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HomeMy WebLinkAboutItem C05 C5 BOARD OF COUNTY COMMISSIONERS COUNTY of MONROE Mayor James K.Scholl,District 3 The Florida Keys Mayor Pro Tern Michelle Lincoln,District 2 Craig Cates,District 1 David Rice,District 4 Holly Merrill Raschein,District 5 Board of County Commissioners Meeting June 18, 2025 Agenda Item Number: C5 2023-4049 BULK ITEM: Yes DEPARTMENT: Guardian Ad Litem TIME APPROXIMATE: STAFF CONTACT: Alexsa Leto No AGENDA ITEM WORDING: Approval of Interlocal Agreement between Monroe County and Statewide Guardian Ad Litem Office for reimbursement for services of Administrative Specialist II position, not to exceed $75,836.00, billed as-used in intervals of forty (40) hour work weeks, for a period starting on July 1, 2025 and ending on September 30, 2025, with the option to extend through June 30, 2026. ITEM BACKGROUND: Based upon the Statewide GAL Office's certification of need, the County agrees to provide temporary funding to pay for salary and benefits sufficient to pay for one (1) Guardian ad Litem Administrative Specialist II position to assist with the operation of the Statewide Guardian ad Litem Office, specifically for Monroe County's Guardian ad Litem Office assigned to the 16th Judicial Circuit in and for Monroe County, Florida. PREVIOUS RELEVANT BOCC ACTION: Item C20 -Approval by BOCC on May 15, 2024 (State FY 2023-2024) INSURANCE REQUIRED: No CONTRACT/AGREEMENT CHANGES: Pursuant to the Interlocal Agreement, the County will provide funding on a reimbursement basis for the GAL position of Administrative Specialist II for the initial term of July 1, 2025 - September 30, 2025. Parties recognize that this three (3) month period will bridge the gap between the State of Florida's fiscal year starting on July 1, 2025, and the County's fiscal year starting on October 1, 2025. subject to annual appropriation of the BOCC. Should the County's new budget for its Fiscal Year 2025-2026 381 allow for the extension of this funding agreement, then the Parties may extend the agreement through a duly executed amendment hereto setting forth the amended/new natural termination date of June 30, 2026. To effectuate such extension on behalf of the County, the BOCC hereby authorizes the County Administrator to execute such amendment administratively and without further formal BOCC approval, consistent with the County's Purchasing Policy. STAFF RECOMMENDATION: Approval DOCUMENTATION: STATEWIDE GUARDIAN AD LITEM OFFICE ILA ADMIN. SPECIALIST I I.pdf Monroe County ILA Admin. Specialist 11 position reimbursement(FINAL 5.27.25)Legal Apprvd.pdf Item C20 (BOCC May 15, 2024) FINANCIAL IMPACT: $75,836.00 382 Docusign Envelope ID: 1 B946FF4-6A9C-4238-BB74-243B638C85D0 AGREEMENT WITH STATEWIDE GUARDIAN AD LITEM OFFICE FOR REIMBURSEMENT FOR SERVICES OF ADMINISTRATIVE SPECIALIST II THIS INTERLOCAL AGREEMENT, made and entered into this of 2025, 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 executive director of 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 Office within the county; and WHEREAS, the Monroe County Board of County Commissioners ("Board" or "BOCC")recognizes the benefit the Sixteenth Judicial Circuit GAL Office provides to the County's children involved in the dependency system and desires to provide funding as stated herein for additional personnel support to the local GAL Office; 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, in previous years, the Parties have agreed to fund a position now classified as an Administrative Specialist II; and WHEREAS,the Parties wish to continue such funding under the established terms and conditions for the initial period starting July 1, 2025 and ending September 30, 2025; and WHEREAS, the Parties recognize that this three (3) month period will bridge the gap between the State of Florida's fiscal year starting on July 1, 2025, and the County's fiscal year starting on October 1, 2025; and WHEREAS, the Parties have agreed that should the County's new budget for its Fiscal Year 2025-2026 allow for the extension of this funding agreement, then the Parties may extend the agreement through a duly executed amendment hereto setting forth the amended/new natural termination date of June 30, 2026; and WHEREAS, furthermore, if said funds are approved within the County's new budget, the Board of County Commissioners hereby authorizes the County Administrator to execute such amendment administratively and without further formal BOCC approval 1 383 Docusign Envelope ID: 1 B946FF4-6A9C-4238-BB74-243B638C85D0 pursuant to the authority expressly provided herein and consistent with the County's Purchasing Policy; and WHEREAS,the Parties desire to achieve these aims by entering into this Interlocal Agreement; and WHEREAS, this Interlocal Agreement is entered into pursuant to the authority vested in the Parties under § 39.8297, F.S and § 163.01, F.S., and set forth the following provisions for funding personnel with the local GAL Office. 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 Parties hereby confirm that the above recitations are true and correct, and hereby adopt and incorporate same as if set forth in full. The Board of County Commissioners has agreed to provide funding for an Administrative Specialist 11 position for the local GAL Office starting on July 1,2025 and ending on September 30, 2025, with the option to extend to June 30, 2026. B. The duties and responsibilities of the Administrative Specialist 11 position will be as shown in the job description attached hereto as Attachment"A." C. The local GAL Office will coordinate with the County to ensure that funding for the position will be allocated and tendered for hours worked at the rate of $25.00 per hour at 40 hours per week for the period commencing on July 1, 2025 and ending on September 30, 2025 pursuant to this Agreement. D. The local GAL Office agrees to diligently manage and supervise the individual hired in the position pursuant to GAL personnel policies and procedures; and the GAL Office agrees to take sure measures as are necessary to ensure that the individual hired in the position complies with the GAL personnel policies and procedures. E. The Parties agree that the individual who is chosen to hold the position of Administrative Specialist 11 will be hired, supervised, managed, and terminated by the Executive Director of the Statewide Guardian ad Litem Office. Notwithstanding, an individual who is employed under this Agreement may be terminated after a substantial breach of the Agreement or because funding to GAL Office has expired. F. The Statewide Guardian ad Litem Office is responsible for compliance with all requirements of federal and state employment laws, and shall be considered the employer for all purposes, except that the County is the employer for purposes of Section 440.10, F.S., and Chapter 443, F.S., only. 2 384 Docusign Envelope ID: 1 B946FF4-6A9C-4238-BB74-243B638C85D0 G. By signing this Agreement, the GAL Office warrants that he/she/it has not employed, retained or otherwise had act on his/her/its behalf any former County officer or employee in violation of Section 2-149, Monroe County Code of Ordinances, or any County officer or employee in violation of Section 2-150, Monroe County Code of Ordinances. For breach or violation of this provision the County may, in its discretion, terminate this Agreement without liability and may also, in its discretion, deduct from the funds committed through this Agreement or otherwise recover, the full amount of any fee, commission, percentage, gift, or consideration paid to the former County officer or employee pursuant to Subsection 2-152(b), Monroe County Code of Ordinances. SECTION TWO: COUNTY RESPONSIBILITIES A. The County agrees to reimburse the local GAL Office at one hundred percent (100%) of the actual incurred cost of salary, as specified herein. In addition, the County agrees to reimburse the local GAL Office 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 by the Monroe County Board of County Commissioners for the position during the County's fiscal year. For purposes of establishing a maximum dollar figure across the entire period of one (1) year, the maximum amount to be funded pursuant to this Agreement is $75,836.00; however, such portion of the maximum established herein may only be billed as-used for the portion of the year that represents 40 hours per week for the period commencing on July 1, 2025 and ending on September 30, 2025, unless duly extended by the Parties. Notwithstanding, the County's performance and obligation to pay under this Agreement is contingent upon an annual appropriation by the Board of County Commissioners. In the event that the County funds on which this Agreement is dependent are withdrawn, this Agreement is terminated, and the County has no further obligation under the terms of this Agreement to the Contractor beyond that already incurred by the termination date. B. The County shall provide payment under this Agreement on a reimbursement basis. Reimbursement shall be made monthly based on the local GAL Office'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, as may be amended from time to time. The GAL agrees to provide the County with documentation of all costs represented on the invoice 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 requirement 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. 3 385 Docusign Envelope ID: 1 B946FF4-6A9C-4238-BB74-243B638C85D0 C. The County shall only reimburse those reimbursable expenses that are reviewed and approved as compliant with the Monroe County Code of Ordinances, and Florida 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 16Ih 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 Monroe County Clerk, or designee, examines and approves the request for reimbursement, the Board shall issue reimbursement pursuant to Section Two, Paragraph E., below. The total of said reimbursement expense payments shall not exceed the total amount authorized by Monroe County Board of County Commissioners through this Agreement and the BOCC's 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 Section 440.10,F.S., and Chapter 443,F.S.,the GAL Office will be responsible for reimbursement wherein said funds will be deducted from the annual budget allocation to the GAL Office. G. An individual who is employed under this Agreement may be terminated after a substantial breach of the Agreement or because funding to GAL Office has expired. SECTION THREE: AUDITING 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 Office 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 Office shall maintain at the local GAL Office within the Sixteenth Judicial Circuit the complete and accurate records and supporting documentation of the work and/or services provided by the individual employed in the position, as well as expenses, costs, invoices, and materials provided and performed and chargeable by the GAL Office to the County. In addition, the County reserves all rights available to recuperate monies paid under this Agreement, including the right 4 386 Docusign Envelope ID: 1 B946FF4-6A9C-4238-BB74-243B638C85D0 to pursue a claim for violation of the County's False Claims Ordinance, located at Section 2-721 et al. of the Monroe County Code, as may be amended from time to time. C. The 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, as may be amended, shall fully defend, hold harmless and indemnify the County from any liability under such laws, as authorized by F.S. 768.28(19), as may be amended, to the extent such liability is the result of the acts or omissions of the GAL 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, 42 U.S.C. § 1983; the Family Medical Leave Act; the Fair Labor Standards Act; Chapters 447 and 760, F.S.; §§ 112.3187, 440.105, 440.205, F.S.; and the Age Discrimination in Employment Act, as amended from time to time. SECTION FOUR: TERM/EFFECTIVE DATE A. This Agreement shall commence on the date appearing on the first page; however, the funding period provided hereunder starts on July 1,2025,and continues through close of business on September 30, 2025 ("Initial Term"). This Agreement and subsequent amendments thereto, shall be filed with the Monroe County Clerk of the Circuit Court consistent with § 163.01(11), F.S., as may be amended from time to time. B. At the conclusion of the Initial Term, the Parties have agreed that should the County's new budget(FY25-26)provide funds for the extension of this Agreement, then the Parties may extend the agreement through a duly executed amendment hereto setting forth the amended/new natural termination date of June 30, 2026. If said condition precedent exists, the BOCC hereby authorizes the County Administrator to execute such amendment administratively and without formal BOCC approval pursuant to the authority expressly provided herein and consistent with the County's Purchasing Policy. The GAL will need to formally execute any amendment extending the term of this Agreement on its behalf, unless a grant of authority is provided and legally sufficient for administrative approval/processing. In the absence of a written amendment that extends this Agreement beyond September 30, 2025, this Agreement shall lapse and automatically terminate. Any renewal of this Agreement is subject to annual appropriation by the Board. C. For any other alteration(s) or change(s) to the Agreement (i.e. amendments of a general nature, beyond exercising the option to extend as provided herein), such requires the prior written consent of the Board of County Commissioners in the form of an amendment signed by both Parties that describes the updates to the terms and conditions provided herein. 5 387 Docusign Envelope ID: 1 B946FF4-6A9C-4238-BB74-243B638C85D0 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 2025 -2026,with an accounting summary to reflect how and to what extent funds were used. SECTION SIX: PUBLIC RECORDS The Parties are public agencies subject to Chapter 119,F.S., as amended from time to time. To the extent one of the parties is acting on behalf of another pursuant to § 119.0701, F.S., as amended from time to time, that parry must comply with all public records laws in accordance with Chapter 119, F.S. In accordance with state law, each parry agrees to: i. Keep and maintain all records that ordinarily and necessarily would be required by the public agency in order to perform the services. ii. Upon request from a parry's custodian of public records, provide the requesting parry with a copy of the requested records or allow the records to be inspected or copies within a reasonable time at a cost that does not exceed the costs provided in Chapter 119, F.S., or as otherwise provided by law. iii. Ensure that public records that are exempt,or confidential and exempt,from public records disclosure are not disclosed except as authorized by law for the duration of the Agreement term and following completion of the Agreement if the record-possessing parry does not transfer the records to the other parties. iv. Upon termination of this Agreement, at no cost, either transfer to the other parties all public records or keep and maintain public records required by law to carry out the purposes of this Agreement. IF THE PARTIES HAVE QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, F.S., TO THE DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS AGREEMENT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS, FOR COUNTY - CONTACT PHONE NO.: (305) 292-3470, PUBLICRECORDSL& ONROECOUNTY-FL.GOV, MONROE COUNTY ATTORNEY'S OFFICE, 1111 12TH STREET, SUITE 408, KEY WEST, FL 33040; FOR STATEWIDE GUARDIAN AD LITEM OFFICE - CONTACT PHONE NO.: (850) 922-7213, PUBLICRECORDSL& L. L. " V, STATEWIDE GAURDIAN AD LITEM OFFICE, P.O. BOX 10628, TALLAHASSEE, FLORIDA 32302- 2628. If a parry does not comply with this section, the non-breaching parties will enforce the Agreement provisions in accordance herewith and may unilaterally cancel this Agreement in accordance with state law. 6 388 Docusign Envelope ID: 1 B946FF4-6A9C-4238-BB74-243B638C85D0 SECTION SEVEN: COMPLETE AGREEMENT A. The Parties agree that there will be no discrimination against any person, and it is expressly understood that the Parties agree to comply with all Federal and Florida statutes, and all local ordinances, as applicable, relating to nondiscrimination. These include but are not limited to: 1) Title VII of the Civil Rights Act of 1964 (PL 88-352) which prohibits discrimination in employment on the basis of race, color, religion, sex or national origin; 2) Title IX of the Education Amendment of 1972, as amended (20 USC ss. 1681-1683, and 1685-1686), which prohibits discrimination on the basis of sex; 3) Section 504 of the Rehabilitation Act of 1973, as amended (20 USC s. 794), which prohibits discrimination on the basis of disability; 4) The Age Discrimination Act of 1975, as amended (42 USC ss. 6101- 6107)which prohibits discrimination on the basis of age; 5)The Drug Abuse Office and Treatment Act of 1972(PL 92-255), as amended,relating to nondiscrimination on the basis of drug abuse; 6) The Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of 1970 (PL 91-616), as amended, relating to nondiscrimination on the basis of alcohol abuse or alcoholism; 7) The Public Health Service Act of 1912, ss. 523 and 527(42 USC ss. 690dd-3 and 290ee- 3),as amended,relating to confidentiality of alcohol and drug abuse patient records; 8) Title VIII of the Civil Rights Act of 1968 (42 USC s. 3601 et seq.), as amended, relating to nondiscrimination in the sale, rental or financing of housing; 9) The Americans with Disabilities Act of 1990 (42 USC s. 12101 Note), as may be amended from time to time, relating to nondiscrimination on the basis of disability; 10) Monroe County Code Chapter 14,Article II,which prohibits discrimination on the basis of race, color, sex, religion, national origin, ancestry, sexual orientation, gender identity or expression, familial status or age; 11) The Pregnant Workers Fairness Act (PWFA) pursuant to 42 U.S.C. 2000gg et seq.; and 12) Any other nondiscrimination provisions in any Federal or state statutes which may apply to the parties to, or the subject matter of, this Agreement. B. 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. C. 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. D. Nothing contained in this Agreement shall be construed to be a waiver by any party hereto of any protections under sovereign immunity, § 768.28, F.S., or any other similar provision of law or common law. Neither GAL nor the County intends to directly or substantially benefit a third party by this Agreement. Therefore, the 7 389 Docusign Envelope ID: 1 B946FF4-6A9C-4238-BB74-243B638C85D0 Parties acknowledge that there are no third-parry beneficiaries to this Agreement and that no third parry is or will be entitled to assert a right or claim against either of them based upon this Agreement. Nothing contained herein shall be construed to be a consent by any parry hereof to be sued by third parties in any matter arising out of this or any other Agreement. This section will survive the expiration of the term of this Agreement or any earlier termination of this Agreement. E. The Parties to this Agreement stipulate that each is a state or governmental entity as defined by the Florida Statutes and represents to the other that it has purchased suitable Public Liability,Vehicle Liability, and Workers' Compensation insurance, or is self-insured, in amounts adequate to respond to any and all claims under federal or state actions for civil rights violations,which are not limited by §768.28, F.S., and Chapter 440, F.S., as well as any and all claims within the limitations of Florida Statutes arising out of the activities governed by this agreement. F. All Parties acknowledge and confirm compliance with the requirements of § 448.095, F.S., as amended, in relation to utilizing the E-verify system. G. No covenant or agreement contained herein shall be deemed to be a covenant or agreement of any member, officer, agent or employee of County in his or her individual capacity, and no member, officer, agent or employee of County shall be liable personally on this Agreement or be subject to any personal liability or accountability by reason of the execution of this Agreement. H. The Parties expressly agree that the only laws that apply to this Agreement are those of the State of Florida and United States of America, without regard to choice of law principals. The Parties waive the privilege of venue and agree that all litigation between them in the state courts will take place exclusively in the Sixteenth Judicial Circuit in and for Monroe County, Florida, and that all litigation between them in the federal courts will take place exclusively in the United States District Court in and for the Southern District of Florida, or United States Bankruptcy Court for the Southern District of Florida, whenever applicable. L 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. Upon execution by all parties, this ILA must be filed with the Clerk of the Circuit Court of Monroe County, pursuant to § 163.01(11), F.S., as may be amended from time to time. [Signatures to follow] 8 390 Docusign Envelope ID: 1 B946FF4-6A9C-4238-BB74-243B638C85D0 IN WITNESS WHEREOF, the Parties hereto have executed by signature (as evidenced below)their agreement herewith. BOARD OF COUNTY COMMISSIONERS STATEWIDE GUARDIAN AD LITEM OF MONROE COUNTY, FLORIDA O . �t liUit tS fLbbm By: Jim Scholl, Mayor By: Dennis W. Moore, Executive Director of Statewide GAL Office Date: Date: MONROE COUNTY GUARDIAN AD Attest: KEVIN MADOK, CLERK T&M OFFICE 68EC49ECC9D0415._ Asst. County Clerk By: Alexsa Leto Date: Monroe County GAL Office Date: Approved as to legal form and sufficiency: Eve M. Lewis D.t..202505.22809:32:47 04'00' Eve M. Lewis, Asst. County Attorney 9 391 Docusign Envelope ID: 1 B946FF4-6A9C-4238-BB74-243B638C85D0 Attachment "A" a� Job Description -z ' POSITION NUMBER PRESENT ORG CODE 21-31-00-00-000 PROPOSED ORG CODE 21- - - - POSITION DESCRIPTION FOR PERSONNEL USE ONLY STATE OF FLORIDA CLASS CODE I TRANSACTION TYPE EFFECTIVE DATE APPROVED BY/DATE STATEWIDE GUARDIAN AD LITEM OFFICE class 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. 8. THIS POSITION REPORTS TO(POSITION#): 11.COUNTY/CODE 12. CITY 1 13. SHIFT 14.FIE CODE 9. CLASS CODE: 16 JAX 0 1.0 10 15. BUDGET ENTITY: 10.CLASS TITLE: 21310000 392 Docusign Envelope ID: 1 B946FF4-6A9C-4238-BB74-243B638C85D0 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,E.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,E.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,E.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,E.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 roust 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 roust 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"B"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 Authority(example:Executive Director,Circuit Director,Assistant Circuit Director) SIGNATURE/TITLE: DATE: 27. Approval by Director of Huffman Resources or Executive Director SIGNATURE/TITLE: DATE: 11 393 Last Revised April,2011 Docusign Envelope ID: 1 B946FF4-6A9C-4238-BB74-243B638C85D0 Attachment `B" Expense Reimbursement Requirements This 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"C")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. Furthermore, these expenses are in compliance with this organization's 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 reimbursement. 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 Time, etc. The vendor invoice is required for reimbursement. Inter-company allocations are not considered reimbursable expenditures unless appropriate payroll journals for the charging department are attached and certified. Payroll A certified statement verifying the accuracy and authenticity of the payroll expense is needed. If a Payroll Journal is provided, it should include: dates, employee name, salary, or hourly rate, total hours worked, withholding information and payroll taxes, check number and check amount. If a Payroll Journal is not provided, the following information must be provided: 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 reimbursement. For overnight or express deliveries, the vendor invoice must be included. Rents,Leases, etc. A copy of the rental or lease agreement is required. Deposits and advance payments are not allowable expenses. Reproductions, Copies, etc. A log of copy expenses as they relate to the County contract is required for reimbursement. The log must define the date, number of copies made, source document, purpose, and recipient. A 12 394 Docusign Envelope ID: 1 B946FF4-6A9C-4238-BB74-243B638C85D0 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 reimbursement 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 meeting a copy of the agenda is needed. Airfare reimbursement requires the original passenger receipt portion of the airline ticket.A travel itinerary is appreciated to facilitate the audit trail.Auto rental reimbursement requires the vendor invoice.Fuel purchases should be documented with paid receipts.Taxies/Hired Autos are not reimbursed if taken to arrive at a departure point: for example, taking a taxi/Uber from one's residence to the airport for a business trip is not reimbursable. Parking is considered a reimbursable travel expense at the destination. Airport parking during a business trip is not. A detailed list of charges is required on the lodging invoice.Balance due must be zero.Room must be registered and paid for by traveler. The County will only reimburse the actual room and related bed tax. Room service, movies, and personal telephone calls are not allowable expenses. Mileage reimbursement shall be at the rate established by Chapter 2, "Administration,"Article III, "Officers and Employees," Division 3, "Travel, Per Diem, Meals and Mileage Policy," of the Monroe County Code of Ordinances, as may be amended from time to time. 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 Chapter 2, "Administration," Article III, "Officers and Employees," Division 3, "Travel, Per Diem, Meals and Mileage Policy," of the Monroe County Code of Ordinances, as may be amended from time to time. Meal guidelines state that travel must begin prior to 6 a.m.for breakfast reimbursement,before noon and end after 2 p.m. for lunch reimbursement, and before 6 p.m. and end after 8 p.m. for dinner reimbursement. 13 395 Docusign Envelope ID: 1 B946FF4-6A9C-4238-BB74-243B638C85D0 Attachment "C" Example Reimbursement Request Cover Letter ORGANIZATION LETTERIMAD khmnye Cokitity 13oard (,)f('c)kunty Finance Department 500,Whitchead Str,ect Key West, Fl 33040 We The 16M)"'ing is as smiunary oftheexpmnes Rw Ar dw We pawd of to Chock it Payee lZe"'Ison Arnount 11 011 Cornpany A Ruit S)OSOxmIx 102) (.`ompany 8 ON% XXX.XX 1104 EmlAoyce A P/11 ending 05�14�`01 X.XX.XX 105 Employee B IYR Why 051 M I (A) 17cital (B) 'Told prim-paynients, SX,XXXXX {,C) 1"olat reqttested arKI paid(A i- B) MXXXXX (pal Total contract anwtini $X,XXX.XX Balance of"Conlract (D 0 iN.,1XII X X,I X IX I ccrfity flix tbcarN aiwc chccks havc bco ubinhied to the vemioras noted and that the expenses are aCCUJ'atC and rn ag rearm cmat with the records of t1gs mganizahon. 1"urtherill'ore,these expenses ire in compliance with t1d"apnAMOWs anow whh be Wnwe ("OU11ty Board of'(7ounty C'MTUni:.ISi0]IerS Urld Will 1101 be SUbmitted limo reinibursQrnctil to any other-funding Source Secutwe Atinchments (suppoi-thig,doctinncu4s) Swmn N) and n1sake MIT me tlui day Of___11-1-1111, 20,11,111,1111, by who is Personally known to n1c, MAU PuNic NOWYMMOP 14 396 AGREEMENT WITH STATEWIDE GUARDIAN AD LITEM OFFICE FOR REIMBURSEMENT FOR SERVICES OF ADMINISTRATIVE SPECIALIST II THIS INTERLOCAL AGREEMENT, made and entered into this of 2025, 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 executive director of 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 Office within the county; and WHEREAS, the Monroe County Board of County Commissioners ("Board" or "BOCC")recognizes the benefit the Sixteenth Judicial Circuit GAL Office provides to the County's children involved in the dependency system and desires to provide funding as stated herein for additional personnel support to the local GAL Office; 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, in previous years, the Parties have agreed to fund a position now classified as an Administrative Specialist II; and WHEREAS,the Parties wish to continue such funding under the established terms and conditions for the initial period starting July 1, 2025 and ending September 30, 2025; and WHEREAS, the Parties recognize that this three (3) month period will bridge the gap between the State of Florida's fiscal year starting on July 1, 2025, and the County's fiscal year starting on October 1, 2025; and WHEREAS, the Parties have agreed that should the County's new budget for its Fiscal Year 2025-2026 allow for the extension of this funding agreement, then the Parties may extend the agreement through a duly executed amendment hereto setting forth the amended/new natural termination date of June 30, 2026; and WHEREAS, furthermore, if said funds are approved within the County's new budget, the Board of County Commissioners hereby authorizes the County Administrator to execute such amendment administratively and without further formal BOCC approval 1 397 pursuant to the authority expressly provided herein and consistent with the County's Purchasing Policy; and WHEREAS,the Parties desire to achieve these aims by entering into this Interlocal Agreement; and WHEREAS, this Interlocal Agreement is entered into pursuant to the authority vested in the Parties under § 39.8297, F.S and § 163.01, F.S., and set forth the following provisions for funding personnel with the local GAL Office. 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 Parties hereby confirm that the above recitations are true and correct, and hereby adopt and incorporate same as if set forth in full. The Board of County Commissioners has agreed to provide funding for an Administrative Specialist 11 position for the local GAL Office starting on July 1,2025 and ending on September 30, 2025, with the option to extend to June 30, 2026. B. The duties and responsibilities of the Administrative Specialist 11 position will be as shown in the job description attached hereto as Attachment"A." C. The local GAL Office will coordinate with the County to ensure that funding for the position will be allocated and tendered for hours worked at the rate of $25.00 per hour at 40 hours per week for the period commencing on July 1, 2025 and ending on September 30, 2025 pursuant to this Agreement. D. The local GAL Office agrees to diligently manage and supervise the individual hired in the position pursuant to GAL personnel policies and procedures; and the GAL Office agrees to take sure measures as are necessary to ensure that the individual hired in the position complies with the GAL personnel policies and procedures. E. The Parties agree that the individual who is chosen to hold the position of Administrative Specialist 11 will be hired, supervised, managed, and terminated by the Executive Director of the Statewide Guardian ad Litem Office. Notwithstanding, an individual who is employed under this Agreement may be terminated after a substantial breach of the Agreement or because funding to GAL Office has expired. F. The Statewide Guardian ad Litem Office is responsible for compliance with all requirements of federal and state employment laws, and shall be considered the employer for all purposes, except that the County is the employer for purposes of Section 440.10, F.S., and Chapter 443, F.S., only. 2 398 G. By signing this Agreement, the GAL Office warrants that he/she/it has not employed, retained or otherwise had act on his/her/its behalf any former County officer or employee in violation of Section 2-149, Monroe County Code of Ordinances, or any County officer or employee in violation of Section 2-150, Monroe County Code of Ordinances. For breach or violation of this provision the County may, in its discretion, terminate this Agreement without liability and may also, in its discretion, deduct from the funds committed through this Agreement or otherwise recover, the full amount of any fee, commission, percentage, gift, or consideration paid to the former County officer or employee pursuant to Subsection 2-152(b), Monroe County Code of Ordinances. SECTION TWO: COUNTY RESPONSIBILITIES A. The County agrees to reimburse the local GAL Office at one hundred percent (100%) of the actual incurred cost of salary, as specified herein. In addition, the County agrees to reimburse the local GAL Office 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 by the Monroe County Board of County Commissioners for the position during the County's fiscal year. For purposes of establishing a maximum dollar figure across the entire period of one (1) year, the maximum amount to be funded pursuant to this Agreement is $75,836.00; however, such portion of the maximum established herein may only be billed as-used for the portion of the year that represents 40 hours per week for the period commencing on July 1, 2025 and ending on September 30, 2025, unless duly extended by the Parties. Notwithstanding, the County's performance and obligation to pay under this Agreement is contingent upon an annual appropriation by the Board of County Commissioners. In the event that the County funds on which this Agreement is dependent are withdrawn, this Agreement is terminated, and the County has no further obligation under the terms of this Agreement to the Contractor beyond that already incurred by the termination date. B. The County shall provide payment under this Agreement on a reimbursement basis. Reimbursement shall be made monthly based on the local GAL Office'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, as may be amended from time to time. The GAL agrees to provide the County with documentation of all costs represented on the invoice 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 requirement 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. 3 399 C. The County shall only reimburse those reimbursable expenses that are reviewed and approved as compliant with the Monroe County Code of Ordinances, and Florida 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 16Ih 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 Monroe County Clerk, or designee, examines and approves the request for reimbursement, the Board shall issue reimbursement pursuant to Section Two, Paragraph E., below. The total of said reimbursement expense payments shall not exceed the total amount authorized by Monroe County Board of County Commissioners through this Agreement and the BOCC's 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 Section 440.10,F.S., and Chapter 443,F.S.,the GAL Office will be responsible for reimbursement wherein said funds will be deducted from the annual budget allocation to the GAL Office. G. An individual who is employed under this Agreement may be terminated after a substantial breach of the Agreement or because funding to GAL Office has expired. SECTION THREE: AUDITING 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 Office 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 Office shall maintain at the local GAL Office within the Sixteenth Judicial Circuit the complete and accurate records and supporting documentation of the work and/or services provided by the individual employed in the position, as well as expenses, costs, invoices, and materials provided and performed and chargeable by the GAL Office to the County. In addition, the County reserves all rights available to recuperate monies paid under this Agreement, including the right 4 400 to pursue a claim for violation of the County's False Claims Ordinance, located at Section 2-721 et al. of the Monroe County Code, as may be amended from time to time. C. The 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, as may be amended, shall fully defend, hold harmless and indemnify the County from any liability under such laws, as authorized by F.S. 768.28(19), as may be amended, to the extent such liability is the result of the acts or omissions of the GAL 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, 42 U.S.C. § 1983; the Family Medical Leave Act; the Fair Labor Standards Act; Chapters 447 and 760, F.S.; §§ 112.3187, 440.105, 440.205, F.S.; and the Age Discrimination in Employment Act, as amended from time to time. SECTION FOUR: TERM/EFFECTIVE DATE A. This Agreement shall commence on the date appearing on the first page; however, the funding period provided hereunder starts on July 1,2025,and continues through close of business on September 30, 2025 ("Initial Term"). This Agreement and subsequent amendments thereto, shall be filed with the Monroe County Clerk of the Circuit Court consistent with § 163.01(11), F.S., as may be amended from time to time. B. At the conclusion of the Initial Term, the Parties have agreed that should the County's new budget(FY25-26)provide funds for the extension of this Agreement, then the Parties may extend the agreement through a duly executed amendment hereto setting forth the amended/new natural termination date of June 30, 2026. If said condition precedent exists, the BOCC hereby authorizes the County Administrator to execute such amendment administratively and without formal BOCC approval pursuant to the authority expressly provided herein and consistent with the County's Purchasing Policy. The GAL will need to formally execute any amendment extending the term of this Agreement on its behalf, unless a grant of authority is provided and legally sufficient for administrative approval/processing. In the absence of a written amendment that extends this Agreement beyond September 30, 2025, this Agreement shall lapse and automatically terminate. Any renewal of this Agreement is subject to annual appropriation by the Board. C. For any other alteration(s) or change(s) to the Agreement (i.e. amendments of a general nature, beyond exercising the option to extend as provided herein), such requires the prior written consent of the Board of County Commissioners in the form of an amendment signed by both Parties that describes the updates to the terms and conditions provided herein. 5 401 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 2025 -2026,with an accounting summary to reflect how and to what extent funds were used. SECTION SIX: PUBLIC RECORDS The Parties are public agencies subject to Chapter 119,F.S., as amended from time to time. To the extent one of the parties is acting on behalf of another pursuant to § 119.0701, F.S., as amended from time to time, that parry must comply with all public records laws in accordance with Chapter 119, F.S. In accordance with state law, each parry agrees to: i. Keep and maintain all records that ordinarily and necessarily would be required by the public agency in order to perform the services. ii. Upon request from a parry's custodian of public records, provide the requesting parry with a copy of the requested records or allow the records to be inspected or copies within a reasonable time at a cost that does not exceed the costs provided in Chapter 119, F.S., or as otherwise provided by law. iii. Ensure that public records that are exempt,or confidential and exempt,from public records disclosure are not disclosed except as authorized by law for the duration of the Agreement term and following completion of the Agreement if the record-possessing parry does not transfer the records to the other parties. iv. Upon termination of this Agreement, at no cost, either transfer to the other parties all public records or keep and maintain public records required by law to carry out the purposes of this Agreement. IF THE PARTIES HAVE QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, F.S., TO THE DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS AGREEMENT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS, FOR COUNTY - CONTACT PHONE NO.: (305) 292-3470, PUBLICRECORDSL& ONROECOUNTY-FL.GOV, MONROE COUNTY ATTORNEY'S OFFICE, 1111 12TH STREET, SUITE 408, KEY WEST, FL 33040; FOR STATEWIDE GUARDIAN AD LITEM OFFICE - CONTACT PHONE NO.: (850) 922-7213, PUBLICRECORDSL& L. L. " V, STATEWIDE GAURDIAN AD LITEM OFFICE, P.O. BOX 10628, TALLAHASSEE, FLORIDA 32302- 2628. If a parry does not comply with this section, the non-breaching parties will enforce the Agreement provisions in accordance herewith and may unilaterally cancel this Agreement in accordance with state law. 6 402 SECTION SEVEN: COMPLETE AGREEMENT A. The Parties agree that there will be no discrimination against any person, and it is expressly understood that the Parties agree to comply with all Federal and Florida statutes, and all local ordinances, as applicable, relating to nondiscrimination. These include but are not limited to: 1) Title VII of the Civil Rights Act of 1964 (PL 88-352) which prohibits discrimination in employment on the basis of race, color, religion, sex or national origin; 2) Title IX of the Education Amendment of 1972, as amended (20 USC ss. 1681-1683, and 1685-1686), which prohibits discrimination on the basis of sex; 3) Section 504 of the Rehabilitation Act of 1973, as amended (20 USC s. 794), which prohibits discrimination on the basis of disability; 4) The Age Discrimination Act of 1975, as amended (42 USC ss. 6101- 6107)which prohibits discrimination on the basis of age; 5)The Drug Abuse Office and Treatment Act of 1972(PL 92-255), as amended,relating to nondiscrimination on the basis of drug abuse; 6) The Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of 1970 (PL 91-616), as amended, relating to nondiscrimination on the basis of alcohol abuse or alcoholism; 7) The Public Health Service Act of 1912, ss. 523 and 527(42 USC ss. 690dd-3 and 290ee- 3),as amended,relating to confidentiality of alcohol and drug abuse patient records; 8) Title VIII of the Civil Rights Act of 1968 (42 USC s. 3601 et seq.), as amended, relating to nondiscrimination in the sale, rental or financing of housing; 9) The Americans with Disabilities Act of 1990 (42 USC s. 12101 Note), as may be amended from time to time, relating to nondiscrimination on the basis of disability; 10) Monroe County Code Chapter 14,Article II,which prohibits discrimination on the basis of race, color, sex, religion, national origin, ancestry, sexual orientation, gender identity or expression, familial status or age; 11) The Pregnant Workers Fairness Act (PWFA) pursuant to 42 U.S.C. 2000gg et seq.; and 12) Any other nondiscrimination provisions in any Federal or state statutes which may apply to the parties to, or the subject matter of, this Agreement. B. 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. C. 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. D. Nothing contained in this Agreement shall be construed to be a waiver by any party hereto of any protections under sovereign immunity, § 768.28, F.S., or any other similar provision of law or common law. Neither GAL nor the County intends to directly or substantially benefit a third party by this Agreement. Therefore, the 7 403 Parties acknowledge that there are no third-parry beneficiaries to this Agreement and that no third parry is or will be entitled to assert a right or claim against either of them based upon this Agreement. Nothing contained herein shall be construed to be a consent by any parry hereof to be sued by third parties in any matter arising out of this or any other Agreement. This section will survive the expiration of the term of this Agreement or any earlier termination of this Agreement. E. The Parties to this Agreement stipulate that each is a state or governmental entity as defined by the Florida Statutes and represents to the other that it has purchased suitable Public Liability,Vehicle Liability, and Workers' Compensation insurance, or is self-insured, in amounts adequate to respond to any and all claims under federal or state actions for civil rights violations,which are not limited by §768.28, F.S., and Chapter 440, F.S., as well as any and all claims within the limitations of Florida Statutes arising out of the activities governed by this agreement. F. All Parties acknowledge and confirm compliance with the requirements of § 448.095, F.S., as amended, in relation to utilizing the E-verify system. G. No covenant or agreement contained herein shall be deemed to be a covenant or agreement of any member, officer, agent or employee of County in his or her individual capacity, and no member, officer, agent or employee of County shall be liable personally on this Agreement or be subject to any personal liability or accountability by reason of the execution of this Agreement. H. The Parties expressly agree that the only laws that apply to this Agreement are those of the State of Florida and United States of America, without regard to choice of law principals. The Parties waive the privilege of venue and agree that all litigation between them in the state courts will take place exclusively in the Sixteenth Judicial Circuit in and for Monroe County, Florida, and that all litigation between them in the federal courts will take place exclusively in the United States District Court in and for the Southern District of Florida, or United States Bankruptcy Court for the Southern District of Florida, whenever applicable. L 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. Upon execution by all parties, this ILA must be filed with the Clerk of the Circuit Court of Monroe County, pursuant to § 163.01(11), F.S., as may be amended from time to time. [Signatures to follow] 8 404 IN WITNESS WHEREOF, the Parties hereto have executed by signature (as evidenced below)their agreement herewith. BOARD OF COUNTY COMMISSIONERS STATEWIDE GUARDIAN AD LITEM OF MONROE COUNTY, FLORIDA OFFICE By: Jim Scholl, Mayor By: Dennis W. Moore, Executive Director of Statewide GAL Office Date: Date: MONROE COUNTY GUARDIAN AD Attest: KEVIN MADOK, CLERK LITEM OFFICE Asst. County Clerk By: Alexsa Leto Date: Monroe County GAL Office Date: Approved as to legal form and sufficiency: Eve M. Lewis, Asst. County Attorney 9 405 Attachment "A" a� Job Description -z ' POSITION NUMBER PRESENT ORG CODE 21-31-00-00-000 PROPOSED ORG CODE 21- - - - POSITION DESCRIPTION FOR PERSONNEL USE ONLY STATE OF FLORIDA CLASS CODE I TRANSACTION TYPE EFFECTIVE DATE APPROVED BY/DATE STATEWIDE GUARDIAN AD LITEM OFFICE c Iris 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. 8. THIS POSITION REPORTS TO(POSITION#): 11.COUNTY/CODE 12. CITY 1 13. SHIFT 14.FIE CODE 9. CLASS CODE: 16 JAX 0 1.0 10 15. BUDGET ENTITY: 10.CLASS TITLE: 21310000 406 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,E.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,E.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,E.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,E.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 roust 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 roust 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"B"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 Authority(example:Executive Director,Circuit Director,Assistant Circuit Director) SIGNATURE/TITLE: DATE: 27. Approval by Director of Huffman Resources or Executive Director SIGNATURE/TITLE: DATE: 11 407 Last Revised April,2011 Attachment `B" Expense Reimbursement Requirements This 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"C")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. Furthermore, these expenses are in compliance with this organization's 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 reimbursement. 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 Time, etc. The vendor invoice is required for reimbursement. Inter-company allocations are not considered reimbursable expenditures unless appropriate payroll journals for the charging department are attached and certified. Payroll A certified statement verifying the accuracy and authenticity of the payroll expense is needed. If a Payroll Journal is provided, it should include: dates, employee name, salary, or hourly rate, total hours worked, withholding information and payroll taxes, check number and check amount. If a Payroll Journal is not provided, the following information must be provided: 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 reimbursement. For overnight or express deliveries, the vendor invoice must be included. Rents,Leases, etc. A copy of the rental or lease agreement is required. Deposits and advance payments are not allowable expenses. Reproductions, Copies, etc. A log of copy expenses as they relate to the County contract is required for reimbursement. The log must define the date, number of copies made, source document, purpose, and recipient. A 12 408 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 reimbursement 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 meeting a copy of the agenda is needed. Airfare reimbursement requires the original passenger receipt portion of the airline ticket.A travel itinerary is appreciated to facilitate the audit trail.Auto rental reimbursement requires the vendor invoice.Fuel purchases should be documented with paid receipts.Taxies/Hired Autos are not reimbursed if taken to arrive at a departure point: for example, taking a taxi/Uber from one's residence to the airport for a business trip is not reimbursable. Parking is considered a reimbursable travel expense at the destination. Airport parking during a business trip is not. A detailed list of charges is required on the lodging invoice.Balance due must be zero.Room must be registered and paid for by traveler. The County will only reimburse the actual room and related bed tax. Room service, movies, and personal telephone calls are not allowable expenses. Mileage reimbursement shall be at the rate established by Chapter 2, "Administration,"Article III, "Officers and Employees," Division 3, "Travel, Per Diem, Meals and Mileage Policy," of the Monroe County Code of Ordinances, as may be amended from time to time. 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 Chapter 2, "Administration," Article III, "Officers and Employees," Division 3, "Travel, Per Diem, Meals and Mileage Policy," of the Monroe County Code of Ordinances, as may be amended from time to time. Meal guidelines state that travel must begin prior to 6 a.m.for breakfast reimbursement,before noon and end after 2 p.m. for lunch reimbursement, and before 6 p.m. and end after 8 p.m. for dinner reimbursement. 13 409 Attachment "C" Example Reimbursement Request Cover Letter ORGANIZATION LETTERIMAD Am=Minty Board of Co of Coniniksioneg-,, Finance Department ,500,Whitchead Str,ect Key West, Fl 33040 We The 16M)"'ing is as smiunary oftheexpmnes Rw Ar dw We pawd of to Chock it Payee fZe"'Ison Arnount 1101 Cornpany A Ruit S)OSOxmIx 102) (.`ompany 8 ON% XXX.XX 104 EmlAoyce A P/11 ending 05 I4�`01 X.XX.XX 105 Employee B IYR Why 051 M I (A) 17cital (B) 'Told prim-paynients, SX,XXXXX {,C) 1"olat reqttested arKI paid(A i- B) MXXXXX (pal Total contract anwtini $X,XXX.XX Balance of"Conlract (D C �iN.,1XII X X,I X IX I ccrfity flix tbcarN aiwc chccks havc bco ubinhied to the vemioras noted and that the expenses are aCCUJ'atC and rn ag rearm cmat with the records of t1gs mganizahon. 1"urthennore,these expenses ire in compliance with t1d"apnAMOWs anow whh be Wnwe ("OU11ty Board of'(7ounty C'MTUni:.ISi0]IerS Urld Will 1101 be SUbmitted limo reinibursQrneni to any other-funding Source Secutwe Attachments(suppoi-fing doctimen1s) Swmn N) md n1sake MIT me tlui day Of___11-1-1111, 20,11,111,1111, by who is Personally known to n1c, MAU PuNic NOWYMMOP 14 410 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 411 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 1 412 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. 2 413 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'3—Expense Reimbursement Requirements. Evidence of payment by the Statewide Guardian ad Litem Office or the local guardian ad litem office within the 16" 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. 3 414 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. 4 415 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 party 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 party 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 15th day of.. . May , 2024. APPROVED: OAkD)'OF COUNTY COMMISSIONERS OF MONROE COUNTY r4 AAAV B r sir ¢ � � — ' Depuity°Cl k Mayor v � - ST "7, IDE GUARDIAN AD LITEM OFFICE �. 5 .r c 416 By- Dennis W. Moore, i::�xecutive Director Statewide Guardian ad Litem Office Approved as to form and legal sufficiency: Monroe County Attorney's Office 5-24-2024 6 417 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. 418 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 119 419 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. 420 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. 421 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. 422 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 423