HomeMy WebLinkAboutR-98-0757J-98-779
7/ 14/98
RESOLUTION NO. 9 8 - 757
A RESOLUTION AUTHORIZING AND DIRECTING THE
CITY MANAGER TO ENGAGE THE SERVICES OF A
QUALIFIED PROFESSIONAL(S) TO CONDUCT GRANT
CLOSE OUT ACTIVITIES FOR ALL COMMUNITY
DEVELOPMENT BLOCK GRANTS (CDBG), HOME
INVESTMENT PARTNERSHIP PROGRAM (HOME)
GRANTS, AND ALL OTHER U.S. DEPARTMENT OF
HOUSING AND URBAN DEVELOPMENT (HUD) FUNDED
PROGRAMS THAT ARE ELIGIBLE FOR CLOSE-OUT, FOR
AN AMOUNT NOT TO EXCEED $50,000.00, WITH FUNDS
THEREFOR BEING AVAILABLE FROM THE 24TH YEAR
COMMUNITY DEVELOPMENT BLOCK GRANT
ADMINISTRATIVE FUNDS (PROJECT NO. 799302-452423).
WHEREAS, in its Audit Report dated March 26, 1998, the U.S. Department of
Housing and Urban Development (HUD) determined that the City of Miami did not
have adequate controls to ensure compliance with regulations or properly manage its
Community Development and Planning funds; and
WHEREAS, in its response to the March 26, 1998, HUD Audit Report, the City
of Miami developed a Reorganization Plan of the Department of Community
Development and a Corrective Action Plan to ensure the efficient and effective
management of its Community Development and Planning program funds; and
WHEREAS, the Departmental Reorganization Plan and Corrective Action Plan
set forth the best practices and procedures to avoid deficiencies and bring the City of
CITY CONDWSION
MEETING OF
J Il L 2 1 1998
Resolufion No.
9 8 - 75`
into full compliance with the regulatory requirements of the programs funded by the
U.S. Department of Housing and Urban Development; and
WHEREAS, the City of Miami Commission approved the Department of
Community Development's Reorganization Plan and Corrective Action Plan on June 9,
1998; and
WHEREAS, in accordance with standard Federal grant management
requirements and procedures, the City of Miami's CDBG, HOME and other HUD
funded programs records do not reflect the successful conduct of any grant close-out
activities; and
WHEREAS, timely grant close-outs may result in the recapture of HUD funds
for the City of Miami;
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 hereby adopted by reference thereto and incorporated herein as if fully
set forth in this Section.
Section 2. The City Manager is hereby authorized and directed to engage the
services of a qualified professional(s) to conduct grant close-out activities pursuant to
the City's CDBG, HOME, and other HUD funded Programs, for an amount not to
exceed $50,000.00, with funds therefor being available from the 241h Year Community
Development Block Grant Administrative Funds (Project No. 799302-452423).
Section 3. This Resolution shall become effective immediately upon its
2 98- 757
adoption and signature of the Mayor.'
PASSED AND ADOPTED this 21st
1998.
day of July
JOE CAROLLO, MAYOR
In accordance with Miami Code Sec, 2-36, suice the Mivrr -lid rjr,,,t ir rVr,�itn,
this legislation by signing it in the des!gn,.jtkCL,'(j
ATTEST: becomes effective with the elapse of ten (10) da from t aia o Gan :ssicr,
regarding same, without the Mayor xerc* in ato.
W*ap-S. eman, City Clerk
WALTER J. FOEMAN
CITY CLERK
ESS)tj
LKK/csk/W2763
' 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 City Commission.
C
98- 757
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
25
TO: The Honorable Mayor, Joe Carollo and DATE June 30, 1998
Members of the City Commission
SUBJECT: CDBG Grant Closeout
Activities
FROM: I!edH. Wars = REFERENCES : For City Commission
City Manager ENCLOSURES: Meeting of 7/14/98
Resolution
RECOMMENDATION:
FILE :
It is respectfully recommended that the City Commission adopt the attached Resolution
directing the City Manager to engage the services of qualified professionals to conduct
grant closeout activities for all Community Development Block Grant (CDBG) programs,
all HOME Investment Partnership (HOME) grant programs, and all other U.S. Department
of Housing and Urban Development (HUD) funded programs that are eligible for closeout.
This closeout activity conforms to the recommendations from HUD presented at the City
of Miami's Annual HUD Consultation and in the Office of Inspector General for Audit's
City of Miami Audit Report dated March 26, 1998. Funding for the engagement of
qualified professionals is available from CDBG Administrative Funds 241h Year (799302-
452423) and will not exceed an amount of $50,000 for professional consultants fees.
BACKGROUND:
At the 1998 City of Miami Annual HUD Consultation on April 16, 1998, HUD identified a
balance of undisbursed, authorized funds from all programs for FY 1989 through FY 1997
in excess of $50 million dollars. HUD determined that this circumstance was in direct
relation to their finding in the Audit Report that the City of Miami did not have adequate
controls to ensure compliance with regulations or properly manage its Community
Development and Planning funds. In the City of Miami's response to the Audit the City
developed a Reorganization Plan for the Department of Community Development and a
Corrective Action Plan to ensure the efficient and effective management of its Community
Development and Planning funds.
The Departmental Reorganization Plan set forth the best practices and procedures to avoid
future deficiencies. With the engagement of specially trained, qualified professionals the
Department will: conduct an inventory of CDBG, HOME and other programs to determine
closeout status/eligibility; determine all grant funds to be closed out have been drawn
down and expended for completed projects, or grant funds that have been deobligated to
HUD; determine that local funding matching requirements have been met; determine
availability of fund recapture for each grant closeout; and establish grant closeout priority
schedule and all reports.
98- 757
Through the engagement of these qualified consultants, standard grant management
requirements and procedures for the City of Miami will be in compliance and may result in
the recapture of HUD funds for the City of Miami.
Professionals will be paid a daily rate equal to the Federal GS-15 pay schedule, or such
lower rate based upon the professional experience and qualifications. Fees for services
will not exceed $50,000. All fees for services will be paid from grant funds and do not
require any contribution from the General Fund.
Therefore it is respectfully requested that the City Commission adopt the attached
resolution.
DHW:CMC:GCW:db
99 8 - "75`7
SCOPE OF SERVICES
PURSUANT TO GRANT CLOSEOUT ACTIVITIES
Task 1. Conduct inventory of Community Development Block Grants, Home
Investment Partnership Program Grants, and other program funded by the
U.S. Department of Housing and Urban Development (HUD) to determine
closeout status/eligibility.
Task 2. Determine that all grant funds to be closed out have been drawn down and
expended for completed projects, or grant funds have been deobligated to
HUD.
Task 3. Determine that the local fund matching requirements have been met.
Task 4. Determine availability of fund recapture for each grant closeout.
Task 5. Establish grant closeout priority schedule.
Task 6. Gather data required for Project Completion Reports.
Task 7. Determine that the appropriate HUD reviews, and audits findings
related to the subject grant closeout have been resolved.
Task S. Complete the required Project Completion Reports.
Task 9. Insure that the Project Completion Report Data is entered into the
appropriate program disbursement and information system established by
the. U.S. Department of Housing and Urban Development.
Task 10. Submit Project Completion Reports to the City Manager and/or his
designee.
GENERAL ADMINISTRATION
• Insure adequate file documentation of grant closeout activities.
• Meet with and/or provide regular status reports to the City Manager and/or his
designee in regard to grant closeout actvities.
FEE AND PAYMENT SCHEDULE
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