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Fiscal Year 2001 AGREEMENT Caring Friends for Seniors This Agreement is made and entered into this 7/4day of f'J~VCM'f;'tC, 2000, between the BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA, hereinafter referred to as "Board" or "County," and CARING FRIENDS FOR SENIORS, INC., 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 services needed to bridge the gap between generations whereby student organizations are matched up one-on-one with seniors at the Plantation Key Convalescent Center in Monroe County, Florida, shall pay to the Provider the sum of TEN THOUSAND DOLLARS ($10,000.00) for fiscal year 2000-2001. 2. TERM. This Agreement shall commence on October 1, 2000, and terminate September 30, 2001, unless earlier terminated pursuant to other provisions herein. 3. PAYMENT. Payment will be paid periodically, but no more frequently than monthly as hereinafter set forth. Reimbursement requests will be submitted to the Board via the Clerk's Finance Office. The County shall only reimburse, subject to the ~nded ~owH:S below, those reimbursable expenses which are reviewed and approved as compl~ng~it~lo~a Statutes 112.061 and Attachment A - Expense Reimbursement Requiremen$.<J:evi~ce'"11)f payment by the Provider shall be in the form of a letter, summarizing the~ns~ ~h supporting documentation attached. The letter should contain a certification st@f~rrrent...as ~I as a notary stamp and signature. An example of a reimbursement reques~r lettens included as Attachment B. ~~~ ~ ~ After the Clerk of the Board examines and approves the request for reirnltll"semmt, ~ Board shall reimburse the Provider. However, the total of said reimbursemem ~e~ payments in the aggregate sum shall not exceed the total amount of $10,006:00 dutmg tlRE term of this agreement. 4. SCOPE OF SERVICES The Provider, for the consideration named, covenants and agrees with the Board to substantially and satisfactorily perform and carry out services to persons living in Monroe County, Florida. Said services shall include, but are not limited to, those services described in Provider's Details of Specific Program for Which Funding is Requested, attached hereto as Exhibit C and incorporated herein. 5. 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: Caring Friends for Seniors 103400 Overseas Highway #203 Key Largo, FL 33037 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. BOARD OF COUNTY COMMISSIONERS J' MONROE COUNTY, FLORIDA ~~/e ~d M r/Chairman - Witness CARING FRIENDS FOR SENIORS, INC. (Federal ID No. ~5 ~ Ol~ a YI& ) By ~1k,~ ~ -tie. Executive Director Witness jdconseniors ATTACHMENT A Exoense Reimbursement Reauirements This document is intended to provide "basic" guidelines to Human Service Organizations, county travelers, and contractual parties who have reimbursable expenses associated with Monroe County business. These guidelines, as they relate to travel, are from FS 112.061, which is attached for reference. A cover letter summarizing the major line items on the reimbursable expense request should also contain a certified statement such as: I certify that the attached expenses are accurate and in agreement with the records of this organization. Furthermore, these expenses are in compliance with this organization's contract with the Monroe County Board of County Commissioners. Invoices should be billed to the contracting agency. Third party payments will not be considered for reimbursement. Remember, the expenses should be paid prior to requesting a reimbursement. Only current charges will be considered, no previous balances. Reimbursement requests will be monitored in accordance with the level of detail in the contract. This document should not be considered all-inclusive. The Clerk's Finance Department reserves the right to review reimbursement requests on an individual basis. Any questions regarding these guidelines should be directed to 305/292-3528. Payroll A certified statement verifying the accuracy and authenticity of the payroll expenses. If a Payroll Journal is provided, it should include: Payroll Journal dates, employee name, salary, or hourly rate, hours worked during the payroll journal dates, with holdings where appropriate, check number and check amount If a Payroll Journal is not provided, the following must be listed: Check number, date, payee, check amount, support for applicable payroll taxes Original vendor invoices must be submitted for Worker's Compensation and Liability insurance coverage. Teleohone Exoenses A user log of pertinent information must be remitted; the party called, the caller, the telephone number, the date, and the purpose of the call must be identified. Telefax, fax, etc. A fax log is required. The log must define the sender, the intended recipient, the date, the number called, and the reason for sending the fax. Suoolies, services, etc. For supplies or services ordered, the County requires the original vendor invoice. Rents, leases, etc. A copy of the rental agreement or lease is required. Deposits and advance payments will not be allowable expenses. Postaae. overniaht deliveries, courier, etc. A log of all postage expenses as it relates to the County contract is required for reimbursement. For overnight or express deliveries, the original vendor invoice must be included. Reoroductions, cooies, etc. A log of copy expenses as it relates to the County contract is required for reimbursement. The log must define the date, number of copies made, source document, purpose, and recipient. A reasonable fee for copy expenses will be allowable. For vendor services, the original vendor invoice is required and a sample of the finished product. Travel Exoenses: Please refer to Florida Statute 112.061. Travel expenses must be submitted on a State of Florida Voucher for Reimbursement of Travel Expenses. Credit card statements are not acceptable documentation for reimbursement. Airfare reimbursement requires the original passenger receipt portion of the airline ticket. A travel itinerary is appreciated to facilitate the audit trail. Auto rental reimbursement requires the original vendor invoice. Fuel purChases should be documented with original paid receipts. Original taxi receipts should be provided. However, reasonable fares will be reimbursed without receipts. Taxis are not reimbursed if taken to arrive at a departure point:. for example, taking a taxi from one's residence to the airport for a business trip is not reimbursable. Original toll receipts should be provided. However, reasonable tolls will be reimbursed without receipts. Parking is considered a reimbursable travel expense at the destination. Airport parking during a business trip is not. Lodging reimbursement requires a detailed listing of charges. The original lodging invoice must be submitted. The County will only reimburse the actual room and related bed tax. Room service, movies, and personal telephone calls (see previous guidelines) are not allowable expenses. Per diem lodging expenses may apply. Again, refer to Florida Statute 112.061. Meal reimbursement is breakfast at $3.00, lunch at $6.00, and dinner at $12.00. Meal guidelines are that travel must begin prior to 6:00 a.m. for breakfast reimbursement, before noon and end after 2:00 p.m. for lunch reimbursement, and before 6:00 p.m. and after 8:00 p.m. for dinner reimbursement. Mileage reimbursement is calculated at 29 cents per mile for personal auto mileage while on county business. An odometer reading must be included on the state travel voucher for vicinity travel. A mileage map is available for reference to allowable miles from various Florida destinations. Mileage is not allowed from a residence or office to a point of departure: for example, driving from one's home to the airport for a business trip is not a reimbursable expense. Data orocessina. PC time, etc. The original vendor invoice is required for reimbursement. Intercompany allocations are not considered reimbursable expenditures unless appropriate payroll journals for the charging department (see Payroll above) are attached and certified. The followina are not allowable for reimbursement: Penalties and fines Non-sufficient check charges Fundraising Contributions Capital outlay expenditures (unless specifically included in the contract) Depreciation expenses (unless specifically included in the contract) 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 Uti Iities $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 ;}t-+. C AGENCY NAME: CARING FRIENDS FOR SENIORS VOLUNTEERS . (Including Boarcf Members) 12. ..2.B.- Volunteers contributed a total of/..,50 hours to our agency this past year. \'" \..."e~ :dL.;c.\e,,+':' Board: SO hours Programs: hours Committees: hours 13. How do you utilize volunteers in the operation of your agency? '/O'Oo..)Te:~~'!l VI "0) IT S is.uICi\~ W rtO I\Rj;: Lo"'El.Y 14. Briefly describe the training the volunteers receive. Each student and adult volunteer receives a brief training program before visiting their senio~ friend. (Some information was supplied by Visiting Nurse , I...j--.. '._ :~"-,-_.",. .< '",,,":,:"'-',. ->.~,,"" ",1~~S AGENCV'O.PERATIONS""" 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? 16. What other organizations do you network with to prevent a duplication of services? Describe any sharing of costs, referrals of clients, etc. We are looking for more detail than your membership in Interagency Council. An example of an appropriate answer is "one of XVZ's employees works out of our branch" or "we joint fund X position with ABC Agency." see attachment #2 17. Is your agency monitored by an outside agency? If yes, by who and how often? If not, how does your agency document and measure its service performance and success rates? W c 1 h n monthl basis. -FINANCIA[INFORMATIONX ":"__"'"" ... "., -," ..,.-1<_....., ",.",,_:: ;,.:;<:'->: 18. Is your agency receiving any In-Kind Services i.e. free rent, utilities, maintenance, etc. from the County or any other organization? If so, What is the fair market value? no 19. What is the percentage of total agency revenue that goes to the following: Fundraising Expenses? ,.5' % Administration Expenses v"1 % -20. Complete Attachment B - Agency Salary Detail Form. ;" " .:..:; ,';,t/>~._!'::i,1!.t t""f:....:~,.: (--;t::, :<,>i-,"';~,-::: ,i-_~;(,":j,t.:,';';"'K+;~~ift:-~:~'<'_'; -'_"J:\~':~'.~~'iA*,~17It"~~11;\j$t<j,;.~t4;;'~:.p.;:. ::#~l.:,:W>;,,:,; . - ,:;.tP/;J;J>1>'_>,;,t.,:.t<:" _ _ ,~. ""~,"'" .:~;;;;i:':;~-i'j"J.A1':~~ DET AILS'::,OESPECIFrC:PRO:GRAM~F.eR:;'WFlICH-.FUNDINGiISjREQUE . . ..~_.' ;,--- '>f.-..)'),,,,'-' ."0 -. ....-. "'--. ,-_.;."_~_..._. - V~'__'" ---'- ~""'':'':r- ""~":::"-~';<':",',"_,,'-M!-'ae:.;..:'i:.'~'<o;1~~r....._..' _....""'-h___"'''..,:,'~,'~"., ;A:::I.:"'-,,,;..,".....':.,.-"'~.d . "'S*-~,:___"'..:__,.<~,~.~,.~ . _~ 21. Please give a paragraph description of the agency program for which you are requesting funding. 22. What need or problem in this community does this program address? Include your target population. 23. What data supports this need. Attach copies of any relevant documents or CITE Report. 24. Where is this program being offered? Ust all sites and hours of operation. 25. What measurable changes do you plan to accomplish this next fiscal year? ~ l~t.C Caring Friends lor seniors, IDe. 166 Corrine Place Key Largo. FL 33037 Phme 453-1166 ATTACHMENT # 2 :}~g~" 4 #~ In 1999, we provided birthday gifts, Christmas gifts, Easter cards, Mothers Day cards, Fathers Day Cards, Thanksgiving and Christmas cards to each senior involved in the program. We know that holidays can be a very londy and difficult time for those senior citizens who have few family and friends living near. We just want them to know that they are not forgotten, and that we care about them. !'2ge 5 #16 There are no duplication of services, because there is no organization in Monroe County that provides the services we do. The organizations we network with to find senior citizens are: Monroe County Social Services, visiting nurse associations, churches, and civic organizations. We also network to find volunteers through churches and various civic organizations. IJ.age 5 #21 Caring Friends for Seniors benefits senior citizens who live alone, are homebound, or live in nursing homes. We specifically target senior citizens who have few family members or friends living near, those who are visually or physically impaired and those who are lonely and request a visitor. We match each volunteer with one senior citizen, who visits on a regular basis. (Our organization provides more than friendship, we also provide love and hope. As an example, a beautiful 90 year old lady named Marie had little interaction from her family, and felt extremely lonely. We set her up with a "caring friend" who would visit her weekly. When she had no one to visit her on Christmas, we coordinated with a pastor who visited her, brought her a Christmas gift, Christmas dinner, and he also prayed with her. When her family went out of town for 8 days, we coordinated with someone who came over each day and prepared her meals. When she went to the nursing home and hospital, many of us visited her on a regular basis. We fell in love with her, and she fell in love with us. We felt we lost a dear friend when she passed away this week.) Page 5 # 22 The need this program addresses most specifically is -Loneliness. Some senior citizens who live alone or in nursing homes feel a sense of isolation as a result of separation from families or loved ones. When people live alone or in nursing homes with little interaction from friends or family members, this can cause feelings of loneliness and social isolation. These senior citizens have contributed so much to our society, and it is A-H--c- ATTACHMENT 3 imperative to show them that they are still a viable and important part of our community. We help these wonderful people to feel needed, loved, and respected. Target Population: Senior citizens who live alone, homebound, or live in nursing homes. We specifically target seniors who: 1) Have few family members or friends living near 2) Those who can not drive anymore 3) Those who are visually impaired 4) Those who are lonely, and want a friend to talk with. Page 5 #23 Florida's aging population continues to grow. A 23% increase is projected for the age 65 plus population by the year 2005. (as compared with 1995 figures). Florida has the largest percentage of 65 plus population in the US, at 18.4 %. Monroe <;:ounty, specifically the Upper Keys, is even greater at 24.1 %. When we look at the average lifespan of females and males, the figures are 79.1 and 72.3 years respectively. Almost 30% of people over the age of 65 live alone. Since many have lost a spouse, or may not have family members in the local area, this can cause people to feel socially isolated. Bottom line is this: We must find ways to deal with the social and emotional needs of our aging population. That is what the Caring Friends for Seniors program addresses. 1. ~JIti~i",,1 Abiract of the us 1995. p. 35, #36. 2. Statistical Abiract of the us 1995 p. 33 #34 3. 1990 Ccusus ofPopulaticn. 4. Statistical Abiract of the us 1995. p. 47 #48. 5. Statistical Abiract of the us p. 47. #48. Page 5 #24 This program is currendy being offered in the Upper Keys. The Caring Friends office hours vary, and are by appointment. But the volunteer hours are both daytime and evening, and weekend hours. We would like to open another office in the middle or lower keys, but are waiting to satisfy the financial needs at the Key Largo office. Page 5 #25 We plan to give more speeches at churches, schools, and civic organizations in order to inform people about the Caring Friends for Seniors organization. As a long term (5 year) goal, we would like to open up a Caring Friends office in Kansas City, and Chattanooga, TN.