g ~ollYesDNo~.I-A C ~ IO/ilA/#
County Attorney ,_ _". ,,- YesD NoD
Date Out
- ~ --..
-\--~-- i. - .
Comments:
OMB Form Revised 9/11/95 MCP #2
AGREEMENT
PACE
This Agreement is made and entered into this day of , 2000,
between the BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA, hereinafter
referred to as "Board" or "County," and PACE CENTER FOR GIRLS OF MONROE COUNTY,
FLORIDA, hereinafter referred to as "Provider,"
WHEREAS, the Provider is in need of financial assistance, and
WHEREAS, the County has recognized the need and wishes to contribute to the Provider,
and
WHEREAS, the County recognizes that the services of the Provider constitute a service to
the people of Monroe County, 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 therapeutic and gender-sensitive
education program for adolescent girls of Monroe County, Florida, shall pay to the Provider the
sum of TWENTY THOUSAND DOLLARS ($20,000.00) for fiscal year 2000-2001.
2. TERM. This Agreement shall commence on October 1, 2000, and terminate
September 30, 2001, unless earlier terminated pursuant to other provisions herein.
3. PAYMENT. Payment will be paid periodically, but no more frequently than
monthly as hereinafter set forth. Reimbursement requests will be submitted to the Board via
the Clerk's Finance Office. The County shall only reimburse, subject to the funded amounts
below, those reimbursable expenses which are reviewed and approved as complying with 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 documentation attached. The letter should contain a certification statement as well
as a notary stamp and signature. An example of a reimbursement request cover letter is
included as Attachment B.
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 of $20,000.00 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 services to
adolescent girls living in Monroe County, Florida. Said services shall include, but are not limited
to, those services described in Provider's Details of Specific Program for Which Funding is
Requested, attached hereto as Exhibit C 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 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 attorney's 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. No statement
contained in this agreement shall be construed so as to find the Provider or any of its
employees, contractors, servants or agents to be employees of the Board.
8. COMPLIANCE WITH LAW. In providing all services pursuant to this agreement,
the Provider shall abide by all statutes, ordinances, rules and regulations pertaining to or
regulating the provision of such services, including 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 demonstrate and
sustain compliance with:
(a) 501(c)(3) Registration;
(b) Board of Directors of seven or more;
(c) Annual election of Officers and Director;
(d) Annual provision of annual report to County;
(e) Corporate Bylaws;
(f) Corporate Policies and Procedures Manual;
(g) Hiring policies for all staff;
(h) Cooperate with County monitoring visits; and
(I) Semi-annual performance reports to be presented to County.
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 amended by an agreement amendment,
which must be approved in writing by the Board.
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
provisions herein. Unless expressly provided for therein, such approval shall in no manner or
event be deemed to impose any obligation upon the Board in addition to the total agreed upon
reimbursement amount for the services of the Provider.
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 mail, return receipt
requested, to the other party as follows:
For Board:
Monroe County Attorney
PO Box 1026
Key West, FL 33040
and
Louis LaTorre, Social Services Director
Public Service Building
5100 College Road
Key West, FL 33040
For Provider:
PACE Center for Girls
3130 Flagler Avenue
Key West, Florida 33040
16. CONSENT TO JURISDICTION. 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 to be
kept and performed by the Provider shall not be deemed or considered as a continuing waiver
and shall not operate to bar or prevent the Board from declaring a forfeiture for any succeeding
breach, either of the same conditions or covenants or otherwise.
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, purchased
with funds provided under this agreement, shall become the property of Monroe County and
shall be 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.
IN WITNESS WHEREOF, the parties hereto have caused these presents to be executed as
of the day and year first written above.
(SEAL)
ATTEST: DANNY L. KOLHAGE, CLERK
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By
By
Deputy Clerk
Mayor/Chairman
Witness
PACE CENTER FOR GIRLS OF
MONROE COUNTY, FLORIDA
(Federal ID No.
)
By
Witness
Executive Director
jdconpace
ATTACHMENT A
Exoense Reimbursement Reauirements
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 FS 112.061, which is attached for
reference.
A cover letter summarizing the major line items on the reimbursable expense request should also
contain a 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 expenses 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 305/292-3528.
Pavroll
A certified statement verifying the accuracy and authenticity of the payroll expenses.
If a Payroll Journal is provided, it should include:
Payroll Journal dates, employee name, salary, or hourly rate, hours worked during the payroll
journal dates, withholdings where appropriate, check number and check amount
If a Payroll Journal is not provided, the following must be listed:
Check number, date, payee, check amount, support for applicable payroll taxes
Original vendor invoices must be submitted for Worker's Compensation and Liability insurance
coverage.
Teleohone Exoenses
A user log of pertinent information must be remitted; the party called, the caller, the telephone
number, the date, and the purpose of the call must be identified.
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.
Suoolies. services. etc.
For supplies or services ordered, the County requires the original vendor invoice.
Rents. leases. etc.
A copy of the rental agreement or lease is required. Deposits and advance payments will not be
allowable expenses.
Postaae. overniaht deliveries. courier. etc.
A log of all postage expenses as it relates to the County contract is required for reimbursement.
For overnight or express deliveries, the original vendor invoice must be included.
Reoroductions. cooies. etc.
A log of copy expenses as it relates 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 original vendor invoice
is required and a sample of the finished product.
Travel Exoenses: Please refer to Florida Statute 112.061.
Travel expenses must be submitted on a State of Florida Voucher for Reimbursement of Travel
Expenses. Credit card statements are not acceptable documentation for reimbursement.
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 original vendor invoice. Fuel purchases should be
documented with original paid receipts.
Original taxi receipts should be provided. However, reasonable fares will be reimbursed without
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.
Original toll receipts should be provided. However, reasonable tolls will be reimbursed without
receipts.
Parking is considered a reimbursable travel expense at the destination. Airport parking during a
business trip is not.
Lodging reimbursement requires a detailed listing of charges. The original lodging invoice must be
submitted. The County will only reimburse the actual room and related bed tax. Room service,
movies, and personal telephone calls (see previous guidelines) are not allowable expenses. Per
diem lodging expenses may apply. Again, refer to Florida Statute 112.061.
Meal reimbursement is breakfast at $3.00, lunch at $6.00, and dinner at $12.00. Meal guidelines
are that travel must begin prior to 6:00 a.m. for breakfast reimbursement, before noon and end
after 2:00 p.m. for lunch reimbursement, and before 6:00 p.m. and after 8:00 p.m. for dinner
reimbursement.
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. A
mileage map is available for reference to allowable miles from various Florida destinations.
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.
Data orocessino. PC time. etc.
The original vendor invoice is required for reimbursement. Intercompany allocations are not
considered reimbursable expenditures unless appropriate payroll journals for the charging
department (see Payroll above) are attached and certified.
The fOllowino are not allowable for reimbursement:
Penalties and fines
Non-sufficient check charges
Fundraising
Contributions
Capital outlay expenditures (unless specifically included in the contract)
Depreciation expenses (unless speCifically included in the contract)
ATIACHMENT B
HUMAN SERVICE ORGANIZATION LETTERHEAD
Monroe County Board
of County Commissioners
Finance Department
500 Whitehead Street
key West, Florida 33040
(Date)
The following is a summary of the expenses for (Human Service Oraanization name) for the
time period of to
Check # Pavee Reason Amount
101 A Company Rent $xxxx.xx
102 B Company Utilities $xxxx.xx
103 D Company Phone '$xxxx.xx
104 Person A Payroll $xxxx.xx
105 Person B Payroll $xxxx.xx
(A) Total $xxxx.xx
-------
-------
(B) Total prior payments $xxxx.xx
(C) Total requested and paid (A + B) $xxxx.xx
(D) Total contract amount $xxxx.xx
Balance of contract (D - C) $xxxx.xx
-------
-------
I certify that the above checks have been submitted to the vendors as noted and that the expenses
are accurate and in agreement with the records of this organization. Furthermore, these expenses
are in compliance with this organization's contract with the Monroe County Board of Commissioners
and will not be submitted for reimbursement to any other funding source.
Executive Director
Attachments (supporting documentation)
STATE OF FLORIDA
COUNTY OF MONROE
SWORN TO AND SUBSCRIBED before me this _ day of , 200_ by
(Event Contact Person) who is personally known
to me
presented as identification:
Notary Public, State of Florida at Large
My Commission Expires:
Jdconhsoex
I'.rf-+- - L.
Details of Specific Program for Which Funding is Requested
21. PROGRAM DESCRIPTION:
PACE Center for Girts of Monroe continues to operate two non-residential, therapeutic alternative
education programs for girls, ages 12 - 17 who are at-risk of dropping out of school, are truant, and are
failing in the public schools. PACE offers a comprehensive gender specific middle and high school
program to twenty girts at one time at each of the two full service centers located in Islamorada and Key
West. An outreach program, call PACE Reach, provides academic and counseling services to ten
students at a time and is located on the Marathon High School campus. Marathon girts wishing to
participate PACE's full-service academic program are bused to the Key West Center. PACE provides
students with a 1 :10 teacher/student ratio and has full time social workers available to assist students
and their families with counseling and case management services. In addition, PACE provides aftercare
and follow- up service to girls and their families for up to three years after exiting the academic
component. Continuation of the county funded Teacher's Assistants Program will allow PACE to
provided the one-on-one assistance required to assist the g,irls to become academically successful in
order to effectively transition back to public school or graduate. Without this program, or the Teacher's
Assistants Program many of these girts would not successful continue their education. PACE had 18
students graduate last year, with many of them going on to higher education. The Teacher's Assistant
program has significantly enhanced PACE's academic program as evidenced in the expanded
opportunities that we are able to offer to students, and the number of credits (courses completed with a C
grade or higher) earned towards graduation, (See Semi-annual report submitted in March '00).
22. PROBLEMlNEED, TARGET POPULATION:
23. DATA SUPPORT PROBLEM:
Girts face different challenges than boys, which dictates a different approach. Self-esteem - self-
confidence declines with age for girts, but not for boys, (Carnegie Council on Adolescent Development,
1996). Depression - one in four girts exhibit depressive symptoms - a rate 60% higher than that for boys,
(Carnegie Council on Adolescent Development, 1996). Sexual Abuse - girts are sexually abused almost
three times more often than boys, (National Center on Child Abuse and Neglect, 1997). Victims of
Violence - up to 73% of girts involved in the juvenile justice system report being victims of violence,
especially sexual abuse, (Profiles of Delinquent Cases and Youth Referred 1995-96, Florida Dept, of
Juvenile Justice). SafetY-78% of violent acts against females are committed by people they know,
(Bureau of Justice Statistics, 1995).
According to the results of the 1999 Monroe County Youth Risk Behavior study high risk behaviors were
reported in a number of areas. This study's sample consisted of an equal mix of males and females in
grades 9-12. Of the over 2,000 students who participated, 28% reported that they felt so sad or hopeless
almost everyday for 2 weeks or more in a row that they did not participate in usual activities. 65010 had
ever smoked cigarettes, with 31 % reporting current use, and 33% having tried to quite. 58% reported at
least one drink of alcohol during the 30 days preceding the survey with 37% reporting that they have five
or more drinks in a row on one or more days of the 30 days prior to the survey. 52'>>10 reported having ever
used marijuana, with 31% havi'ng used at least once during the 30 days preceding the survey. 56%
reported ever having intimate relations, with 27010 reporting substance use prior to their last sexual
encounter.
PACE Center for Girls of Monroe offers the onlv alternative, therapeutic educational program for girls,
ages 12-17 who have been identified for high risk behaviors, and who are failing or are truant or have
dropped out of the public school system.
24. SITES & HOURS OF OPERATION:
All three centers operate aU year round, and social workers are on call 24 hours a day, 7 days a week, 365
days a year.
Lower Keys Full-Service Center, 3130 Flagler Avenue, Key west - Program Director, Ms. Phyllis Allen
Middle Keys PACE Reach Center, Marathon High School Campus - Program Coordinator, Ms. Rebecca Davis
Upper Keys Full-Service Center, 87745 Overseas Highway, Islamorada - Program Director, Dr. Penny Bower
~-A
25. Measurable Objectives:
. All three programs will be fully enrolled at all times
. A minimum of 65% of the girls participating in the program will remain enrolled, earn a high
school diploma (or GEO) or mainstream back to public school, or be gainfully employed or place
in an appropriate placement based upon an Individual Treatment Plan.
. A minimum of 65% of the girls participating shall maintain an attendance rate of 80% while
enrolled in the program.
. A minimum of 75% of the girls participating in the program will increase their academic
functioning (grade level, GPA) while enrolled.
. A minimum of 70% of the girls participating in the program who have previously committed
crimes shall not be adjudicated while enrolled in the program.
. A minimum of 80% of the girls participating in the program who have not committed a crime prior
to enrollment will not be adjudicated within six months after transitioning into the aftercare
component.
Outcome measures are compiled annually in July and August. Please see Attachment K, 98/99 Annual
Report. PACE Center for Girls of Monroe met or far exceeded every outcome measure set.
.<00
58
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract #
Contract with:Wesley House Effective Date: 10/01/00
Expiration Date:9/30/01
Contract Purpose/Description:provides funding for day care, education, and skill development
services for children of Monroe County
Contract Manager:David P. Owens
(Name)
4482
(Ext. )
OMB/Grants
(Department)
for BOCC meeting on 11/21/00
Agenda Deadline: 11/7/00
CONTRACT COSTS
Total Dollar Value of Contract: $35,000.00 Current Year Portion: $35,000.00
Budgeted? YeslZl No D Account Codes: 001-03003-530340-
Grant: $0.00
County Match: $
ADDITIONAL COSTS
Estimated Ongoing Costs: $ _/yr For:
(Not included in dollar value above) (eg. maintenance, utilities, janitorial, salaries, etc.)
CONTRACT REVIEW
Changes ~
Date In Needed - . e er
Division Director /& YesDN~~_ _ ~
Risk Management 1#0 YesD NO~{\ d9(L't"- Q.,l~~, ~\ M
o_~lPurc!mg ~1L\)YesDNo~--&.- aDaJev--- ID@"/ri3
County Attorney '7. YesD NoD
Date Out
Comments:
OMB Form Revised 9/11/95 MCP #2
AGREEMENT
Wesley House
This Agreement is made and entered into this day of , 2000,
between the BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA, hereinafter
referred to as "Board" or "County," and WESLEY HOUSE, hereinafter referred to as "Provider."
WHEREAS, the Board and the Provider desire to enter into an agreement wherein the
Board contracts for services from the Provider for providing daycare, education and skill
development to infant, toddler and pre-school age children in Monroe County and support
services in Monroe County to subcontracted daycare centers to meet such needs for the citizens
of Monroe County, Florida, and
WHEREAS, such services have been provided by the Provider in the past and have been
Invaluable to the citizens of Monroe County, and
WHEREAS, the Board recognizes the public purpose to be met by an agreement for
services to be rendered in fiscal year 2000-2001, 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
rendering services to the citizens of Monroe County, Florida, in matters of education and skill
development in regard to the care of children in Monroe County, shall pay to the Provider the sum
of THIRTY-FIVE THOUSAND DOLLARS ($35,000.00) for fiscal year 2000-2001.
2. TERM. This Agreement shall commence on October 1, 2000, and terminate
September 30, 2001, unless earlier terminated pursuant to other provisions herein.
3. PAYMENT. Payment will be paid periodically, but no more frequently than
monthly as hereinafter set forth. Reimbursement requests will be submitted to the Board via the
Clerk's Finance Office. The County shall only reimburse, subject to the funded amounts below,
those reimbursable expenses which are reviewed and approved as complying with 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 documentation attached. The letter should contain a certification statement as well as
a notary stamp and signature. An example of a reimbursement request cover letter is included as
Attachment B.
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 of $35,000.00 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 daycare, education and skill development for the children of Monroe
County, Florida. Said services shall include, but are not limited to, those services described in
Provider's Details of Specific Program For Which Funding is Requested, attached hereto as Exhibit
C 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. Said services shall include, but are not limited
to, those services described in Provider's funding application, attached hereto as Exhibit C and
incorporated herein.
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 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
attorney's 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. No statement contained
in this agreement shall be construed so as to find the Provider or any of its employees,
contractors, servants or agents to be employees of the Board.
8. COMPLIANCE WITH LAW. In providing all services pursuant to this agreement,
the Provider shall abide by all statutes, ordinances, rules and regulations pertaining to or
regulating the provision of such services, including 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 demonstrate and
sustain compliance with:
(a) 501(c)(3) Registration;
(b) Board of Directors of seven or more;
(c) Annual election of Officers and Director;
(d) Annual provision of annual report to County;
(e) Corporate Bylaws;
(f) Corporate Policies and Procedures Manual;
(g) Hiring policies for all staff;
(h) Cooperate with County monitoring visits; and
(I) Semi-annual performance reports to be presented to County.
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 amended by an agreement amendment, which must be
approved in writing by the Board.
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
2
conditions and provIsions as the Board may deem necessary. This agreement shall be
incorporated by reference into any assignment and any assignee shall comply with all of the
provisions herein. Unless expressly provided for therein, such approval shall in no manner or
event be deemed to impose any obligation upon the Board in addition to the total agreed upon
reimbursement amount for the services of the Provider.
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 mail, return receipt
requested, to the other party as follows:
For Board:
Monroe County Attorney
PO Box 1026
Key West, FL 33040
and
Louis LaTorre, Social Services Director
Public Service Building
5100 College Road
Key West, FL 33040
For Provider:
Joseph Barker, Executive Director
Wesley House
P. O. Box 1033
Key West, FL 33041-1033
16. CONSENT TO JURISDICTION. 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 to be
kept and performed by the Provider shall not be deemed or considered as a continuing waiver and
shall not operate to bar or prevent the Board from declaring a forfeiture for any succeeding
breach, either of the same conditions or covenants or otherwise.
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.
3
19. PURCHASE OF PROPERTY. All property, whether real or personal, purchased
with funds provided under this agreement, shall become the property of Monroe County and shall
be accounted for pursuant to statutory requirements.
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.
IN WITNESS WHEREOF, the parties hereto have caused these presents to be executed as
of the day and year first written above.
(SEAL)
ATTEST: DANNY L. KOLHAGE, CLERK
By
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By
Mayor/Chairman
Deputy Clerk
WESLEY HOUSE
(Federal ID No.
)
Witness
By
Executive Director
Witness
jdconwesley
4
ATIACHMENT A
Exoense Reimbursement Reauirements
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 FS 112.061, which is attached for
reference.
A cover letter summarizing the major line items on the reimbursable expense request should also
contain a 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 expenses 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 305/292-3528.
pavroll
A certified statement verifying the accuracy and authenticity of the payroll expenses.
If a Payroll Journal is provided, it should include:
Payroll Journal dates, employee name, salary, or hourly rate, hours worked during the payroll
journal dates, withholdings where appropriate, check number and check amount
If a Payroll Journal is not provided, the following must be listed:
Check number, date, payee, check amount, support for applicable payroll taxes
Original vendor invoices must be submitted for Worker's Compensation and Liability insurance
coverage.
Teleohone Exoenses
A user log of pertinent information must be remitted; the party called, the caller, the telephone
number, the date, and the purpose of the call must be identified.
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.
Suoolies. services. etc.
For supplies or services ordered, the County requires the original vendor invoice.
Rents. leases. etc.
A copy of the rental agreement or lease is required. Deposits and advance payments will not be
allowable ex~enses.
Postaae. overniaht deliveries. courier. etc.
A log of all postage expenses as it relates to the County contract is required for reimbursement.
For overnight or express deliveries, the original vendor invoice must be included.
ATTACHMENT B
HUMAN SERVICE ORGANIZATION LETTERHEAD
Monroe County Board
of County Commissioners
Finance Department
500 Whitehead Street
key West, Florida 33040
(Date)
The following is a summary of the expenses for (Human Service Oraanization name) for the
time period of to
Check # Pavee Reason Amount
101 A Company Rent $xxxx.xx
102 B Company Utilities $xxxx.xx
103 D Company Phone ' $xxxx.xx
104 Person A Payroll $xxxx.xx
105 Person B Payroll $xxxx.xx
(A) Total $xxxx.xx
-------
-------
(B) Total prior payments $xxxx.xx
(C) Total requested and paid (A + B) $xxxx.xx
(D) Total contract amount $xxxx.xx
Balance of contract (D - C) $xxxx.xx
-------
-------
I certify that the above checks have been submitted to the vendors as noted and that the expenses
are accurate and in agreement with the records of this organization. Furthermore, these expenses
are in compliance with this organization's contract with the Monroe County Board of Commissioners
and will not be submitted for reimbursement to any other funding source.
Executive Director
Attachments (supporting documentation>
STATE OF FLORIDA
COUNTY OF MONROE
SWORN TO AND SUBSCRIBED before me this _ day of , 200_ by
(Event Contact Person> who is personally known
to me
presented as identification:
Notary Public, State of Florida at Large
My Commission Expires:
Jdconhsoex
IU--t ' c. .
21. Wesley House requests $35,000 in matching funds from Monroe County to
pay for child care services for income eligible working families throughout
Monroe County at over 80 program locations including licensed centers,
schools, registered homes, exempt church programs and summer day camps.
22. This program addresses three critical needs:
a. Financial subsidy to offer working income eligible families access to child
care programs
b. Access to child care/school readiness programs to assure that children
experience developmentally appropriate educational opportunities
c. Assures that Monroe County has the mandated local match for child care
and be competitive with other communities.
23. Data to support this need includes: .
a. 1015 children served from July 1998 to June 1999 and 700 children served
during April 2000 alone.
b. A wait list of 40 children
c. According to 1998 U.S. Census data, there are approximately 800 more
eligible children in Monroe County.
24. See Attachment 10
List of Child Care Programs
25. Measurable changes to accomplish this year
a. Serve 40 more children countywide.
b. Secure child care funding as an employer contribution to draw down state
funds.