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Interoffice Memorandum
October , 2013
® Amy Heavilin, Clerk
From: Commissioner DavidRice,District
*REVISED* Notice of Voting Conflict
Per Florida Statute 12.3 s l hereby disclose by written rrnernorandaorre that I will
abstain fro the Grote on certain issues that are brought before the Monroe County Board of
Commissioners with entities that I am involved with.
1 will abstain from the vote on issues concenfing the Guidance(mare Center„Inc.,a
rivak% snot-for-tnrolit entity,which receives sore e of its operational funding from the County, as l
am currently a member oluthe Board of Directors, of the Care Center.
At e October 16,2013 BOCC meeting, I will abstain ro the vote on ie (s)c
('43:Approval of a rrree aent„s wieh Monroe Cdou ned of the Arts
Corpora don on d(bla Florida Key,s Council of 1he Ails and rite
Historic Florida KeYS F ou ndlaatia rat Inc,for BOCC direct line-
item aaanalion Y'..
014:Approval of agreements with Guidance Care Ce neer cor
the unit lot-fleouse Program,ra m, the Baker Act Transportation
Services and Community nity raaonsportatiaorno aor the Disfulvapiraged
and the Substance Abuse Mental Health local onantchfu ndin for
FY 2014,
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: October 16, 2013 Division: OMB
Bulk Item: Yes X No — Department: Grants
Staff Contact/Phone #: Laura deLoach-Hartle x 4482
AGENDA ITEM WORDING: Approval of agreements with Monroe Council of the Arts
Corporation d/b/a Florida Keys Council of the Arts and the Historic Florida Keys Foundation, Inc. for
BOCC direct line-item funding.
ITEM BACKGROUND: Both of these entities have historically been funded directly by the BOCC.
Monroe Council of the Arts has requested $63,000 and Historic Florida Keys Foundation, Inc.
requested $28,500 for FY 2014. The funding requests were included and subsequently approved as a
part of the budget process.
PREVIOUS RELEVANT BOCC ACTION: For FY 2013 the BOCC approved funding in the
amount of $57,000 to Monroe Council of the Arts and $28,500 to the Historic Florida Keys
Foundation, Inc.
CONTRACT/AGREEMENT CHANGES: None.
STAFF RECOMMENDATIONS: Approval
TOTAL COST: $ 91,500 INDIRECT COST: BUDGETED: Yes X No
DIFFERENTIAL OF LOCAL PREFERENCE: NA
COST TO COUNTY: $91,500 SOURCE OF FUNDS: Ad valorem
REVENUE PRODUCING: Yes— No X AMOUNT PER MONTH Year
APPROVED BY: County Att!�*— Od/Purcih5asing Risk Management
DOCUMENTATION: Included Not Required_
DISPOSITION: AGENDA ITEM#
Revised 7/09
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract #
Contract with: Historic Florida Keys Effective Date:10/01/13
Foundation Inc Expiration Date:09/30/14
Contract Purpose/Description: provides services to develop, coordinate, and promote
historic preservation in Monroe County.
Contract Manager: Laura del-oach-Hartle 4482 OMB/Grants
(Name) (Ext.) (Department)
for BOCC meeting on 10/16/13 Agenda Deadline: 10/01/13
CONTRACT COSTS
Total Dollar Value of Contract: $28,500.00 Current Year Portion: $28,500.00
Budgeted? Yes® No ❑ Account Codes: 001-04596-530340- -
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 Needed Reviewer
Division Director Yes❑ No❑ s
Risk Management i Yes❑ No[ 171-
O.M.B./Purc a ing - - Yes No
County Attorney P4 Yes❑ No[ j 1 gfr
Comments:
OMB Form Revised 9/11/95 MCP #2
VED
UNI
AGREEMENT
This Agreement is made and entered into this 16th day of October, 2013, between the
BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA, hereinafter referred to as
"Board" or "County," and Historic Florida Keys Foundation, Inc., hereinafter referred to as
"PROVIDER."
WHEREAS, the PROVIDER is a not-for-profit corporation established to develop, coordinate,
and promote historic preservation in Monroe County, Florida, and
WHEREAS, it is a legitimate public purpose to provide facilities and services for the
development, coordination, and promotion of historic preservation in Monroe County, now,
therefore,
IN CONSIDERATION of the mutual promises and covenants contained herein, it is agreed
as follows:
FUNDING
1. AMOUNT OF AGREEMENT. The Board, in consideration of the PROVIDER
substantially and satisfactorily performing and carrying out the duties of the Board as to the
development, coordination, and promotion of historic preservation in Monroe County, Florida,
shall pay to the PROVIDER the sum of TWENTY-EIGHT THOUSAND, FIVE HUNDRED, AND NO/100
DOLLARS ($28,500.00) for fiscal year 2013-2014.
2. TERM. This Agreement shall commence on October 1, 2013, and terminate September
30, 2014, unless earlier terminated pursuant to other provisions herein.
3. PAYMENT. Payment will be made periodically, but no more frequently than monthly, as
hereinafter set forth. Reimbursement requests will be submitted to the Board via the Clerk's
Finance Office. The County shall only reimburse, subject to the funded amounts below, those
reimbursable expenses which are reviewed and approved as complying with Monroe County Code
of Ordinances, State laws and regulations and Attachment A - Expense Reimbursement
Requirements. Evidence of payment by the PROVIDER shall be in the form of a letter,
summarizing the expenses, with supporting documentation attached. The letter should contain a
notarized certification statement. An example of a reimbursement request cover letter is included
as Attachment B. The organization's final invoice must be received within thirty days after the
termination date of this contract shown in Article 2 above.
After the Clerk of the Board examines and approves the request for reimbursement, the
Board shall reimburse the PROVIDER. However, the total of said reimbursement expense
payments in the aggregate sum shall not exceed the total amount shown in Article 1, above,
during the term of this agreement.
4. AVAILABILITY OF FUNDS. If funds cannot be obtained or cannot be continued at a
level sufficient to allow for continued reimbursement of expenditures for services specified herein,
this agreement may be terminated immediately at the option of the Board by written notice of
termination delivered to the PROVIDER. The Board shall not be obligated to pay for any services
or goods provided by the PROVIDER after the PROVIDER has received written notice of
termination, unless otherwise required by law.
S. CLAIMS FOR FEDERAL OR STATE AID. PROVIDER and County agree that each shall
be, and is, empowered to apply for, seek, and obtain federal and state funds to further the
purpose of this Agreement; provided that all applications, requests, grant proposals, and funding
solicitations shall be approved by each party prior to submission.
Contract-Historic FL Keys Fdto-FY14; page 1
6. 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.
RECORDKEEPING
7. RECORDS. PROVIDER shalt maintain all books, records, and documents directly
pertinent to performance under this Agreement in accordance with generally accepted accounting
principles consistently applied. Each party to this Agreement or their authorized representatives
shall have reasonable and timely access to such records of each other party to this Agreement for
public records purposes during the term of the Agreement and for four years following the
termination of this Agreement. If an auditor employed by the County or Clerk determines that
monies paid to PROVIDER pursuant to this Agreement were spent for purposes not authorized by
this Agreement, the PROVIDER shall repay the monies together with interest calculated pursuant
to Sec. 55.03, FS, running from the date the monies were paid to PROVIDER.
S. PUBLIC ACCESS. The County and PROVIDER shall allow and permit reasonable access
to, and inspection of, all documents, papers, letters or other materials in its possession or under
its control subject to the provisions of Chapter 119, Florida Statutes, and made or received by the
County and PROVIDER in conjunction with this Agreement; and the County shall have the right to
unilaterally cancel this Agreement upon violation of this provision by PROVIDER.
9. COMPLIANCE WITH COUNTY GUIDELINES. The PROVIDER must furnish to the
County the following (items A-I must be provided prior to the payment of any invoices):
(a) IRS Letter of Determination and GUIDESTAR printout indicating current 501(c)(3) status;
(b) List of the Organization's Board of Directors of which there must be at least 5 and for each
board member please indicate when elected to serve and the length of term of service;
(c) Evidence of annual election of Officers and Directors;
(d) Unqualified audited financial statement from the most recent fiscal year for all
organizations that expend $150,000 a year or more; if qualified, include a statement of
deficiencies with corrective actions recommended/taken;
(e) Copy of a filed IRS Form 990 from most recent fiscal year with all attached schedules;
(f) Organization's Corporate Bylaws, which must include the organization's mission, board and
membership composition, and process for election of officers;
(g) Organization's Policies and Procedures Manual which must include hiring policies for all
staff, drug and alcohol free workplace provisions, and equal employment opportunity
provisions;
(h) Specific description or list of services to be provided under this contract with this grant
(see Attachment C);
(i) Annual Performance Report describing services rendered during the most recently
completed grant period (to be furnished within 30 days after the contract end date.) The
performance report shall include statistical information regarding the types and
frequencies of services provided, a profile of clients (including residency) and numbers
served, and outcomes achieved;
(j) Cooperation with County monitoring visits that the County may request during the contract
year; and
(k) Other reasonable reports and information related to compliance with applicable laws,
contract provisions and the scope of services that the County may request during the
contract year.
RESPONSIBILITIES
14. SCOPE OF SERVICES. The PROVIDER, for the consideration named, covenants and
agrees with the Board to substantially and satisfactorily perform and provide the services outlined
in Attachment C to residents of Monroe County, Florida.
Contract-Historic FL Keys Fdtn-FY14, page 2
11. ATTORNEY'S FEES AND COSTS. The County and PROVIDER agree that in the event
any cause of action or administrative proceeding is initiated or defended by any party relative to
the enforcement or interpretation of this Agreement, the prevailing party shall be entitled to
reasonable attorney's fees, court costs, investigative, and out-of-pocket expenses, as an award
against the non-prevailing party, and shall include attorney's fees, courts costs, investigative, and
out-of-pocket expenses in appellate proceedings. Mediation proceedings initiated and conducted
pursuant to this Agreement shall be in accordance with the Florida Rules of Civil Procedure and
usual and customary procedures required by the circuit court of Monroe County.
12. BINDING EFFECT. The terms, covenants, conditions, and provisions of this
Agreement shall bind and inure to the benefit of the County and PROVIDER and their respective
legal representatives, successors, and assigns.
13. CODE OF ETHICS. County agrees that officers and employees of the County
recognize and will be required to comply with the standards of conduct for public officers and
employees as delineated in Section 112.313, Florida Statutes, regarding, but not limited to,
solicitation or acceptance of gifts; doing business with one's agency; unauthorized compensation;
misuse of public position, conflicting employment or contractual relationship; and disclosure or
use of certain information.
14. NO SOLICITATION/PAYMENT. The County and PROVIDER warrant that, in respect
to itself, it has neither employed nor retained any company or person, other than a bona fide
employee working solely for it, to solicit or secure this Agreement and that it has not paid or
agreed to pay any person, company, corporation, individual, or firm, other than a bona fide
employee working solely for it, any fee, commission, percentage, gift, or other consideration
contingent upon or resulting from the award or making of this Agreement. For the breach or
violation of the provision, the PROVIDER agrees that the County shall have the right to terminate
this Agreement without liability and, at its discretion, to offset from monies owed, or otherwise
recover, the full amount of such fee, commission, percentage, gift, or consideration.
15. INDEPENDENT CONTRACTOR. At all times and for all purposes hereunder, the
PROVIDER is an independent contractor and not an employee of the Board. No statement
contained in this agreement shall be construed so as to find the PROVIDER or any of its
employees, contractors, servants or agents to be employees of the Board.
COMPLIANCE ISSUES
16. 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.
17. 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,
18. NON-DISCRIMINATION. County and PROVIDER agree that there will be no
discrimination against any person, and it is expressly understood that upon a determination by a
court of competent jurisdiction that discrimination has occurred, this Agreement automatically
terminates without any further action on the part of any party, effective the date of the court
order. County or PROVIDER agree to comply with all Federal and Florida statutes, and all local
ordinances, as applicable, relating to nondiscrimination. These include but are not limited to: 1)
Title VI of the Civil Rights Act of 1964 (PL 88-352) which prohibits discrimination on the basis of
race, color or national origin; 2) Title IX of the Education Amendment of 1972, as amended (20
Contract- Istoric FL Keys Fdtn-FY 4; page 3
USC ss. 1681-1683, and 1685-1686), which prohibits discrimination on the basis of sex; 3)
Section 504 of the Rehabilitation Act of 1973, as amended (20 USC s. 794), which prohibits
discrimination on the basis of handicaps; 4) The Age Discrimination Act of 1975, as amended (42
USC ss. 6101-6107) which prohibits discrimination on the basis of age; 5) The Drug Abuse Office
and Treatment Act of 1972 (PL 92-255), as amended, relating to nondiscrimination on the basis of
drug abuse; 6) The Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and
Rehabilitation Act of 1970 (PL 91-616), as amended, relating to nondiscrimination on the basis of
alcohol abuse or alcoholism; 7) The Public Health Service Act of 1912, ss. 523 and 527 (42 USC
ss. 690dd-3 and 290ee-3), as amended, relating to confidentiality of alcohol and drug abuse
patient records; 8) Title VIII of the Civil Rights Act of 1968 (42 USC s. et seq.), as amended,
relating to nondiscrimination in the sale, rental or financing of housing; 9) The Americans with
Disabilities Act of 1990 (42 USC s. 1201 Note), as maybe amended from time to time, relating to
nondiscrimination on the basis of disability; 10) Any other nondiscrimination provisions in any
Federal or state statutes which may apply to the parties to, or the subject matter of, this
Agreement.
AMENDMENTS, CHANGES, AND DISPUTES
19. MODIFICATIONS AND AMENDMENTS. Any and all modifications of the services
and/or reimbursement of services shall be accomplished by an amendment, which must be
approved in writing by the County.
20. ADJUDICATION OF DISPUTES OR DISAGREEMENTS. County and PROVIDER
agree that all disputes and disagreements shall be attempted to be resolved by meet and confer
sessions between representatives of each of the parties. If no resolution can be agreed upon
within 30 days after the first meet and confer session, the issue or issues shall be discussed at a
public meeting of the Board of County Commissioners. If the issue or issues are still not resolved
to the satisfaction of the parties, then any party shall have the right to seek such relief or remedy
as may be provided by this Agreement or by Florida law.
21. COOPERATION. In the event any administrative or legal proceeding is instituted
against either party relating to the formation, execution, performance, or breach of this
Agreement, County and PROVIDER agree to participate, to the extent required by the other party,
in all proceedings, hearings, processes, meetings, and other activities related to the substance of
this Agreement or provision of the services under this Agreement. County and PROVIDER
specifically agree that no party to this Agreement shall be required to enter into any arbitration
proceedings related to this Agreement.
ASSURANCES
22. COVENANT OF NO INTEREST. County and PROVIDER covenant that neither
presently has any interest, and shall not acquire any interest, which would conflict in any manner
or degree with its performance under this Agreement, and that only interest of each is to perform
and receive benefits as recited in this Agreement.
23. 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.
24. NON-WAIVER OF IMMUNITY. Notwithstanding the provisions of Sec. 768.28,
Florida Statutes, the participation of the County and the PROVIDER in this Agreement and the
acquisition of any commercial liability insurance coverage, self-insurance coverage, or local
government liability insurance pool coverage shall not be deemed a waiver of immunity to the
Contract-Historic FL Keys Fdtn-FY14; page 4
extent of liability coverage, nor shall any contract entered into by the County be required to
contain any provision for waiver.
25. ATTESTATIONS. PROVIDER agrees to execute such documents as the County may
reasonably require, to include a Public Entity Crime Statement, an Ethics Statement, and a Drug-
Free Workplace Statement.
26. AUTHORITY. Each party represents and warrants to the other that the execution,
delivery and performance of this Agreement have been duly authorized by all necessary County
and corporate action, as required by law.
INDEMNITY ISSUES
27. 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.
28. PRIVILEGES AND IMMUNITIES. All of the privileges and immunities from liability,
exemptions from laws, ordinances, and rules and pensions and relief, disability, workers'
compensation, and other benefits which apply to the activity of officers, agents, or employees of
any public agents or employees of the County, when performing their respective functions under
this Agreement within the territorial limits of the County shall apply to the same degree and
extent to the performance of such functions and duties of such officers, agents, volunteers, or
employees outside the territorial limits of the County.
29. NO PERSONAL LIABILITY. No covenant or agreement contained herein shall be
deemed to be a covenant or agreement of any member, officer, agent or employee of Monroe
County in his or her individual capacity, and no member, officer, agent or employee of Monroe
County shall be liable personally on this Agreement or be subject to any personal liability or
accountability by reason of the execution of this Agreement.
30. LEGAL OBLIGATIONS AND RESPONSIBILITIES: Non-Delegation of Constitutional
or Statutory Duties. This Agreement is not intended to, nor shall it be construed as, relieving any
participating entity from any obligation or responsibility imposed upon the entity by law except to
the extent of actual and timely performance thereof by any participating entity, in which case the
performance may be offered in satisfaction of the obligation or responsibility. Further, this
Agreement is not intended to, nor shall it be construed as, authorizing the delegation of the
constitutional or statutory duties of the County, except to the extent permitted by the Florida
constitution, state statute, and case law.
31. NON-RELIANCE BY NON-PARTIES. No person or entity shall be entitled to rely
upon the terms of this Agreement to enforce or attempt to enforce any third-party claim or
entitlement to or benefit of any service or program contemplated hereunder, and the County and
the PROVIDER agree that neither the County nor the PROVIDER or any agent, officer, or employee
of either shall have the authority to inform, counsel, or otherwise indicate that any particular
individual or group of individuals, entity or entities, have entitlements or benefits under this
Agreement separate and apart, inferior to, or superior to the community in general or for the
purposes contemplated in this Agreement.
GENERAL
32. Execution in Counterparts. This Agreement may be executed in any number of
counterparts, each of which shall be regarded as an original, all of which taken together shall
Contract-Historic FL Keys Fdtn-FY14; page 5
constitute one and the same instrument and any of the parties hereto may execute this
Agreement by signing any such counterpart.
33. NOTICE. Any notice required or permitted under this agreement shall be in writing
and hand-delivered or mailed, postage pre-paid, by certified mail, return receipt requested, to the
other party as follows:
For Board:
Grants Administrator and Monroe County Attorney
1100 Simonton Street PO Box 1026
Key West, FL 33040 Key West, FL 33041
For PROVIDER
Diane Silvia, Executive Director
Historic Florida Keys Foundation, Inc.
510 Greene Street
Key West, Florida 33040
305-292-6718
34. GOVERNING LAW, VENUE, INTERPRETATION, COSTS, AND FEES. This
Agreement shall be governed by and construed in accordance with the laws of the State of Florida
applicable to contracts made and to be performed entirely in the State.
In the event that any cause of action or administrative proceeding is instituted for the
enforcement or interpretation of this Agreement, the County and PROVIDER agree that venue will
lie in the appropriate court or before the appropriate administrative body in Monroe County,
Florida.
The County and PROVIDER agree that, in the event of conflicting interpretations of the
terms or a term of this Agreement by or between any of them the issue shall be submitted to
mediation prior to the institution of any other administrative or legal proceeding.
35. 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.
36. SEVERABILITY. If any term, covenant, condition or provision of this Agreement (or
the application thereof to any circumstance or person) shall be declared invalid or unenforceable
to any extent by a court of competent jurisdiction, the remaining terms, covenants, conditions
and provisions of this Agreement, shall not be affected thereby; and each remaining term,
covenant, condition and provision of this Agreement shall be valid and shall be enforceable to the
fullest extent permitted by law unless the enforcement of the remaining terms, covenants,
conditions and provisions of this Agreement would prevent the accomplishment of the original
intent of this Agreement. The County and PROVIDER agree to reform the Agreement to replace
any stricken provision with a valid provision that comes as close as possible to the intent of the
stricken provision.
37. 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.
[THIS SPACE INTENTIONALLY LEFT BLANK WITH SIGNATORY PAGE TO FOLLOW]
Contract-Historic FL Keys Fdtr-FY 4; page 6
IN WITNESS WHEREOF, the parties hereto have caused these presents to be executed as
of the day and year first written above.
(SEAL) BOARD OF COUNTY COMMISSIONERS
ATTEST: AMYHEAVIUN, CLERK OFMONROE COUNTY, FLORIDA
By By
Deputy Clerk Mayor/Chairman
Historic Florida Keys Foundation, Inc.
/
(Federal IDNo.
Witness
By ^
Witness ' Executive Director
h4(]0ROE COUNTY ATTORNEY
APPROVED AS TO FC3HK8
ASSISTAPT COUNTY ATTORNEY
Date
ATTACHMENT A
EXPENSE REIMBURSEMENT REQUIREMENTS
This document is intended to provide basic guidelines to Human Service and Community-Based
Organizations, county travelers, and contractual parties who have reimbursable expenses
associated with Monroe County business. These guidelines, as they relate to travel, are from the
Monroe County Code of Ordinances and State laws and regulations.
A cover letter (see Attachment B) summarizing the major line items on the reimbursable expense
request needs to also contain the following notarized certified statement:
"I certify that the above checks have been submitted to the vendors as noted and that the
attached expenses are accurate and in agreement with the records of this organization.
Furthermore, these expenses are in compliance with this organization's contract with the Monroe
County Board of County Commissioners and will not be submitted for reimbursement to any other
funding source."
Invoices should be billed to the contracting agency. Third party payments will not be considered
for reimbursement. Remember, the expense should be paid prior to requesting a reimbursement.
Only current charges will be considered, no previous balances.
Reimbursement requests will be monitored in accordance with the level of detail in the contract.
This document should not be considered all-inclusive. The Clerk's Finance Department reserves
the right to review reimbursement requests on an individual basis. Any questions regarding these
guidelines should be directed to 305-292-3534.
Data Processing, PC Time, etc.
The vendor invoice is required for reimbursement. Inter-company allocations are not considered
reimbursable expenditures unless appropriate payroll journals for the charging department are
attached and certified.
Payroll
A certified statement verifying the accuracy and authenticity of the payroll expense is needed. If
a Payroll Journal is provided, it should include: dates, employee name, salary or hourly rate, total
hours worked, withholding information and paid payroll taxes, check number and check amount.
If a Payroll Journal is not provided, the following information must be provided: pay period, check
amount, check number, date, payee, and support for applicable paid payroll taxes.
Postage, Overnight Deliveries, Courier, etc.
A log of all postage expenses as they relate to the County contract is required for reimbursement.
For overnight or express deliveries, the vendor invoice must be included.
Rents, Leases, etc.
A copy of the rental or lease agreement is required. Deposits and advance payments are not
allowable expenses.
Reproductions, Copies, etc.
A log of copy expenses as they relate to the County contract is required for reimbursement. The
log must define the date, number of copies made, source document, purpose, and recipient. A
reasonable fee for copy expenses will be allowable. For vendor services, the vendor invoice and a
sample of the finished product are required.
Supplies, Services, etc.
For supplies or services ordered, a vendor invoice is required.
Contract-HIstcric FL Keys Fdtn-FY14, page 8
Telefax, Fax, etc.
A fax log is required. The log must define the sender, the intended recipient, the date, the
number called, and the reason for sending the fax.
Telephone Expenses
A user log of pertinent information must be remitted including: the party called, the caller, the
telephone number, the date, and the purpose of the call.
Travel and Meal Expenses
Travel expenses must be submitted on a State of Florida Voucher for Reimbursement of Travel
Expenses. Travel reimbursement requests must be submitted and will be paid in accordance with
Monroe County Code of Ordinances and State laws and regulations. Credit card statements are
not acceptable documentation for reimbursement. If attending a conference or meeting, a copy of
the agenda is needed. Airfare reimbursement requires the original passenger receipt portion of
the airline ticket. A travel itinerary is appreciated to facilitate the audit trail. Auto rental
reimbursement requires the vendor invoice. Fuel purchases should be documented with paid
receipts. Taxis are not reimbursed if taken to arrive at a departure point: for example, taking a
taxi from one's residence to the airport for a business trip is not reimbursable. Parking is
considered a reimbursable travel expense at the destination. Airport parking during a business
trip is not.
A detailed list of charges is required on the lodging invoice. Balance due must be zero. Room
must be registered and paid for by traveler. The County will only reimburse the actual room and
related bed tax. Room service, movies, and personal telephone calls are not allowable expenses.
Mileage reimbursement shall be at the rate established by ARTICLE XXVI, TRAVEL, PER DIEM,
MEALS, AND MILEAGE POLICY of the Monroe County Code of Ordinances. An odometer reading
must be included on the state travel voucher for vicinity travel. Mileage is not allowed from a
residence or office to a point of departure. For example, driving from one's home to the airport
for a business trip is not a reimbursable expense.
Meal reimbursement shall be at the rates established by ARTICLE XXVI, TRAVEL, PER DIEM,
MEALS, AND MILEAGE POLICY of the Monroe County Code of Ordinances. Meal guidelines state
that travel must begin prior to 6 a.m. for breakfast reimbursement, before noon and end after 2
p.m. for lunch reimbursement, and before 6 p.m. and end after 8 p.m. for dinner reimbursement.
Non-allowable Expenses
The following expenses are not allowable for reimbursement: capital outlay expenditures (unless
specifically included in the contract), contributions, depreciation expenses (unless specifically
included in the contract), entertainment expenses, fundraising, non-sufficient check charges,
penalties and fines.
Contract-Historic FL Keys Fdtn-FY14, page 9
ATTACHMENT B
ORGANIZATION
LETTERHEAD
Monroe County Board of County Commissioners
Finance Department
500 Whitehead Street
Key West, FL 33040
Date
The following is a summary of the expenses for (Organization name) for the time period
of to
Check # Payee Reason Amount
101 Company A Rent $ X,XXX.XX
102 Company B Utilities XXX.XX
104 Employee A P/R ending 05/14/01 XXX.XX
105 Employee B P/R ending 05/28/01 XXX.XX
(A) Total $ XFXXX.XX
(B) Total prior payments $ X,XXX.XX
(C) Total requested and paid (A + B) $ X,XXX.XX
(D) Total contract amount $ X,XXX.XX
Balance of contract (D-C) $ X,XXX.XX
I certify that the above checks have been submitted to the vendors as noted and that the
expenses are accurate and in agreement with the records of this organization. Furthermore,
these expenses are in compliance with this organization's contract with the Monroe County Board
of County Commissioners and will not be submitted for reimbursement to any other funding
source.
r.
Executive Director
Attachments (supporting documentation)
Sworn to and subscribed before me this day of ` ��y _ � F 20 0- by
vvho is p rsonally known to m�
Notary P blic Notary Stamp
v cv� Notary Public State of Florda
Judy A Lakin
A f My Commission EE026217
a�o� Expirot 1112412014
Contract-Histcr;c FL Keys Fdtn-FY14, page 10
ATTACHMENT C
Services to be provided:
(Insert a description of your organization including a list of the services that will be provided by
your organization under this contract.)
"A PArj v�r-cm--i (A
t [OV'm
Contract-1-4istoric FL Keys Fdtr-FY14; page 11
PUBLIC ENTITY CRIME STATEMENT
"A person or affiliate who has been placed on the convicted vendor list following a conviction for
public entity crime may not submit a bid on a contract to provide any goods or services to a public
entity, may not submit a bid on a contract with a public entity for the construction or repair of a
public building or public work, may not submit bids on leases of real property to public entity,
may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under
a contract with any public entity, and may not transact business with any public entity in excess
of the threshold amount provided in Section 287.017, for CATEGORY TWO for a period of 36
months from the date of being placed on the convicted vendor list."
Contract-Historic FL keys Fdtn-FY1 4; page 12
SWORN STATEMENT UNDER ORDINANCE NO. 1O-1AA0
MONROE COUNTY, FLORIDA
ETHICS CLAUSE
c-, t4 V warrants that he/it has not employed, retained or
otherwise had act on his/its behalf any former County officer or employee in violation of Section 2
of Ordinance No. 10-1990 or any County officer or employee in violation of Section 3 of Ordinance
No. 10-1990. For breach or violation of this provision the County may, in its discretion, terminate
this contract without liability and may also, in its discretion, deduct from the contract or purchase
price, or otherwise recover, the full amount of any fee, commission, percentage, gift, or
consideration paid to the former County officer or employee.
Date:-
STATE OF
COUNTY OF
PERSONALLY APPEARED BEFORE ME, the undersigned authority,
who, after first being sworn by me, affixed his/her
signature (name of individual signing) in the space provided above on this day of
, 2U_/�L.
NOTARY PUBLIC
My commission expires: //_
OMB - MCP FORM #4Notary Public St3te of Ronda
DRUG-FREE WORKPLACE FORM
The undersigned vendor in accordance with Florida Statute 287.087 hereby certifies that:
(Name of Business)
1. Publishes statement notifying employees that the unlawful manufacture, distribution,
dispensing, possession, or use ofa controlled substance is prohibited in the workplace and
specifying the actions that will be taken against employees for violations of such prohibition.
2. Informs employees about the dangers of drug abuse in the workplace, the business's policy of
maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee
assistance programs, and the penalties that may be imposed upon employees for drug abuse
violations,
3. Gives each employee engaged in providing the commodities orcontractual services that are
under bid a copy of the statement specified in subsection (1).
4. In the statement specified in subsection (1), notifies the employees that, as condition of
working on the commodities orcontractual services that are under bid, the employee will abide by
the terms of the statement and will notify the employer of any conviction of, or plea of guilty or
no|o contendere to, any violation of Chapter 893 (Florida Statutes) or of any controlled substance
|avv of the United States or any state, for a violation occurring in the workplace no later than five
(5) days after such conviction.
5. Imposes sanction on, or require the satisfactory participation in a drug abuse assistance or
rehabilitation program if such is available in the employee's community, or any employee who is
so convicted.
6. Makes a good faith effort to continue to maintain a drug-free workplace through
implementation of this section.
As the person authorized to sign the statement, I certify that this firm complies fully with the
above requirements.
STATE OF
(Signature of Respondent)
COUNTY OF-,//
Dafe
PERSONALLY APPEARED BEFORE ME, the undersigned authority,
who, after first being sworn by me, (name of
/nom/oua| signing) affixed his/her signature in the space provided above on this
day of
My �connnn ssmn expires:
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract #
Contract with: Monroe Council of the Arts Effective Date: 10/01/13
Corl2oration ...b/a Florida-.Keys Council o Expiration Date:...09/30/14
the Arts
Contract Pu rpose/Descri ption:-provides funding to perform and carry out the development,
coordination...and promoti.on of the arts throughout Monroe County.
Contract Manager:La.ura deLoac.h-Hartle 4482 OMB/Grants
(Name) (Ext.) (Department)
[for BOCC meeting on IDL16Z13 Agenda Deadline: 10/01/13
CONTRACT COSTS
Total Dollar Value of Contract: $63,000 Current Year Portion: $63,000
Budgeted? Yes X N o F-1 Account Codes: 001-01512-530340-_-
Grant: $0
County Match: $_
ADDITIONAL COSTS
Estimated Ongoing Costs: $-----Jyr For:
(Not included in dollar value above) (eg. maintenance, utilities, janitorial, salaries,
etc.
CONTRACT REVIEW
Changes Date Out
Date In Needed Reviewer,
Division Director YesM NOR
f
YesR I
Risk Managern
ent Noff
0.M.B./P u r Aa--si n g YesR N o 1911/ q
A
County Attorney YesR NOR
Cornments:-
OMB Form Revised 9/11/95 MCP #2
RECEIVED
SEP 2 0 �2013
MONROE i;;Wk-1y KrT0MW1 -V6
AGREEMENT
This Agreement is made and entered into this 16th day of October, 2013, between the
� BOARD OF COUNTY COMMISSIONERS OF MO0ROE COUNTY, FLORIDA, hereinafter referred to as
"Board" or "County," and Monroe Council of the Arts Corporation d/b/a Florida Keys Council of the
Arts/ hereinafter referred to as "PROVIDER."
WHEREAS, the PROVIDER is not-for-profit corporation established to perform and carry
out the development, coordination and promotion of the arts throughout Monroe County, and
WHEREAS, it is legitimate public purpose to provide facilities and services for the
development, coordination and promotion nf the arts in Monroe County, now, therefore,
IN CONSIDERATION of the mutual promises and covenants contained herein, it is agreed
as follows:
FUNDING
1. AMOUNT OF AGREEMENT. The Board, in consideration of the PROVIDER
substantially and satisfactorily performing and carrying out the duties of the Board as to providing
facilities and services for the development, coordination and promotion of the arts in Monroe
County, shall pay to the PROVIDER the sum of SIXTY THREE THOUSAND AND NO/DOLLARS
($63,UUU.UU) for fiscal year 2U12-2U13.
2. TERM. This Agreement shall commence on October 1, 2013, and terminate September
30, 2014, unless earlier terminated pursuant to other provisions herein.
3. PAYMENT. Payment will be made periodically, but no more frequently than monthly,
as hereinafter set forth. Reimbursement requests will be submitted to the Board via the Clerk's
Finance Office. The County shall only reimburse, subject tothe funded amounts below, those
reimbursable expenses which are reviewed and approved as complying with Monroe County Code
of Ordinances, State laws and regulations and Attachment A - Expense Reimbursement
Requirements. Evidence of payment by the PROVIDER shall be in the form of a letter,
summarizing the expenses, with supporting documentation attached. The letter should contain a
notarized certification statement. An example ofa reimbursement request cover letter is included
as Attachment B. The organization's final invoice must be received within thirty days after the
termination date of this contract shown in Article 2 above.
After the Clerk of the Board examines and approves the request for reimbursement, the
Board shall reimburse the PROVIDER. However, the total of said reimbursement expense
payments in the aggregate sum shall not exceed the total amount shown in Article 1, above,
during the term of this agreement.
/8. AVAILABILITY OF FUNDS' If funds cannot be obtained or cannot be continued at a
level sufficient to allow for continued reimbursement of expenditures for services specified herein,
this agreement may be terminated immediately at the option of the Board by written notice of
termination delivered to the PROVIDER. The Board shall not be obligated to pay for any services
or goods provided by the PROVIDER after the PROVIDER has received written notice of
termination, unless otherwise required by law.
S. CLAIMS FOR FEDERAL OR STATE AID. PROVIDER and County agree that each shall
be, and is, empowered to apply for, seek, and obtain federal and state funds to further the
purpose of this Agreement; provided that all applications, requests, grant proposals, and funding
solicitations shall be approved by each party prior to submission,
Contract-Monroe Council oy the AntsfFY/4;page ,
6. 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 tostatutory requirements.
RECORDKEEPING
7. RECORDS. PROVIDER shall maintain all books, records, and documents directly
pertinent to performance under this Agreement in accordance with generally accepted accounting
principles consistently applied. Each party to this Agreement or their authorized representatives
shall have reasonable and timely access to such records of each other party to this Agreement for
public records purposes during the term of the Agreement and for four years following the
termination of this Agreement. If an auditor employed by the County or Clerk determines that
monies paid to PROVIDER pursuant to this Agreement were spent for purposes not authorized by
this Agreement, the PROVIDER shall repay the monies together with interest calculated pursuant
to Sec. 55.03, FS, running from the date the monies were paid tV PROVIDER.
S. PUBLIC ACCESS. The County and PROVIDER shall a||ovv and permit reasonable
access to, and inspection of, all documents, papers, letters or other materials in its possession or
under its control subject to the provisions of Chapter 119, Florida Statutes, and made or received
by the County and PROVIDER in conjunction with this Agreement; and the County shall have the
right to unilaterally cancel this Agreement upon violation of this provision by PROVIDER.
9~ COMPLIANCE WITH COUNTY GUIDELINES. The PROVIDER must furnish to the
County the following (items A-K must be provided prior to the payment ofany invoices):
(a) IRS Letter of Determination and (SUIDESTAR printout indicating current 501(c>(3) status;
(b) List of the Drganization's Board of Directors of which there must be at |east`S'and^ ^ for each
board member please indicate when elected to serve and the length of term of service;
(c) Evidence of annual election of Officers and Directors}
(d) Unqualified audited financial statement from the most recent fiscal year for all
organizations that expend $150,000 a year or more; if qualified, include a statement of
deficiencies with corrective actions recornnnended/taken;
(e) Copy of filed IRS Form 990 from most recent fiscal year with all attached schedules;
(f) Organization's Corporate Bylaws, which must include the organization's mission, board and
membership composition, and process for election of officers;
(g) Organization's Policies and Procedures Manual which must include hiring policies for all
staff, drug and alcohol free workplace provisions, and equal employment opportunity
provisions}
(h) Specific description or list of services to be provided under this contract with this grant
(see Attachment C);
(i) Annual Performance Report describing services rendered during the most recently
completed grant period (to be furnished within 30 days after the contract end date.) The
performance report shall include statistical information regarding the types and
frequencies of services provided, a profile of clients (including residency) and numbers
served, outcomes achieved; '
U\ Cooperation with County monitoring visits that the County may request during the contract
year> and
(k) Other reasonable reports and information related to compliance with applicable laws,
contract provisions and the scope of services that the County may request during the
contract year.
RESPONSIBILITIES
10. SCOPE OF SERVICES. The PROVIDER, for the consideration named, covenants and
agrees with the Board to substantially and satisfactorily perform and provide the services outlined
in Attachment Ctm residents mfMonroe County, Florida,
Contract-Monroe Council o/the Ams'FY/4:page 2
11. ATTORNEY'S FEES AND COSTS. The County and PROVIDER agree that in the event
any cause of action or administrative proceeding is initiated or defended by any party relative to
the enforcement or interpretation of this Agreement, the prevailing party shall be entitled to
reasonable attorney's fees, court costs, investigative, and out-of-pocket expenses, as an award
against the non-prevailing party, and shall include attorney's fees, courts costs, investigative, and
out-of-pocket expenses in appellate proceedings. Mediation proceedings initiated and conducted
pursuant to this Agreement shall be in accordance with the Florida Rules of Civil Procedure and
usual and customary procedures required by the circuit court of Monroe County.
12. BINDING EFFECT. The terms, covenants, conditions, and provisions of this
Agreement shall bind and inure to the benefit of the County and PROVIDER and their respective
legal representatives, successors, and assigns.
13. CODE OF ETHICS. County agrees that officers and employees of the County
recognize and will be required to comply with the standards of conduct for public officers and
employees as delineated in Section 112.313, Florida Statutes, regarding, but not limited to,
solicitation or acceptance of gifts; doing business with one's agency; unauthorized compensation;
misuse of public position, conflicting employment or contractual relationship; and disclosure or
use of certain information.
14. NO SOLICITATION/PAYMENT. The County and PROVIDER warrant that, in respect
to itself, it has neither employed nor retained any company or person, other than a bona fide
employee working solely for it, to solicit or secure this Agreement and that it has not paid or
agreed to pay any person, company, corporation, individual, or firm, other than a bona fide
employee working solely for it, any fee, commission, percentage, gift, or other consideration
contingent upon or resulting from the award or making of this Agreement. For the breach or
violation of the provision, the PROVIDER agrees that the County shall have the right to terminate
this Agreement without liability and, at its discretion, to offset from monies owed, or otherwise
recover, the full amount of such fee, commission, percentage, gift, or consideration.
15. INDEPENDENT CONTRACTOR. At all times and for all purposes hereunder, the
PROVIDER is an independent contractor and not an employee of the Board. No statement
contained in this agreement shall be construed so as to find the PROVIDER or any of its
employees, contractors, servants or agents to be employees of the Board.
COMPLIANCE ISSUES
15. COMPLIANCE WITH LAW. In providing all services pursuant to this agreement, the
PROVIDER shall abide by all statutes, ordinances, rules and regulations pertaining to or regulating
the provision of such services, including 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.
17. 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.
18. NON-DISCRIMINATION. County and PROVIDER agree that there will be no
discrimination against any person, and it is expressly understood that upon a determination by a
court of competent jurisdiction that discrimination has occurred, this Agreement automatically
terminates without any further action on the part of any party, effective the date of the court
order. County or PROVIDER agree to comply with all Federal and Florida statutes, and all local
ordinances, as applicable, relating to nondiscrimination. These include but are not limited to: 1)
Contract-Monroe Councif of the Arts F4 page 3
Title VI of the Civil Rights Act of 1964 (PL 88-352) which prohibits discrimination on the basis of
race, color or national origin; 2) Title IX of the Education Amendment of 1972, as amended (20
USC ss. 1681-1683, and 1685-1686), which prohibits discrimination on the basis of sex; 3)
Section 504 of the Rehabilitation Act of 1973, as amended (20 USC s. 794), which prohibits
discrimination on the basis of handicaps; 4) The Age Discrimination Act of 1975, as amended (42
USC ss. 6101-6107) which prohibits discrimination on the basis of age; 5) The Drug Abuse Office
and Treatment Act of 1972 (PL 92-255), as amended, relating to nondiscrimination on the basis
of drug abuse; 6) The Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and
Rehabilitation Act of 1970 (PL 91-616), as amended, relating to nondiscrimination on the basis of
alcohol abuse or alcoholism; 7) The Public Health Service Act of 1912, ss. 523 and 527 (42 USC
ss. 690dd-3 and 290ee-3), as amended, relating to confidentiality of alcohol and drug abuse
patient records; 8) Title VIII of the Civil Rights Act of 1968 (42 USC s. et seq.), as amended,
relating to nondiscrimination in the sale, rental or financing of housing; 9) The Americans with
Disabilities Act of 1990 (42 USC s. 1201 Note), as maybe amended from time to time, relating to
nondiscrimination on the basis of disability; 10) Any other nondiscrimination provisions in any
Federal or state statutes which may apply to the parties to, or the subject matter of, this
Agreement.
AMENDMENTS, CHANGES, AND DISPUTES
19. MODIFICATIONS AND AMENDMENTS. Any and all modifications of the services
and/or reimbursement of services shall be accomplished by an amendment, which must be
approved in writing by the County.
20. ADJUDICATION OF DISPUTES OR DISAGREEMENTS. County and PROVIDER
agree that all disputes and disagreements shall be attempted to be resolved by meet and confer
sessions between representatives of each of the parties. If no resolution can be agreed upon
within 30 days after the first meet and confer session, the issue or issues shall be discussed at a
public meeting of the Board of County Commissioners. If the issue or issues are still not resolved
to the satisfaction of the parties, then any party shall have the right to seek such relief or remedy
as may be provided by this Agreement or by Florida law.
21. COOPERATION. In the event any administrative or legal proceeding is instituted
against either party relating to the formation, execution, performance, or breach of this
Agreement, County and PROVIDER agree to participate, to the extent required by the other party,
in all proceedings, hearings, processes, meetings, and other activities related to the substance of
this Agreement or provision of the services under this Agreement. County and PROVIDER
specifically agree that no party to this Agreement shall be required to enter into any arbitration
proceedings related to this Agreement.
ASSURANCES
22. COVENANT OF NO INTEREST. County and PROVIDER covenant that neither
presently has any interest, and shall not acquire any interest, which would conflict in any manner
or degree with its performance under this Agreement, and that only interest of each is to perform
and receive benefits as recited in this Agreement.
23. 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.
Contract-AvIonroe Gounci!of the Arts 14,page 4
24. NON-WAIVER OF IMMUNITY. Notwithstanding the provisions of Sec. 768.28,
Florida Statutes, the participation of the County and the PROVIDER in this Agreement and the
acquisition of any commercial liability insurance coverage, self-insurance coverage, or local
government liability insurance pool coverage shall not be deemed a waiver of immunity to the
extent of liability coverage, nor shall any contract entered into by the County be required to
contain any provision for waiver.
25. ATTESTATIONS. PROVIDER agrees to execute such documents as the County may
reasonably require, to include a Public Entity Crime Statement, an Ethics Statement, and a Drug-
Free Workplace Statement.
26. AUTHORITY. Each party represents and warrants to the other that the execution,
delivery and performance of this Agreement have been duly authorized by all necessary County
and corporate action, as required by law.
INDEMNITY ISSUES
27. 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.
28. PRIVILEGES AND IMMUNITIES. All of the privileges and immunities from liability,
exemptions from laws, ordinances, and rules and pensions and relief, disability, workers'
compensation, and other benefits which apply to the activity of officers, agents, or employees of
any public agents or employees of the County, when performing their respective functions under
this Agreement within the territorial limits of the County shall apply to the same degree and
extent to the performance of such functions and duties of such officers, agents, volunteers, or
employees outside the territorial limits of the County.
29. NO PERSONAL LIABILITY. No covenant or agreement contained herein shall be
deemed to be a covenant or agreement of any member, officer, agent or employee of Monroe
County in his or her individual capacity, and no member, officer, agent or employee of Monroe
County shall be liable personally on this Agreement or be subject to any personal liability or
accountability by reason of the execution of this Agreement.
30. LEGAL OBLIGATIONS AND RESPONSIBILITIES: Non-Delegation of Constitutional
or Statutory Duties. This Agreement is not intended to, nor shall it be construed as, relieving any
participating entity from any obligation or responsibility imposed upon the entity by law except to
the extent of actual and timely performance thereof by any participating entity, in which case the
performance may be offered in satisfaction of the obligation or responsibility. Further, this
Agreement is not intended to, nor shall it be construed as, authorizing the delegation of the
constitutional or statutory duties of the County, except to the extent permitted by the Florida
constitution, state statute, and case law.
31. NON-RELIANCE BY NON-PARTIES. No person or entity shall be entitled to rely
upon the terms of this Agreement to enforce or attempt to enforce any third-party claim or
entitlement to or benefit of any service or program contemplated hereunder, and the County and
the PROVIDER agree that neither the County nor the PROVIDER or any agent, officer, or
employee of either shall have the authority to inform, counsel, or otherwise indicate that any
particular individual or group of individuals, entity or entities, have entitlements or benefits under
this Agreement separate and apart, inferior to, or superior to the community in general or for the
purposes contemplated in this Agreement.
Contract-Monroe Council of the Arts-FY14,page 5
GENERAL
32. Execution in Counterparts. This Agreement may be executed in any number of
counterparts, each of which shall be regarded as an original, all of which taken together shall
constitute one and the same instrument and any of the parties hereto may execute this
Agreement by signing any such counterpart.
33. 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 asfollows: '
For Board:
Grants Administrator and Monroe County Attorney
110O Simonton Street PO Box 1026
Key West, FL ]]O4O Key West, FL33O41
For PROVIDER
Liz Young, Executive Director
Monroe Council of the Arts Corporation
d/b/a Florida Keys Council of the Arts
11OO Simonton Street, Suite 2-263
Key West, FL23O4O
]05-295-4]69
305-295-4372FAX
34. GOVERNING LAW, VENUE, INTERPRETATION' COSTS' AND FEES. This
Agreement shall be governed by and construed in accordance with the laws of the State of Florida
applicable to contracts made and to be performed entirely in the State.
In the event that any cause of action or administrative proceeding is instituted for the
enforcement or interpretation of this Agreement, the County and PROVIDER agree that venue will
lie /n the appropriate court or before the appropriate administrative body in Monroe County,
'
The County and PROVIDER agree that, in the event of conflicting interpretations of the
terms or a term of this Agreement by or between any of them the issue shall be submitted to
mediation prior to the institution of any other administrative or legal proceeding.
35. 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 ofthe same conditions or covenants or otherwise.
36^ SEVERAB$ILITY. If any term, covenant, condition or provision of this Agreement (or
the application thereof to any circumstance or person) sha1l be declared invalid or unenforceable
to any extent by a court of competent jurisdiction, the remaining terms, covenants, conditions
and provisions of this Agreement, shall not be affected thereby; and each remaining term,
covenant, condition and provision of this Agreement shall be valid and shall be enforceable to ^
fullest extent permitted by |ovv unless the enforcement of the remaining terms, '~~'
�ovena '^-
conditions and provisions of this Agreement would prevent the accomplishmentaccomplishmentothe original
intent of this Agreement. The County and PROVIDER agree to reformthe Agreement to replace
^~~
any stricken provision with a valid provision that comes as close as possible to the intent of
stricken provision.
~'~
Contract-Monroe Council o/m*Ans-Fv/4;page 8
37. 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 tosuch subject matter between the PROVIDER and the Board.
[THIS SPACE INTENTIONALLY LEFT BLANK WITH SIGNATORY PAGE TO FOLLOW]
Contract-Monroe Council o/the Arts'FY/4;payer
3
3
a
a
IN WITNESS WHEREOF, the parties hereto have caused these presents to be executed as
of the day and year first written above.
(SEAL) BOARD OF COUNTY COMMISSIONERS
ATTEST: AMY HEAVILIN, CLERK OF MONROE COUNTY, FLORIDA
By By
Deputy Clerk Mayor/Chairman
( Monroe Council of the Arts Corporation
��� � (Federal ID No. � 5 )
t itnes
By
Witness 1 xecutiveDirec r
1
ONO COUNTY ATTORNEY
APPROVED AS TO FORM:
i;ERT BARROWS
ASS€ TAs T COUNTY ATTORNEY
Date I
Contract-Monroe Council of the Arts-FY14;page 8
ATTACHMENT A
EXPENSE REIMBURSEMENT REQUIREMENTS
This document is intended to provide basic guidelines to Human Service and Community-Based
| Organizations, county travelers, and contractual parties who have reimbursable expenses
associated with Monroe County business. These guidelines, as they relate totravel, are from the
Monroe County Code of Ordinances and State laws and regulations.
A cover letter (see Attachment B> summarizing the major line items on the reimbursable expense
request needs to also contain the following notarized certified statement:
"I certify that the above checks have been submitted to the vendors aa noted and that the
attached expenses are accurate and in agreement with the records of this organization.
Furthermore, these expenses are in compliance with this organizabon'a contract with the Monroe
County Board of County Commissioners and will not be submitted for reimbursement to any other
funding source."
Invoices should be billed to the contracting agency. Third party payments will not be considered
for reimbursement. Remember, the expense should be paid prior to requesting a reimbursement.
Only current charges will be considered, no previous balances.
Reimbursement requests will be monitored in accordance with the level of detail in the contract
This document should not be considered all-inclusive. The Clerk's Finance Department reserves
-
the right to review reimbursement requests on an individual basis. Any questions regarding these
guidelines should be directed to 305-292-3534.
Data K»rmmems0ngx PC Time, etc.
The vendor invoice is required for reimbursement. Inter-company allocations are not considered
reimbursable expenditures unless appropriate payroll journals for the charging department are
attached and certified.
Payroll
A certified statement verifying the accuracy and authenticity of the payroll expense is needed. If
a Payroll Journal is provided, it should include: dates, employee name, salary or hourly rate total
hours worked, withholding information and paid payroll taxes, check number and check arn``unt
If Payroll Journal )s not provided, the fo||o �ng information paypehod, check
k
amount, check number, date, payee, and support for applicable paid payroll taxes.
Postage, Overnight Deliveries, Courier, etc.
A log of all postage expenses as they relate to the County contract is required for reimbursement.
For overnight nrexpress deliveries, the vendor invoice must be included.
Rents, Leases, etc.
A copy uf the rental orlease agreement isrequired, Deposits and advance payments are not
allowable expenses,
Reproductions, Copies, etc.
A log of copy expenses as they relate to the County contract is required for reimbursement. The
log must define the date, number of copies made, source document, purpose, and recipient. A
reasonable fee for copy expenses will be allowable. For vendor services, the vendor invoice and a
sample of the finished product are required.
Supplies, Services, etc~
ForSupp|/es or services ordered, a vendor invoice is required.
Contract-Monroe Council o/the Axy'FYr4;page
|
|
�
Tellefax, Fax, etc.
Afmx log is required. The log must define the sender, the intended recipient, the date, the
number called, and the reason for sending the fax.
Telephone Expenses
A user log of pertinent information must be remitted including: the party called, the caller, the
telephone number, the date, and the purpose of the call.
Travel and Meal Expenses
Travel expenses must be submitted on a State of Florida Voucher for Reimbursement of Travel
Expenses. Travel reimbursement requests must hesubmitted and will be paid in accordance with
Monroe County Code of Ordinances and State /avva and regulations. Credit card statements are
not acceptable documentation for reimbursement. If attending a conference or meeting, a copy
of the agenda is needed. Airfare reimbursement requires the original passenger receipt portion of
the airline ticket. A travel itinerary is appreciated to facilitate the audit trail. Auto rental
reimbursement requires the vendor invoice. Fuel purchases should be documented with paid
receipts. Taxis are not reimbursed if taken to arrive at a departure point: for example, taking a
taxi from one's residence to the airport for a business trip is not reimbursable. Parking is
considered a reimbursable travel expense at the destination. Airport parking during a business
trip is not.
A detailed list of charges is required on the lodging invoice. Balance due must be zero. Room
must be registered and paid for bytraveler. The County will only reimburse the actual room and
related bed tan. Room service, movies, and personal telephone calls are not allowable expenses.
Mileage reimbursement shall be at the rate established by ARTICLE XXVI, TRAVEL, PER DIEM,
MEALS, AND MILEAGE POLICY ofthe Monroe County [ode of Ordinances. An odometer reading
must be included on the state travel voucher for vicinity travel. Mileage is not allowed from a
residence or office to a point of departure. For example, driving from one's home to the airport
fora business trip is not reimbursable expense.
Meal reimbursement shall be at the rates established by ARTICLE XXV2, TRAVEL, PER DIEM,
MEALS, AND MILEAGE POLICY of the Monroe County Code ofOrdinances. Meal guidelines state
that travel must begin prior to 6 a.m. for breakfast reimbursement, before noon and end after 2
p.m. for lunch reimbursement, and before 6 p.m. and end after p.m. for dinner reimbursement.
Non-allowable Expenses
The following expenses are not allowable for reimbursement: capital outlay expenditures /un|esa
spec)�ca|/yinc/uded in {hecontract>, contr)butiona, depreCiation expensea /un|esaspec)fic` ||y
included in the contract), entertainment expenses, fundraising, non-sufficient check charges,
penalties and fines.
Contract-Monroe Council of the 4mo'FY/*:page /D
ATTACHMENT B
ORGANIZATION
LETTERHEAD
Monroe County Board of County Commissioners
Finance Department
500 Whitehead Street
Key West, FL 33040
Date
The following is a summary of the expenses for (Organization name) for the time period
of to
Check # Payee Reason Amount
101 Company A Rent $ X,XXX.XX
102 Company B Utilities XXX.XX
104 Employee A P/R ending 05/14/01 XXX.XX
105 Employee B P/R ending 05/28/01 XXX.XX
(A) Total $ X,XXX XX
(B) Total prior payments $ X,XXX.XX
(C) Total requested and paid (A + B) $ X,XXX.XX
(D) Total contract amount $ X,XXX.XX
Balance of contract (D-C) $ X,XXX XX
I certify that the above checks have been submitted to the vendors as noted and that the
expenses are accurate and in agreement with the records of this organization. Furthermore,
these expenses are in compliance with this organization's contract with the Monroe County Board
of County Commissioners and will not be submitted for reimbursement to any other funding
source.
Executive Director
Attachments (supporting documentation)
Sworn to and subscribed before me this day of 20® by
who is personally known to me.
Notary Public Notary Stamp
Contract-Monroe Council of the Arts-FY14.page 11
ATTACHMENT C
Services to be provided:
(Insert a description of your organization including a list of the services that will be provided by
your organization under this contract.)
Contract-Monroe Council of the Arts-FY145,page 12
PUBLIC ENTITY CRIME STATEMENT
"A person or affiliate who has been placed on the convicted vendor list following a conviction for
public entity crime may not submit a bid on a contract to provide any goods or services to a
public entity, may not submit a bid on a contract with a public entity for the construction or repair
of public building or public work, may not submit bids on leases of real property to public entity,
may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant
under a contract with any public entity, and may not transact business with any public entity in
excess of the threshold amount provided in Section 287.017, for CATEGORY TWO for a period of
36 months from the date of being placed on the convicted vendor list."
SWORN STATEMENT UNDER ORDINANCE NO. 10-1990
MONROE COUNTY, FLORIDA
ETHICS CLAUSE
Ami-rants that he/it has not employed, retained or
otherwise had act on his/its behalf any former County officer or employee in violation of Section 2
of Ordinance No. 10-1990 or any County officer or employee in violation of Section 3 of Ordinance
No. 10-1990. For breach or violation of this provision the County may, in its discretion, terminate
this contract without liability and may also, in its discretion, deduct from the contract or purchase
price, or otherwise recover, the full amount of any fee, commission, percentage, gift, or
consideration paid to the former County office r mployee.
(signat re)
STATE OF
COUNTY OF
PERSONALLY APPEARED BEFORE ME, the undersigned authority,
who, after first being sworn by me, affixed his/her
signature (name of individual signing) in the space provided b this
'-Z-7'-hday of
/ 2 0NOTARY PkJDU�71
My commission expires:
OMB - MCP FORM #4
NOtaty Public-State of Florida
PEE
Contract-Monroe Coancilo/the Arts'FY/4:page /*
DRUG-FREE WORKPLACE FORM
The undersigned vendor in accordance with Florida Statute 287.087 hereby certihesthat:
,j 1A C 00 kfc,(L- Ri�s
(Name of Business)
1. Publishes statement notifying employees that the unlawful manufacture, distribution,
dispensing, possession, or use of controlled substance is prohibited in the workplace and
specifying the actions that will be taken against employees for violations of such prohibition.
2. Informs employees about the dangers of drug abuse in the workplace, the business's policy of
maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee
assistance programs, and the penalties that may be imposed upon employees for drug abuse
violations.
3. Gives each employee engaged in providing the commodities orcontractual services that are
under bid a copy of the statement specified in subsection (1).
4. In the statement specified in subsection (1), notifies the employees that, as condition of
working on the commodities orcontractual services that are under bid, the employee will abide by
the terms of the statement and will notify the employer ofany conviction of, or plea of guilty or
no|u contendere to, any violation of Chapter 893 (Florida Statutes) urofany controlled substance
|avv of the United States or any state, for violation occurring in the workplace no later than five
(5) days after such conviction.
5. Imposes sanction on, ur require the satisfactory participation in drug abuse assistance or
rehabilitation program if such is available in the employee's community, or any employee who is
so convicted.
6. Makes good faith effort to continue to maintain a drug-free workplace through
implementation of this section.
As the person authorized tusign the statement, with the
above requirements.
STATE OF
[OUNTYOF
PERSONALLY APPEARED BEFORE ME, the undersigned authority,
who, after first being sworn by me, (name of
individual signing) affixed his6ersignotune in the space provided above on this
�~ day of 2OL_�
My commission expires:
CL
PUBLIC
Notary Public-State of Ftonda
My Comm.Expires May 31,2015
Cmnmeo+Mhnom Council n/the Anm'FY/4;px8o 15
r ^'� BOARD OF COUNTY COMMISSIONERS
Mayor George Neugent, District 2
UNTYSo �MONROE —�� Mayor Pro Tern Heather Carruthers,District 3
KEY WESTLORIDA 33040 Danny Kolhage,DI+strict 1O1
I305)294-46 1 Sylvia Murphy, District 5
David Rice,District 4
Laura deLoach-Hartle _
Grants Administrator
1100 Simonton Street
Key West, Florida 33040
deloachhartle-laura@monroecounty-fl.gov
MEMORANDUM
October 10, 2013
TO: Monroe County Board of County Commissioner's
Tina Boan, Budget Director
FROM: Laura deLoach-Hartle, Grants Administration ff
RE: Additional Information for Agenda Item's C43 and C45, Approval of Agreement
With Monroe Council of the Arts Corporation and Approval of Fiscal Year 2014
Contracts With Non-Profit Organizations Funded By The Board of County
Commissioner's Through Recommendations of The Human Services Advisory Board
(HSAB)
This memorandum is to provide you with additional information regarding the above
referenced agenda items, C43 and C45. Services to be provided are defined in the
Attachment C of the agreements which are completed by the contract Providers. The
Attachment C's are reviewed by staff and included in the agreements.
For Agenda Item C43, the Monroe Council of the Arts Corporation d/b/a Florida Keys
Council of the Arts provides an Overview of the Florida Keys Council of the Arts with
their request for funding. This document serves as their Attachment C to the
agreement and was inadvertently not included with their contract documents. The
document is attached.
For Agenda Item C45, this year we have twenty-seven HSAB agreements. The
following are Attachment C's which were not available and had not been provided by
the agenda deadline and therefore were not included in the original agenda packet.
I apologize for this inconvenience and appreciate your consideration of these items.
Should you have any questions please do not hesitate to contact me at 292-4482.
ATTACHMENT C
Overview of the Florida Keys Council of the Arts
Monroe Council of the Arts Corporation d/b/a Florida Keys Council of the Arts is the liaison
among cultural organizations, all levels of government and the private sector in encouraging and
l
promoting the arts throughout Monroe County. The council endeavors to make the arts a part of
the fabric of daily life.
Vision Statement:
The vision of Florida Keys Council of the Arts is to enrich the arts and enhance the
cultural heritage of the Florida Keys.
Mission Statement:
The mission of the Florida Keys Council of the Arts is to advance the creative
development and promotion of the arts in our cultural community by providing
excellence in leadership, advocacy, education and financial support for artists, cultural
organizations, and citizens of Monroe County.
The Florida Keys Council of the Arts is designated by the Board of County Commissioners as
the Local Arts Agency (LAA) as provided by Florida Statute 286.011.
The scope of services as stated in FKCA's contract with the BOCC for the period April 16, 1997
through September 30, 2016 is to provide the program development and sponsorship necessary
to accomplish within Monroe County the goals and purposes set forth in the Florida Fine Arts Act
of 1980.
BOCC funding supports administrative costs of Florida Keys Council of the Arts (FKCA). This
provides the arts council the ability to secure specific project funding through writing grants and
raisin private funds and then to administer the various grant programs. Although many arts
c.a s in the State of Florida and nationally are divisions or departments of county
governments, FKCA is established as a non-profit organization in a public-private partnership
with Monroe County.
From its inception through fiscal year end 2012, FKCA has awarded $712,643 in privately-raised
funds and grants to literary, visual and perfori-ning artists and cultural organizations. Add to that
sum the Cultural Umbrella event funding, the South Florida Cultural Consortium Visual &
Media Artists Fellowships and the Art in Public Places commissions, and the total distributed in
the Keys cultural community through FKCA's efforts comes to over $4.9 million to date. The
annual economic impact of the non-profit cultural community in the Keys is estimated at over
$86 million.
Allowable expenses for which FKCA may receive reimbursement from the BOCC are typically
listed as data processing, PC time, payroll, postage, delivery, rents, productions, supplies,
telephone and travel expenses.
Contract-Monroe Council of the Arts-FY14
Florida Keys Council oft e Arts
Board of Directors
Florida Keys Council of the Arts is managed by a volunteer board and a paid staff.
Current board members are:
1. Executive committee
a. Sherry Phillips of Big Pine Key, Chair
b. Tom Butler of Key Largo, Vice-chair
c. Judy Harris of Ocean Reef, Secretary
d. Susanne Woods of Sugarloaf, Treasurer
2. BOCC Liaison
a. Commissioner Sylvia Murphy
3. Board Emeritus
a. Shirley Freeman of Key West
b. Bill Andersen of Key West
c. June Girard of Gainesville, Florida
4. Board
a. Lucy Carleton of Key West
b. Greg Charleston of Key West
c. Susann D'Antonio of Big Pine Key
d. Karen Leonard of Key West
e. Michael Marrero of Key West
5. Alternate Board
a. Cris Sandifer of Key Largo
b. Lois Giffen of Marathon
c. Keith Bland of Key West
6. Advisory board
a. Carol Abramovitz of Key West
b. Jon Allen of Key West
c. Theresa Axford of Key West
d. Martha Barnes of Key West
e. Suzanne Campbell of Key West
f. Juliet Gray of Key West
g. Bonnie Greenberg of Marathon
h. Gayle Hewlett of Marathon
i. Deborah Mermelstein of Key West
j. Michael Mayer of Key Largo
k. David Miles of Sugarloaf
I. Elizabeth Miller of Key West
m. Nancy Perez Miller of Key Largo
n. Anne O'Shea Quattrini of Key West
o. Michael Philip of Key West
p. Mark J. Pierson of Key West
q. MaryCarlin Porter of Key West
r. William Porter of Key West
s. Jessica Reilly of Key Largo
Contract-Monroe Council of the Arts-FY14
. .
t. Christine Scursc|& ofKey West
u. Michael Shields of Key West
v. Christopher Shultz of Key West
vv. Joyce Stahl of Key WcmL
z. Marcia Somersy|| of Key West
y. Dean Walters of Sugarloaf, Past Chair
z. C)unie|y Woody of Is|ymorydy
uy. David Harrison Wright of Key West
Services to be provided by the
Florida Keys Council nf the Arts under the 20\3/l4 Agreement with the
Board of County Commissioners of Monroe County, Florida
The current staff consists of two full time persons, the Executive Director, Elizabeth Young and Business
&4unxger`]odo|| Roberts. They are assisted by two part-time people, Administrative Assistant, Aundriu
VunBourgondicu (three days per week) and Membership Specialist, 0oon Gtunhouao (two days per week)
and two part-time coutractnrx. Murkedng /Pu6\ic Relations Specialist, Shannon Lynch and VVe6oite
Administrator, Kati Van Aornum, volunteers, including board members, also provide vu|uu6|o services
to the operations.
The Responsibilities of the Florida Keys Council of the Arts (F}{CA) staff are usfollows.
|. Provide professional support and technical assistance to the FKCA board:
u. Provide leadership, vision and advocacy for omulti-service Arts Council through
fundraising, arts education, granting, providing technical assistance to artists and
cultural organizations within the Florida Keys and providing cultural in[bnnudou to
visitors and residents.
b. Prepare agendas and reports for the F}{C/k board
u. Present the above infbnna1ion at board and committee meetings and be yvyi|yb|c to
provide additional information relating to these matters at and between the meetings
d. Implement the mission, vision, stnkcQiu goals and objectives of the organization as
set bythe Board.
e. Provide y central point of contact iu the promotion of the arts, artists and cultural
organizations in the county.
f. /kut us advocate and liaison in contacts with the community, media, county
commissioners, and cultural organizations both within and outside the county.
Py�iuipu1� inm�ut� undna1ionu| �uonomiusurv�yda1uuo||�uhonynd ��po�iuQ �O0|ts
� .
h. Engage in public speaking and public advocacy for the u�sand the /k�sCounuU.
Engage in event planning and implementation in partnership with other community
/. organizations such as MARC Bouec, Tropiu Cin�mu, }�cy W��� &�yridme Society.
J. Provide program management and development
k. Manage and update y comprehensive web site
|. Maintain uuomprmhensive database
m. Collect and disseminate cultural event information
n. Provide staffing functions including supervising, hiring, firing, evaluating and daily
directions
uo^troct-xvo^'me Council nf the A'ts-pm4
o. Manage the revolving art in public buildings program in ten county buildings plus
commissioners' offices.
p. Manage the arts in healthcare program.
q. Provide leadership for the Performing Arts Network and Visual Arts Network.
r. Be responsible for grant acquisition, asset development, fundraising, and membership
growth, including recruiting of foundations, corporations, governmental entities,
individual donors and advocates.
s. Maintain and increase the existing business and individual membership base
t. Maintain and increase the existing grant revenues
u. Represent the FKCA in national, state and local cultural associations and inforrn the
Board of all major initiatives undertaken by these organizations.
v. Engage in development and nurturing of a continuous finding stream
w. Prepare and manage budgets
x. Outreach to artists and cultural organizations in the Keys and beyond
y. Manage grants and re-granting programs affiliated with the arts
z. Oversee membership and volunteer growth and coordination
2. Provide professional support and technical assistance to the Art in Public Places (AIPP)
board
a. Administer the 1% for Public Art Ordinance passed in 2001.
i. Committee members are appointed by the Board of County Commissioners.
ii. Serving this past year were Susann D'Antonio, Chair, Nance Frank, Jeffrey
Harwell, Beth Kaminstein and Nancy Perez Miller.
b. Prepare agendas, reports and visual materials for the AIPP board
c. Present the above information at board and committee meetings and be available to
provide additional information relating to these matters at and between the meetings
d. Serve as liaison and manage flows of information between board and artists
e. Serve as liaison and manage flows of information among artists and architects,
purchasing and facilities development staff
f. Write, edit and distribute Requests for Qualifications (RFQs) and Requests for
Proposals (RFPs) in cooperation with County Purchasing and Legal staff
g. Track, document, display, and manage the responses to RFQs and RFPs
h. Correspond with commissioned artists as required
i. Assist facilities development and risk management staff in preparing contracts and
agenda items pertinent to AIPP
J. Maintain database of qualified artists within county and nationally
k. Maintain files of qualified artists for five years
I. Store proposals repack, ship or return as required
. Provide a central point of contact in the promotion of the Art in Public Places
Program
n. Act as advocate and liaison as requested in contacts with the community, media,
county commissioners, and cultural organizations both within and outside the county.
o. Prepare and present professional development workshops countywide to assist
Monroe County artists in completing required RFQ and RFP.
Contract-Monroe Council of the Arts-FY14
. .
]. Provide professional support and technical assistance to the Cultural Umbrella (CU)
committee nf the Tourist Development Council (TDC)
i Serving on the committee this year one Sherry Philips (chair), Mimi }{o|ck,
Ann Lynch, Bunnie Smith and Laurie Wickham.
o. Prepare agendas and reports for the C0committee
b. Present the above infbnnetion at board and committee meetings and be available to
provide additional information relating to these matters at and between the meetings
u. Provide uucr4ru| point of contact in the promotion of the Cultural Omnbrc||u
d. Conduct workshops in }{cy West and Tu|umnoradu1oassist organizations in completing
their grant applications.
c. /\ut as liaison in contacts with the community, media, county commissioners,
and cultural organizations within the county.
f. Interact effectively with staff of the TDC" NcvvmnonPR /\uuouia1cs and Tinsley
Advertising
g. Manage funding applications as described in (7.) below
4. &dvcdiuc all meetings of the F}{C/\ board, /\TPP, Cultural Omnbrc||o and other committees
pursuant to Florida's Government in the Sunshine standards.
o. P|ouc advertising in three county ncvvupuperu with paid circulation prior toeach
meeting
b. Record, transcribe and distribute the meeting minutes
5. Manage additional ud in public buildings programs not_under the supervision of the &lPP
committee
o. /\,t on display in public buildings program
i Coordinate the rotating (on loan) art in public buildings displays in c|cvcn
public county buildings plus commissioners' offices.
ii Support the volunteer curators
1 . Go10 Cigar Factory Building (3uuunn Q'/\n1onio)
2. Historic Key West Courthouse (Isabel DcSuntis)
3. Freeman Justice Center (8uuunnD'/\ntonio)
4. "/\,tport" at the Key VVcut International Airport (Nance Fronk)
5. Lower }{cyu Medical Center Main Ro|| (8uuonn D'/\ntonio)
h. /\mncriuun Cancer Society (Carrie Rc}|icucn)
7. Marathon Government Centcr (F}{C/\ 8tuM)
Q. Marathon Government Annex (Susan Hover)
9. Marathon Airport (3uuonn D'/\ntonio)
10.Murray B. Nelson Gov't. & Cultural Center (Cdu Sandifer)
11.Plantation }{cy Courthouse (Cris Sandifer).
h. Arts in the Hospital
/ FKCA coordinates the visual arts pnugoynom in Lower Keys Medical Center,
including u first floor gallery of visual art and mural in the uhi|Jncn'u wing in
cooperation with the hospital's CEO.
controct-wonme Council«f the A,ts-pvz4
. .
6. Secure non-county funds such as grants and private donations to support grants, programs,
aervir.em,audysuho|oryhipy for local residents listed here and more fully described in (V)
through ( |5),below.
u. Adia1a in Schools
b. AdQeuuh
u. Key West Writers Guild Award
d. Tropic Cinema Leader Project
c. South Florida Cu|iuos| Consortium Visual and Media Artist Fellowship
[ Special Project Grant
g. Ada in Boapi1o}
h. Dance and Band Camp Scholarships
i. Hurricane Emergency Grants
7. Manage Cu|1uos| Umbrella grant program, funded by tourist-tax dollars, under uoniruu1 to the
Tourist Development Council and described in (|5), below.
8. Manage all of the above-mentioned grant programs
a. Develop guidelines and criteria for grant applications
b. Post applications on intecnet aiiehttp://vvvvvv.keyaarta.uom
u. Write` edit and distribute press releases to promote availability of grant opportunities
d. Conduct workshops to assist potential applicants
e. Accept completed applications and secure meeting space
f. Recruit and secure review panelists
g. Create and distribute agenda packets for panelists
h. Take minutes and compile scores at review meetings
i. Take panel recommendations to full board for approval
j Notify applicants of approval/non approval
k. Prepare letters ofagreement and reporting documents
|. Conduct workshops for grantees on managing the awards
m. Write, edit and distribute press release about grantees and their projects
n. Monitor grantee progress toward project completion
o. Make payments upon project completion and receipt ofgrantee final report
p. Compile and record statistics: persons served, demographics
4. Secure funds and administer Artists in Schools grants
u. Artists in Schools grants are funded in part by the sale of Florida State of the Ada
license plates and matched by RQCC funds.
b. $7,550 was awarded in the most recent completed fiaum| year.
i. 2,587uhi|dren were served in the most recent completed fiauu| year.
ii. To date, $106,385 has been awarded in Artist in Schools grants
c. Artists in Schools projects, artists, teachers, and schools were:
/ Fabric Art with artist Margo Ellis and teacher Christine Bhunie at Gerald
Adams Elementary School;
/i. Florler &z//roud 800th Aoo/vec,u�/ Mural with artists Lynn Lamont, Janice Lee
and Cris Smnidhzr and 1cuuhcr Frances young at |a|mod Christian School;
iii. 8ruxx &4pex with artist organization Foothills Brass Quintet and teacher Joseph
Rayhi|| at Marathon Middle& Digh schools;
c0000ct-mmnme Council^y the A,ts'Fn4
iv. Imagination through Synthesization with artist Kristi Ferrise and teacher KelTi
Modzewkewski at Stanley Switlik Elementary;
v. Music Mentors with artist Keys Community Concert Band Members and
teacher Susan Bazin at Key Largo Middle School;
vi. Students Can You Meet the Challenge with artist Connie Hauk and teacher
Hazel Hartman at Big Pine Academy Charter;
vii. Styles of the Great Masters with artist and teacher Carly Lyons at Grace Lutheran;
viii. Wild Dreams -Discovering Henry Flagler Alive with artist Paul Jel I ineck and
teacher Mr.Oser at Marathon High School;
ix. Shakespeare in School with artists Tammy Shanley, Judy Hadley and teachers
David Erhard, Janice Chiesa, Elena Delgado and Sandra Pew at Key West High
and Key Largo Schools;
x. Dancing Classrooms with mtists Nina Locardi, Lucy Carleton and teachers
Tarin Arlatti, Ramonita Garrido and Holli Roberts at Key Largo School,
Marathon High School and Glynn Archer Elementary.
10. Secure funds and administer Art each grants
a. Art each grants are privately funded and matched by BOCC funds.
b. ArtReach grants are designed to encourage collaborative partnerships between
individual artists or cultural organizations and local businesses to expand audiences
and increase awareness of arts and business working together.
c. $3,600 was awarded in the most recent fiscal year.
i. 9,124 persons were served in the most recent fiscal year.
ii. To date, $136,836 has been awarded in Art each grants.
d. Art each projects, artists and their partners were:
i. Art at the Deli by Roger Cunningham partnered with Goldman's Deli;
ii. Contemporary Cuban American Artists Exhibit by Sandy Rico partnered with
San Carlos Institute;
111. Flutterbys of the Florida Keys by Bern Harty partnered with Key West
Tropical Forest & Botanical Garden;
iv. Key West Fringe Theatre -Dinner by Monnie King partnered with Key West
Woman's Club;
v. Random Acts of Culture by Foothills Brass Quintet and Jay Michalak partnered
with Florida Keys Concert Association;
vi. Soup-A-Bowl by Be The Change of the Florida Keys and Michele Sutter
partnered with St. Columbia Episcopal Church.
11. Secure funds and administer Key West Writers Guild Award
a. FKCA presents a privately funded annual Writers Award, supported by a restricted
endowment, and made possible, in part, by the BOCC funds.
b. The Writers Award is a partnership between FKCA and the Key West Writers Guild
c. The Writers Award is a$2,000 annual award for a writer of fiction or non-fiction.
d. Richard deGrasse of Marathon received the award this year for his novel in progress
Haitian Relief
Contract-Monroe Council of the Arts-FY14
12. Secure funds and administer Special Project Grants
a. Special Project Grants are privately funded and made possible, in part, by the BOCC
funds
b. The purpose of a Special Project Grant is to provide short-term support to vital,
creative projects that do not fit into the other grant categories.
c. Bounce and Karen Grant-Margil received a grant of$16,000 for their Learn to Juggle
Today workshops and performances at six schools throughout Monroe County. Over
2, 162children were served by this program.
d. To date, $132,000 has been awarded in Special Project grants.
13. Secure funds and administer South Florida Cultural Consortium Visual & Media Artists
Fellowships
a. FKCA partners with the arts councils of Miami-Dade, Broward, Martin and Palm
Beach counties to present the annual South Florida Cultural Consortium (SFCC)
Visual & Media Artists Fellowships.
b. SFCC Visual & Media Artists Fellowships are funded by the county governments of
Miami-Dade, Broward and Palm Beach counties. Monroe's participation is made
possible, in part, by the BOCC funding.
c. To date, Keys' artists have received over $115,000 in these awards.
d. Visual artist, Nellie Appleby of Key West received the 2012 $15,000 fellowship. The
2012 winner has not been announced yet pending the national panel review in late
May.
14. Secure funds and administer a band camp scholarship
a. Scholarship is privately funded and made possible, in part, by the BOCC funds
i. This year's award sponsored two talented music students. One middle
school student attended Interlochen, and one high school student received
Support to attend Eastman School of Music.
15. Secure funds and administer Cultural Umbrella grants
a. Cultural Umbrella grants are funded by tourist-tax dollars
b. Cultural Umbrella grants are designed to encourage cultural tourism in the Keys by
drawing new visitors for cultural events or encouraging visitors to extend their stay
c. $745,800 was awarded in the most recent fiscal year.
i. 30% is spent on generic cultural advertising
ii. 70% is available for grants.
d. These organizations received funding last year:
i. Florida Keys Art Guild
ii, Florida Keys Birding &Wildlife
iii. Florida Keys Community Concert Band
iv. Florida Keys History of Diving Museum
%,. Marathon Community Theatre
i. Marathon Garden Club
ii. Pigeon Key Foundation
iii. Lower Keys Chamber
ix. Key West Art Center
x. Key West Art & Historical Society
Contract-Monroe Council of the Arts-FY14
xi. Key West Botanical Garden Society
xii. Key West Council on the Arts-Impromptu Concerts
xiii. Key West Film Society-Tropic Cinema
xiv. Key West Garden Club
xv. Key West Harry S.Truman Foundation
xvi. Key West Literary Seminar
xvii. Key West Players-Waterfront Playhouse
xviii. Mel Fisher Maritime Heritage Society
xix. Merging Ideas Development Arts Corp.
xx. Monroe Association for ReMARCable Citizens
xxi. Morada Way Arts & Cultural District, Inc.
xxii. Old Island Restoration Foundation
xxiii. Red Barn Theatre
xxiv. St. Paul's Episcopal Church
xxv. The Studios of Key West
xxvi. Upper Keys Business Group
1 . Partner with TC, and secure tourist tax and non-county funds such as grants, ad revenue
private donations to support publications of benefit to tourists as well as residents:
a. Gallery Guide
b. KeysArts Quarterly Cultural Events Brochure
c. Culture Magazine
17. Maintain website http://www.keysarts.coi-n
a. FCA's website provides complete information for visitors and residents about arts
and culture in the Keys, from Key Largo to Key West
b. Itprovies contact information and direct links to all cultural organizations located in
the Keys
c. It provides details about FKCA and its vision, mission and services
. Governing documents such as the articles of incorporation, bylaws and annual audits
are posted
e. Board and staff members are listed
. Cultural Umbrella and Art in Public Places committee members are listed
g. All grant applications and instructions are available for download
h. The Cultural Calendar is posted and e-mailed to members and the public on a weekly
basis along with other timely arts information in an attractive newsletter format
i_ Calls to Artists are posted
j. Interactive Artists Registry is available
. Press releases are posted
I. A It in Public Places installations are posted.
18. Recruit and retain members
a. Recruit new members in person and via mail campaigns
b. Create annual campaigns for new patrons of the arts
c. Create annual renewal campaign for current members
. Compose solicitation letters and e-mails
Contract-Monroe Council of the Arts-FY14
e. Manage design, printing and mailing of these campaigns
f. Maintain database in Access and manage mailings
g. Enter new members data and track renewals
h. Synchronize Access with Constant Contact e-mail software
i. Write and send thank you letters promptly
j. Manage special events like membership parties and
fundraising events
k. Attend committee meetings as needed
I. Coordinate design of invitations
. Secure printing bids
n. Social media communications utilizing Facebook.
19. Perform general office tasks
a. Answer phone, greet public
b. Respond to inquiries by phone, fax, mail, e-mail and walk-ins from artists,
organizations and members of the public
c. Maintain prompt, courteous communications with public and cultural community
d. Maintain files and keep office organized
e. Ensure smooth daily operations of FKCA
f. Order and maintain supplies and equipment
g. Handle routine correspondence; prepare outgoing mail for mailroom; pick up and
open incoming mail
h. Secure meeting and workshop sites and facilities, provide calendar to board monthly
of upcoming meetings.
20. Bookkeeping
a. Make weekly deposits and write checks
b. Pay Payroll including 941, Florida U.C. and 403(b) payment
c. Perform Checking, Merchant and Investment account reconciliations
d. Monitor investment accounts
e. Request and manage County reimbursements
f. Track expenses to grants
g. Collect and report sales and sales tax statistics.
h Report on use of license tag funds
L Invoice and process payments
1 Perform W2 and 1099 reports at calendar year end
k Compile information for annual audit at fiscal year end
I. Work with CPA to make journal adjustments,
in. Review files and compile information,
n. Prepare tax forms as needed,
o. Review 990
p. Maintain files of accounts payable and accounts receivable.
q. Maintain computer programs on budget accounts, accounts payable and accounts
receivable.
Contract-Monroe Council of the Arts-FY14
. .
SUMMARY
The Florida Keys Council of the Arts is 501(c) (3) corporation serving aouhUc
purpose. It has been in ucontractual relationship with local county government since 1997.
FKC/\ is incorporated with the State of Florida and recognized by the IRS as the Monroe
Council of the Arts Corporation, dba Florida Keys Council of the Arts, FEIN 65-07]75]2.
Governing documents, including the articles of incorporation, bylaws d strategic planare
available for review on the arts couucil's award-winning wehsite, wxvw,keys arts.co '
FKC/\ is the main source of information on arts and culture in the Keys. Cultural tourism is an
important component of the tourist-based economy. Additionally, PKC/\ serves local residents
including school children and the elderly. F}{C/\ connects local artists and arts organizations
with one another, with their audiences and with the world.
It acrvcy 73,090 local residents and three million visitors annually. /\ nine-member board of
directors guides the council, assisted by three alternate directors, three directors emeritus and
twenty advisory board mcnnhccy. Daily functions are carried out by the cxcoudvc director, staff,
and valued volunteers.
F}{C/\ funding is provided by the Monroe County Board of County Commissioners, the Tourist
Development Council, members, donors, private donations and grant makers; including the
Community Foundation of the Florida Keys, the South Florida Cultural Consortium, the State
of Florida, Dopunoucnt of State, Division of Cultural Affairs, the Florida Council on Arts and
and the I�o1ionu! Endowment for the /\ns
Culture, '
ATTACHMENT C
Services to be provided:
(Insert a description of your organization including a list of the services that will be provided by
your organization under this contract.)
BRIDGING THE GAP WITHIN WOMANKIND'S SERVICES— Womankind repeatedly
experiences heartbreaking scenarios in which low-income, uninsured patients present for services, but
do not qualify for free or sliding scale services because of restrictions placed on our federal Title X
funding. This funding is limited to those patients of reproductive age who are seeking reproductive
health/pregnancy-prevention services only. Menopausal women, those with a tubal ligation or
vasectomy, or those seeking care for a primary care (such as diabetes or hypertension) do not qualify for
Title X services per federal guidelines. We are asking the HSAB for financial support to create a fund
so that these patients who "fall through the gap" are able to access potentially life-saving medical care.
This will allow the agency to establish a sliding scale for services for those seeking care but do not meet
Title X criteria, and do not qualify for Medicaid or other insurance becoming available in 2014 through
the Affordable Care Act (ACA).
GYNECOLOGIST— Womankind is currently limited in our scope of practice, because we utilize nurse
practitioners and a physician assistant for medical care. Secondary care procedures, such as a
colposcopy to further diagnose an abnormal pap test, must be referred to private practice gynecologists
in town. Frequently the cost of medical care at a private gynecologist is prohibitive for low-income,
uninsured women. Womankind's executive director has worked with local hospitals to attract a
qualified gyn, who has recently relocated to the region. In a staff sharing partnership with Fisherman's
Hospital, Womankind seeks to hire Dr. David Forest to provide gynecological procedures to low-
income, uninsured patients at Womankind.
RENT/UTILITIES—Womankind increased our clinical capacity in 2011 via a move to a larger, more
centrally-located space. The HSAB was a critical partner in the 2012-2013 fiscal year, helping
Womankind to meet the monthly cost of our new facility. We are requesting continued HSAB support
for rent and utilities in 2013-2014, so that the agency is able to sustain increased service delivery from
our new building.
Contract-Womankind-FY14; page 11
ATTACHMENT C
Services to be provided:
We are requesting partial funding for our Adult Day Training Services (ADT)which
covers the entire Keys but are physically located in Key West and Tavernier. Our
Marathon clients are usually served in our Tavernier program now renamed "The
Michelle Synder Upper Keys Program"after along term dedicated staff member who died
of cancer two years ago. Our Adult Day Trainings supports individuals with
developmentally disabilities in daily valued routines of the community. These services
stress training in the areas of self-help, adaptive social skills, vocational training,job
training, life-skills and are age and culturally appropriate. We also do Supported
Employment from our Adult Day Training sites. Although these programs are facility
based, a small group approach (4-6 clients with a supervisor in the community) go out to
job sites to learn appropriate work skills and employment income. Transportation is a
major component of this program.
Adult Day Training: We provide services to clients that support the individual in daily
valued routines of the community, which include vocational (horticulture, janitorial, and
food preparation), financial, self-help, and adaptive and social skills. We have two ADT
sites one in the Upper Keys and one in Key West. We also operate a retail plant
store and small cafe at our Key West ADT site and a Thrift Shop at our Upper Keys site.
Supported Employment: We provide training, assistance and long term support to
individuals throughout the Keys in order for them to obtain and sustain paid
employment at minimum wage or above.
Community inclusion/Companion: We provide activities to individuals in
community-integrated settings from Key West to Key Largo. These services
support the individual in valued roles in the community, are age and culturally
appropriate and increase the individual's ability to control the environment and
development of friendships with non-disabled persons. We also offer Companion
Services for one on one travel within the community when needed.
Transportation: We provide rides to and from home, community based services and
medical/dental appointments to enable an individual to receive the supports and services
they need.
Contract-MARC-FY14;page 11
ATTACHMENT C
Services to be provided:
Rural Health Network of Monroe County Florida provides medical and dental services to
Monroe County, including but not limited to the following;
o Physical Examinations, including school examinations for children and adolescents
o Adult Services
o Pediatric Services
o Wound Care
o HIV Testing
o STD Testing
o Woman's Health Exams
o Health Education and Prevention
o Laboratory; in-house, hospital, LabCorp& Quest
o Pregnancy Testing
o Vision and Hearing
o Pharmaceutical Assistance and 340B pharmacy pricing
o Immunizations/Vaccinations
o Basic First Aid
o Referral Services; 340B Pharmacy, Behavioral Health, Pediatrics, Obstetrics and care for the homeless.
Oral Health Related
o Oral Health Screenings/Exams
o Free Oral Cancer Screenings using"State-of-the-Art" VELscope Vxtm
o X-rays-digital
o Fillings
o Extractions
o Free Dental Sealant Services
o Dentures (Partial and Full)
o Fixed Prosthodontics work(crowns)
o Limited Emergency Care
o Infection Control
o Cleanings
o Deep Cleanings
o Whitening
o Cosmetic dentistry
o Night guards
o Sport mouth guards
o `from age 2-to senior adults
Who Qualifies
o Anyone wanting an appointment for healthcare service (s);we take most insurances and Medicaid/Medicare.
o The uninsured/underinsured
o Those unable to afford private practice healthcare
o The homeless&The working poor
o Walk-Ins welcome
Contract-Rural Health Network-FY14;page 11
ATTACHMENT C
Services to be provided:
Soup kitchen for an average of 30 people/day, seven days per week
Transitional housing for 10 men committed to making positive lifestyle changes, working,
improving health
Laundry facilities available daily
Shower facilities available daily
Educational classes on job search, health, legal documentation, anger management, smoking
cessation, etc.
Periodic health screenings and vaccination clinic
AA meetings five days/week
Case management
Contract-Independence Cay-FY14;page 11
ATTACHMENT C
Services to be provided:
FOOD—KAIR is a certified food pantry through the regional food n Feeding South Florida and provides more than 12,000
pounds of food every month to local families from Big PineKey to Islamorada. At Thanksgiving and Christmas, 600 families
received 50 pounds of meat and freshfruits, vegetables and dessert to ease the struggle of providing a festive al at the
holidays KAIR also daily provides a self-contained bag lunch that can be eatenlocal workmen or taken back to the
homeless camps to eat for an evening meal. KAIR has acquired a refrigerated van that now daily recovers fresh food from
grocery stores and restaurants.
KIDKAI —Varied n individually tailored assistance dedicated to the unmet needs of children. One hundred and fifty
children from the families that KAIR regularly serves receive new sneakers, backpacks and school supplies in August.
Eyeglasses and dental needs r frequently provided to children who are low-income but who are not eligible for Medicaid.
MEDICAL./DENTAL®KAIR coordinates with the primary health clinics Community Health (CHI)and Rural Health Network to
provide labs, specialized testing and co-pays for medical and dental services. These"low-cost"clinic services still require
financial outlays from residents that can barely feed themselves. Although there is a clinic in the Upper Keys that provides
free medical care(the Good HealthClinics and in Key West(through RHN), there r o medical services between MM75 and
30 that arer o homeless or zero income residents. Prescription assistance is also provided for core diseases such as
diabetes, hypertension„ epilepsy„ etc.
LEGAL DOCUMENTATION—Proper identification papers r critical to v for employment an to access any other
assistance programs. I assists people to navigate what can be a difficult process and pays for the necessary birth
certificates, marriage certificates, 's, driver's licenses, etc Robert came to KAIR andfound a yob but was required to
have Florida ID as well as take his ServeSafe course in order to workimmediately, Because the Social Security office is in
Key West, I then helped him withus tickets in order to get his Social Security card. KAIR has assisted many with
immigration issues well.
RENT AND UTILITIES--When evidence indicates that futurepayments can be maintained, or when a plan can be developed
to change the current situation, KAIR will assist withrent and household expenses such as a car repair or medical
emergency. Barbara and her three grandchildren were struggling to make ends meet on Social Security and helped by KAIR
o move into affordable housing, assisted with the first month's rent and established water and electric deposits.
TRANSPORTATION—Car repairs, gas vouchers and bus passes are provided for documented work related needs or
medical necessities. Middle Keys residents almost always have to seek help from a medical providers or Upper Keys
or Miami providers. Juny travels to Miami for specialized care for her baby that was born premature, Gas vouchers assist her
to keep up withr baby's appointments, Michael needed specialized care in Key West and threes of bus vouchers
allowed him to keep his daily appointments. Connie needed to relocate back to Texas near her adult children. KAIR paidfor
car repairs so that she could travel safely.
RELOCATION®For those residents who can no longer be financially independent in the Keys andconfirmed available
family and resources elsewhere in the country„ KAIR will relocate them by purchasing bus or plane tickets or gas vouchers.
I R will also assist with renting a moving truck. Referrals often come from Sheriffs Dept. KAI R is the only traveler's
aid" in the Keys. When Missy and Larry came to KAIRseeking help to return home after Larry's long illness„ KAIR was able
o fund bus tickets to North Carolina.
VEHICLES, FURNITURE AND HOUSEHOLD GOODS--Donated vehicles„ appliances, furniture, household goods and
clothing are distributed at no cost to residents who need them. When Mike's care finally died, he didn't know o he was
going to be ableo continue working as he needed transportation to get to all of his work appointments, A donated care
perfect match and KAIRI o provide the transfer fee and initial insurance cost.
BOAT SANITATION m Many low-income workers find that the only affordable"housing"they can find is a bat in the harbor.
KAIR provides toilets, hoses and assistance to install them to residents who are using a boat as affordable housing. Referrals
often come from the Sheriffs Dept. When William's boat was boarded by the Sheriffs Dept. he thought he was going to lose
his housing. Instead, he was referred to KAIR ands given the necessary toilet, hoses, and safety equipment to continue to
live in the harbor and work in Marathon.
CASE MANAGEMENT—KAIR provides follow-up after assistance is given. Assistance is also given to access Social
Security, state benefits, prescription assistance, workmen's camp., etc. KAIR is now a community partner with Dept. of
Children and Families to assist those in the community with food stamps, Medicaid, nursing home programs and other state
benefits, When Doug came to KAIR, he was franticto get his taxes done stating °"I don't want to be in trouble)" he worked at
the local garbage company making $9.25/hour and found himself suddenly the custodial parent of a 12 year old boy. He was
pretty overwhelmed. KAIR did helpi it his taxes and he got a substantial refund Ialso got food, filed
applications for food stamps, Medicaid, and KAIRhelped him sign his child up for the after school programs, He knows that
s things arise, and they ost certainly will, our door is always open to help himwork through the solutions.
Contract-K" 1R•-FY14u.page 11
Attachment C
Services to be provided:
Organization's Name: Heart of the Keys Recreation Association,,Inc. aka
Marathon Recreation Center
Executive Director: Anthony Culver
Location: 810 33`d Street Gulf Marathon, FL 33050
(305) 743-4164 marathonreccenter@comcast.net
Ages of children served: 8 yrs. to 18 yrs. old
Days of Operations: 3pm—6pm or 11:30 am—6 pm (Early Release Days)
Sam—5 pm & 7-10 pm Summer program hours
Various times for other programs & activities
The Marathon Recreation Center is a 501 c3 non-profit organization that provides a safe
and drug free environment for the youth of the Middle Keys. The services provided
under this contract are listed below:
After school program
Homework Assistance & academic improvement programs
Basketball games & instruction
Volleyball games & instruction
Flag Football games & instruction
Kickball games & instruction
Dodge-ball games & instruction
Book Club & Spelling Bees
Board Games &other Recreational Activities
Billiards/pool
Table Hockey
Ping pong
Shuffleboard
Horse Shoe games
Playstation video games
Arts-n-crafts
Fashion and Design Club
Movies
Cheer and Dance Performance Team
Theme Dances for Teens
Fun Night events for elementary ages
Educational & Recreational Field Trips
Talent Show
Fashion Show
Dance Fitness Class
Adult Aerobics
Community meetings & events i.e.; Marathon Youth Club functions, Red Cross, MHS
Clubs and fundraising events
Volunteering for community projects and events i.e.; Relay for Life, etc.
Contract-Heart of the Keys Recreation-FY]4;page l l
ATTACHMENT C
Services to be provided:
(Insert a description of your organization including a list of the services that will be provided by
your organization under this contract.)
The Domestic Abuse Shelter, Inc is a non-profit organization, providing comprehensive services to
individuals and families experiencing domestic and sexual abuse. DAS's mission is to reduce the
Incidence and minimize the impact of domestic and sexual abuse in Monroe County, Florida by
directing victims to the appropriate effective programs.
Services that will be provided are as follows:
Emergency Shelter: Temporary emergency shelter for victims of domestic and sexual violence
and their children via two facilities located in the Middle and Lower Keys. Both shelters are
open 365 days a year, 24 hours a day.
24-hour hotline: Crisis counseling, advocacy, and information and referrals are available 24
hours a day, seven days a week via DAS's toll-free hotline. The hotline is answered by staff and
volunteers trained in the dynamics of domestic and sexual violence as well as other resources.
Counseling: Supportive counseling and emotional support are available by phone or face to face
Provided by Victims Advocates during individual meetings or groups.
Service Management: DAS team members assist victims with the development of a plan to
address the victims personal goals and varied services and resources that the victim will require
to achieve his or her goals.
Advocacy: DAS team members facilitate victims' interaction with the criminal justice and social
Service systems as deemed necessary by the victim to address the violence and or abuse
experienced.
Assessment of Children: Assessment are done within 24 hours on each child over two years of
age who resides at the shelter. The assessment tool utilized is designed to determine lethality for
the children.
Sexual Assault Response Assistance: Both emergency shelters and DAS outreach offices are
offered and available for victims of sexual abuse and violence. All DAS victim advocates are
trained to provide specific advocacy, counseling, and emotional support for individuals that are
victims of sexual assault.
Contract-Domestic Abuse Shelter-FY14,page 11
ATTACHMENT C
"Our mission is to provide housing in a nurturing environment for homeless rnen, women, women
with children, and families and to provide them with care coordination beneficial to their physical,
mental, emotional and spiritual well-being."
Services to be provided:
Specifically, funds received from the 2014 HSAB Grant will be used for The Mary Spottswood Women's
Center Emergency Shelter in order to provide:
• General agency operations such as utilities (electric, gas, water, sewer, phone), drug testing
supplies, basic essential items necessary to provide quality of life for clients (i.e. food, personal
hygiene products, cleaning supplies), maintenance and security
• Case Management Services
Contract-Samuel's House-FY14;page 11
ATTACHMENT C
Services to be provided:
United States Fellowship of Florida, Inc., d/b/a Heron-Peacock Supported Living will utilize grant
funds to offset general operating expenses to include insurance, utilities, maintenance/repair
costs at both the Heron (Marathon) and Peacock Apartments (Key West).
Contract-Heron-Peacock-FY14; page 11
ATTACHMENT C
Services to be provided:
Monroe County fiscal support is the single most important and consistent community match for
continuation of current contract dollars and services to local children, youth and families and
provides general operating dollars that ensures access to a safe and nurturing residential
environment. The money will serve as the community contribution required by the various
contracts the agency receives and will be used for general agency operations. Contracts from
state agencies are given out based on the allocations of funding made available to each state
agency as opposed to actual costs per service. The local community is therefore expected to fund
the difference via community contribution.
Contract-FL Keys Children's Shelter-Fria;Page 11
ATTACHMENT C
Services to be provided:
(Insert a description of your organization including list of the services that wfff be provided by
your organization under this contract.)
BeThe Change Flgridg Keys.w.111 orovideri f
1. Kids C -P Visign-gLn—eceggilies, h I h is r
sch.Qgl SU12RIiesh r items to disadvanj@qCdin
IMonroe_CoUnty.
. BeThe h n MY P - Providg 12E gram f hil r - 1 thgt
n m[)ag,j thg develgRing RrgIgglivefactQrEidentified th Search
Institutesv l n IA Thg intgided resultg gXpected from h
RrQgrAm iin aggdgMicimprovement. thg rpdUr&,jQ;njpreventjQnfr
algghgl. tghaggQ andrim n whilg grggtingr,in f n II rn -
free enviMncnent for youth %;Q!jnly wide._
Contract-Be he Chang FY14„page 12
ATTACHMENT C
Services to be provided:
(Insert a description of your organization including a list of the services that will be provided by
your organization under this contract.)
We provide 2 types of food services - a Food Pantry that serves the upper keys open Monday and
Wednesday from 9:00am to 12:00pm and Tuesday and Thursday 5:00pm to 7:00pm. And a free
prepared community dinner on Thursday evenings from 5:00 to 7:00pm.
Contract-Burton Memorial United Methodist Church-FY14;page 11