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FY2001..11/21/2000 Agreement 119annp lL. itolbage BRANCH OFFICE 3117 OVERSEAS InGHWA Y MARAlHON, FLORIDA 33050 TEL. (305) 289-6027 FAX (305) 289-1745 CLERK OF lHE ORCUlT COURT MONROE COUNTY SOO WHITEHEAD STREET KEY WEST, FLORIDA 33040 TEL. (305) 292-3550 FAX (305) 295-3660 BRANCH OFFICE 88820 OVERSEAS InGHWA 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 ATTN: Dave Owens Grants Administrator Pamela G. Hanco~ Deputy Clerk U FROM: 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/kJa Heron and HeronlPeacock 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 AGREEMENT Big Brothers Big Sisters This Agreement is made and entered into this J-/~ day of fVtfVc[j/il};~ , 2000, between the BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA, hereinafter referred to as "Board" or "County," and BIG BROTHERS - BIG SISTERS OF MONROE COUNTY, FLORIDA, hereinafter referred to as "Provider." WHEREAS, the Provider is in need of financial assistance, and WHEREAS, the County has recognized the need and wishes to contribute to the Provider, and WHEREAS, the County recognizes that the services of the Provider constitute a service to the people of Monroe County, now, therefore, IN CONSIDERATION of the mutual promises and covenants contained herein, it is agreed as follows: 1. AMOUNT OF AGREEMENT. The Board, in consideration of the Provider substantially and satisfactorily performing and carrying out children's services needed for the general welfare of Monroe County, Florida, shall pay to the Provider the sum of TWENTY THOUSAND DOLLARS ($20,000.00) for fiscal year 2000-2001. 2. TERM. This Agreement shall commence on October 1, 2000, and terminate September 30, 2001, unless earlier terminated pursuant to other provisions herein. 3. PAYMENT. Payment will be paid periodically, but no more frequently than monthly as hereinafter set forth. Reimbursement requests will be submitted to the Board via the Clerk's Finance Office. The County shall only reimburse, subject to the funded amounts below, those reimbursable expenses which are reviewed and approved as complying with Florida Statutes 112.061 and Attachment A - Expense Reimbursement Requirements. Evidence of payment by the Provider shall be in the form of a letter, summarizing the expenses, with supporting documentation attached. The letter should contain a certification statement as well as a notary stamp and signature. An example of a reimbursement request cover letter is included as Attachment B. :J:: CJ <:) ." After the Clerk of the Board examines and approves the request for rei~ur~m~, 1iFie Board shall reimburse the Provider. However, the total of said reimbur~1 ~e~ payments in the aggregate sum shall not exceed the total amount of $20,OO~f1q."):luri(lg ~ term of this agreement. a(). - Q S ::u ::>c; ::0 -- . 0 :J::. -i 1::'...:J:. ::::0 4. SCOPE OF SERVICES The Provider, for the consideration named:;<eo~nams cmd agrees with the Board to substantially and satisfactorily perform and carr1""0~ clWdregs services, including companionship and development services, to persons li,Ping-'1in ~onfle County, Florida. Said services shall include, but are not limited to, those services describect1n Provider's Details of SpeCific Program for Which Funding is Requested, attached hereto as Exhibit C and incorporated herein. s. RECORDS The Provider shall maintain appropriate records to insure a proper accounting of all funds and expenditures, and shall provide a clear financial audit trail to allow for full accountability of funds received from said Board. Access to these records shall be provided during weekdays, 8 a.m. to 5 p.m., upon request of the Board, the State of Florida, or authorized agents and representatives of the Board or State. The Provider shall be responsible for repayment of any and all audit exceptions which are identified by the Auditor General of the State of Florida, the Clerk of Court for Monroe County, an independent auditor, or their agents and representatives. In the event of an audit exception, the current fiscal year contract amount or subsequent fiscal year contract amounts shall be offset by the amount of the audit exception. In the event this agreement is not renewed or continued in subsequent years through new or amended contracts, the Provider shall be billed by the Board for the amount of the audit exception and the Provider shall promptly repay any audit exception. 6. INDEMNIFICATION AND HOLD HARMLESS. The Provider covenants and agrees to indemnify and hold harmless Monroe County Board of County Commissioners from any and all claims for bodily injury (including death), personal injury, and property damage (including property owned by Monroe County) and any other losses, damages, and expenses (including attorney's fees) which arise out of, in connection with, or by reason of services provided by the Provider occasioned by the negligence, errors, or other wrongful act or omission of the Provider's employees, agents, or volunteers. 7. INDEPENDENT CONTRACTOR. At all times and for all purposes hereunder, the Provider is an independent contractor and not an employee of the Board. No statement contained in this agreement shall be construed so as to find the Provider or any of its employees, contractors, servants or agents to be employees of the Board. 8. COMPLIANCE WITH LAW. In providing all services pursuant to this agreement, the Provider shall abide by all statutes, ordinances, rules and regulations pertaining to or regulating the provision of such services, including those now in effect and hereinafter adopted. Any violation of said statutes, ordinances, rules and regulations shall constitute a material breach of this agreement and shall entitle the Board to terminate this contract immediately upon delivery of written notice of termination to the Provider. 9. COMPLIANCE WITH COUNTY GUIDELINES. The Provider demonstrate and sustain compliance with: (a) 501(c)(3) Registration; (b) Board of Directors of seven or more; (c) Annual election of Officers and Director; (d) Annual provision of annual report to County; (e) Corporate Bylaws; (f) Corporate Policies and Procedures Manual; (g) Hiring policies for all staff; (h) Cooperate with County monitoring visits; and (i) Semi-annual performance reports to be presented to County. 10. PROFESSIONAL RESPONSIBILITY AND LICENSING. The Provider shall assure that all professionals have current and appropriate professional licenses and professional liability insurance coverage. Funding by the Board is contingent upon retention of appropriate local, state and/or federal certification and/or licensure of the Provider's program and staff. 11. MODIFICATIONS AND AMENDMENTS. Any and all modifications of the services and/or reimbursement of services shall be amended by an agreement amendment, which must be approved in writing by the Board. 12. NO ASSIGNMENT. The Provider shall not assign this agreement except in writing and with the prior written approval of the Board, which approval shall be subject to such conditions and provisions as the Board may deem necessary. This agreement shall be incorporated by reference into any assignment and any assignee shall comply with all of the provisions herein. Unless expressly provided for therein, such approval shall in no manner or event be deemed to impose any obligation upon the Board in addition to the total agreed upon reimbursement amount for the services of the Provider. 13. NON-DISCRIMINATION. The Provider shall not discriminate against any person on the basis race, creed, color, national origin, sex or sexual orientation, age, physical handicap, or any other characteristic or aspect which is not job-related in its recruiting, hiring, promoting, terminating or any other area affecting employment under this agreement. At all times, the Provider shall comply with all applicable laws and regulations with regard to employing the most qualified person(s) for positions under this agreement. The Provider shall not discriminate against any person on the basis of race, creed, color, national origin, sex or sexual orientation, age, physical handicap, financial status or any characteristic or aspect in its providing of services. 14. AUTHORIZED SIGNATURES. The signatory for the Provider below, certifies and warrants that: (a) The Provider's name in this agreement is the full name as designated in its corporate charter, if a corporation, or the full name under which the Provider is authorized to do business in the State of Florida. (b) He or she is empowered to act and contract for the Provider; and (c) This agreement has been approved by the Board of Directors of the Provider if the Provider is a corporation. 15. NOTICE. Any notice required or permitted under this agreement shall be in writing and hand-delivered or mailed, postage pre-paid, by certified mail, return receipt requested, to the other party as follows: For Board: Monroe County Attorney PO Box 1026 Key West, FL 33040 and Louis LaTorre, Social Services Director Public Service Building 5100 College Road Key West, FL 33040 For Provider: Big Brothers/Big Sisters Post Office Box 505 Key West, Florida 33040 16. CONSENT TO JURISDICTION. This agreement shall be construed by and governed under the laws of the State of Florida and venue for any action arising under this agreement shall be in Monroe County, Florida. 17. NON-WAIVER. Any waiver of any breach of covenants herein contained to be kept and performed by the Provider shall not be deemed or considered as a continuing waiver and shall not operate to bar or prevent the Board from declaring a forfeiture for any succeeding breach, either of the same conditions or covenants or otherwise. 18. AVAILABILITY OF FUNDS. If funds cannot be obtained or cannot be continued at a level sufficient to allow for continued reimbursement of expenditures for services specified herein, this agreement may be terminated immediately at the option of the Board by written notice of termination delivered to the Provider. The Board shall not be obligated to pay for any services or goods provided by the Provider after the Provider has received written notice of termination, unless otherwise required by law. 19. PURCHASE OF PROPERTY. All property, whether real or personal, purchased with funds provided under this agreement, shall become the property of Monroe County and shall be accounted for pursuant to statutory requirements. 20. ENTIRE AGREEMENT. This agreement constitutes the entire agreement of the parties hereto with respect to the subject matter hereof and supersedes any and all prior agreements with respect to such subject matter between the Provider and the Board. ESS WHEREOF, the parties hereto have caused these presents to be executed as ar first written above. BOARD OF COUNTY COMMISSIONERS ~ONROE COUNTY, FLORIDA &- -e ~~-d ayorjChairman - Witness BIG BROTHERS - BIG SISTERS OF MONROE COUNTY" FLORIDA :edu::::1 Executive Director ) Witness jdconbig ATTACHMENT A Exoense Reimbursement Reauirements This document is intended to provide "basic" guidelines to Human Service Organizations, county travelers, and contractual parties who have reimbursable expenses associated with Monroe County business. These guidelines, as they relate to travel, are from FS 112.061, which is attached for reference. A cover letter summarizing the major line items on the reimbursable expense request should also contain a certified statement such as: I certify that the attached expenses are accurate and in agreement with the records of this organization. Furthermore, these expenses are in compliance with this organization's contract with the Monroe County Board of County Commissioners. Invoices should be billed to the contracting agency. Third 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. Reimburse.ment 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 pe reimbursed without receipts. Taxis are not reimbursed if taken to arrive at a departure point:' for example, taking a taxi from one's residence to the airport for a business trip is not reimbursable. Original toll receipts should be provided. However, reasonable tolls will be reimbursed without receipts. Parking is considered a reimbursable travel expense at the destination. Airport parking during a business trip is not. Lodging reimbursement requires a detailed listing of charges. The original lodging invoice must be submitted. The County will only reimburse the actual room and related bed tax. Room service, movies, and personal telephone calls (see previOUS guidelines) are not allowable expenses. Per diem lodging expenses may apply. Again, refer to Florida Statute 112.061. Meal reimbursement is breakfast at $3.00, lunch at $6.00, and dinner at $12.00. Meal guidelines are that travel must begin prior to 6:00 a.m. for breakfast reimbursement, before noon and end after 2:00 p.m. for lunch reimbursement, and before 6:00 p.m. and after 8:00 p.m. for dinner reimbursement. Mileage reimbursement is calculated at 29 cents per mile for personal auto mileage while on county business. An odometer reading must be included on the state travel voucher for vicinity travel. A mileage map is available for reference to allowable miles from various Florida destinations. Mileage is not allowed from a residence or office to a point of departure: for example, driving from one's home to the airport for a business trip is not a reimbursable expense. Data orocessina, PC time, etc. The original vendor invoice is required for reimbursement. Intercompany allocations are not considered reimbursable expenditures unless appropriate payroll journals for the charging department (see Payroll above) are attached and certified. The followina are not allowable for reimbursement: Penalties and fines Non-sufficient check charges Fundraising Contri butions Capital outlay expenditures (unless speCifically included in the contract) Depreciation expenses (unless specifically included in the contract) ATTACHMENT B HUMAN SERVICE ORGANIZATION LETTERHEAD Monroe County Board of County Commissioners Finance Department 500 Whitehead Street key West, Florida 33040 (Date) The following is a summary of the expenses for (Human Service Oraanization name) for the time period of to Check # Pavee Reason Amount 101 A Company Rent $xxxx.xx 102 B Company Utilities $xxxx.xx 103 D Company Phone . $xxxx.xx 104 Person A Payroll $xxxx.xx 105 Person B Payroll $xxxx.xx (A) Total $xxxx.xx ------- ------- (B) Total prior payments $xxxx.xx (C) Total requested and paid (A + B) $xxxx.xx (D) Total contract amount $xxxx.xx Balance of contract (D - C) $xxxx.xx ------- ------- I certify that the above checks have been submitted to the vendors as noted and that the expenses are accurate and in agreement with the records of this organization. Furthermore, these expenses are in compliance with this organization's contract with the Monroe County Board of Commissioners and will not be submitted for reimbursement to any other funding source. Executive Director Attachments (supporting documentation) STATE OF FLORIDA COUNTY OF MONROE SWORN TO AND SUBSCRIBED before me this _ day of , 200_ by (Event Contact Person) who is personally known to me presented as identification: Notary Public, State of Florida at Large My Commission Expires: Jdconhsoex VOLUNTEERS (Including Board Members) 12. 56 Volunteers contributed a total of 12,160 hours to our agency this past year. Board: 720 hours I Programs: 11 .440 hours I Committees: hours 13. How do you utilize volunteers in the operation of your agency? Big Brothers, Big Sisters and Big Couples serve as role models and mentors to at-risk children residing in single-parent homes. The volunteers commit to spend 3 to 5 hours/week with the child over the course of 1 year. Volunteers also assist with special projects and events for the children. including a new Kids Club for children who are on our agency's waiting list. Another new project is Bigs In Schools, which would allow Bigs to mentor children ages 6 to 12 at their schools. Board Member volunteers assist the agency in fund raising and other special events, including the Benihana Celebrity Chef Cook-Off, Battle of the Bars, the Annual Holiday Celebration, and others, as well as attending board meetings and assisting in volunteer recruitment efforts. 14. Briefly describe the training the volunteers receive. Volunteer Bigs receive an orientation during an in-home assessment of their eligibility of for our program. As issues arise, professional staff is available to assist them in improving the success of their matches. Board Members receive an orientation to our board. AGENCY OPERATIONS 15. Does agency have a grievance procedure for clients? If yes, briefly describe. Is it a formal procedure? How are clients made aware of the procedure? N/A for our clients, though parents may call professional staff with problems arising from a match. 16. What other organizations do you network with to prevent a duplication of services? Describe any sharing of costs, referrals of clients, etc. BBBS of Monroe receives referrals from the courts, schools, and other social service agencies. Additionally, we are considering sharing an Upper Keys office space and rent with two other agencies to provide services to the children of this area. 17. Is your agency monitored by an outside agency? If yes, by who and how often? Under our Full Affiliation Agreement with Big Brothers Big Sisters of America (our national parent agency). BBBS of Monroe is mandated to adhere to all standards of operating procedures developed by the National Board. In order to determine whether agencies are in full compliance with these standards, each agency is fully evaluated every three years by a National Field Manager. Our agency was evaluated in March of 1998. We have been declared fully in compliance with all national standards. In addition the Board of Directors conducts a Service Delivery Audit to ensure that all policies and procedures are being followed. I FINANCIAL INFORMATION 18. Is your agency receiving any In-Kind Services Le. free rent, utilities, maintenance, etc. from the County or any other organization? No in-kind services. 19. What is the percentage of total agency revenue that goes to the following: Fundraising Expenses? 3 % Administration Expenses 15 % 20. Complete Attachment B - Agency Salary Detail Form. DETAILS OF SPECIFIC PROGRAM FOR WHICH FUNDING IS REQUESTED 21. Please give a paragraph description of the agency program for which you are requesting funding. BBBS of Monroe County is part of a federation that is the oldest mentoring organization in the United States, with 513 II affiliate a encies worldwide servin over 300.000 children annuall . We match children from sin le- arent AGENCY NAME: Big Brothers Big Sisters of Monroe County, Inc. g g Attachment C y g p Attachment C homes with caring adult mentors and role models who meet 3 to 5 hours/week for a year. 22. What need or problem in this community does this program address? Include your target population. Our agency helps combat the problems of adolescent drug and alcohol abuse, school truancy/drop-out, and violence. Our target population includes at-risk children from single-parent homes. 23. What data supports this need. Attach copies of any relevant documents or CITE Report. See attached. / 24. Where is this program being offered? List all sites and hours of operation. Program is offered from Key West to Big Pine, with plans to expand to the rest of the Keys before the end of the calendar year. Program is community-based, so there are no set sites or hours of operation. 25. What measurable changes do you plan to accomplish this next fiscal year? The biggest changes include the opening of BBBS offices in the Middle and Upper Keys. We also anticipate providing on-site mentoring in Monroe County schools with the new Bigs In School program. PROGRAM UNIT ICOST 26. Define program unit of service (Le. 1 unit = 1 hour counseling; 1 unit = 1 night shelterl1 meal, etc) Unit = 1 matched child/parent/volunteer, or 1 unmatched child/parent. a. Basis for cost formula: Explain how you developed the cost per unit (i.e. total cost of program divided by total units; total cost of program divided by total clients, etc.). Indicate the full cost of the unit of service. This cost should include administration, etc. The unit cost should be the same for all funders of the program. Cost per unit = cost of the program divided by the number of clients (or units). b. 3 Year Unit Comparison: Provide the "cost per unit of service" and the past, current and proposed fiscal years. Provide the numbers of units of service for the past, current and the proposed fiscal years. UNIT TYPE PAST YEAR CURRENT YEAR PROPOSED YEAR COST PER UNIT clients $1,266 $1,079 $1,065 TOTAL # UNITS # of clients 62 75 85 CLIENTS SERVED 27. Please complete Attachment C - Total Unduplicated Clients Form. Sections C thru F are optional. Complete these sections only if you have already gathered the data within your agency. Please complete Sections A and B. AHlU~heA- 8 iAQd THIS SPACE INTENTIONALLY LEFT BLANK