HomeMy WebLinkAboutO-11162J-94-579
7/5/94
ORDINANCE NO. 1 1 1 v 2
AN EMERGENCY ORDINANCE AUTHORIZING THE CITY
MANAGER TO ACCEPT A GRANT-IN-AID AWARD, IN THE
AMOUNT OF $110,000.00 AND TO ENTER INTO THE
NECESSARY AGREEMENT(S), IN A FORM ACCEPTABLE TO
THE CITY ATTORNEY, WITH THE NATIONAL HISTORICAL
PUBLICATIONS AND RECORDS COMMISSION TO ESTABLISH
AN ARCHIVES AND RECORDS MANAGEMENT PROGRAM;
ESTABLISHING A NEW SPECIAL REVENUE FUND ENTITLED:
"MIAMI MUNICIPAL ARCHIVES AND RECORDS MANAGEMENT
PROGRAM," AND APPROPRIATING FUNDS THEREFOR IN THE
AMOUNT OF $110,000 FROM THE NATIONAL HISTORICAL
PUBLICATIONS AND RECORDS COMMISSION; FURTHER
DIRECTING THE CITY CLERK TO ASSIST IN SAID
PROJECT, SUCH ASSISTANCE TO PROVIDE THE LOCAL IN -
KIND MATCH FOR SAID GRANT; CONTAINING A REPEALER
PROVISION, A SEVERABILITY CLAUSE, AND PROVIDING
FOR AN EFFECTIVE DATE.
WHEREAS, the Office of the City Clerk applied for a two-year
grant-in-aid from the National Historical Publications and
Records Commission ("Commission") to establish a City of Miami
Archives and Records Management Program for the proper and
efficient management of the City of Miami's public records, and
for the operation of a central repository for same, including the
City's historically valuable records; and
WHEREAS, said Commission awarded a two-year grant-in-aid, in
the amount of $110,000.00 to the City of Miami (Office of the
City Clerk); and
WHEREAS, the first stage of the Commission project involves
recruiting and hiring an Archivist/Records Manager and Records
Systems Specialist to initially evaluate the records management
11162
practices in each City department, and to survey existing
inactive records currently stored on -site in each department; and
WHEREAS, the City Clerk, or her designee, will coordinate
the efforts with the City Manager to form an executive level
Records Management Planning Committee to assess the
organization's total records needs and set priorities; and
WHEREAS, the Office of the City Clerk shall work
cooperatively with the executive level Information System and
Records Management Planning Committee, designated departmental
staff, and the project mentor (from Florida's Bureau of Archives
and Records Management), who will serve as an advisor and
counsellor to project staff, in identifying the organization's
records needs; determine short and long term objectives; set
priorities and parameters, and continually inform all affected
parties as to the status of said project; and
WHEREAS, designated staff of the Office of the City Clerk,
namely, an Archivist/Records Manager, Records System Specialist,
and Records Retention Coordinator, will conduct a survey of
inactive vital and historical records in all City departments;
and
WHEREAS, as part of the survey process, an in-house project
management team and an outside consultant will assemble sample
documents, develop charts defining document life cycles and
responsibilities for their creation, modification, storage,
access, use and destruction;
NOW, THEREFORE, BE IT ORDAINED 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 to
accept a Grant -in -Aid award, in the amount of $110,000, and to
enter into the necessary agreements, in a form acceptable to the
City Attorney, with the National Historical Publications and
Records Commission, to establish a City of Miami Archives and
Records Management Program.
Section 3. The following Special Revenue Fund is hereby
established and resources are hereby appropriated as described
herein:
FUND TITLE: MIAMI MUNICIPAL ARCHIVES
AND RECORDS MANAGEMENT
PROGRAM
RESOURCES: NATIONAL HISTORICAL
PUBLICATIONS AND RECORDS
COMMISSION $110,000.00
APPROPRIATIONS: MIAMI MUNICIPAL ARCHIVES
AND RECORDS MANAGEMENT
PROGRAM $110,000.00
`Section 4. The City Clerk is hereby directed to assist
in said project, such assistance to provide the local in -kind
match for said grant.
Section 5. All ordinances or parts of ordinances insofar
as they are inconsistent or in conflict with the provisions of
this Ordinance are hereby repealed.
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.
11162
Section 6. If any section, part of section, paragraph,
clause, phrase or word of this Ordinance is declared invalid, the
remaining provisions of this Ordinance shall not be affected.
Section 7. This Ordinance is hereby declared to be an
emergency measure on the grounds of urgent public need for the
preservation of peace, health, safety, and property of the City
of Miami.
Section 8. The requirement of reading this Ordinance on
two separate days is hereby dispensed with by an affirmative vote
of not less than four -fifths of the members of the Commission.
Section 9. This Ordinance shall become effective
immediately upon its adoption.
PASSED AND ADOPTED this 14th
ATTE
14
MANrY HIRAI
CITY CLERK
BUDGETARY REV"IEW;
i
`�o
MANOHAR S. SURANA
ASSISTANT CITY MANAG
_ day of July , 1994.
9. "q, cj>�
STErHEN P. CLARKJ MAYOR
-4-
11162
FINANCIAL REVIEW:
CARLOS GARCIA, DIRECTOR
DEPART NT OF FINANCE
PREPARED AND APPROVED BY:
LINDA K. KEARSON
ASSISTANT CITY ATTO NEY
APPROVED AS TO FORM AND CORRECTNESS:
A . QU JC(N , I I
CITY A T Y
11162
-5-
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM 24
TO: HONORABLE EPHEN P. CLARK, MAYOR, DATE: June 28, 1994 FILE:
AND MEMBE,_ OF THE CITY COMMISSION
SUBJECT : Recommendation for
Authorization to
Accept Grant Award
from the National
FROM REFERENCES: Historical
MATTY HIRAI Publications and
City Clerk ENCLOSURES: Records Commission
RECOMMENDATION:
It is recommended that an Emergency Ordinance be passed
authorizing the City Manager to accept a grant-in-aid award from
National Historical Publications and Records Commission (NHPRC)
in the amount of $110,000.
BACKGROUND:
On January 11, 1994, the Office of the City Clerk applied for a
Federal grant in the amount of $139,722 through the NHPRC to
establish a comprehensive archival and records management program
in the City of Miami.
On June 15, 1994, the City of Miami City Manager, Cesar Odio,
received an informal notification from the NHPRC informing him
that the City of Miami had been recommended for said grant up to
$110,000 for said project. The grant award is $29,722 less than
what was requested by the City of Miami in its January llth
application. However, said grant award represents one-third of
the total amount of monies awarded by the NHPRC for its 1994
funding cycle.
The grant will be for a period of two years and is tentatively
set to begin on August 1, 1994. The City only has to submit a
revised budget before the NHPRC prepares a formal grant letter,
as well as specific instructions regarding the payment procedure.
The reason for the emergency is because the effective date of the
grant period will occur during the month when the Commission is
in recess.
MH/ejk
(file:grant)
may' �
auonal
NEfpp� L
°o
� N
i;
Y
fFl WBS
June 15, 1994
yt,hives
National Historical Publications and Records &rnfrission W&%hingron, DC20408
Cesar H. Odio
City Manager
City of Miami
3500 Pan American Drive
Miami, FL 33133
Dear Mr. Odio:
•9 20 P 7 :1 "
CITY
I am pleased to notify you informally that the National Historical Publications and Records Commission,
at its June 14 meeting, recommended a grant of up to $110,000 to the City of Miami for its Municipal
Archives and Records Project.
The award is $29,722 less than the $139,722 requested by the city in its application of January 11, 1994,
and reflects both the Commission's wish not to provide grant fiends for employment ads or for
professional membership fees and the fact that only partial funding could be offered due to the
Commission's limited funds and its desire to support more worthy projects than available funding would
allow.
The grant will be for a period of two years and is tentatively set to begin August 1, 1994. Once we have
received a revised budget we will move forward immediately with preparation of a formal grant letter.
You will receive specific instructions regarding the payment procedure.
Congratulations on your successful application to the Commission. If you have any questions, please
contact Daniel A. Stokes of the Commission staff at (202) 501-5610.
Sincerely,
NANCY SAHLI
Program Director
cc: Walter Foeman
Jim Berberich
Gerard Clark
1t162
LZ � 11 W� £Z N11C'�b
Q3A13038
National Ambiaes and Reconts Administration
MIAMI DAILY BUSINESS REVIEW
Published Daily except Saturday, Sunday and
Legal Holidays
Miami, Dade County, Florida.
STATE OF FLORIDA
COUNTY OF DADE:
Before the undersigned authority personally appeared
Octelma V. Ferbeyre, who on oath says that she Is the
Supervisor, Legal Notices of the Miami Daily Business
Review We Miami Review, a daily (except Saturday, Sunday
and Legal Holidays) newspaper, published at Miami In Dade
County, Florida; that the attached copy of advertisement,
being a Legal Advertisement of Notice in the matter of
CITY OF MIAMI
LEGAL NOTICE
RE: ORD. NO. 11162
In the........................X3f3t)tX3f§f.............................. Court,
was published in said newspaper in the Issues of
Jul 26, 1994
Affiant further says that the said Miami Daily Business
Review is a newspaper published at Miami in said Dade
County, Florida, and that the sold newspaper has heretofore
been continuously published in said Dade County, Florida,
each day (except Saturday, Sunday and Legal Holidays) and
has been entered as second class mail matter at the post
office in Miami in sold Dade County, Florida, for a period of
one year next preceding the first publication of the attached
copy of advertisement; and afflariLhgther says that she has
neither pal or promised a7nrrme"fu
or corporation
any disc nt, rebate, com d for the purpose
of sec na As adve npu cation in the said
REVENIX
MENTALLY OISA79D - 11l
FOR ITS OPERATM IPl THE
TALLY 091ASUM - I`Y
SIGN" AND A SEAM=
ORONi
AN ORDNIANM E$TAW
Sworn to and subscribed before me this r*1nnA6n
I BM
2 6 Ju 94 A�MAM:-'n
........day of ............................. ....... ........... A.D. 19...
I JEIW
RKERS f
?
(SEAL) AGNES E. PEPdA
I`CrrARY PUBLIC STf1T'E OF FLORID:' F M
Octelms V. FerbeLally knoQ9WASSION NO. CC 172108 dgddkAft,
04
urr�ead etJuc
oRD IAt+>C 01)04146 -AN ORDINANCE AMENDING CK0'?Eh 2 OF THE CODEOF THEAM CITY OF MIAMI, FLORIDA, AS ENDED,
"ADMINISTRATION" BY AMEN - SECTIM 2-400 OWLED
"SCHEDULE OF CIVIL PENALTIES" BY LASING THE DOUAR
AMOUNT OF CIVIL PENALTY FOR THE VIOLATION OF USING_ 7W
STREET OR $tDEWALK FOR ADVERTIS W OR DISPLAY POW
POSES AND PLACING .SIGNS ON SP�4EiC�,$)D.EWALK SUR-
FACE; CONTAINING A RePEALER AND SEVERABIL-
ITY CLAUSE AND AN EFFECTIVE DATE.
' 01WINJ WICE NQ ll'"S:T°
AN EMEREIEWY ORQI ESTABLMING A SPECIAL
REVENUE FURD EN'hTLEIt E`�tATION d.A .A.S."-AND APPRO-
PRIATING INITIAL. RESOURCES, IN THE AMOUNT OF $46,540;
IIAUTHOAMN&4MCtYYM4t4WRTOACCePTA GRANT FROM
ITY FOR AW ` _ CITY MANAGER
TO EXE ALL SARY : IN A FORM AC-
CEPTABLE TO'THE CITY ATTORNEY', . „ THE ACCEPTANCE
AND I MPLEMEW010111 OF , OONTAINING A RE-
PEALER PROW"NON D A CLAUSE.
Said ordinowis i m/�big ` O"ice of ft
City Clerk. 3500 pl&' tslieNrr ylt.the y omo
Friday,
eradtdinp a en..and. 5 00
M ATTY NMI
CITY CLEW
CITY Y OF MIAMI PIOIBDA
7/25 94.E-07flM17M