SFY2024-2025 05/15/2024 GVS COURTq°
o: A Kevin Madok, CPA
-
�o ........ � Clerk of the Circuit Court& Comptroller Monroe County, Florida
�z cooN
DATE: May 28, 2024
TO: Lacy Caraballo
Guardian Ad Litem, 16t' Judicial
FROM: Liz Yongue, Deputy Clerk
SUBJECT: May 15, 2024 BOCC Meeting
The following items have been executed and added to the record:
C18 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).
C20 Agreement with Statewide Guardian Ad Litem Office for Administrative
Assistant 3 position, a State OPS position, on a reimbursement basis.
Should you have any questions please feel free to contact me at(305) 292-3550.
cc: County Attorney
Finance
File
KEY WEST MARATHON PLANTATION KEY
500 Whitehead Street 3117 Overseas Highway 88770 Overseas Highway
Key West, Florida 33040 Marathon, Florida 33050 Plantation Key, Florida 33070
AGREEMENT WITH STATEWIDE GUARDIAN AD LITEM OFFICE FOR
B
REIMBURSEMENT OF ADMINISTRATIVE ASSISTANT 3 SERVICES
THIS INTERLOCAL AGREEMENT,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."
WITNESSETH
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 a 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 Monroe County Board of County Commissioners ("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,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, on December 12, 2012, retroactive to July 1, 2012, the Board of
County Commissioners approved an Interlocal Agreement with the Statewide Office of
the Guardian Ad Litem, in order to pay for a Senior Administrative Assistant position(1.0
FTE). The employee occupying the position has subsequently been promoted and now
occupies the position of Manager, Guardian Ad Litem; and
WHEREAS, on December 12, 2012, the Board of County Commissioners also
approved funding for a second position(initially with the job title Case Coordinator, and
subsequently with the job title Child Advocate Manager),which position was classified by
the State as an Other Personal Services (OPS)position. The County provided funding for
this position on a reimbursement basis, and
WHEREAS, the Statewide Office of the Guardian Ad Litem has now requested
that the County establish a third GAL position, for an Administrative Assistant 3; and
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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,the Board desires to achieve these aims by entering into this Interlocal
Agreement; and
NOW,THEREFORE,in consideration of the terms,conditions and covenants hereinafter
provided,the Parties agree as follows:
SECTION ONE: POSITION AND GUARDIAN AD LITEM RESPONSIBILITIES
A. The Board of County Commissioners has agreed to provide funding for an
Administrative Assistant 3 position for the GAL Program.
B. The duties and responsibilities of the Administrative Assistant 3 position will be as
shown in the job description attached hereto as Attachment "A."
C. The GAL agrees to pay the individual hired in this position at the rate of
$_24.00 per hour at _40 hours per week for the term of this
Agreement.
D. The GAL agrees to manage and supervise the individual hired in this position
pursuant to GAL personnel policies and procedures.
E. The parties agree that the employee will be hired, supervised, managed, and
terminated by the Executive Director of the Statewide Guardian Ad Litem Office.
F. The GAL program shall be considered the employer for all purposes, except that
the County is the employer for purposes of Florida Statutes section 440.10
(workers' compensation) and chapter 443 (unemployment), only.
SECTION TWO: COUNTY RESPONSIBILITIES
A. The County agrees to reimburse the GAL at 100% of the actual cost of salary, as
well as for any and all payment of FICA taxes,withholding taxes, state and federal
unemployment taxes,retirement benefits,and insurance benefits,not to exceed the
amount budgeted for the position each fiscal year. The maximum amount to be
funded during the curent term of this Agreement is$_71,672.00
B. The County shall provide payment under this Agreement on a case 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
2
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 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 the 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 GAL office within the 16th 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. To the extent that the County becomes liable for any payments required under
F.S. 440 (workers'compensation)or F.S. 443 (unemployment compensation),the
GAL program will be responsible for reimbursement. Said funds will be
deducted from the annual budget allocation to the GAL program.
G. Persons funded under this Agreement may be terminated after a substantial breach
of the Agreement or because funding to the program has been expired.
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
3
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 defend,hold harmless and 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: TERMi ,FFECTIVE DATE
This Agreement shall commence on July 01,2024 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. Any such agreement requires the prior written consent of the Board of County
Commissioners. Absent written agreement to continue the terms of this Agreement by July
1, 2024, this Agreement shall lapse and/or automatically terminate. Continuation of this
Agreement is subject to annual appropriation by the Board.
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, corresponder..ze, and other documents related to this agreement may be
subject to public disclosure pursuant to Chapter 119, Florida Statutes. In the event a party
fails to abide by the provisions of Chapter 119, Florida Statutes, the other party, without
prejudice to any right or remedy,and after giving that party five(5)days written notice and
that party fails to allow access to such documents within that period, may terminate this
Agreement.
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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 comimitments, 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 Comity:. 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. 15th da yY of_._. .: May y • � ' ,2024.
APPROVED;
<<-,Attest: KEVI.N MADOK,CLERK BOARD OF COUNTY
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. 1 COMMISSIONERS:OF MONROE
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.>e By rAs.Dep :Clerk . By: Holly errill •Raschem,Mayor
`.P�.,' a. Date.{. Date., ci _.,. ,.{. ..
STATEWIDE'GUARDIAN AD LITEM
OFFICE
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By Dennis W. lo ore, Executive Director
D ate:
77/ /
Approved as to i form and legal sufficiency:
Monroe County Attorney's Office 5-24-2024
CetAIV
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Attachment A
Job Description
6
-Fz d POSITION NUMBER
wE't PRESENT ORG CODE 21-31-00-00-000
PROPOSED ORG CODE 21- - - -
POSITION DESCRIPTION
FOR PERSONNEL USE ONLY
STATE OF FLORIDA N CLASS CODE TRANSACTIO TYPE EFFECTIVE DATE APPROVED BY/DATE
STATEWIDE GUARDIAN AD LITEM OFFICE c LASS TITLE
DETAILED INSTRUCTIONS FOR THE COMPLETION OF THIS FORM ARE ATTACHED
1. STATEWIDE GUARDIAN AD LITEM OFFICE 5. CLASS CODE CLASS TITLE
2. CIRCUIT Administrative Specialist II
PRESENT 8004
3. OFFICE
PROPOSED
STATEWIDE GUARDIAN AD LITEM
4. SECTION
Operations 6.WORKING TITLE
7. DUTIES AND RESPONSIBILITIES
DESCRIPTION OF PRIMARY JOB FUNCTION(S)
This is responsible work performing as variety of secretarial,administrative support and clerical duties for a manager or
comparable position as well as for other staff and volunteers. The Administrative Specialist II works independently under the
general supervision of the Circuit Director or Assistant Circuit Director and must exercise discretion with sensitive and
confidential information.
Employees with this classification title may perform some or similar but not necessarily all of the functions listed; employees
with this title may also perform other assigned functions not listed here.
• Typing error free correspondence and reports.
• Ensuring the timely filing of GAL reports with the courts and other parties.
• Ordering and dispensing supplies. Preparing purchase requisitions and travel reimbursement requests for approval
• Making travel,meeting,and conference arrangements for management. Scheduling and confirming appointments for
volunteers,staff and/or supervisors.
• Setting up and maintaining paper and electronic filing systems and volunteer and staff files for records,
correspondence,and other material.
• Answering telephones and giving information to callers,taking messages,or transferring calls to appropriate
individuals.
• Greeting visitors and callers,handling their inquiries,and directing them to the appropriate persons according to their
needs.
• Opening,reading,and distributing incoming mail and other material. Mailing newsletters,promotional material,and
other information.Making copies of correspondence and other printed material. Operating electronic mail systems
and coordinating the flow of information both internally and with other organizations.
• Operating office equipment such as fax machines,copiers,and phone systems,and using computers for spreadsheet,
word processing,database management,and other applications.
S. THIS POSITION REPORTS TO(POSITION#): 11.COUNTY/CODE 12. CITY 1 13. SHIFT 14.FTE
CODE
9. CLASS CODE:
16 JAX 0 1.0
15. BUDGET ENTITY:
10.CLASS TITLE:
21310000
16. List class code,class titles and position number of subordinate positions:
None
17. Working hours:(a)daily from:8:00 AM to: 5:00 PM Lunch from: 12:00 PM to:1:00 PM(b)total hours in work week:40 (c) explain any variation in
work week(split shifts,rotation,etc.,_--must be approved per alternative work week Policy#21-02-002
18. ❑YES ® NO This position has financial disclosure responsibility 112.3145,F.S.
19. ❑YES ® NO This position performs as a purchasing agent(regardless of title)with power to make a purchase exceeding the threshold amount
provided for in s.287.017,F.S.for Category One(currently$15,000 or grated as indexed annually by the Department of
Management Services). "Purchasing Agent'means a public officer or employee having the authority to commit the expenditure of
funds through a contract for,or the purchase of,any goods,services or interest in real property for an agency as opposed to request
or requisition a contract or purchase by another.
20.❑YES ® NO This position has vendor invoice/warrant processing responsibility(215.422,F.S.). If yes,then within this positions scope of
responsibility and control the incumbent is:
A. Responsible for timely and accurate processing and/or approval or receipt of goods/services,vendor invoices,and/or
warrants for payment of goods received or services rendered to avoid automatic interest payments to said vendors.
B. Responsible for adhering to the provisions and requirements of s.215.422,F.S.;related State Comptroller's rules and
GAL invoice processing and warrant distribution procedures.
Unless otherwise provided to the incumbent in writing,timely processing of the vendor's invoice means:
Upon receipt of the goods or services,the department has five(5)working days to approve and inspect the goods or services
unless the bid specifications,purchase order or contract specifies otherwise. A complete and accurate invoice package must be
submitted for payment to the disbursement operations office or district financial services office,as appropriate within five(5)
calendar days from the latter of the receipt of an invoice or the receipt,inspection and approval of the goods or services. Bona fide
disputed amounts must result in contact with the vendor within this five(5)calendar day period. If only a portion of the invoice is
disputed,the remaining undisputed amount should be approved for payment and a statement of the dispute should be attached to
the invoice package.
21.❑YES ® NO This position requires a valid class"E"Driver License
22. Changes to the position description indicate specifically what has changed in the position description since it was last updated,reclassified or add/deleted.
Include specific functions or duties and/or responsibilities that have been added or taken away.(attach additional pages if necessary):
23. Knowledge,skills&abilities for this position(list in order of importance—attach additional pages if necessary):
0 Knowledge of the rules of English grammar,spelling and punctuation and arithmetic
0 Knowledge of office practices and procedures
0 Skill in the use of personal computers and Microsoft Office products,and various types of office machinery(photocopiers,calculators,
telephones,fax machines,etc.)
0 3 years of administrative experience,one year of which was in a administrative specialist position or comparable position.
0 Ability to communicate effectively with all stakeholders and with people facing varying degrees of stress and emotional instability
0 Ability to set up,organize and maintain a comprehensive filing system
0 Ability to apply office policies and procedures to assigned work
0 Ability to maintain strict confidentiality
0 Ability to work under pressure and meet deadlines
0 Ability to work patiently with the general public and to work effectively and cooperatively with staff.
0 Ability to train new employees in all aspects of their primary duties and responsibilities;cross-train current employees in any new duties or
to further their understanding of a specific existing duty.
24. As immediate supervisor of this position,I certify that the statements above,to the best of my knowledge accurately describe this position:
SIGNATURE/TITLE: DATE:
25. As incumbent of this position,I certify that the statements above and as explained by my immediate supervisor,to the best of my knowledge accurately
describe the duties officially assigned to this position. If the employee does not agree,mark"Do Not Agree" ❑ DO NOT AGREE
SIGNATURE/TITLE: DATE:
26. Approval by Reviewing Authoritv(example:Executive Director,Circuit Director,Assistant Circuit Director)
SIGNATURE/TITLE: DATE:
27. Approval by Director of Human Resources or Executive Director
SIGNATURE/TITLE: DATE:
Last Revised April,2011
Attachment B
Expense Reimbursement Requirements
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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.
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.
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.
Attachment C
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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