FY2001 11/21/2000
1Dannp 1.. lKolbage
BRANCH OFFICE
3117 OVERSEAS IDGHWA Y
MARAmON, FLORIDA 33050
TEL. (305) 289-6027
FAX (305) 289-1745
CLERK OF THE CIRCUIT COURT
MONROE COUNTY
500 WHITEHEAD STREET
KEY WEST, FLORIDA 33040
TEL. (305) 292-3550
FAX (305) 295-3660
BRANCH OFFICE
88820 OVERSEAS IDGHWA Y
PLANTATION KEY, FLORIDA 33070
TEL. (305) 852-7145
FAX (305) 852-7146
MEMORANDUM
DATE:
November 30, 2000
TO:
Jennifer Hill, Budget Director
Office of Management & Budget
FROM:
Dave Owens
Grants Administrator
pwnclaG.Hanco~
Deputy Clerk U
ATTN:
At the November 21,2000, Board of County Commissioner's meeting the Board granted
approval and authorized execution of the following:
Fiscal Year 2001 Funds Agreement between Monroe County and Historic Florida Keys
Foundation, Inc. to provide funding.
Fiscal Year 2001 Human Organization Agreement between Monroe County and the
following:
Greater Miami and Keys American Red Cross
Big Brothers-Big Sisters of Monroe County, Florida
Caring Friends for Seniors, Inc.
Domestic Abuse Shelter, Inc.
Florida Keys Children's Shelter, Inc.
Florida Keys Outreach Coalition, Inc.
U.S. Fellowship of Florida, Inc. a/k/a Heron and Heron/Peacock
Hospice of the Florida Keys, Inc.
Literacy Volunteers of America - Monroe County, Inc.
Monroe Association for Retarded Citizens
Wesley House
Fiscal Year 2001 Funds Agreement between Monroe County and Monroe Council of the
Arts to provide funding.
Enclosed please find a duplicate original of each Agreement for your handling. Should
you have any questions please feel free to contact this office.
Cc: County Administrator w/o documents
County Attorney
Finance
File
FUNDS AGREEMENT
Historic Foundation
THIS AGREEMENT is entered into this P/~day of Nt1VC;-1fJtJ<. 2000, by and
between Monroe County, a political subdivision of the State of Florida, whose a~dress is Public
Service Building, 5100 College Road, Key West, FL 33040 (County), and HISTORIC FLORIDA KEYS
FOUNDATION, INC., a Florida corporation whose address is Old City Hall, 510 Greene Street, Key
West, FL 33040 (FOUNDATION).
WHEREAS, pursuant to Resolution No, 531-1999, the COUNTY entered into a
Memorandum of Agreement on November 17, 1999, with FOUNDATION to develop, coordinate,
and promote historic preservation in Monroe County, Florida and surrounding areas; and
WHEREAS, the COUNTY has agreed to disburse funds to the FOUNDATION in accordance
with the COUNTY'S budgetary procedures; now, therefore
IN CONSIDERATION of the mutual understandings and agreements set forth herein, the
COUNTY and the FOUNDATION agree as follows:
1. TERM. The term of this Agreement is from October 1, 2000 through September
30, 2001, the date of the signature by the parties notwithstanding, unless earlier terminated as
provided herein.
2. SERVICE. The FOUNDATION will provide services to effectively meet the historic
preservation needs in Monroe County, Florida, and surrounding areas, speCifically to provide
property management, inter-governmental assistance, technical preservation services, and publiC
education, as more particularly described in the Memorandum of Agreement, effective as of
November 17, 1999, incorporated herein by reference.
3. FUNDS. The total project budget to be expended by the FOUNDATION in
performance of the services set forth in Section 2 of this Agreement shall not exceed the total
sum of THIRTY THOUSAND DOLLARS ($30,000,00). All funds shall be distributed and expended
in accordance with the County's budgetary policies and procedures.
4. BILLING AND PAYMENT.
(a) The FOUNDATION shall render to the COUNTY, at the close of each calendar month,
an itemized invoice properly dated, describing the services rendered, the cost of the services, and
all other information required by the Finance Director. The original invoice shall ~seet to:::) "TJ
Monroe County Finance Department, 500 Whitehead Street, Key West, FL ~O~ <:) r""':
(b) Payment shall be made after review and approval by the COUNTY 'Mfi;lil:th~ (~)
days of receipt for the correct and proper invoice submitted by the FOUNDATION~?'; I
(c) The total of all payments for the term of this agreement shall n~~eect-=rHI5Y
THOUSAND DOLLARS ($30,000.00) :z:?JEj 2:a :=0
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5. TERMINATION. This Agreement may be terminated by either ~y~t Sfy time,
with or without cause, upon not less than thirty (30) days written notice deli~ere~o wre o.ier
party. The COUNTY shall not be obligated to pay for any services provided by the FoufVDA1R>N
after the FOUNDATION has received notice of termination, In the event there are any unused
Funds, the FOUNDATION shall promptly refund those funds to the COUNTY or otherwise use such
funds as the COUNTY directs,
6. ACCESS TO FINANCIAL RECORDS/RECORDS. The FOUNDATION shall maintain
appropriate financial records concerning funds received under this agreement and such records
shall be open to the public at reasonable times and under reasonable conditions for inspection
and examination. The FOUNDATION shall comply with generally accepted accounting principles in
keeping the records of funds received and expended in connection with and pursuant to this
agreement.
7. NOTICES. Whenever either party desires to give notice unto the other, it must be
given by written notice, sent by registered U. S. Mail, return receipt requested, and sent to:
For County
Dave P. Owens, Grants Administrator
Public Service Building
5100 College Road
Key West, FL 33040
For Provider
Jack London
Historic Florida Keys Foundation
510 Greene Street
Key West, FL 33040
Either of the parties may change by written notice as provided above, the addresses or persons
for receipt of notices.
8. UNAVAILABILITY OF FUNDS. If the COUNTY shall learn that funding cannot be
obtained or cannot be continued at a level sufficient to allow for the services specified herein,
this agreement may be terminated immediately at the option of the COUNTY by written notice of
termination delivered to the FOUNDATION as specified above. The COUNTY shall not be obligated
to pay for any services or goods provided by the FOUNDATION after the FOUNDATION has
received written notice of termination, unless otherwise required by law,
9. COMPLIANCE WITH LAWS AND REGULATIONS. In providing all services
pursuant to this agreement, the FOUNDATION 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, and particularly Article 1, Section 3 of the Constitution of the State of
Florida and Article 1 of the US Constitution, which provide that no revenue of the state or any
political subdivision shall be utilized, directly or indirectly, in aid of any church, sect or religious
denomination or in aid of any sectarian institution. Any violation of said statues, 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
FOUNDATION. If the FOUNDATION receives notice of material breach, it will have thirty days in
order to cure the material breach of the contract. If, after thirty days, the breach has not been
cured, the contract will automatically be terminated.
10. ASSIGNMENTS AND SUBCONTRACTING. Neither party to this Agreement shall
assign this Agreement or any interest under this Agreement, or subcontract any of its obligations
under this Agreement, without the written consent of the other.
11. EMPLOYEE STATUS. Persons employed by the FOUNDATION in the performance
of services and functions pursuant to this Agreement shall have no claim to pension, workers'
compensation, unemployment compensation, civil service or other employee rights or privileges
granted to the County's officers and employees either by operation of law or by the COUNTY,
FOUNDATION is an independent contractor at all times and for all purposes hereunder. No
statement made in this Agreement shall be construed so as to find FOUNDATION or any of its
employees, contractors, volunteers, agents or servants to be employees of COUNTY.
12. INDEMNIFICATION. The FOUNDATION agrees to indemnify, hold harmless, and
defend the COUNTY, its commissioners, officers, employees, and agents against any and all
claims, losses, damages, or lawsuits for damages, arising from, allegedly arising from, or related
to the provision of services hereunder by the FOUNDATION.
13. INSURANCE. The FOUNDATION shall insure that fire, extended risk, and liability
insurance coverage shall be maintained on all real properties under its management. The
extended risk and fire insurance coverage shall be in an amount equal to the full insurable
replacement value of any improvements or furniture, fixtures, equipment or furnishings located
on these properties. The FOUNDATION shall immediately notify the COUNTY of any erection or
removal of any improvement on the real properties and any changes affecting the value of any
improvements and shall make adequate changes in the coverage to reflect the changes in value.
The liability insurance coverage shall be on a Medical Incident basis in amounts not to exceed
$1,000,000/$3,000,000 for personal injuries under such liability policy. The FOUNDATION shall
maintain for its staff, during the term of this Agreement, liability insurance to cover any and all
liability for claims, damages, or injuries to persons or property of whatsoever kind of nature
arising out of activities caused by the negligent or wrongful act or omission of these participants,
as such terms may be further defined herein or by administrative rule, while acting within the
scope of his/her office or employment, pursuant to the provisions and limitations of section
768.28, FS.
14. ENTIRE AGREEMENT.
(a) It is understood and agreed that the entire Agreement of the parties is contained
herein and that this Agreement supersedes all oral agreements and negotiations between the
parties relating to the subject matter hereof as well as any previous agreements presently in
effect between the parties relating to the subject matter hereof.
(b) Any alterations, amendment deletions or waivers of the provisions of this
Agreement shall be valid only when expressed in writing and duly signed by the parties.
TNESS WHEREOF, the parties hereto have set their hands and seals the day and
written.
BOARD OF COUNTY COMMISSIONERS
70NROE COUNTY, FLORIDA
~~~ ~cf
Mayor/Chairper
-
(SEAL)
AlTEST:
HISTORIC FLORIDA KEYS FOUNDATION, INC.
By
Title
nATF
ATTACHMENT A
Exoense Reimbursement Reauirements
This document is intended to provide "basic" guidelines to Human Service Organizations, county
travelers, and contractual parties who have reimbursable expenses associated with Monroe County
business. These guidelines, as they relate to travel, are from FS 112.061, which is attached for
reference,
A cover letter summarizing the major line items on the reimbursable expense request should also
contain a certified statement such as:
I certify that the attached expenses are accurate and in agreement with the records of this
organization. Furthermore, these expenses are in compliance with this organization's contract with
the Monroe County Board of County Commissioners.
Invoices should be billed to the contracting agency, Third party payments will not be considered
for reimbursement. Remember, the expenses should be paid prior to requesting a reimbursement.
Only current charges will be considered, no previous balances.
Reimbursement requests will be monitored in accordance with the level of detail in the contract.
This document should not be considered all-inclusive. The Clerk's Finance Department reserves the
right to review reimbursement requests on an individual basis. Any questions regarding these
guidelines should be directed to 305/292-3528.
Pavroll
A certified statement verifying the accuracy and authenticity of the payroll expenses.
If a Payroll Journal is provided, it should include:
Payroll Journal dates, employee name, salary, or hourly rate, hours worked during the payroll
journal dates, with holdings where appropriate, check number and check amount
If a Payroll Journal is not provided, the following must be listed:
Check number, date, payee, check amount, support for applicable payroll taxes
Original vendor invoices must be submitted for Worker's Compensation and Liability insurance
coverage.
Teleohone Exoenses
A user log of pertinent information must be remitted; the party called, the caller, the telephone
number, the date, and the purpose of the call must be identified,
Telefax. fax. etc.
A fax log is required, The log must define the sender, the intended recipient, the date, the number
called, and the reason for sending the fax.
Suoolies. services. etc.
For supplies or services ordered, the County requires the original vendor invoice.
Rents. leases. etc.
A copy of the rental agreement or lease is required. Deposits and advance payments will not be
allowable expenses.
Postaae. overniaht deliveries. courier. etc.
A log of all postage expenses as it relates to the County contract is required for reimbursement,
For overnight or express deliveries, the original vendor invoice must be included.
Reoroductions. cooies, etc.
A log of copy expenses as it relates to the County contract is required for reimbursement. The log
must define the date, number of copies made, source document, purpose, and recipient. A
reasonable fee for copy expenses will be allowable. For vendor services, the original vendor invoice
is required and a sample of the finished product.
Travel Exoenses: Please refer to Florida Statute 112.061.
Travel expenses must be submitted on a State of Florida Voucher for Reimbursement of Travel
Expenses. Credit card statements are not acceptable documentation for reimbursement.
Airfare reimbursement requires the original passenger receipt portion of the airline ticket. A travel
itinerary is appreciated to facilitate the audit trail.
Auto rental reimbursement requires the original vendor invoice. Fuel purchases should be
documented with original paid receipts,
Original taxi receipts should be provided. However, reasonable fares will be reimbursed without
receipts. Taxis are not reimbursed if taken to arrive at a departure point: for example, taking a
taxi from one's residence to the airport for a business trip is not reimbursable.
Original toll receipts should be provided. However, reasonable tolls will be reimbursed without
receipts.
Parking is considered a reimbursable travel expense at the destination, Airport parking during a
business trip is not,
Lodging reimbursement requires a detailed listing of charges. The original lodging invoice must be
submitted. The County will only reimburse the actual room and related bed tax. Room service,
movies, and personal telephone calls (see previous guidelines) are not allowable expenses. Per
diem lodging expenses may apply. Again, refer to Florida Statute 112,061.
Meal reimbursement is breakfast at $3.00, lunch at $6.00, and dinner at $12.00, Meal guidelines
are that travel must begin prior to 6:00 a.m. for breakfast reimbursement, before noon and end
after 2:00 p.m. for lunch reimbursement, and before 6:00 p.m. and after 8:00 p.m. for dinner
reimbursement.
Mileage reimbursement is calculated at 29 cents per mile for personal auto mileage while on county
business, An odometer reading must be included on the state travel voucher for vicinity travel. A
mileage map is available for reference to allowable miles from various Florida destinations.
Mileage is not allowed from a residence or office to a point of departure: for example, driving from
one's home to the airport for a business trip is not a reimbursable expense.
Data orocessina. PC time. etc.
The original vendor invoice is required for reimbursement, Intercompany allocations are not
considered reimbursable expenditures unless appropriate payroll journals for the charging
department (see Payroll above) are attached and certified.
The followina are not allowable for reimbursement:
Penalties and fines
Non-sufficient check charges
Fundraising
Contributions
Capital outlay expenditures (unless specifically included in the contract)
Depreciation expenses (unless specifically included in the contract)
ATIACHMENT B
HUMAN SERVICE ORGANIZATION LETTERHEAD
Monroe County Board
of County Commissioners
Finance Department
500 Whitehead Street
key West, Florida 33040
(Date)
The following is a summary of the expenses for (Human Service Oraanization name) for the
time period of to
Check # Pavee Reason Amount
101 A Company Rent $xxxx.xx
102 B Company Utilities $xxxx,xx
103 0 Company Phone $xxxx.xx
104 Person A Payroll $xxxx.xx
105 Person B Payroll $xxxx.xx
(A) Total $xxxx.xx
-------
-------
(B) Total prior payments $xxxx.xx
(C) Total requested and paid (A + B) $xxxx.xx
(D) Total contract amount $xxxx.xx
Balance of contract (0 - C) $xxxx.xx
-------
-------
I certify that the above checks have been submitted to the vendors as noted and that the expenses
are accurate and in agreement with the records of this organization. Furthermore, these expenses
are in compliance with this organization's contract with the Monroe County Board of Commissioners
a I ot be sub itted for reimbursement to any other funding source.
ttachments (supporting documentation)
STATE OF FLORIDA
COUNTY OF MONROE
SWORN TO AND SUBSCRIBED before me this ,,4-r day of N~~ , 200D- by
:s~ L~~i"'r--. . , (Event Contact Person) who is personally known
to me _:..... presented as Identification:
~' ,~ DOt4A MERRIll
l" ~ -"ft COMMlSStOH . ~1802~
'\ EX::O~l
fOp AY\NfM IQtCIINO co..ltC.
0~c- ~ ~
Notary Public, State of Florida at Large
My Commission Expires: f' ~\r. 11, l~ \
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