Item C08MONROE COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: August 20, 2008
Bulk Item: Yes ❑ No
Division: Budget and Finance
Department: Grants
Staff Contact Person: David P. Owens
AGENDA ITEM WORDING: Approval of amendment to interlocal agreement
between Monroe County and the School Board of Monroe County to cooperate in
support of services the Keys Center - A Place for Girls for County fiscal year 2008.
ITEM BACKGROUND: PACE Center for Girls provided services to at -risk girls age
twelve through eighteen in Monroe County through March 31, 2008, when PACE
eliminated funding for this program. Local employees re -organized as The Keys
Center - A Place for Girls, offering the same services, with the support of the
Monroe County School District. In negotiating the amount of the final invoice from
PACE, all parties agreed to split the FY08 contract amount evenly between the two
programs, giving $42,572.00 to each. This amendment does not increase the total
funding for these services in FY 2008.
PREVIOUS RELEVANT BOCC ACTION: Approval of original interlocal agreement with
School Board for $39,222.28 at June 2008 meeting; approval of original agreement
with PACE at October 2007 meeting.
CONTRACT/AGREEMENT CHANGES: amount change from $39,222.28 to
$42,572.00.
STAFF RECOMMENDATION: Approval
TOTAL COST: $42,572.00
COST TO COUNTY: $42,572.00
BUDGETED: Yes X No _
SOURCE OF FUNDS: Ad Valorem Taxes
REVENUE PRODUCING: Yes ❑ No ® AMOUNT PER MONTH
YEAR
APPROVED BY: COUNTY ATTY OM / RCHASING ❑ RISK MANAGEMEN
DOCUMENTATION: INCLUDED: ❑ NOT REQUIRED: ❑
DISPOSITION: AGENDA ITEM #:
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
Contract with: School Board of
Monroe County
CONTRACT SUMMARY
Contract #
Effective Date: 04/01/08
Expiration Date: 09/30/08
Contract Purpose/Description: Amendment to interlocal agreement that provides
funding for the services formerly offered by the PACE Center for Girls in Monroe
County, now offered by The Keys Center - A Place for Girls.
Contract Manager: David P. Owens 4482 OMB/Grants
(Name) (Ext.) (Department)
for BOCC meeting on
enda Deadline:
CONTRACT COSTS
Total Dollar Value of Contract: $42,572.00 Current Year Portion: $42,572.00
Budgeted? Yes X No ❑ Account Codes: 001-01533-530340- -
Grant: $ - - - -
County Match: $ - - - -
ADDITIONAL COSTS
Estimated Ongoing Costs: $/yr For:
(Not included in dollar value above) (eg. maintenance, utilities, janitorial,
salaries etc.
CONTRACT REVIEW
Changes Date Out
Date Needed evi wer
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Division Director 'lam Yes❑ No❑ - o qa-71341��
Risk Man gementl Yes[:]No[i
PIP- 0� CN'oOMB/Purchasing �'23' Yes[-]No[.Jf
County Attorney' 08 Yes❑ NoZ
Comments:
OMB Form Revised 9/11/95 MCP #2
AMENDMENT TO
INTERLOCAL AGREEMENT BETWEEN
THE SCHOOL BOARD OF MONROE COUNTY
AND THE
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
This Amendment to Agreement is made and entered into this 20t" day of
August, 2008, between the BOARD OF COUNTY COMMISSIONERS OF MONROE
COUNTY, FLORIDA, hereinafter referred to as "COUNTY," and The School Board of
Monroe County, hereinafter referred to as "SCHOOL BOARD."
WHEREAS, the COUNTY and the SCHOOL BOARD entered into an agreement
on June 18, 2008, regarding the provision of services formerly offered by the PACE
Center for Girls, including, but not limited to, classroom instruction, career training,
group and family counseling, transitional services, referral, community service, and
case management for at -risk girls age twelve through eighteen in Monroe County;
and
WHEREAS, at the time the interlocal agreement was prepared, the amount of
PACE'S final invoice was unknown; and,
WHEREAS, all parties have now agreed on the amount of the final invoice,
and agreed that the amount paid to PACE for services through March 31, 2008 shall
be FORTY-TWO THOUSAND, FIVE HUNDRED, SEVENTY-TWO, AND NO/100
DOLLARS ($42,572.00), and agreed that the amount paid to the SCHOOL BOARD
for services from April 1, 2008 through September 30, 2008 shall be FORTY-TWO
THOUSAND, FIVE HUNDRED, SEVENTY-TWO, AND NO/100 DOLLARS ($42,572.00);
and,
WHEREAS, the COUNTY desires to amend said agreement to reflect this
revised amount; NOW, THEREFORE,
1. Article 1 is hereby amended to read (items changed are in bold):
1. SCOPE. The Parties shall cooperate in support of the above -
mentioned services as follows:
A. COUNTY RESPONSIBILITY. COUNTY shall provide SCHOOL
BOARD up to a maximum of forty-two thousand, five
hundred, seventy-two, and 00/100 dollars ($42,572.00)
in funding for fiscal year 2008 according to the terms of
payment in Paragraph 3.
2. All other provisions of the contract dated June 18, 2008, not inconsistent
herewith, remain in full force and effect.
[This section intentionally left blank, with signature page to follow.]
IN WITNESS WHEREOF, the parties hereto have caused these presents to be
executed as of the day and year first written above.
(SEAL) MONROE COUNTY BOARD OF
DANNY KOLHAGE, CLERK COUNTY COMMISSIONERS
Deputy Clerk
ATTEST
Mayor
MONROE COUNTY SCHOOL BOARD
Chairman
MONROE COUNTY ATTORNEY
APPROVED AS TO FORM:
CHRISTURE M. LIMBERT-BARROWS
ASSI ANT COUNTY ATTORNEY
Date I-=--oQ
Copy of Current Contract
INTERLOCAL AGREEMENT
BETWEEN
THE SCHOOL BOARD OF MONROE COUNTY
AND THE
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
This Agreement (Agreement) is made and entered into this 21st day of May,
2008 by MONROE COUNTY (COUNTY), a political subdivision of the State of Florida,
whose address is 1100 Simonton Street, Key West, FL 33040, and the SCHOOL
BOARD OF MONROE COUNTY (SCHOOL BOARD), as the contracting agent for the
School District of Monroe County, a public agency of the State of Florida, whose
address is 241 Trumbo Road, Key West, FL 33040.
WITNESSETH :
WHEREAS, the PACE Center for Girls, Inc., provides essential services,
including classroom instruction, career training, group and family counseling,
transitional services, referral, community service, and case management for at -risk
girls age twelve through eighteen in Monroe County; and
WHEREAS, effective October 1, 2007, the COUNTY entered into a contract
with the PACE Center for Girls, Inc., which provided funding for these services for
County fiscal year 2008; and
WHEREAS, the funding for the PACE Center for Girls has been eliminated for
its program in Monroe County effective March 31, 2008; and
WHEREAS, SCHOOL BOARD has agreed to provide facilities for these services
and employment for former PACE employees; and
WHEREAS, COUNTY wishes to continue supporting these services; and
WHEREAS, the parties are authorized by Section 163.01(4), Florida Statutes,
to enter into an interlocal agreement to carry out their independent powers; and
NOW THEREFORE, IN CONSIDERATION OF the mutual promises and
conditions contained herein, the parties agree as follows:
1. SCOPE. The Parties shall cooperate in support of the above -mentioned
services as follows:
A. COUNTY RESPONSIBILITY. COUNTY shall provide SCHOOL BOARD up
to a maximum of thirty-nine thousand, two hundred, twenty-two, and 28/100
dollars ($39,222.28) in funding for fiscal year 2008 according to the terms of
payment in Paragraph 3.
B. SCHOOL BOARD RESPONSIBILITY. SCHOOL BOARD shall ensure that
services previously performed by PACE will continue throughout the term of this
agreement, including, but not limited to, classroom instruction, career training,
group and family counseling, transitional services, referral, community service, and
case management for at -risk girls age twelve through eighteen in Monroe County.
2. TERM.
A. Subject to and upon the terms and conditions set forth herein, this
Agreement shall be effective retroactively to April 1, 2008, and end on September
30, 2008.
B. The parties may extend this agreement after the expiration of the term
described herein according to such terms and conditions as may be agreed to at the
time of extension.
3. PAYMENT. Reimbursement requests will be submitted to the Board via
the Clerk's Finance Office. The COUNTY shall only reimburse, subject to the funded
amounts, those reimbursable expenses which are reviewed and approved as
complying with this Agreement. Evidence of payment by the SCHOOL BOARD shall
be in the form of a letter, summarizing the expenses, with supporting
documentation attached. The letter should contain a certification statement. An
example of a reimbursement request cover letter is included as Attachment B. The
SCHOOL BOARD'S final invoice must be received within sixty days after the
termination date of this contract shown in Article 2 above.
After the Clerk of the Board of County Commissioners examines and approves
the request for reimbursement, the COUNTY shall reimburse the SCHOOL BOARD.
However, the total of said reimbursement expense payments in the aggregate sum
shall not exceed the total amount shown in Article 1, above.
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 COUNTY by written notice of termination delivered to the SCHOOL
BOARD. The COUNTY shall not be obligated to pay for any services or goods
provided by the SCHOOL BOARD after the SCHOOL BOARD has received written
notice of termination, unless otherwise required by law.
5. CLAIMS FOR FEDERAL OR STATE AID. SCHOOL BOARD 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.
6. AUTHORITY. Each party represents and warrants to the other that the
execution, delivery and performance of this Agreement have been duly authorized
by all necessary County and corporate action, as required by law.
RECORDKEEPING
7. RECORDS. SCHOOL BOARD 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 SCHOOL BOARD pursuant to this Agreement were
spent for purposes not authorized by this Agreement, the SCHOOL BOARD shall
repay the monies together with interest calculated pursuant to Sec. 55.03, FS,
running from the date the monies were paid to SCHOOL BOARD.
S. PUBLIC ACCESS. The COUNTY and SCHOOL BOARD shall allow and
permit reasonable access to, and inspection of, all documents, papers, letters or
other materials in its possession or under its control subject to the provisions of
Chapter 119, Florida Statutes, and made or received by the COUNTY and SCHOOL
BOARD in conjunction with this Agreement; and the COUNTY shall have the right to
unilaterally cancel this Agreement upon violation of this provision by SCHOOL
BOARD.
OTHER RESPONSIBILITIES
9. ATTESTATIONS. SCHOOL BOARD agrees to execute such documents as
the COUNTY may reasonably require, to include a Public Entity Crime Statement, an
Ethics Statement, and a Drug -Free Workplace Statement.
10. ATTORNEY'S FEES AND COSTS. The COUNTY and SCHOOL BOARD
agree that in the event any cause of action or administrative proceeding is initiated
or defended by any party relative to the enforcement or interpretation of this
Agreement, the prevailing party shall be entitled to reasonable attorney's fees,
court costs, investigative, and out-of-pocket expenses, as an award against the
non -prevailing party, and shall include attorney's fees, courts costs, investigative,
and out-of-pocket expenses in appellate proceedings. Mediation proceedings
initiated and conducted pursuant to this Agreement shall be in accordance with the
Florida Rules of Civil Procedure and usual and customary procedures required by
the circuit court of Monroe County.
11. BINDING EFFECT. The terms, covenants, conditions, and provisions of
this Agreement shall bind and inure to the benefit of the COUNTY and SCHOOL
BOARD and their respective legal representatives, successors, and assigns.
12. CODE OF ETHICS. County agrees that officers and employees of the
County recognize and will be required to comply with the standards of conduct for
public officers and employees as delineated in Section 112.313, Florida Statutes,
regarding, but not limited to, solicitation or acceptance of gifts; doing business with
one's agency; unauthorized compensation; misuse of public position, conflicting
employment or contractual relationship; and disclosure or use of certain
information.
13. NO SOLICITATION/PAYMENT. The COUNTY and SCHOOL BOARD
warrant that, in respect to itself, it has neither employed nor retained any company
or person, other than a bona fide employee working solely for it, to solicit or secure
this Agreement and that it has not paid or agreed to pay any person, company,
corporation, individual, or firm, other than a bona fide employee working solely for
it, any fee, commission, percentage, gift, or other consideration contingent upon or
resulting from the award or making of this Agreement. For the breach or violation
of the provision, the SCHOOL BOARD 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.
14. INDEPENDENT CONTRACTOR. At all times and for all purposes
hereunder, the SCHOOL BOARD is an independent contractor and not an employee
of the COUNTY. No statement contained in this agreement shall be construed so as
to find the SCHOOL BOARD or any of its employees, contractors, servants or agents
to be employees of the COUNTY.
COMPLIANCE ISSUES
15. COMPLIANCE WITH LAW. In providing all services pursuant to this
agreement, the COUNTY and SCHOOL BOARD agree that each 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 COUNTY or SCHOOL BOARD
to terminate this contract immediately upon delivery of written notice of termination
to the other.
16. PROFESSIONAL RESPONSIBILITY AND LICENSING. The SCHOOL
BOARD shall assure that all professionals have current and appropriate professional
licenses and professional liability insurance coverage. Funding by the COUNTY is
contingent upon retention of appropriate local, state and/or federal certification
and/or licensure of the SCHOOL BOARD's program and staff.
17. DISCRIMINATION. COUNTY and SCHOOL BOARD 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 SCHOOL BOARD agree
to comply with all Federal and Florida statutes, and all local ordinances, as
applicable, relating to nondiscrimination. These include but are not limited to: 1)
Title VII of the Civil Rights Act of 1964 (PL 88-352) which prohibits discrimination
on the basis of race, color or national origin; 2) Title IX of the Education
Amendment of 1972, as amended (20 USC ss. 1681-1683, and 1685-1686), which
prohibits discrimination on the basis of sex; 3) Section 504 of the Rehabilitation Act
of 1973, as amended (20 USC s. 794), which prohibits discrimination on the basis
of handicaps; 4) The Age Discrimination Act of 1975, as amended (42 USC ss.
6101-6107) which prohibits discrimination on the basis of age; 5) The Drug Abuse
Office and Treatment Act of 1972 (PL 92-255), as amended, relating to
nondiscrimination on the basis of drug abuse; 6) The Comprehensive Alcohol Abuse
and Alcoholism Prevention, Treatment and Rehabilitation Act of 1970 (PL 91-616),
as amended, relating to nondiscrimination on the basis of alcohol abuse or
alcoholism; 7) The Public Health Service Act of 1912, ss. 523 and 527 (42 USC ss.
690dd-3 and 290ee-3), as amended, relating to confidentiality of alcohol and drug
abuse patent records; 8) Title VIII of the Civil Rights Act of 1968 (42 USC s. et
seq.), as amended, relating to nondiscrimination in the sale, rental or financing of
housing; 9) The Americans with Disabilities Act of 1990 (42 USC s. 1201 Note), as
maybe amended from time to time, relating to nondiscrimination on the basis of
disability; 10) Any other nondiscrimination provisions in any Federal or state
statutes which may apply to the parties to, or the subject matter of, this
Agreement.
AMENDMENTS, CHANGES, AND DISPUTES
18. 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 and SCHOOL
BOARD.
19. ADJUDICATION OF DISPUTES OR DISAGREEMENTS. COUNTY and
SCHOOL BOARD 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.
20. 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 SCHOOL BOARD 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 SCHOOL BOARD
specifically agree that no party to this Agreement shall be required to enter into any
arbitration proceedings related to this Agreement.
21. TERMINATION. This Agreement may be terminated by either party
upon forty-five (45) days written notice to the other party.
ASSURANCES
22. COVENANT OF NO INTEREST. COUNTY and SCHOOL BOARD covenant
that neither presently has any interest, and shall not acquire any interest, which
would conflict in any manner or degree with its performance under this Agreement,
and that only interest of each is to perform and receive benefits as recited in this
Agreement.
23. NO ASSIGNMENT. The SCHOOL BOARD shall not assign this agreement
except in writing and with the prior written approval of the COUNTY, which approval
shall be subject to such conditions and provisions as the COUNTY 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 COUNTY in addition to the total agreed upon
reimbursement amount for the services of the SCHOOL BOARD.
24. NON -WAIVER OF IMMUNITY. Notwithstanding the provisions of Sec.
768.28, Florida Statutes, the participation of the COUNTY and the SCHOOL BOARD
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.
INDEMNITY ISSUES
25. INDEMNIFICATION AND HOLD HARMLESS. To the extent allowed by
law, the SCHOOL BOARD 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 SCHOOL BOARD occasioned by the negligence, errors, or other
wrongful act or omission of the SCHOOL BOARD's employees, agents, or volunteers.
26. 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.
27. NO PERSONAL LIABILITY. No covenant or agreement contained
herein shall be deemed to be a covenant or agreement of any member, officer,
agent or employee of Monroe County in his or her individual capacity, and no
member, officer, agent or employee of Monroe County shall be liable personally on
this Agreement or be subject to any personal liability or accountability by reason of
the execution of this Agreement.
28. LEGAL OBLIGATIONS AND RESPONSIBILITIES: Non -Delegation of
Constitutional or Statutory Duties. This Agreement is not intended to, nor shall it
be construed as, relieving any participating entity from any obligation or
responsibility imposed upon the entity by law except to the extent of actual and
timely performance thereof by any participating entity, in which case the
performance may be offered in satisfaction of the obligation or responsibility.
Further, this Agreement is not intended to, nor shall it be construed as, authorizing
the delegation of the constitutional or statutory duties of the COUNTY, except to the
extent permitted by the Florida constitution, state statute, and case law.
29. NON -RELIANCE BY NON-PARTIES. No person or entity shall be
entitled to rely upon the terms, or any of them, 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 SCHOOL BOARD
agree that neither the COUNTY nor the SCHOOL BOARD or any agent, officer, or
employee of either shall have the authority to inform, counsel, or otherwise indicate
that any particular individual or group of individuals, entity or entities, have
entitlements or benefits under this Agreement separate and apart, inferior to, or
superior to the community in general or for the purposes contemplated in this
Agreement.
30. 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.
31. 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 COUNTY:
David P. Owens, Grants Administrator and Monroe County Attorney
Gato Building PO Box 1026
1100 Simonton Street Key West, FL 33041
Key West, FL 33040
For SCHOOL BOARD and
Chairman Superintendent of Schools
Monroe County School Board 241 Trumbo Road
241 Trumbo Road Key West, A 33040
Key West, FI 33040
32. CONSENT TO JURISDICTION. 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
SCHOOL BOARD agree that venue will lie in the appropriate court or before the
appropriate administrative body in Monroe County, Florida.
33. NON -WAIVER. Any waiver of any breach of covenants herein contained
to be kept and performed by the SCHOOL BOARD shall not be deemed or
considered as a continuing waiver and shall not operate to bar or prevent the
COUNTY from declaring a forfeiture for any succeeding breach, either of the same
conditions or covenants or otherwise.
34. 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 SCHOOL BOARD 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.
35. 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 SCHOOL
BOARD and the COUNTY.
IN WITNESS WHEREOF, the parties hereto have caused these presents to be
executed as of the day and year first written above.
SEAL MONROE COUNTY BOARD OF
DANNY KOLHAGE, CLERK COUNTY COMMISSIONERS
Deputy Clerk
Mayor
ATTEST MONROE COUNTY SCHOOL BOARD
CHAIRMAN
ATTACHMENT A
EXPENSE REIMBURSEMENT REQUIREMENTS
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 Florida Statute 112.061.
A cover letter summarizing the major line items on the reimbursable expense
request needs to also contain a notarized 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 expense should be paid prior to
requesting a reimbursement.
Only current charges will be considered, no previous balances.
Reimbursement requests will be monitored in accordance with the level of detail in
the contract. This document should not be considered all-inclusive. The Clerk's
Finance Department reserves the right to review reimbursement requests on an
individual basis. Any questions regarding these guidelines should be directed to
305-292-3534.
Data Processing, PC Time, etc.
The vendor invoice is required for reimbursement. Inter -company allocations are
not considered reimbursable expenditures unless appropriate payroll journals for
the charging department are attached and certified.
Payroll
A certified statement verifying the accuracy and authenticity of the payroll expense
is needed. If a Payroll Journal is provided, it should include: dates, employee
name, salary or hourly rate, total hours worked, withholding information and
payroll taxes, check number and check amount. If a Payroll Journal is not
provided, the following information must be provided: 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 be
included.
Rents, Leases, etc.
A copy of the rental or lease agreement is required. Deposits and advance
payments are not allowable expenses.
Reproductions, Copies, etc.
A log of copy expenses as they relate to the County contract is required for
reimbursement. The log must define the date, number of copies made, source
document, purpose, and recipient. A reasonable fee for copy expenses will be
allowable. For vendor services, the vendor invoice and a sample of the finished
product are required.
Supplies, Services, etc.
For supplies or services ordered, a vendor invoice is required.
Telefax, Fax, etc.
A fax log is required. The log must define the sender, the intended recipient, the
date, the number called, and the reason for sending the fax.
Telephone Expenses
A user log of pertinent information must be remitted including: the party called,
the caller, the telephone number, the date, and the purpose of the call.
Travel Expenses
Travel expenses must be submitted on a State of Florida Voucher for
Reimbursement of Travel Expenses. Travel must be submitted in accordance with
Florida Statute 112.061. Credit card statements are not acceptable documentation
for reimbursement. If attending a conference or meeting a copy of the agenda is
needed. Airfare reimbursement requires the original passenger receipt portion of
the airline ticket. A travel itinerary is appreciated to facilitate the audit trail. Auto
rental reimbursement requires the vendor invoice. Fuel purchases should be
documented with paid receipts. Taxis are not reimbursed if taken to arrive at a
departure point: for example, taking a taxi from one's residence to the airport for a
business trip is not reimbursable. Parking is considered a reimbursable travel
expense at the destination. Airport parking during a business trip is not.
A detailed list of charges is required on the lodging invoice. Balance due must be
zero. Room must be registered and paid for by traveler. The County will only
reimburse the actual room and related bed tax. Room service, movies, and
personal telephone calls are not allowable expenses.
Meal reimbursement shall be at the rates established by ARTICLE XXVI, TRAVEL,
PER DIEM, MEALS, AND MILEAGE POLICY of the Monroe County Code of
Ordinances. Meal guidelines state that travel must begin prior to 6 a.m. for
breakfast reimbursement, before noon and end after 2 p.m. for lunch
reimbursement, and before 6 p.m. and end after 8 p.m. for dinner reimbursement.
Mileage reimbursement shall be at the rate established by ARTICLE XXVI, TRAVEL,
PER DIEM, MEALS, AND MILEAGE POLICY of the Monroe County Code of
Ordinances. An odometer reading must be included on the state travel voucher for
vicinity travel. Mileage is not allowed from a residence or office to a point of
departure. For example, driving form one's home to the airport for a business trip
is not a reimbursable expense.
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.
ATTACHMENT B
(ORGANIZATION
LETTERHEAD)
Monroe County Board of County Commissioners
Finance Department
500 Whitehead Street
Key West, FL 33040
Date
The following is a summary of the expenses for (Organization name) for the
time period of to
Check # Payee
Reason
Amount
101
Company A
Rent
$ X,XXX.XX
102
Company B
Utilities
XXX.XX
104
Employee A
P/R ending 05/14/01
XXX.XX
105
Employee B
P/R ending 05/28/01
XXX.XX
(A) Total
(B) Total prior payments $ X,XXX.XX
(C) Total requested and paid (A + B) $ X,XXX.XX
(D) Total contract amount $ X,XXX.XX
Balance of contract (D-C) $ X,XXX.XX
I certify that the above checks have been submitted to the vendors as noted
and that the expenses are accurate and in agreement with the records of this
organization. Furthermore, these expenses are in compliance with this
organizations_ 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 2008
by who is personally known to me.
Notary Public Notary Stamp