Item F2
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: Sept. 15. 2004
Division: Management Services
Bulk Item: Yes
No XX
Department: Administrative Services
AGENDA ITEM WORDING: Approval to amend the funding amount for Guidance Clinic of
the Middle Keys FY05 Baker Act Transportation program.
ITEM BACKGROUND: Additional funds are needed because of an unanticipated 31 % increase
in trips experienced in FY04, and increase in fuel costs.
PREVIOUS RELEVANT BOCC ACTION: Monroe County has previously contracted with the
Guidance Clinic of the Middle Keys for the past several years to provide Baker Act
Transportation. An amendment to the FY04 contract was considered at the September 15, 2004
Commission meeting.
CONTRACT/AGREEMENT CHANGES: Increase Baker Act Transportation component of
contract from $94,,307 to $119,717, an increase of $25,410.
STAFF RECOMMENDATIONS: approval
TOTAL COST: $119.717.00
BUDGETED: Yes
No XX
COST TO COUNTY: $119.717.00 SOURCE OF FUNDS: Fund 102 Roads & Bridges
REVENUE PRODUCING: Yes NoXX AMOUNTPERMONTH_ Year
APPROVED BY: County Atty _ OMB/Purchasing _ Risk Management_
~-" / ~1,. ~-\ fJ
DIVISION DIRECTOR APPROVAL: \';;J--,{;.:cfl/l., (( C).f;t-,~Aj1._../
-.. Sheila A. Barker
DOCUMENTATION:
Included XX
To Follow
Not Required_
AGENDAITEM# F2-
DISPOSITION:
Revised 1/03
09/02/2004 13:33 FAX 3052896158
GCMK
I4J 00l/001
GUIDANCE CLINIC OF THE MIDDLE KEYS, INC.
3000 41 ST STREET, OCEAN
MARATHON, FL 33050
(v) 305/289-6150 J (f) 305/289-6158
www.gcmk.org
September 2, 2004
Mr. James L. Roberts
Monroe County Administrator.
1100 Simonton Street
Key West, FL 33040
Re: Agenda Items for the September meeting of the Board of
County Commissioners-Requests for additional funds for
Baker Act Transportation
Dear Mr. Roberts:
The Guidance Clinic of the Middle Keys requests additional funding in the amount of
$21,537 for Fiscal Year 2004 and $25.410 for Fiscal Year 2005. The additional funds
are needed in Fiscal Year 2004 because:
1. The number of trips for the first 10 months of this year has increased by more
than 30% over the same period last year.
2. Fuel costs have increased 30% since October 2003.
Our initial request for Fiscal Year 2005 was for the same amount as the original FY 04
Contract; $94,307. We are asking that the funding be increased for FY 05 because we
expect the utilization and fuel costs to remain at current levels.
Additional documentation regarding costs is included in the agenda item request.
Thank you for your consideration in this matter
Sincerely,
n~~ jq~
~~i~ T. Pipher, MA
Vice President of Operations
Partially funded by t~e Florida Department of Children & Families, District 11
~L(HILDREN
IS!I "FAMILlES
The Guidance Clinic of the Middle Keys would like to amend its original request Fiscal year 2005 to increase
the amount for Baker Act Transportation. The additional funds are needed because:
1. Increased utilization in recent months has caused us to increase our estimate of the trips needed.
2. The 30+% increase in gasoline prices is expected to continue.
3. An updated analysis of FY 2004 costs has prompted a revision in line item cost projections.
Detail of costs appears below. The additional funds requested represent an increase of 27% over the current
contract amount, but only 3% more than the FY04 projection.
GUIDANCE CLINIC OF THE MIDDLE KEYS, INC.
Baker Act Transportation Expenses
County Fiscal Year: October through September
FY 05 Revised FY 05 Original FY04
Budget Budget Projection
ExDenses
Drfvers $79,530 $56,387 $77,590
Vehicle Costs
Insurance 8,257 8,017 7,864
Fuel 4,231 2,831 3,385
Repairs 2,666 530 2,588
Licenses 37 37 37
subtotal 15,191 11,415 13,874
Other Costs
Coordination 23,653 25,408 23,076
Telephone/Pagers 1,332 1,097 1,293
Miscellaneous 11 Q 11
subtotal 24,996 26,505 24.380
Total Expenses 119,717 94,307 115,844
Orfginal County Request 94.307
Additional Funds Needed $25,410
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: Sept. 15.2004
Division: Management Services
Bulk Item: Yes
No XX
Department: Administrative Services
AGENDA ITEM WORDING: Approval to amend the funding amount for Guidance Clinic of
the Middle Keys FY05 Baker Act Transportation program.
ITEM BACKGROUND: Additional funds are needed because of an unanticipated 31 % increase
in trips experienced in FY04, and increase in fuel costs.
PREVIOUS RELEVANT BOCC ACTION: Monroe County has previously contracted with the
Guidance Clinic of the Middle Keys for the past several years to provide Baker Act
Transportation. An amendment to the FY04 contract was considered at the September 15, 2004
Commission meeting.
CONTRACT/AGREEMENT CHANGES: Increase Baker Act Transportation component of
contract from $94,307 to $119,717, an increase of $25,410.
STAFF RECOMMENDATIONS: approval
TOTAL COST: $119.717.00
BUDGETED: Yes
No XX
COST TO COUNTY: $119.717.00 SOURCE OF FUNDS: Fund 102 Roads & Bridges
REVENUE PRODUCING: Yes NoXX AMOUNTPERMONTH_ Year
APPROVED BY: County Atty _
OMB/Purchasing _ Risk Management _
/1:- . . //1 A
r-_ ' , \ .-.L
'~ W-CeJi.- {( c9t;L.c j.1..../
" Sheila A. Barker
DIVISION DIRECTOR APPROVAL:
DOCUMENTATION:
Included XX
To Follow
Not Required_
AGENDA ITEM #-fl:.
DISPOSITION:
Revised 1/03
AGENDA ITEM WITH LATE DOCUMENTATION
DIVISION
Manaoement Services
DEPARTMENT Administrative Services
SUBJECT Approval to amend the funding amount for
Guidance Clinic of the Middle Keys FY05 Baker Act
Transportation program.
DATE ITEM WILL BE AVAILABLE: 09/08/04