FY2001 11/21/2000
1!lannp 1.. kOlbagt
BRANCH OFFICE
3117 OVERSEAS HIGHWAY
MARAlHON, FLORIDA 33050
TEL. (305) 289-6027
FAX (305) 289-1745
CLERK OF THE CIRCUIT COURT
MONROE COUNTY
500 WHITEHEAD STREET
KEY WEST, FLORIDA 33040
TEL. (305) 292-3550
FAX (305) 295-3660
BRANCH OFFICE
88820 OVERSEAS HIGHWAY
PLANTATION KEY, FLORIDA 33070
TEL. (305) 852-7145
FAX (305) 852-7146
MEMORANDUM
DATE:
December 13,2000
TO:
Jennifer Hill, Budget Director
Office of Management & Budget
ATfN:
Dave Owens
Grants Administrator
Pamela G. Hancoc~
Deputy Clerk U
FROM:
At the November 21, 2000, Board of County Commissioner's meeting the Board granted
approval and authorized execution of the following:
Fiscal Year 2001 Agreements between Monroe County and the following: Guidance Clinic
of the Upper Keys, and Care Center for Mental Health to provide funding.
Fiscal Year 2001 Anti-Drug Abuse Act Funds Agreements between Monroe County and
the following: The Care Center for Mental Health Juvenile Community Intervention Program IV,
and The Care Center for Mental Health.
Fiscal Year 2001 Human Service Organization Agreement between Monroe County and
Pace Center for Girls of Monroe County, Florida.
Enclosed please find a duplicate original of each of the above for your handling. Should
you have any questions please feel free to contact this office.
Cc: County Administrator w/o documents
County Attorney
Finance
File
AGREEMENT
This Agreement is made and entered into this 2/~ day of N~ V'[;VI~R:-, 2000,
between the BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA, hereinafter
referred to as "Board" or "County," and CARE CENTER FOR MENTAL HEALTH OF THE LOWER
KEYS, INC., hereinafter referred to as "Provider."
WHEREAS, the Board and the Provider desire to enter into an agreement wherein the
Board contracts for services from the Provider for the rendering of mental health services to the
citizens of the Lower Keys, Monroe County, Florida, and
WHEREAS, the Board is vested and charged with certain duties and responsibilities
relating to the mental health and gUidance of the citizens of Monroe County, and
WHEREAS, such services have been rendered by the Provider in the past and have been
invaluable to the citizens of the Lower Keys, and
WHEREAS, it is proper and fitting to enter into an agreement for services to be rendered
in the forthcoming fiscal year 2000-2001, 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 the duties and obligations of the
Board as to rendering counsel to the citizens of the Lower Keys, Monroe County, Florida, in
matters of mental health and guidance, drug rehabilitation and providing transportation to
treatment facilities as required by 394.461, F.S. for Monroe County patients, agrees to pay to
the Provider the sum of One Hundred Eight-four Thousand One Hundred Forty-one Dollars
($184,141.00) for rendering counseling services.
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 monthly as hereinafter set forth. Certified
monthly financial and service load reports will be made available to the Board to validate the
delivery of services under this contract. The monthly financial report is due in the office of the
Clerk of the Board no later than the 15th day of the following month. After the Clerk of the
Board pre-audits the certified report, the Board shall reimburse the Provider for its monthly
expenses. However, the total of said monthly payments in the aggregate sumaha!b nqgex<:t!!ed
the total amount of $184,141.00 for counseling. To preserve client confidenrl5~~~recmirea=bY
law, copies of individual client bills and records shall not be available ti;~ ~rcf}or
reimbursement purposes but shall be made available only under control~ concH!ioll91 to
qualified auditors for audit purposes. ~33~ w g
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4. SCOPE OF SERVICES. The Provider, for the consideration ilqrrijd, c:ove~nts
and agrees with the Board to substantially and satisfactorily perform and carrY;o4tthQ;du~ of
the Board in rendering counsel in the matter of mental health and guidance to tt@ cittiens
of the Lower Keys, Monroe County, Florida, and transporting patients in Monroe County to
treatment facilities in accordance with Florida Statute 394.459. The Provider shall provide
these services in compliance with Florida Statutes Chapter 394. 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. The extent of liability is
in no way limited to, reduced, or lessened by the insurance requirements contained
elsewhere within this agreement.
7. INDEPENDENT CONTRACTOR. At all 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
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retention of appropriate local, state and/or federal certification and/or licensure of the
Provider's program and staff.
11. INSURANCE. As a pre-requisite of the services supplied under this contract,
the Provider shall obtain, at its own expense, insurance to cover all of its activities.
12. 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.
13. 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.
14. 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.
15. 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.
16. 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 Provider:
Marshall Wolfe, Executive Director
Care Center for Mental Health of Lower Keys, Inc.
1205 Fourth Street
Key West, FL 33040
17. 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.
For Board:
Monroe County Attorney
PO Box 1026
Key West, FL 33041-1026
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18. 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.
19. 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.
20. 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.
21. ENTIRE AGREEMENT. This agreement constitutes th~ 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.
WITNESS WHEREOF, the parties hereto have caused these presents to
as of the day and year first written above.
~~
L. KOLHAGE, CLERK
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
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(Federal ID No. Sq - z- 33 ( 3 ~ 2- )
CARE CENTER FOR MENTAL HEALTH
OF THE LOWER KEYS, INC.
By U$~
~ Oir etar
By ~c...~
President
jdonCarelk
4
ATIACHMENT 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.
Pavroll
A certified statement verifying the accuracy and authenticity of the payroll expenses.
If a Payroll Journal is provided, it should include:
Payroll Journal dates, employee name, salary, or hourly rate, hours worked during the payroll
journal dates, withholdings 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 LEITERHEAD
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 # Payee Reason Amount
101 A Company Rent $xxxx.xx
102 B Company Utilities $xxxx.xx
103 D Company Phone $xxxx.xx
104 Person A Payroll $xxxx.xx
105 Person B Payroll $xxxx.xx
(A) Total $xxxx.xx
-------
-------
(B) Total prior payments $xxxx.xx
(C) Total requested and paid (A + B) $xxxx.xx
(D) Total contract amount $xxxx.xx
Balance of contract (D - C) $xxxx.xx
-------
-------
I certify that the above checks have been submitted to the vendors as noted and that the expenses
are accurate and in agreement with the records of this organization. Furthermore, these expenses
are in compliance with this organization's contract with the Monroe County Board of Commissioners
and will not be submitted for reimbursement to any other funding source.
Executive Director
Attachments (supporting documentation)
STATE OF FLORIDA
COUNTY OF MONROE
SWORN TO AND SUBSCRIBED before me this _ day of , 200_ by
(Event Contact Person) who is personally known
to me
presented as identification:
Notary Public, State of Florida at Large
My Commission Expires:
Jdconhsoex
.J9. What IS the percentage of total agency revenue that goes to the following:
Fundraising Expenses? 0% Administration Expenses: 13%
20. Complete Attachment B - Agency Salary Detail Form.
21. Please give a one-paragraph description of the agency program for which you are requesting funding.
County funding ($184,141) will be used as the required match pursuant to F.S. 394 to provide Alcohol,
Drug abuse, and Mental Health (ADM) outpatient mental health Services which shall include assessment,
cnSlS intervention, medical servIces, case management and outpatient counseling
22. What need or problem In this community does this program ad.dress? Include your target
population. The Care Center provides mental health and substance abuse treatment for all
individuals west of the 7-mile bridge.
23. What data supports this need? Look around! Attach copIes of any relevant documents or CITE Report.
24. Where IS this program being offered? Our main location IS 1205 Fourth St. We also operate a substance
abuse treatment program in the Monroe County Detention Center, and have full-time school based
children's therapists at Key West High School, Horace O'Bryant Middle School, Sugarloaf
elementary/middle School and Gerald Adams elementary school. Our hours of operation are 8:30 AM to
5:00 PM Monday-Friday. Emergency/crisis services are provided 24 hours a day.
25. What measurable changes do you plan to accomplish this next fiscal year? None
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