Item F35 BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: November 20, 2012 Division: OMB
Bulk Item: —X— No — Department: Grants
Staff Contact/Phone#: Lisa Tennyson x 4444
AGENDA ITEM WORDING: Authorization for the Mayor to execute an Agreement with
Southernmost Homeless Assistance League (SHAL) for the period from October 1, 2012 through
September 30, 2013 to be funded by the Clerk's Drug Abuse Trust Fund, per Substance Abuse Policy
Advisory Board recommendations.
ITEM BACKGROUND: The Substance Abuse Policy Advisory Board (SAPAB) met in May 2012 to
discuss the distribution of Florida Department of Law Enforcement JAG funds and Clerk's Drug
Abuse Trust Fund. SHAL was recommended for funding through the Clerk's Drug Abuse Trust Fund
in the amount of$6,000. In the June 2012 BOCC meeting, this was approved.
PREVIOUS RELEVANT BOCC ACTION: In June 2012, BOCC approved the allocation of
$27,029 from the Clerk's Drug Abuse Trust Fund. This amount also includes $13,536 for the Monroe
County Drug Court Lab, which does not require a contract.
CONTRACT/AGREEMENT CHANGES: None.
STAFF RECOMMENDATIONS: Approval
TOTAL COST: $6.000 INDIRECT COST: BUDGETED: Yes X No
DIFFERENTIAL OF LOCAL PREFERENCE: NA
COST TO COUNTY: $6,000 SOURCE OF FUNDS: Drug Abuse Trust Fund
REVENUE PRODUCING: Yes— No X AMOUNT PER MONTH Year
(ILA
APPROVED BY: County Atty"'I� O1
j4bi/Purel a ing_ Risk Managenienc-L
DOCUMENTATION: Included Not Required
DISPOSITION: AGENDA ITEM#
Revised 7/09
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract#
Contract with:-Southernmost Homeless Effective Date: 10/01/12
Assistance League Expiration Date: 09/30/13
Contract Purpose/Description: Provides funding for substance abuse prevention, education, and support
services for homeless through the Mobile Outreach Proiect.
Contract Manager: Lisa Tennyson 4444 OMB/Grants
(Name) (Ext.) (Department)
for BOCC meeting on 11/20/12 Agenda Deadline: 11/06/12
CONTRACT COSTS
Total Dollar Value of Contract: $6,000 Current Year Portion: $6,000
Budgeted? Yes X No Ej Account Codes: IL04-04569-530340- -
Grant: $6,000 - - - -
County Match: $0
ADDITIONAL COSTS
Estimated Ongoing Costs: $ r For:
Not included in dollar value above) (eg. maintenance, utilities,janitorial, salaries, etc.)
CONTRACT REVIEW
Changes Date Out
Revie4er
,Ipn Needed--,� "X
Division Director YesF-1 NOF
Risk ManakeVent 0'(("I'l, YesEj Non
rc
O.M B./Purc asing Yes[:] No®
County Attorney YesE] Noo z� A` ta'x-ed-
Comments:
OMB Form Revised 9/11/95 MCP#2
AGREEMENT
This Agreement is made and entered into this 17th day of October, 2012, between the
BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA, hereinafter referred to as
"Board" or "County," and Southernmost Homeless Assistance League hereinafter referred to as
"PROVIDER."
WHEREAS, the PROVIDER is a not-for-profit corporation established for the provision of
substance abuse prevention, education and support services for homeless persons in Monroe
County, and
WHEREAS, it is a legitimate public purpose to provide services for the homeless, 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
education and prevention services to assist the homeless persons in Monroe County, Florida, shall
pay to the PROVIDER the sum of SIX THOUSAND AND NO/100 DOLLARS ($6,000.00) for fiscal
year 2012-2013, as recommended by the Substance Abuse Policy Advisory Board and funded by
the Clerk's Drug Abuse Trust Fund.
2. TERM. This Agreement shall commence on October 1, 2D12, and terminate September
30, 2013, 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®FKOC FY13;page 1
6. PURCHASE OF PROPERTY. All property, whether real or persona[ 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 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 to PROVIDER.
8. 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-I must be provided prior to the payment of any invoices):
(a) IRS Letter ofDetermination and GUIOESTAR 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 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 recornrnended/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) C)rganization'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 Q;
(i) Annual Performance Report describing services rendered during the most recently
completed grant period (to be furnished within ]O days after 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
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 Cto residents of Monroe County, Florida.
Contract-WOC FY/3;page o
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'sfees, court costs, investigative, and out-of-pocket expenses, as an award
against the non-prevailing party, and shall include at±orney'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 ofMonroe 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 ofcertain information.
14. NO SOLICITATION/PAYMENT. The County and PROVIDER warrant that, in respect
to itse|f, 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 |icensure 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\
[onmsmpfKOCFY/3;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), vvhidl 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 C)Mice
and Treatment Act of 1972 (PL92-255), as amended, relating to nondiscrimination on the basis
of drug abuse; 6\ The Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and
Rehabilitation Act of197O (PLq1-616), as amended, relating to nondiscrimination on the basis of
alcohol abuse oralcoholism; 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\ Tide 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 totime, relating to
nondiscrimination on the basis ofdisability; 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 vvou|U 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.
Conoact-FKOCFY/31: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 Public Entity Crime Statement, an Ethics Statement, and a Drug-
Free Workplace Statement.
26. A0;l[HO0lI1F`r. 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
at1orney'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 covenantor 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 oremployee 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 ofactual and drne|y 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 B1yNON-PARTIES. No person or entity shall be entitled torely
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 Vrentities, 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.
Ctmmoot-FxtJCFY/3;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 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
Wendy Coles, Executive Director
Southernmost Homeless Assistance League
P.O. Box 2990
Key West, FL 33045
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.
Contract-FKOC FY13,'page 6
[THIS SPACE INTENTIONALLY LEFT BLANK WITH SIGNATORY PAGE TO FOLLOW]
Contract-FKOC FYI3,page 7
IN WITNESS WHEREOF, the parties hereto have caused these presents to be executed as
Of the day and year first written above.
(SEAL) BOARD {]F COUNTY COMMISSIONERS
ATTEST: DANNYL. KOLHAGE, CLERK OFMDNAUE COUNTY, FLORIDA
By By
Deputy Clerk Mayor/Chairman
Southernmost Homeless Assistance
League
(Federal IONo. )
Witness
By
Witness tive Director
MOWROE COUNTY ATTORNEY
APPROV�D AS TO FORM'
ASSISTA4T COUNTY ATTORNEY
Date
Contract-FKOC FYf3,-page B
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 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 tothe 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 /s 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 orhourly rate,
total hours worked, withholding information and payroll taxes, check number and check amount.
If Payroll Journal is not provided, the following information must be provided: pay period,
check amount, check number, date, payee, support for applicable payroll taxes.
Postage, Overnight Deliveries, Courier, etc.
A log of all postage expenses as they relate to the County contract is required for reimbursement.
For overnight or express deliveries, the vendor invoice must beincluded.
Rents/ Leases, etc.
A copy of the rental or lease 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 ofcopies 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.
Comtrac*PKOCFY,3;page,9
TeUefax, Fam, etc.
Afax 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 /s 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 beatthe 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 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.
Con000t-FKOCFY/3;page /D
ATTACHMENT B
ORGANIZATION
LETTERHEAD
Monroe County Board of County Commissioners
Finance Department
5O0 Whitehead Street
Key West, FL ]]O40
Date
The following is a summary of the expenses for ( ) for the time period
of to
Check # Payee Reason Amount
101 Company Rent $ %,XXX.XX
102 Company Utilities XXX.XX
104 Employee P/Rending 05/14/01 XXX.XX
105 Employee B P/Rending 05/28/01 ) XXj(X
/A\ Total $~X^M.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,XX) .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 ZO by—
who is personally known to me.
Notary Public Notary Stamp
(onmact-FDDCFy13;page y/
The Mobile Outreach Program (MOP) is a team of two caseworkers in a 31 foot RV who help people
access the resources available in order to stabilize their lives during their re-entry from incarceration.
The RV has two offices and wireless connection to assist people access the resources they need. Services
provided include:
Case Management to assist inaccessing:
Housing Search Assistance
Birth Certificates
Temporary Mailing Address
SG| /SSU| Application Assistance
Identification
Employment
Reunification with Family
Medical Assistance
Prescription Assistance
Food Stamp Application
Residency Documentation
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 h] a
public entity, may not submit 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 ofreal property to public entity,
may not be awarded or perform work asa contractor, supplier, subcontractor, or consultant
under 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 |iSt."
SWORN STATEMENT UNDER ORDINANCE NO. 1O-1990
MQNRJE COUNTY, FLORIDA
ETHICS CLAUSE
warrants that he/it has not employed, retained or
otherwise had 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 orpurchase
price, or otherwise recover, the full amount ofany fee, commission, percentage, gift, or
consideration paid to the former County officer oremployee.
STATE OF
COUNTY OF
PERSONALLY APPEARED BEFORE ME, the undersigned authority,
who, after first being sworn by me, afhxedbiWher
ignat (name of indi id a! signing) in the space provided above on this day of
, 2O1.4 .
,Ar NOTARY PUBLIC
My commission ex pi
Expires February 6,2015
OMB - MCP FORM #
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 of controlled substance is prohibited in the workplace and
specifying the actions that will betaken against employees for violations of such prohibition.
Z. Informs employees about the dangers of drug abuse in the workplace, the business's policy of
maintaining 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 a condition of
working on the commodities orcontractual services that are underbid, 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 adrug 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 to sign the statement, I certify that this Mrnn complies fully with the
above requirements.
It
STATE OF
COUNTY OF
PERSONALLY APPEARED BEFORE ME, the undersigned authority,
who, after first being sworn by me, (name of
individual signyhg) affixed space provided above onthis
day of , Zn ��
^-� My commission expires:
PUBLIC
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Oct. 24. 2012
To: Lisa Tennyso
From: Wendy Cole
CC: Rosemary Enright. SHAL Chair
Re: SHAL
There has been some confusion in the press regarding the change underway with the
Southernmost Homeless Assistance League. During the Oct. 16`h SHAL Board of Directors
meeting. it was voted to transition the responsibilities of Lead Agency to another entity. SHAL
will no longer be the coordinating entityfor all of the service providers in Monroe Countv. The
Board believes that there is a role that they need to continue to play in assisting the homeless that
are most difficult to place. The SHAL Board remains the same, the name continues, as does the
mission to help the homeless.
SHAL will continue to address issues of homelessness. including managing the Kees Overnight
Temporary Shelter and the Mobile Outreach Project. Both of these projects are currently
operational. Current financial support comes from the City of Key Vest approved budget of
$450.746 through Sept. 31. 2013. The Klaus Murphv Foundation has also made an award of
$15.000.
As outlined in the grant application, the Bvrne award will support the Mobile Outreach Project.
The award will focus on the work of helping people access the resources available in order to
stabilize their lives during their re-entry from incarceration. The case workers currently are
working with the detention center to know who is being released than has been homeless, in order
to assist these individuals find employment and housing. The funds will be used to strengthen
this service with the intent of decreasing the repeat offenders.
Rosemary Enright, Chair Tommy Taylor, Vice Chair
Bill Mann, Secretary Roger McVef h, Treasurer
P� Box 29�Q, Key ��33C�45-2���
Summary
FY13 Byrne JAG and DATF Recommended Awards:
8e the Change: Monroe Youth Challenge Prevention Program $ 1G,499 (]AG)
Guidance Care Center:Jail In-House Program $ 16,500 (JAG)
Samue|'s House:Women inTransidon/[ourt'k4andatedProgram $ l6'49g (JAG)
Heron Peacock: Anti-Reddk/ism/Divers|on program for Mentally III
and Substance Abusers $ 16'499 (]AG)
Boys and Girls Club: Smart Moves Prevention Program $ 16^498 (]AG)
Total JAG Funding: $82,496
Drug Court: Drug Testing Lab $ 13,536 (DATF)
Florida Keys Outreach Coalition: Substance Abuse Reduction Drug Testing $ 7,493 (DATF)
Southernmost Homeless Assistance League: Mobile Outreach Diversion Program $ 6,000 (DATF)
Total DATF: $ 27\029
TOTAL: $109,525
Following are the recommendations of the Substance Abuse Policy
Advisory Board (minutes from May 31, 2012 meeting) and the
applications for the FY 2012-2013 JAG grant program.
Substance Abuse Policy Advisory Beard
Minutes
(Draft)
May 31, 2012 Harvey Govt. Center, 1200 Truman Ave.
1:00 P.M. Key West, FL
Board rnernbers/designeespresenL:
Rosemary Enright, Public Defender, Vice-Chair
Sylvia Murphy, County Commissioner
Manny y4adruga for Dennis Ward, State Attorney'sOffice
Steve Torrence, for Chief Donnie Lee, Key West Police Department
Chief Kris OiQiovanni, City u[ Key Colony Beach
Chief Tommy Taylor, Jail Administrator, Monroe County Detention Center
A.B. Ma|oy, Directors of the Community Mental Health [enters
Capt. Maximo Perez, Salvation Army Correctional Services
Jane Isherwood, Director, Pre-trial Services
Holly E|onnina, Court Administrator
Bob Audette for Patricia Burns, Florida Dept. of Corrections
Staff members present:
Lisa Tennyson, Monroe County Grants Administrator
Michelle Grillo, Monroe County Grants Analyst
The Vice [hair, Rosemary Enright, noted the existence of quorum, and the meeting was
called to order at approximately 1:05 P.M. RaiEtte Avae|, Chair, was absent.
Board members introduced themselves and disclosed any affiliations with applicants. Manny
Madruga noted his affiliation with Boys and Girls Club; Rosemary Enright noted her
affiliation with Southernmost Homeless Assistance League (SHAL); Chief Tommy Taylor
noted his affiliation with SHAL; A.B. Ma|oy noted her affiliation with Guidance Care [enter;
Jane Isherwood noted her affiliation with Drug Court; Holly E|onn|na noted her affiliation with
Drug Court.
Board members held nominations for Chair and Vice-Chair. Chief Taylor was nominated as
[hair; the motion tu approve the nomination was unanimous. Rosemary Enright was
nominated asV(ce-Chair; the motion tu approve the nomination was unanimous.
A motion tV approve the minutes, of the July 14, 2011 passed unanimously.
Lisa Tennyson informed the board that the County will receive $82,496 in Byrne JAG funds.
She noted that applications for this funding were received and that the requests exceed
available funds.
L|sa Tennyson then summarized the status of the Clerk's Drug Abuse Trust Fund (DATF)
nnoney. She noted that last year the DATF was utilized this funding Lo supplement the
Byrne JAG funding in the amount of about $2O,OOO. She informed the Board that the fund
earned approximately $10,000 this year and that, in total, there isapproximately $118,000
/n the fund. Lisa informed the Board that they needed to decide whether and how much of
the DATF tm use to supplement Byrne JAG this year.
A motion was made and seconded to use $28,000 from the DATF. This leaves $90,000 in
the DATF. The motion passed unanimously.
Lisa Tennyson suggested that the pot of money to be distributed be an even amount. A
motion is then made and seconded totake $28,504hnrn the DATF leaving $111,000Co be
distributed. The motion passed unanimously.
Rosemary Enright took a moment before presentations to explain that Byrne ]AG funding is
generally used as seed money and the Board is looking for innovative ideas.
Lisa Tennyson explained that starting in FY12 (last year), there was rule that a particular
program cannot be funded for more than ] years. Some of the organizations are in their
second year. This applies to a particular program, not the organization that is applying for
funding.
Applicants for the Byrne ]AG and DATFyunding then made presentations and answered
questions from the Board:
� Jane Isherwood, Drug Court: noted success of Drug Testing Lab program and that any
funding received would continue to process to make the program self-sufficient. This
program isin its second year.
Steve Torrence asked how the program is meeting these new requirements to be
innovative. Holly Bumina replied that the requested funds are fora new piece tothe
program: a lab manager. Rosemary Enright asked what the cost for analysis was and Jane
Isherwood replied with amounts for many different types of screening. Rosemary Enright
also questioned what other agencies this program provided services to and Jane Isherwood
listed many organizations: D]], Sheriff, A Positive Step, OCF, Wesley House, Teen Court,
Sannue|'s House, and also the State Attorney's Office for hiring purposes.
~ Elmira Leto, Sarnue|'s House: discussed court orders of women to her facility and how
they area high-need population, thus her request for case management and drug
testing funds. This program is in its second year.
Steve Torrence wanted to know what the $20,000 requested would be used for and Elmira
Leto responded that $12,000 would be used for case management and originally $4,800
would be used for client fees but due to the amount nfwork that the case manager has to
do, she would like to move that $4,000 in her budget to the case manager, totaling $16,000
for case management. The last $4,000 is for random drug testing.
Jane Isherwood wanted to know how Sarnue|'s House was paying for the case manager now
and Elmira Leto responded that they have a clinical social worker that is now a case
manager, two full time case managers and two part time case nnanagers. She picked one of
those to bill directly to Byrne funding. Jane Isherwood questioned what last year's Byrne
money paid for and Elmira Leto responded with client fees, case management, and drug
testing. Rosemary Enright wanted to know why Sarnue|'s House couldn't take more
advantage of the Drug Court resources for drug testing and Elmira Leto responded that they
normally drug test during the weekend tinnefrarne when no services are available.
° Gina Pecora, Florida Keys Outreach Cna||dan (PKOC): spoke of need to fund increasingly
important drug testing supplies and explained that last year she spent $7,500 on drug
testing and that |s why there is an increase this year. This program is in its second
year.
Rosemary Enright inquired why FKOC didn't send people to the Drug Court for testing, Gina
Pecoro responded that she would love to. Commissioner Murphy questioned if people who
worked while at FKDC could pay the cost of the drug test and Gina Pecora explained that
there is three tier system in place based on how long clients have been at FKOC' with
,
_
increasing amounts in fees and that those fees do cover the costs of the drug tests. FKOC
needs funds todrug hest the clients in the first six months and only for those clients with o
criminal history background. Rosemary Enright wanted to know ifFKO[ had permanent
housing and Gina Pecora stated that clients eventually transferred out since itisa two-year
program.
° Rick Casey, Heron Peacock Supportive Living: discussed his prograrn's unique population
who have substance abuse/mental health/history of incarceration issues and that his
program |s cost effective when considering the alternatives. This program is in its
second year.
Rosemary Enright questioned how Heron Peacock got referrals and Rick Casey explained
that his clients come from jail, the KOTS program, and referrals from other agencies.
w Nadine Hood, Guidance Care [enter (GCC): discussed the need for continued funding for
their program. This program is in its second year.
Steve Torrence questioned what G[C asked for last year and Nadine responded that she
requested the same amount of $45,OOOto pay for a counselor, workbooks and drug testing.
She explained that the program received $30,000 last year and it is the same program and
the numbers are the same, with 26dients currently in the program and 16connp|eted go
far. Rosemary Enright wanted to know if they were applying for the Jail In-House program
(]IP) and Nadine Hood responded with a confirmation that it was, but just the female
population.
° Dan Dombrowski, Boys and Girls Club: explained school issues from two years ago, why
they rolled over funding and did not apply last year; also funding is to extend the
services toadditional morning hours and community service projects. This program is in
its first year.
Jane Isherwood stated that evidence-based treatment was to work with parents as well as
the kids and questioned if they were doing that. Dan Dombrowski explained that it was
hard as program for kids whose parents' work to really involve the parents in more than
special events and some community service projects. If Boys and Girls Club gets the
funding, they can expand hours and potentially reach more parents that way,
° Wendy Coles and Steve Clark, SHALMobi|e Outreach program: discussed changing their
proposed budget from funding identification of homeless to funding case management
for this pilot program; explained connection to helping repeat offenders who are
homeless as soon as they get out ufincarceration and before they hit the streets. This
program is in its first year,
Chief Toy|ur inquired about the area of services and Wendy Coles explained that because
they have not received enough funding, they will not be expanding to Big Pine as intended,
however, there is a |ur of interest in Big Pine.
lane Isherwood wanted to know huvv the budget will be used for case management since it
vvas riot in the application. Lisa Tennyson explained that she recommended toSHALthat
they request funds for a different component of their program since the particular expense
requested was not eligible for FDLE funding. Jane Isherwood wanted to know the cost of
came manager and Wendy Coles explained that her two case managers make $72,000 and
$6,000 was a portion of one of their salaries.
Lisa Tennyson questioned what the $6,000 will gain the program if they cannot find other
sources offunding, Wendy Coles explained that their budget is $1O0,OOO and they were
J
going after another $52,000 [nonn HUD which requires a match. SHAL needs local support
to fund the match and they were going to ask the City of Key West and Klaus Murphy
Foundabon, Lisa Tennyson further inquired that if they do not get that funding, how they
will use the $6,000 requested in Byrne funds. Wendy Coles stated that SHALwould use the
funds to supplement another part uf the program.
A.B. Ma|oy inquired about the ESG grant and how it would come to SHALaed Wendy Coles
explained that itwould come as pass-through dollars, but there have not been any other
Coalition entities asking for the funding, and it has been announced yet.
Rosemary Enright wanted clarification that SHALwou|d be providing direct services with the
requested Byrne money and Wendy Coles confirmed that they would be providing direct
services. Chief Taylor explained that they are services that no one else is providing from o
mobile standpoint. Rosemary Enright questioned ifSHAL was receiving other money from
Monroe County and Wendy Coles stated that SHALgut $3,000 last year from HSA8, $2,300
last year from the Sheriff's Shared Assed Forfeiture Fund. Rosemary Enright wanted to
know what the City of Key West gives to SHAL and Wendy Coles responded that they get
$3,000 per month for the mobile program and ¢4O0,0OO for KDTS.
° Sunny Booker, Be The Change/MunroeYouth Challenge Program (MYCP): discussed that
Byrne has always funded these parenting programs and playgroups. This program is in
its second year.
Jane Isherwood wanted to know how much the parenting programs cost and Sunny Booker
responded that for one 11-weekcourse hor26 parents, it was $2,650. The classes are
offered 4 times year with playgroup leaders working 2 hours week plus preparation and
materials. Sunny Booker further explained that they were attempting to complete 8
playgroups this corning year with the requested funding, but that it is just one component of
the funding they are requesting.
Rosemary Enright wanted to know ifMYCP completed Q playgroups this year and Sunny
Booker replied that they have done 5 this year because Key West isthe hardest area right
now to bring local parents into the classes. Rosemary Enright wanted to know how MYCP
got referrals and Sunny Booker explained that they get referrals through the school,
through other parents, Wesley House and some church groups.
A.B. Ma|uy inquired how MYCP was able to coordinate with other school programs so that
there is no duplication. Sunny Booker explained that MY[Pworks with school staff and
groups such as the School Health Advisory Council to share information. When the schools
want to teach a certain program, MY[P ensures that they are teaching something different.
Presentation portion ended.
Lisa Tennyson had some reminders for the group: the Board recommendations go to the
BOC[ on June ZQ,^| the applications are submitted to FDLE through an online system;
adjustments to their current applications need to be in as soon as possible and before the
end of June at the very latest; FDLE did auditing through on-site monitoring last month and
all the organizations passed with flying colors; FDLE has new performance measures and
they might beretroactivated; budgets have to unit cost format so they will work one-on-
one on those and be responsive to County staff requests for information; expenditure and
performance reports have to be timely; it is important to read and thoroughly understand
your contracts, especially when reporting; [hiefDiQiovanni and Steve Torrence should be
aware that the 51% letters required by FDLE are coming.
Deliberations of funding amounts began.
4
Rosemary Enright stated that historically the organizations ask for more money every year
and subsequently get more money every year, This is not fair, especially in this climate
where the Byrne JAG funding is smaller and there are more applicants. The organizations
need to consider this and be aware of how much everyone is asking because this makes for
a difficult decision.
Chief Taylor commented that the organizations should be working forsustainabJity after the
money runs out. It is important in future applications to give the Board insight into how
they are going to do that. The organizations need to project their future beyond the Byrne
JAG grant funding.
Rosemary Enright proposed funding the two organizations that asked for the smallest
amounts and to split the rest ofthe money between the organizations evenly.
Commissioner Murphy disagreed and wanted the process to be fairer. lane Isherwood
commented that the process should prioritize the programs, which save the most money
and what is going to help the most. Jane Isherwood suggested MY[Pasa program for kids
has more impact and the County will get more for their dollar.
A.B. Ma|oy stated that some programs are harder to sustain because don't have funding
through client fees. For example, in the JIPprogram, there is no way to raise client fees and
nu other sources o[ funding. This issue makes sustainabi|ity harder for some programs.
Chief Taylor commented that it was true but the Board is looking at the full gamut from
prevention for kids to more reactive programs and they all do good work. Chief Taylor
wants to help everyone here.
Holly Burn|na proposed that Drug Court reduce its request to $13,536, which is quarter of
the salaries portion of their budget. Holly E|ornina then proposed $13,536 for Drug Court,
$6,000 for SHAL, and $7,493 for FKOC equaling $I7,029, comes out of the DATF. The
amount is just under the $28,504 amount the Board committed to taking out of the DATF
earlier. The rest of the organizations can split the the Byrne JAG money, $82,496, getting
$16,499.20each.
Commissioner Murphy motioned to amend the total to be taken out of the DATF to $27,029.
The motion passed unanimously,
Rosemary Enright proposed to take the $82,496 of Byrne funding and sharing it evenly
between the remaining 5organizations: $16,499.20to5annue|'s House, $16,499.20to Be
The Change/MYCP, $16,499.20to Heron Peacock, $16,499.20 to GC[; $16,499.20 to Buys
and Girls Club. Steve Torrence made the motion and Commissioner Murphy seconded. All
others agreed except lane Isherwood opposed, preferring that allocations be based on
program priority,
Steve Torrence then motions to permit staff to equally distribute any excess or reduction of
funds that nn|ghi result from B0CC orFDLE actions aftertoday's meeting. The motion
passes unanimously,
Steve Torrence commented that next year the applicants should read the Byrne JAG grant
information and understand what the funding is for, because the Sheriffs Office could ask
for the funding as well.
Commissioner Murphy wanted everyone to keep the three year rule in mind as well.
Lisa Tennyson reminded the organizations toredo their budgets assoon as possible.
5
MEMO
IN
There being no further business, Rosemary Enright motions to adjourn meeting. Motion
passed.
Meeting ended at 2:23pm.