The URL can be used to link to this page

Home My WebLink AboutR-01-0169J-01-102 2/14/01 RESOLUTION NO. 0 1 16 9 A RESOLUTION OF THE MIAMI CITY COMMISSION DIRECTING THE CITY MANAGER TO INSTRUCT THE DIRECTOR OF THE DEPARTMENT OF ASSET MANAGEMENT TO NEGOTIATE LEASE AGREEMENTS FOR THE ESTABLISHMENT OF ONE STOP CENTERS IN THE LITTLE HAVANA AND COCONUT GROVE NEIGHBORHOODS AND THE RELOCATION OF THE MANAGEMENT FUNCTIONS OF THE DEPARTMENT OF COMMUNITY DEVELOPMENT, UTILIZING GRANT FUNDS AVAILABLE FROM THE U.S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT TO COVER LEASE AND RELOCATION COSTS; AND FURTHER AUTHORIZING THE CITY MANAGER TO EXECUTE THE LEASE AGREEMENTS AND NECESSARY DOCUMENTS, IN A FORM ACCEPTABLE TO THE CITY ATTORNEY, FOR SAID PURPOSES. WHEREAS, the Department of Community Development has initiated a preliminary search to identify appropriate space in the Little Havana and Coconut Grove neighborhoods to establish One Stop Centers; and WHEREAS, the Administration has determined that it will also be advantageous for the Department of Community Development to relocate its management functions into a neighborhood facility; and CITY COMUS'.SION MEETING FEB 1 5 2001 Re"h1hoa DW. 01 1.69 WHEREAS, grant funds are available to cover the associated costs included in the relocation and the creation of the Little Havana and Coconut Grove One Stop Centers; NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. The recitals and findings contained in the Preamble to this Resolution are adopted by reference and incorporated as if fully set forth in this Section. Section 2. The City Manager is directed to instruct the Director of the Department of Asset Management to negotiate lease agreements for the establishment of One Stop Centers in the Little Havana and Coconut Grove neighborhoods and the relocation of the management functions of the Department of Community Development, utilizing grant funds available from the U.S. Department of Housing and Urban Development to cover lease(s) and relocation costs. Section 3. The City Manager is authorized!' to execute lease agreements and the necessary documents, in a form acceptable to the City Attorney, for said purposes. 1� The herein authorization is further subject to compliance with all requirements that may be imposed by the City Attorney, including but not limited to those prescribed by applicable City Charter and Code provisions. Page 2 of 3 Section 4. This Resolution shall become effective immediately upon adoption and signature of the Mayor/ PASSED AND ADOPTED this 15th day of February , 2001. JOE CAROLLO, MAYOR In accordance with Marri Coda Sec. 2-36, sincs the Mayor d,d not fnTcate a'n'-rove*>! of this inti. h �..�C 1 c C)�c,f:$r�, ,. ..rcat�t .�, �i1i ! .. .. � ., ,. .. ..,� fit _ _ v_,,. ..�... .L.. .. :,'! ,...-,I r.l .. "�' � _. .•:.�'.'? ATTEST: WALTER J. FOEMAN CITY CLERK APPROVEPOI S XO FORM AND CORRECTNESS e/ Wffj-5KRO VILARELLO CI ATTORNEY W5042:BSS � � t Ft-,ot , an, City U rk zi If the Mayor does not sign this Resolution, it shall become effective at the end of ten calendar days from the date it was passed and adopted. If the Mayor vetoes this Resolution, it shall become effective immediately upon override of the veto by the City Commission. Page 3 of 3 01- 169 CITY OF MIAMI, FLORIDA 15 INTER -OFFICE MEMORANDUM TO: Honorable Mayor and DATE: JAN N 3 0 2001 FILE Members of the City Commission Jh1 SUBJECT: Office Space for the Department of Community Development FROM: REFERENCES: n City Commission Agenda Manager ENCLOSURES: February 15, 2001 RECOMMENDATION: It is respectfully recommended that the City Commission adopt the attached Resolution authorizing the Department of Asset Management to identify appropriate space and negotiate a lease agreement for the establishment of One Stop Centers in the Little Havana and Coconut Grove areas and also the relocation of the Department of Community Development with available grant funds to cover lease and relocation costs; and further authorizing the City Manager to execute respective leases for said purposes, in a form acceptable to the City Attorney. BACKGROUND: The Department of Community Development has initiated a preliminary search to identify appropriate space to establish One Stop Centers in the Little Havana and Coconut Grove neighborhoods similar to the Center operating in the Allapattah area. Concurrently, the Administration has also determined that it is advantageous for the Department of Community Development to relocate its management functions into a neighborhood facility. Space limitations at the Miami Riverside Center (MRC) have inhibited the Department of Community Development from being able to fully implement the reorganization schedule included in the City's response to the Audit Report issued by the Office of the Inspector General on the City's Community Development Block Grant Program. The space constraints impact both the Department's ability to provide adequate work areas to support staff expansion and also to maintain the extensive volume of records necessary to document activities of the City's HUD funded grant programs. Although the table of organization for the Department of Community Development represents one of the City's largest departments in terms of employees, the office space it occupies on the second floor of the Miami Riverside Center is extremely 01-- 169 limited because the Gym, Telephone Room and Storage Room for janitorial supplies are also located there. In addition, available office space on the second floor is further reduced by the open area to the east of the elevators intended to enhance the aesthetic appearance of the lobby area on the main floor. The focus of the grant programs administered by this Department is dedicated to providing essential services to the community at the neighborhood level in an effort to enhance the quality of life for those persons most in need. As is the case with many Community Development programs throughout the country, the administrative functions and service activities provide for greater citizen access when located in the community. The Department of Community Development has also been successful in securing funding to establish One Stop Centers to meet its goal to provide essential services to the at the neighborhood level to enhance the quality of life for those persons most in need. The Department's long-range goals include the establishment of full service One Stop Centers in the Little Havana and Model City neighborhoods similar to the current Center operating in the Allapattah area, with satellite offices operating in other areas of the City. Satellite branches currently operate in the East Little Havana and Overtown neighborhoods. A site has been identified and grant funds have been approved to create the Coconut Grove One Stop Center and, as previously mentioned, staff has initiated a preliminary search to identify appropriate space to house the Little Havana One Stop Center and relocation of the Department's management functions. The proposed legislation authorizes the Department of Asset Management and Department of Community Development to work cooperatively toward these purposes. Future plans include the creation of the Model City One Stop Center as an integral component of the Model City Homeownership Project. It is important to emphasize that the Administration will ensure that the selected facilities will be citizen friendly, particularly since a significant number of elderly persons will be seeking services at the new locations. The identified space must also be easily accessible to public transportation, provide adequate parking for staff and clients and be easily accessible by public or private transportation. Grant funds are available to cover the lease costs for both the creation of the One Stop Centers and relocation of the Department's administrative offices. It is anticipated that the Department will need approximately 15,000 — 20,000 square feet of useable floor space total to establish the Little Havana One Stop Center and an additional 15,000 square feet to house the Department's administrative offices. The relocation includes the Department's various housing programs, lending offices, inspectors and the reconfigured HOPWA program. The One Stop Center requires a minimum of 10,000 square feet for this purpose. According to the Building Manager at MRC, the Department's administrative offices occupy approximately 9,000 square feet at the current location. The identified location will enable the Department to accommodate 01- 169 the remaining management staff and fill vacant positions included in the reorganization, as well as to appropriately organize current files, work and conference space. Following approval by the City Commission, the Departments of Asset Management and Community Development will team together to aggressively move forward to idenyify appropriate space and negotiate a lease for execution by the City Manager that is in the best interest of the City. The basic terms of the lease will focus on the criteria listed above for an initial five-year period and two, five-year options. The negotiated lease will also include "funding out" language to protect the City if grant funds are reduced or lost. As previously indicated, grant funds are available to cover the associated costs included in the relocation and the creation of the One Stop Center, including: • Lease costs • Moving costs • Information Technology Support • Furniture • Communication System It is recommended that the City Commission approve the proposed Resolution that authorizes the Department of Asset Management to negotiate a lease agreement for the establishment of a One Stop Center in the Little Havana and Coconut Grove neighborhoods and the relocation of the Department of Community Development, to be paid by grant funds to cover the lease and relocation costs; and further authorizes the city Managgr to execute a lease for said purpose, in a form acceptable to the City Attorney. DB/CGW/DF 01-- 169