Item C18 C18
BOARD OF COUNTY COMMISSIONERS
COUNTY of MONROE i Mayor Holly Merrill Raschein,District 5
The Florida Keys Mayor Pro Tern James K.Scholl,District 3
Craig Cates,District 1
Michelle Lincoln,District 2
' David Rice,District 4
Board of County Commissioners Meeting
May 15, 2024
Agenda Item Number: C 18
2023-2431
BULK ITEM: Yes DEPARTMENT: Guardian Ad Litem
TIME APPROXIMATE: STAFF CONTACT: Alexsa Leto
No
AGENDA ITEM WORDING: Approval of Agreement with Statewide Guardian Ad Litem Office
for Reimbursement of Child Advocate Manager services to provide funding for Child Advocate
Manager position, for time period July 1, 2024 through June 30, 2025 (State FY 2024-2025).
ITEM BACKGROUND:
For many years, the County has hired and placed a Child Advocate Manager and one other position
within the local Guardian Ad Litem office. Both were County employees but supervised by the local
Guardian Ad Litem program. In 2012, the Florida legislature passed Senate Bill 1960, now codified in
Section 39.8297 F.S., stating that if counties provide funding for positions in the GAL program, they
may enter into an interlocal agreement with the GAL program which, at a minimum,provides that the
GAL program will indemnify the County for any violation of state and employment laws. The County
and the Statewide GAL Office have reached agreement on terms of an ILA covering this position.
PREVIOUS RELEVANT BOCC ACTION:
BOCC approved the ILA in bulk last FY year of 2023-2024
INSURANCE REQUIRED:
No
CONTRACT/AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATION: Approval
DOCUMENTATION:
Attachment B.pdf
Attachment C.pdf
Child Advocate Manager Attachment A.pdf
672
Monroe county ILA GAL CAM 2024-2025 draft(2).docx
FINANCIAL IMPACT:
$ 83,000.00
673
ATTACHMENI' 13
Expense Reimbursenient Requirements
'['his document is intended to provide basic guidelines to Human Service and Community-Based
Organizations, county travelers, and contractual parties who have reimbursable expenses
associated with Monroe County business. These guidelines, as they relate to travel, are from the
Monroe County Code of Ordinances and State laws and regulations.
A cover letter(see Attachment B) summarizing the major line items on the reimbursable expense
request needs to also contain the following notarized certified statement:
"I certify that the above checks have been submitted to the vendors as noted and that the
attached expenses are accurate and in agreement with the records of this organization.
Fuithermore, these expenses are in compliance with this organizatioWs contract with the Monroe
County Board of County Commissioners and will not be submitted for the reimbursement to any
other funding source."
Invoices should be billed to, the contracting agency. Third party payments will not be considered
for reirnbursernent. Remember,, the expense ShOUld be paid prior to requesting 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 Tinie, 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 nurnber and check amount.
If a Payroll Journal is not provided, the following infoirnation must be provided.- pay period,
check amount, check number, date, payee, and 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 a
reirnbursement. For overnight or express deliveries, the vendor invoice must be included.
674
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 vender 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.
Travel and Meal Expenses
Travel expenses must be submitted on a State of Florida Voucher for Reimbursement of Travel
Expenses, Travel reirnbursement requests must be Submitted and will be paid in accordance with
Monroe County Code of Ordinances and States laws and regulations. Credit card statements are
not acceptable documentation for reimbursement. If attending a conference or niecting 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. Taxies 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. Roorn service, movies, and personal telephone calls are not allowable expenses.
Mileage reimbursement shall be at the rate established by ARTICLE XXVI, TRAVLEL, 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.
675
Meal reimbursement shall be at the rates established by ARTICLE XXVI, TRAVEL PER DIEM,
MEAL., AND MILEAGE POLICY of the Monroe County Code of Ordinances. Meal quid lilies
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
reimbursen-ient.
676
ATTACHMENTC
ORGAN IZA"FION
LETTERHEAD
Monroe COLInty Board of County Commissioners
Finance Department
500 Whitehead Street
Key West, FL, 33040
Date
The following is a summary of the expenses for(0ij,,unization iVaine) for the time period of
to
Check # Payee Reason Amount
101 Company A Rent sx,xxxxx
102 Company B Utilities XXXXX
104 Employee A P/R ending 05/14/01 XXXXX
105 Employee B P/R ending 05/28/01 XXXXX
(A) Total sxNX&XX
(B) Total prior payments sx,xxxxx
(C) Total requested and paid (A i B) $X,XXX.XX
(D) Total contract amount $X,XXX.XX
Balance of Contract (D — C) $XIX-XX'.,,XX
1 certify that the above checks have been submitted to the vendor as noted and that the expenses
are accurate and in agreement with the records of this organization.
l"urthermore, these expenses are in compliance with this organizations contract with the Monroe
County Board of County Comn-ilssioners and will not be Submitted for reimbursement to any
other funding source
Executive Director
Attachments (supporting documents)
Sworn to and subscribe before rne this day of 20__._.._. by
who is personally known to me.
--............—.—............. ...........—.-................
Notary Public Notary Stamp
677
Attachment A
8401
CHILD ADVOCATE MANAGER I
DISTINGUISHING CHARACTERISTICS OF WORK
This is a highly independent, responsible child welfare position focused on achieving the Guardian
ad Litem's primary mission: advocating for the best interests of children involved in the dependency
court system. In this position, you may work directly with children, as a Staff Advocate, or work with
children in collaboration with assigned volunteers, as a Child Advocate Manager, or by a
combination of the two roles.
The Child Advocate Manager/Staff Advocate works on a multi-disciplinary team with a Guardian ad
Litem Attorney, volunteer Guardian ad Litem and or Pro Bono attorney to represent the legal and
best interests of children.The Child Advocate Manager/Staff Advocate will perform the following
duties in collaboration with the Guardian ad Litem multidisciplinary team members to ensure
compliance with all Circuit and Statewide administrative and operational standards, policies,
procedures, and initiatives in order to achieve consistent, effective best interest advocacy for
children assigned to the Office. The Child Advocate Manager will monitor an assigned child
regularly, including visiting the child in-person and/or contacting the child once every month at a
minimum (unless a child specific exception is approved by your Circuit Director). Visits/contact can
happen in the home, school and other places as appropriate in order to get to know their strengths,
needs, and wishes and documents correctly in case file.
The Child Advocate Manger engages in case planning, gives recommendations, and provides written
reports in order to represent and advocate for the best interests of each child. Particular emphasis is
given to safety, permanency, and normalcy for all children. Uses evidence based and best practices
when performing case management activities. The incumbent will collaborate with the
multidisciplinary team to ascertain the child's desire and willingness to participate in dependency
proceedings, determine if it is in the child's best interests to participate, and support the child's
participation as appropriate.
The Child Advocate Manager will implement and adhere to all Circuit and Statewide volunteer
management procedures and practices as means to develop effective working relationships with all
local agencies, primarily the Department of Children and Families and its contracted agencies, as
well as service providers involved in the child welfare system. Extensive contact is made with the
Department of Children and Families, community based care lead agencies, local law enforcement
agencies, schools,teachers, doctors, attorneys, psychologists, psychiatrists, social workers, and a
variety of other social service agencies and professionals. Work is performed under the general
supervision of the Child Advocate Manager II, Assistant Circuit Director or Circuit Director.
678
EDUCATION AND TRAINING REQUIREMENTS
Must possess a valid Florida Driver's License
Bachelor's degree from an accredited college or university with a major in sociology, social work,
psychology, child development, education, juvenile justice, communications, or a related social
science is preferred but prior experience will be considered to meet the degree requirement.
Experience could include time as Child Protective Investigator, Dependency Case Manager, Juvenile
Probation Officer, Law Enforcement, Military, Educators, or other professional experiences working
with children and families.
Two years of experience in a program focusing on child welfare, social service, counseling, teaching,
managing people or supervising volunteers is desired but not required. Experience with critical
decision making, planning, organizing, coaching, leading, or supervising will be helpful to a successful
candidate. All individuals hired after February 1, 2020, must be able to obtain a Child Advocate
Manager Certification offered by the Florida Certification Board within 12 months of hire date.
Maintain Child Advocate Manager certification during the duration of employment. Agency pays costs
of certification.
(Please note: The Executive Director or designee may grant an exception for the required education
and experience.)
Effective: October 1, 1993
Revised: October 1, 2002
Revised: January 1, 2004
Revised: January 5, 2015
Revised: August 25, 2017
Revised: July 1, 2020
Revised: October 1, 2022
Guardian ad Litem Pay Grade 119
679
2024 AGREEMENT WITH STATEWIDE GUARDIAN AD LITEM OFFICE FOR
REIMBURSEMENT OF CHILD ADVOCATE MANAGER SERVICES
THIS INTERLOCAL AGREEMENT, made and entered into on the dates specified
herein, by and between the STATEWIDE GUARDIAN AD LITEM OFFICE
(hereinafter "GAL") and MONROE COUNTY, a political subdivision of the State
of Florida (hereinafter "County"),which when referenced together shall be called "the
Parties".
WHEREAS Florida children involved in the State's dependency system have long been
aided by the Guardian ad Litem programs located in the State's judicial circuits; and
WHEREAS the Statewide Guardian ad Litem Office was created to provide oversight
and technical assistance to guardian ad litem programs within the various circuit courts,
including but not limited to the Sixteenth Judicial Circuit Guardian ad Litem Program for
Monroe County; and
WHEREAS, Section 29.008(1), Florida Statutes, requires the Monroe County Board of
County Commissioners ("Board")to provide facilities, communications equipment and
maintenance to the GAL program operating in Monroe County, and
WHEREAS, the Board recognizes the benefit the Sixteenth Judicial Circuit GAL
Program provides to the County's children involved in the dependency system and
desires to provide, within its discretion, additional personnel support to the local GAL
program as set forth herein; and
WHEREAS, in the 2012 regular legislative session, the Florida legislature passed SB
1960, now codified in § 39.8297, F.S., which in pertinent part states that the Statewide
Guardian Ad Litem Office may enter into an agreement by which the county agrees to
provide funding to the local guardian ad litem office in order to employ persons who will
assist in the operation of the GAL program within the county, and that any such agreement,
at a minimum, must provide that the statewide office shall fully indemnify the County for
any liability for violation for state and federal laws by the Statewide Guardian Ad Litem
Office, its agents or employees as authorized by § 768.28(19), F.S, to the extent such
liability is the result of the acts or omissions of the Statewide Guardian ad Litem Office or
its agents or employees; and
WHEREAS the Board further desires the personnel services provided herein shall not
result in it or the County bearing employment liability risk as a result of the fact that the
County will not be able to manage, control, or oversee the personnel funded under this
Agreement, nor the work environment in which such personnel will work; and
WHEREAS the Board desires to achieve these aims by entering into this Interlocal
Agreement; and
1
680
WHEREAS this Interlocal Agreement is entered into pursuant to § 163.01, Florida
Statutes, and the Parties have the authority pursuant to § 163.01 to enter into said
Agreement concerning the provision of the GAL services under a joint exercise of power
hereinafter described, and, in particular, to spell out the manner of employing necessary
personnel pursuant to § 163.01(5)(g); and
WHEREAS,since June 2013 the Parties have entered into an interlocal agreement whereby
the County agreed to provide funding on a reimbursement basis for the Child Advocate
Manager position on the terms and conditions specified in the agreement; and
WHEREAS the Parties wish to continue to provide funding for the Child Advocate
Manager position under the same terms and conditions as the current Interlocal Agreement
for the period July 1, 2024, through June 30'', 2025
NOW, THEREFORE, in consideration of the terms, conditions and covenants
hereinafter provided, the Parties agree as follows:
SECTION ONE: GUARDIAN AD LITEM RESPONSIBILITIES
A. The GAL agrees to hire a 1.0 FTE Other Personnel Services position with the title
Child Advocate Manager for the period of July 1, 2024through June 30, 2025,
with the primary duties and responsibilities of the position to include:
See Attachment"A"Position Description.
B. The GAL agrees to pay the individual hired in this position at the rate of$29.00
per hour at forty hours per week for a period of 52 weeks under the term of the
Agreement.
C. The GAL agrees to manage and supervise the individual hired in this position
pursuant to GAL personnel policies and procedures.
D. The parties agree that all hiring, firing, discipline, assignment of duties,
supervision, management, and control of this individual will be the sole
responsibility of the GAL.
E. The GAL agrees to be responsible for the payment of salary, as well as all FICA
taxes, withholding taxes, state and federal unemployment taxes, retirement
benefits, and insurance benefits, if applicable, related to the individual hired in the
position.
F. The county is the employer for purposes of s. 440.10 and chapter 443.
2
681
SECTION TWO: COUNTY RESPONSIBILITIES
A. The County agrees to reimburse the GAL at 100% the actual cost of salary, as
wells as for any and all payment of FICA taxes, withholding taxes, state and
federal unemployment taxes, retirement benefits, and insurance benefits, if
applicable related to the individual hired in the position, not to exceed $83,000
over the term of the Agreement(pro-rated if the Agreement begins after July
1, 2024).
B. The County shall provide payment under this Agreement on a cost
reimbursement basis. Reimbursement shall be made monthly based on the
GAL's submission and the County's approval of a monthly invoice. Payment
shall be made in accordance with the Florida Local Government Prompt
Payment Act. The GAL agrees to provide the County with documentation of
all costs represented on the invoice if requested and the County may require
documentation of expenditures prior to approval of the invoice and may
withhold payment if services are not satisfactorily completed or the
documentation is not satisfied. Any payment due or any approval necessary
under the terms of the Agreement may be withheld until all evaluation and
documentation expenditures due from the GAL and necessary adjustments
thereto, have been approved by the County. However, the County agrees to
use due diligence in approving and to proceed with a sense of urgency and
priority in making reimbursement to the GAL.
C. The County shall only reimburse those reimbursable expenses that are
reviewed and approved as complying with Monroe County Code of
Ordinances, state laws and regulations, which are submitted in accordance
with Attachment B —Expense Reimbursement Requirements. Evidence of
payment by the Statewide Guardian ad Litem Office or the local guardian ad
litem office within the 16'h Judicial Circuit shall be in the form of a letter,
summarizing 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 C.
D. After the Clerk of the Board examines and approves the request for
reimbursement, the Board shall reimburse the entity that submitted the
request. The total of said reimbursement expense payments shall not exceed
the total amount authorized by Monroe County Board of County
Commissioners through the budgetary process.
E. Reimbursement by the County shall be made to the GAL at the following
address:
Statewide Guardian ad Litem Office
Financial Resources
P.O. Box 10628
Tallahassee, FL 32302
F.
3
682
The payments from the County to the GAL made pursuant to this Agreement
are (i) sourced from income of a revenue nature received from taxes and fees
levied by the County, a political subdivision to the State of Florida; (ii) are
intended for the exclusive use of the GAL; and(iii)pursuant to 215.22(2) f.s.,
are exempt from the appropriation and service charge referenced in 215.20 f.s.
SECTION THREE: PUBLIC RECORDS AND HOLD HARMLESS
A. All records and contracts required by this Agreement shall be available for audit,
inspection or copying during normal business hours and as often as the County
through their employees or agents may deem necessary and appropriate, except
for those records that are confidential and exempt from disclosure pursuant to
Florida law. Such records shall be maintained by the GAL in accordance with the
State retention schedule. The County shall have the right to obtain and inspect
any audit pertaining to the performance of this Agreement as permitted by law.
B. The GAL shall maintain at the Program office within the Sixteenth Judicial
Circuit the complete and accurate records and supporting documentation of the
work and/or services provided by this position, as well as expenses, costs,
invoices, and materials provided and performed and chargeable by the GAL to the
County.
C. The Statewide GAL Office is responsible for compliance with all requirements of
federal and state employment laws, and, to the extent set forth in F.S. 768.28,
shall fully indemnify the county from any liability under such laws, as authorized
by s. 768.28(19), F.S., to the extent such liability is the result of the acts or
omissions of the Statewide Guardian Ad Litem Office or its agents or employees,
including but not limited to claims arising under Title VII of the Civil Rights Acts
of 1964; Title I of the Americans with Disabilities Act, 43 U.S.C. § 1983; the
Family Medical Leave Act; the Fair Labor Standards Act; chapters 440, 443, 447
and 760, Florida Statutes; Section 112.3187, F.S.; and the Age Discrimination in
Employment Act, as amended from time to time.
SECTION FOUR: TERM/EFFECTIVE DATE
The position provided for in Section One shall commence July 1, 2024, and continue
through June 30, 2025. At the conclusion of this term, the Parties may agree to renew
this agreement for the following fiscal year. Absent written agreement to continue the
terms of this Agreement by July 1, 2025, this Agreement shall lapse and/or automatically
terminate. Continuation of this Agreement is subject to annual appropriation by the
Board.
4
683
SECTION FIVE: BUDGET
Any and all funds provided by the County shall be used for the position described herein
and any unused portions of funds shall be returned to the County within thirty (30) days
of the end of the state fiscal year 2023 -2024, with an accounting summary to reflect how
and to what extent funds were used.
SECTION SIX: PUBLIC RECORDS
The Parties acknowledge that this Agreement and any related financial records, audits,
records,plans, correspondence, and other documents related to this agreement may be
subject to public disclosure pursuant to Chapter 119, Florida Statutes. In the event a
parry fails to abide by the provisions of Chapter 119, Florida Statutes, the other parry,
without prejudice to any right or remedy, and after giving that parry five (5) days written
notice and that parry fails to allow access to such documents within that period, may
terminate this Agreement.
SECTION SEVEN: COMPLETE AGREEMENT
This document incorporates and includes all prior negotiations, correspondence,
conversations, agreements, or understandings applicable to the matters contained herein,
and the parties agree that there are no commitments, agreements, or understandings
concerning the subject matter of this Agreement that are not contained in this document.
Accordingly, it is agreed that no deviation from the terms hereof shall be predicated upon
any prior representations or agreements, whether oral or written.
It is further agreed that no modification, amendment, or alteration in the terms or
conditions contained herein shall be effective absent a written document executed by the
Parties hereto.
The foregoing sets forth the terms and conditions of the Agreement between the GAL and
the County. This Agreement takes effect on the date last signed below.
IN WITNESS WHEREOF, the Parties hereto have executed by signature their
agreement herewith on this day of , 2024.
APPROVED:
BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY
By: By:
Deputy Clerk Mayor
STATEWIDE GUARDIAN AD LITEM OFFICE
5
684
By:
Dennis W. Moore, Executive Director
Statewide Guardian ad Litem Office
6
685