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HomeMy WebLinkAboutR-94-0265J-94-379 04/14/94 RESOLUTION NO. 9 4 r 265 A RESOLUTION, WITH ATTACHMENTS, AUTHORIZING THE CITY MANAGER TO EXECUTE AMENDMENTS TO EXISTING AGREEMENTS, IN SUBSTANTIALLY THE ATTACHED FORM, WITH TWO (2)NEIGHBORHOOD ECONOMIC DEVELOPMENT ORGANIZATIONS, FOR THE PERIOD OF APRIL 1 THROUGH JUNE 30, 1994, FOR AMOUNTS AS SPECIFIED HEREIN, TO CONTINUE IMPLEMENTATION OF ECONOMIC DEVELOPMENT PROGRAMS FOR FISCAL YEAR 1993-1994, WITH THE PROVISO THAT NO FURTHER FUNDING BE PROVIDED TO THESE AGENCIES, SUBJECT TO PROVISIONS CONTAINED HEREIN, ALLOCATING FUNDS THEREFOR FROM THE NINETEENTH (19TH) YEAR COMMUNITY DEVELOPMENT BLOCK GRANT FOR SAID PROGRAMS. BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. The City Manager is hereby authorized to execute two (2) amendments to existing agreements, in substantially the attached form, with the following two (2) Neighborhood Economic Development Organizations (CBOs), for the period of April 1 through June 30, 1994, in amounts as specified herein, to continue implementation of Neighborhood Economic Development Program, with funds therefor hereby allocated from the Nineteenth (19th) Year Community Development Block Grant, subject to the provision that no funds will be disbursed until all contractual and/or administrative requirements and Commission directives have been complied with and that no further funding be provided to these agencies: C ' g r I A !1 M h' gyp, Cm COMUSSION MEETING OF APR 14 1994 Resolution No. 94- 265 AGENCY Latin Quarter Association, Inc. New Washington Heights Community Development Conference, Inc. ALLOCATION $12 , 807 12,807 Section 2. This Resolution shall become effective immediately upon its adoption. PASSED AND ADOPTED this 14th day of April , 1994. S PH N P. CLARK, MAYOR ATT T MAT Y HIRAI CITY CLERK PREPARED AND APPROVED BY: cza� e4A eot-�� LrNDA K. KEARSON ASSISTANT CITY ATTORNEY APPROVED AS TO FORM AND CORRECTNESS: A. QU IS& JO , III CITY ATTORIVt 94- 265 - 2 - AMENDMENT NO. 4 CBO THIS AMENDMENT is entered into as of this day of 1994, amending the Agreement dated 22nd day of September, 1993 between the City of Miami, a municipal corporation of the State of Florida ("CITY"), and New Washington Heights Community Development Conference, Inc., a Florida not - for -profit corporation ("CONTRACTOR"). WHEREAS, the City Commission is desirous of continuing the neighborhood economic development program and funds are available from the Nineteenth (19th) Year Community Development Block Grant for such purpose; and WHEREAS, On July 8, 1993, the City Commission adopted Resolution No. 93-463, which approved the allocation of funds for the CONTRACTOR only for the period of July 1, 1993 through August 31, 1993; and WHEREAS, on September 7, 1993, the City Commission adopted Resolution No. 93-538, which approved the allocation of funds for the CONTRACTOR for the period of September 1, 1993 through September 30, 1993; and WHEREAS, on October 14, 1993, the City Commission adopted Resolution No. 93-656, which approved the allocation of funds for the CONTRACTOR for the period of October 1, 1993 through December 31, 1993, subject to the provision that no funds will be disbursed until all contractual and/or administrative requirements and City Commission directives have been complied with; and 94- 265 WHEREAS, on December 16, 1993, the City Commission adopted Resolution No. 93-787, which approved the allocation of funds for the CONTRACTOR for the period of January 1, 1994 through March 31, 1994, subject to the aforementioned provision; and WHEREAS, on April 14, 1994, the City Commission adopted Resolution No. 94- which approved the allocation of funds for the CONTRACTOR for the period of April 1, 1994 through June 30, 1994, with the proviso that no further funding be provided to this CONTRACTOR. NOW, THEREFORE, it is agreed by the CITY and the CONTRACTOR: 1. The recitals set forth above are hereby incorporated herein as if fully set forth in this Section. 2. The Agreement is hereby amended as follows: TERM OF AGREEMENT: April 1, 1994 - June 30, 1994 AMOUNT: $12,807.00 3. The term of the Agreement will only be extended, and the amount of the fund allocation increased, by approval of the City Commission. 4. No extensions or amendments to the Agreement shall be binding on either party unless in writing and signed by both parties. 5. All terms and conditions contained in the Agreement as amended shall remain in full force and effect without modification except to the extent modified in this Amendment. 6. CONTRACTOR certifies that it possesses the legal authority to enter into this Amendment by way of a resolution, motion, or similar action that has been duly 94- 265 adopted or passed as an official act of the CONTRACTOR's governing body, authorizing the execution of the Amendment, including all understanding and assurances contained herein, and directing and authorizing the person identified as the official representative of the CONTRACTOR to act in connection with the Amendment. WITNESS WHEREOF, the parties hereto have caused this instrument to be executed by the respective officials thereunto duly authorized on the first date above written. ATTEST: MATTY HIRAI CITY CLERK ATTEST: CORPORATE SECRETARY WITNESS: CITY OF MIAMI, a municipal corporation of the State of Florida: CESAR H. ODIO CITY MANAGER CONTRACTOR: New Washington Heights Community Development Conference, Inc. PRESIDENT SEAL: APPROVED AS TO FORM AND CORRECTNESS: A. QUINN JONES, III CITY ATTORNEY -3- 14- 265 AMENDMENT NO. 4 CBO THIS AMENDMENT is entered into as of this day of 1994, amending the Agreement dated 30th day of August, 1993 between the City of Miami, a municipal corporation of the State of Florida ("CITY"), and Latin Quarter Association, Inc., a Florida not -for -profit corporation ("CONTRACTOR"). WHEREAS, the City Commission is desirous of continuing the neighborhood economic development program and funds are available from the Nineteenth (19th) Year Community Development Block Grant for such purpose; and WHEREAS, On July 8, 1993, the City Commission adopted Resolution No. 93-463, which approved the allocation of funds for the CONTRACTOR only for the period of July 1, 1993 through August 31, 1993; and WHEREAS, on September 7, 1993, the City Commission adopted Resolution No. 93-538, which approved the allocation of funds for the CONTRACTOR for the period of September 1, 1993 through September 30, 1993; and WHEREAS, on October 14, 1993, the City Commission adopted Resolution No. 93-656, which approved the allocation of funds for the CONTRACTOR for the period of October 1, 1993 through December 31, 1993, subject to the provision that no funds will be disbursed until all contractual and/or administrative requirements and City Commission directives have been complied with; and 94- 265 WHEREAS, on December 16, 1993, the City Commission adopted Resolution No. 93-787, which approved the allocation of funds for the CONTRACTOR for the period of January 1, 1994 through March 31, 1994, subject to the aforementioned provision; and WHEREAS, on April 14, 1994, the City Commission adopted Resolution No. 94- , which approved the allocation of funds for the CONTRACTOR for the period of April 1, 1994 through June 30, 1994, with the proviso that no further funding be provided to this CONTRACTOR; NOW, THEREFORE, it is agreed by the CITY and the CONTRACTOR: 1. The recitals set forth above are hereby incorporated herein as if fully set forth in this Section. 2. The Agreement is hereby amended as follows: TERM OF AGREEMENT: April 1, 1994 - June 30, 1994 AMOUNT: $12,807.00 3. The term of the Agreement will only be extended, and the amount of the fund allocation increased, by approval of the City Commission. 4. No extensions or amendments to the Agreement shall be binding on either party unless in writing and signed by both parties. 5. All terms and conditions contained in the Agreement as amended shall remain in full force and effect without modification except to the extent modified in this Amendment. 6. CONTRACTOR certifies that it possesses the legal authority to enter into this Amendment by way of a resolution, motion, or similar action that has been duly 94- 265 adopted or passed as an official act of the CONTRACTOR's governing body, authorizing the execution of the Amendment, including all understanding and assurances contained herein, and directing and authorizing the person identified as the official representative of the CONTRACTOR to act in connection with the Amendment. WITNESS WHEREOF, the parties hereto have caused this instrument to be executed by the respective officials thereunto duly authorized on the first date above written. ATTEST: MATTY HIRAI CITY CLERK ATTEST: CORPORATE SECRETARY WITNESS: CITY OF MIAMI, a municipal corporation of the State of Florida: CESAR H. ODIO CITY MANAGER CONTRACTOR: Latin Quarter Association, Inc. PRESIDENT SEAL: APPROVED AS TO FORM AND CORRECTNESS: A. QUINN JONES, III CITY ATTORNEY �= 265 0 .g CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM Honorable Mayor and Members To of the City Commission DATE APR :4 19 FILE Continued Funding from SUBJECT : Nineteenth (19th) Year Community Development Block Grant FROM : Ce s a i o REFERENCES : Discussion Item Cityeager April 14, 1994 ENCLOSURES: Pursuant to City Commission Directive at meeting of March 24, 1994, attached please find the financial information requested on both agencies that were not recommended for funding, Latin Quarter Association, Inc. and New Washington Heights Community Development Conference, Inc. NOTE: Both agencies have received additional funds from Metropolitan Dade County and have not yet submitted to the Department of Community Development the required updated disclosure sheet and staff salary schedule. In addition, please find copies of letters to both agencies resulting from our last monitoring visit of March 31, and April 4, 1994, respectively. /gj d Attachment 0'0 94 - 265 CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO Honorable Mayor and Members DATEAPR 6 FILE of the City Commission : : Continued Funding from suarECT: Nineteenth (19th) Year Community Development Block Grant FROM : C e Od i o REFERENCES : Discussion item Ci nager March 24, 1994 ENCLOSURES: Pursuant to Resolution No. 93-263, adopted by the City Commission at the meeting of April 15, 1993, $800,000 was allocated for the 1993-1994 fiscal year for economic development. Pursuant to Resolution No. 93-462, adopted by the City Commission at the meeting of July 8, 1993, the City Manager was authorized to enter into individual contracts with thirteen (13) neighborhood economic development organizations to provide services to their respective target areas from July 1, 1993 through August 31, 1993. Pursuant to Resolution No. 93-538. adopted by the City Commission at the meeting of September 7; 1993, the City Manager was authorized to extend the contracts, with the thirteen (13) agencies for the period of September 1, 1993 through September 30, 1993. Pursuant to Resolution No. 93-656, adopted by the City Commission at the meeting of October 14, 1993, the City Manager was authorized to extend the contracts with the thirteen (13) agencies for the period October 1 1993 through December 31, 1993. Pursuant to Resolution No. 93-787, adopted by the City Commission at the meeting of December 16. 1993, the City Manager was authorized to extend the contracts with ten (10) agencies for a three (3) month probationary period ending March 31, 1994. This transition period would allow the Community Based Organizations (CB Os) to fully and correctly implement TON YAIS recommendations, based on the training received and knowledge acquired. Not recommended for the aforementioned extension were the Haitian American Foundation, Inc, (HAFI; , Haitian Task Force, Inc. (HTF) and Park West Association (PWA). BACKGROUND During the week of December visit to review aspects Development Block Grant programs. 7 - 11; 1992, TONYA, Inc, of the Ci ty ;j ` Miami 's (CD BG) funded economic conducted a Community development ck#h4_ }65 '1\ Honorable Mayor and Mem. _rs of the City Commission Page Z The assessment confirmed the City's need for training and technical assistance in developing tools to judge economic development agencies performance, design reporting systems which would facilitate review of CBO activity, records and documentation, and methods to approve or refuse f u n d i n 9 based upon level of performance. Similarly, subrecipients needed assistance in increasing their overall capacity to more effectively participate as a CDBG subrecipient in the City's economic development effort. It was also noted that the U.S. Department of Housing and Urban Development (HUD) and the City had to resolve issues related to interpretations of eligible and ineligible activities, and the extent to which flexibility existed for the City to manage its CDBG Economic Development Program. Toward thes, objectives, TONYA developed and presented to HUD a proposal for comprehensive training and technical assistance effort for the City of Miami and its CDBG-funded subrecipients conducting economic development activities. The work -plan was approved by HUD, and launched with an opening training session in June of 1993. Over a period of six months an opening training session, two -group technical assistance sessions, and a series of individual CBO technical assistance sessions were conducted. The City was also provided assistance, both on -site and off. This training and technical assistance effort resulted in recommendations for revisions in: o CBO/Subrecipient Agreements to include performance milestones and incentives, o Systems for selection and documentation of eligible activities; o Procedures for ensuring National Objectives are met, and o Program forms to ensure ducumentation requirements are met. In addition, the Department of Community Development ;DCD) requested HUD to authorize additional technical assistance from TONYA to assist during the transitional period, and assistance in the development of an incentive program for those agencies which exceed its goals. 94- 265 Honorable Mayor and Members of the City Commission Page 3 During the weeks of November 22 and November 29, 1993, the DCD met individually with each agency and discussed previous monitoring findings, TONYA'S recommendations and National Objectives goals to be achieved/documented by February 28, 1994. Specifically, goals established were as follows: 1. Meet five (5) National Objectives. 2. Complete five (5) Commercial Facades. 3. Complete/achieve a combination of both. In order for the DCD to recommend contract continuance for the remainder of the current fiscal year and/or funding for the 1994-1995 fiscal period, the above objectives must have been met by established deadline of February 28, 1994.. Further each CBO must document its files with all the required supporting documentation, which enables the monitor to clearly and objectively denote that said activity has met a National Objective. Based on the discussions between TONYA, HUD and the DCD, and the attached status report for Economic Development Community Based Organizations, the DCD is making the following funding recommendations for the remainder of the 1993-1994 fiscal year (April 1, 1994 through June 30, 1994) with the stipulation that no funds be disbursed unless an agency is in full compliance with City and HUD's regulations, guidelines and requirements. NAME OF CBO 1. Allapattah Business Authority, Inc. 2. Coconut Grove Local Development Corporation, Inc, 3. Downtown Miami Partnership, Inc. 4. Edgewater Economic Development Corporation, Inc. 5. Greater Biscayne Boulevard Chamber of Commerce, Inc, RECOMMENDATION Extension of contract to June 30, 1994 months Extension of contract to June 30, 1994 months Extension of contract to June 30, 1994 months Extension of contract to June 30, 1994 months Extension of contract to June 30, 1994 months P4 - U5 5 Ho no rabl u Mayor and Members of the City Commission Page 4 NAME OF CBO REC0MMENDATI0N { 6. Latin Quarter Association, Inc. No extension of contract 7. Little Havana Development Extension of contract to Authority, Inc. June 30, 1994 months 8. Martin Luther King Economic Extension of contract to Development Corporation, Inc, June 30, 1994 months 9. Now Washington Heights Community No extension of contract Development Conference, Inc. 10. Small Business Opportunity Extension of contract to Center, Inc. June 30, 1994 94- 265 STATUS REPORT FISCAL YEAR 1993-94 FEBRUARY 28. 1994 LATIN QUARTER ASSOCIATION (LQA) PROJECTS COMPLETED PROJECTS NATIONAL OBJECTIVE ACHIEVED PENDING ACTIVITY Technical Assistance 4area benefits 4 Facade N/A N/A* CONTRACT COMPLIANCE: Agency has not met National Objectives Goal. Agency still shows major difficulties differentiating between eligible and ineligible activities. Agency still experiencing problems documenting activities understanding and meeting contractual requirements. Agency has incomplete files. I n s u f f i c i e n t supporting docum,entation to justify meeting HUD's National Objectives. Agency has raised $7,950 towards the $16,500 generated revenues requirement. No ne * The Commercial Facade Program is nat included :n the Scope of Services. RECOMMENDATION: No extension of contract. 94- 265 STATUS REPORT FISCAL YEAR 1993-94 FEBRUARY 28, 1994 NEW WASHINGTON HEIGHTS COMMUNITY DEVELOPMENT CONFERENCE (NWHCDC) PROJECTS COMPLETED PROJECTS NATIONAL OBJECTIVE ACHIEVED PENDING ACTIVITY Technical Assistance 0 0 Facade O 6 CONTRACT COMPLIANCE: Has not met National Objectives Goal. Agency has incomplete files. Inaccurate and late reports. OTHER PROJECTS: None RECOMMENDATION: No extension of contract. FRANK CASTANEDA Director March 28, 1994 °F Q' uuii ii°1 Or O,r,Co' FLOQ� CESAR H. ODIO City Manager Mr. Elio Rojas Executive Director Latin Quarter Association Incorporated 1532 S.W. Eighth Street Miami, Florida 33135 Dear Mr. Rojas: We are hereby reminding you that pursuant to City Commission Directive at the meeting of March 24, 1994, Latin Quarter Association Incorporated is to submit a full report on the agency's expenditures and activities for fiscal year - 1993-1994 (beginning July 1, 1993 to date). This information must be submitted to this Department no later than April 7, 1994 in order to be discussed at the City Commission meeting of April 14, 1994. Your prompt attention to this matter will be appreciated. Sincerely, Fra Cas'taneda, Director Department of Community Development FC/gjd 94- 265 it DEPARTMENT OF COMMUNITY DEVELOPMENI/300 Ilivayne Bl.d `1'a%, Suite 420,'Miami, FL 33131/(305. 579.2461 LATIN QUARTER ASSOCIATION, CORP, EXPENDITURE REPORT FISCAL YEAR 1993 a 1994 TOTAL PAGES INCLUDING COVER 6 PREPARED BY: MARILENA NOY DATE: APRIL 61 1994 94- 265 13 FULL EXPENDITURE REPORT FOR JULY1, 1993 TO MARCH 31, 1994 JULY 1993,0 ACTUAL YEAR TO DATE Exec. Director - Salary $ 11775.84 $ 11775.84 Adm. Assistant - Salary 1,353.44 1,353.44 FICA 239.38 239.38 Rent 300.00 300.00 Utility (F.P.L.) 45.00 45.00 Telephone 49.68 49.68 Office Supplies 34.87 34.87 Maintenance 20.72 20.72 TOTAL $ 31818.93 $ 31818.93 AUGUST 1993: Exec. Director - Salary $ 1,614.40 3,390.24 Adm. Assistant - Salary 1,230.40 2,583.84 FICA 217.62 457.62 Rent 300.00 600.00 Utility (F.P.L.) 0.00 45.00 Telephone 49.68 99.36 Office Supplies 0.00 34.87 Professional Services 75.00 75.00 Maintenance 34.64 55.36 TOTAL $ 3,521.74 $ 71340.67 SEPTEM13ER 1993: Exec. Director - Salary $ 1,614.40 $ 5f004.64 Adm. Assistant - Salary 1,230.40 31814.4.4 FICA 217.62 674.62 Rent 300.00 900.00 Utility (F.P.L.) 45.00 90.00 Telephone 49.43 148.79 Office Supplies 120.22 155.09 Professional Services 75.00 150.00 Maintenance 33.03 88.39 Printing & Binding 117.15 117.15 TOTAL $ 31802.25 $ 11,142.92 -1- 94-- 265 1 N, DECEMBER 1993• Exec. Director Salary $ 2,019.25 OCTOBER 1993: Exec. Director - Salary: Adm. Assistant - Salary FICA W. Comp. Telephone Office Supplies Professional Services Maintenance Printing & Binding TOTAL NOVEMBER 1993• Exec. Director - Salary Adm. Assistant - Salary FICA W. Camp., Rent Utility (F.P.L.) Telephone Office Supplies Professional Services Maintenance Printing & Binding .. L JUI TOTAL $ 2,018.00 1,538.09 272.05 816.00 51.64 31 .57 75.00 65.38 0.00 $ 5;291.20 $ 1,615.40 1,230.80 217.72 0.00 300.00 104.53 51.64 43.26 75.00 116.96 0.00 29.00 $ 3,764.31 -2- J 1.1 r1 �l "l fl c; c; 1-J v 7 i :J 4J r1 Fl p,.1 1 i N 1 I� n O 7 1 ocI C, $ 10,657.29 $ 7,022.64 5,352.33 946.67 816.00 200.43 186.66 225.00 153.77 117.15 $ 16,434.12 $ 8,638.04 6,583.13 1,164.39 816.00 1,500.00 318.00 252.07 229.92 300.00 270.73 117.15 29.00 $ 20,218.43 94-- 265 cr.Clt on_tin-ticct DECEMBER 1993: Exec. Director Salary Adm. Assistant - Salary FICA W. Comp. Rent Utility (F.P.L.) Telephone Office Supplies Professional Services Maintenance Printing & Binding Postage Property Insurance' TOTAL 3ANUARY 1994: Exec. Director - Salary Adm. Assistant - Salary FICA W. Comp. Rent Utility (F.P.L.) Telephone Office Supplies Professional Services Maintenance Printing & Binding Postage Property Insurance TOTAL $ 21019.25 1,538.45 272.18 0.00 300.00 0.00 51.64 35.31 75.00 0.00 0.00 0.00 172.12 $ 4,463.95 $ 1,615.40 1 , 230.76 217.75 55.00 300.00 0.00 51 .64 69.63 75.00 0.00 0.00 0.00 53.63 $ 3,668.81 IS10 $ 10,657.29 8, 121 .58 1,436.57 816.00 11800.00 318.00 303.71 265.23 375.00 270.73 117.15 29.00 172.12 $ 24,682.38 $ 12,272.69 9,352.34 1,654.32 871.00 21100.00 316.00 355.35 334.86 450.00 270.73 117.15 29.00 225.75 $ 28,351.19 94- 265 Ina coo a,3iavnO N11H1 L7_092h95nc li:ct 90-00-OART FEBRUARY 1994: Exec. Director - Salary $ 1,615.40 Adm. Assistant - Salary 11230.76 FICA 217.76 W. Comp. 0.00 Unemployment 107.70 Rent 300.00 Utility (F.P.L.) 61.82 Telephone 58.20 Office Supplies 70.24 Professional Services 75.00 Maintenance 0.00 Printing & Binding 0.00 Postage 0.00 Property Insurance 108.63 TOTAL 3,845.51 MARCH 1994: Exec. Director - Salary $ 21018.00 Adm. Assistant - Salary 1,476.48 FICA 274.98 W. Comp. 0.00 Unemployment 0.00 Rent 300.00 Utility (F.P.L.) 60.70 Telephone 58.20 Office Supplies 85.40 Professional Services 75.00 Maintenance 0.00 Printing & Binding 0.00 Postage 0.00 Property Insurance 108.63 TOTAL $ 4,457.39 $ 13,888.09 10,583.10 11872.08 871 .00 107.70 21400.00 379.82 413.55 405.10 525.00 270.73 117.15 29.00 334.38 $ 32,196.70 $ 15,906.09 12,059.58 2,147.06 871.00 107.70 21700.00 440.52 471.75 490.50 600.00 270.73 117.15 29.00 443.01 $ 36,654.09 -4- 10 94- 265 DESCRIPTION Exec, Director Adm. Assistant FICA W. Comp. Unemployment Rent Utility (F.P.L.) Telephone office Supplies Prof. Services Maintenance Printing & Binding Postage Prop. Insurance Audit TOTALS TEAR TO DATE EXPENDITURES BUDGET $ 21,000.00 16,000.00 2,830.50 871 .00 378.00 3,600.00 540.00 549.60 673.90 900.00 200.00 200.00 145.00 712.00 1,400.00 $ 50,000.00 ACTUAL $ 15,906.09 12,059.58 2,147.06 871 .00 107.70 2,700.00 440.52 471.75 490.50 600.00 270.73 117.15 29.00 443.01 0.00 $ 36,654.09 BALANCE $ Sr093.91 3,940.42 683.44 0.00 270.30 900.00 99.48 77.05 183.40 300.00 (70.73) 82.85 116.00 268.99 11400.00 $13,345.91 94- 265 CITY OF MIAMI DEPARTMENT OF COMMUNITY DEVELOPMENT LINE ITEM BUDGET SUMMARY FROM CONTRACTOR'S NAME: LATIN QUARTER ASSOCIATION, CORP. CONTRACT PERIOD: JULY 1 1993 TO JUNE 30 1994 CONTRACT AMOUNT: $ 50,Q00.00 CODE NO. PERSONNEL SERVICES 001 SALARIES 100 FICA TAXES 130 GROUP INSURANCE 150 WORKER'S COMPENSATION 160 UNEMPLOY. COMPENSATION OPERATING EXPENSES 270 280 510 520 533 540 610 620 640 670 680 690 700 760 840 PROFESSIONAL SERVICES ACCOUNTING & AUDITING COMMUNICATION -TELEPHONE COMMUNICATION_TELEGRAPH POSTAGE UTILITIES- F.P.L. RENT- EQUIPMENT RENT -SPACE PROPERTY LIABILITY INS. REPAIR & MAINTENANCE PRINTING & BINDING ADVERTISING OFFICE & OPERATING SUPPL. BOOKS, PUBLICATIONS,& MEMBERSHIP CAPITAL OUTLAY MACHINERY & EQUIPMENT TOTAL AMOUNT $ 37,000.00 2,830.50 871 .00 378.00 900.00 1,400.00 549.60 145.00 540.00 3,600.00 712.00 200.00 200.00 673.90 $SCE, 000.00 '4- 265 �/ CITY OF MIAW DEPAaIM M OF COMMUNITY DEVELOPMW pr = NARR TM BY LINE ITEM • AGENCY: t,a4 i n QUAXJWr ,&agoc a -ion FISCAL YEhm 93-94 FUNDING SOURCE: �r - n n - r. SALARIES *********** Executive Director 100% of time on project at $ 21,000.00 $ 21,000.00 = 403.85 weekly payments ADMINISTRATIVE ASSISTANT 100% of time on project at $ 16,000.00 $ 16000.00 = 307.69 weekly TOTAL SALARIES OPERATING EXPENSES ************ Social Security_ 7.65% of Salaries Workman's Compensation Total Salaries at the rate of .72 per hundred Assigned risk flat rate Expenses Contents Unemployment Compensation Salaries taxable per employee at the rate of 2 Employees $ 14,000.00 x 0.027= 378.00 (SUTA) X 0.008= 112.00 (FUTA)N/A Professional Services Eduardo Sanchez, C.P.A. $ 75.00 per month x 12 months $ 21,000.00 16r000.00 37,000.00 2,830.50 871 .00 376.00 900.00 �4_ 2SY/� ®1 i EY.IfiI13ZT Y.Y1, CITY OF MIAMI DEPARTIMENr OF COMMUNITY DEVELiOPMWr i Emm NAMMIVE By SINE ITEM i • AGENCY:Latinguarter Association FISCAL YEARS 93-94 FUNDING SOURCE: C . DD . B.....: G...�.o.. Accounting & Auditing R.E. Rodriguez, C.P.A. i 4 Communication ( Southern Bell) $ 45. 90 per month x 12 month Based on previous experience Postage Based on previous experience $ 12.09 per -month x 12 months Utilities (.F.P.L.) Based on previous experience $ 45.00 per month x 12 months Rent (SPACE) $ 300.00 per month x 12 months Property.. Liability & Bonding Estimate based on quote Re2air & Maintenance Typewriter, Copy Machine, Furniture, ETC. $ 16.67 per month x 12 months $ 1,400.00 549.60 145.00 540.00 3,600.00 712.00 200.00 94- 265 y ?C{ - 68 - CITY OF MIAMI. DEPARTM'ENr OF COMMUNITY DEVEUOPME' PM= NAMIVE .BY LINE ITEM • AGENCY: t.pt-i n nuarter Assooiation FISCAL, YEAR: 93_ge FUNDING SOURCE: Printing & Binding $ 200.00 Based on previous experience . Business Cards, letterhead, etc. 16.67 per month x 12 months Office & Operating Supplies 673.90 Based on previous experience 56.15 per month.x 12 months TOTAL BUDGET I $ -50, 000.00 94_ 265 �S w Ii Ya>. r.a^•i:.i:IY •. ••"a1 r:. t. �/Ylf i� �1i:.Yl•a. ..../a:�}: /r:l. Y!>. +.lfi> •:..J:f __��illl�_ A= - io EXHM= = C= 1r 2Sm NaMW Q' CDOCKM MVFIM"W T�L rr rs nm= Am sm rneci, ric,r:s` . PiRrCD •.Y� .. • . •naa• a , .:. Wx. ..�.!: I�MU ••.n:u:.4r1�:. ..,� �. �•�} • :. }U •�►:•a: ar.�. lay.. -.,;-. YY�. fit of 1,000.00 off to 14 I • . 11 11 1 111 11 �-��-_ .. 11 69 — IIA . 1 4.� .- - - t.�.•. _ _ .`.'. � - — .2Nt'„��'.a`.,.�..-. _ .Ir�^F'� _:� � "it� . i=r. .rR3Y4A�l.c�d Cr'i-'� .. .. .r .''a'✓'r.Y •:._ `. .-��ai�iZt�!'AYi.'.i A-y: Latin Quarter Association ' 1 a .t - •>W>1 . 1 A , 1�` YI?• I,a�; IJM wL. w.:�/1: 1 ;1/Yl�.� �. •A,. . • ��;L!` folio 111 11 1/". 111 _ • gym: �• ,• 1 1 1 1 '. -� _�® MMIEM — 69 — 1 i MIT AII CITY C' MEW DFMMMENT OF CaMMZT MVELOM `T 701L _alM&= W= AND RIM DTcrr n MM . AGEWY : Latin Quarter Association PMCD CWF3M: 1 1 93-6/30/§A 4YM'�al;:.rlt;. •)b I-N a .i.• Ic. -.-." UE •'- . v r_m mmm mm����� ==I���� 10 )0. - 69 - 1 • •��� _ - - �- -' - — -- - -- -- - w.1+➢ «a�'Y-�4i�4a;�F'.;;a:" .::v..t . `t�ai•'-fiyi�97�:.:�.;... 'S �'d' - -.air �- g cnT cr Pam COl4IM M-v LCPMERr DEPAR2IDC STAFF ILE caqnvmuK: Latin Quarter•Assocaition a— ;. mia; " W.- 'FM -=041TOIJ MAE N—SAF- 0 �.� a +7�� •�� 67 - a Or FRANK CASTANEDA Director +� „q'I mil FCO, F4� March 31, 1994 Mr. Elio Rojas Executive Director Latin Quarter Association, Inc. 1532 S.W. 8th Street Miami, Florida 33135 Dear Mr. Rojas: CESAR H. ODIO City Manager As part of the contract management process of the Department of Community Development (DCD), the required fiscal and programmatic contract monitoring review was conducted on March 30, 1994 by Hilda Rodriguez and Martin Laburu for the period from July, 1993 through March, 1994. The following contractual agreement between Latin Quarter Association, Inc. (LQA) and the City of Miami was reviewed and monitored for contractor compliance: 1993-1994 ECONOMIC DEVELOPMENT CONTRACT The attached report indicates concerns and presents conclusions as Compliance Issues. Compliance Issues address federal, state, and county regulations, law, policies, and procedures, your contract, and your organizational policies and procedures. Your written response need to address each concern, and all Compliance Issues are to be implemented in order to bring your organization into compliance with the particular reference. The continuation of funding to an organization is based largely on its ability to soundly manage its operations and on its compliance with contract requirements. Please ensure that I receive your indicated in the monitoring report. response by the date(s) 94- 265 3.1 DEPARTMENT OF COMMUNITY DEVELOPMENT/300 Biscayne Blvd. Way, Suite 420/Miami, FL 33131/(305) 579.2461 Mr. Elio Rojas March 31, 1994 Page 2 If there are any questions concerning this report, please call Pablo Perez -Cisneros, Assistant Director, Economic Development at 579- 2461. Si ncerely, Fran Ntarleda, Di rector Department of Community Development Enclosure cc: Mr. Florentino Perez, Board President Mr. Pablo Canton, NET Administrator 3? 94- 265 MONITORING REPORT The City of Miami's •,Department of Community Development has performed a fiscal and administrative monitoring review of the LQA. The purpose of the review was to determine if the procedures and documentation of the contractor ensured compliance with its contract, applicable rules, policies, and regulations, and generally accepted auditing standards. CONTRACTOR'S NAME: Latin Quarter Association, Inc. ADDRESS: 1532 S.W. Sth Street Miami, Florida 33135 COMMUNITY DEVELOPMENT Economic Development BLOCK GRANT (CDBG) ACTIVITY TITLE: FUNDING PERIOD: July 1, 1993 - June 30, 1994 FUNDING SOURCE: $50,000 PERIOD REVIEWED: July, 1993 to March, 1994 DATES OF VISIT: March 30, 1994 PERSONS INTERVIEWED: Elio Rojas, Executive Director Marinela Noy, Administrative Assistant MONITOR: Hilda Rodriguez, Business Developer Martin Laburu, Administrative Assistant METHODOLOGY: The monitoring was based on Administrative and Financial Services review of contractors, e approved contract, and Z4 M 570 Community Development Block Grant federal regulations. In addition to questions concerning .he functions and responsibilities of LQA's personnel, various records, e.g., personnel files, financial records procurement, were reviewed for compliance with applica�le rules and regulations and good business standards. 94- 265 33 OVERVIEW The LQA is a nonprofit corporation engaged in economic development activities. It receives funds for its operations through a contract with the City of Miami and fund-raising activities. The following are weaknesses and deficiencies of the fiscal and administrative controls and procedures to be addressed by LQA. 1. Items Disallowed by the City of Miami LQA has not adjusted its books to reflect items disallowed by the City of Miami since October, 1993. 2. EXAMPLE: February Reimbursements: LQA requested $3,962.21 City reimbursed 3,845.51 Agency needs to adjust its books promptly to account for any disallowed items. Voided Checks Checks #1536*and #1597 were voided according to notations but were not defaced. Checks #1581 and #1582 were still in checkbook but were noted as voided on the top of check. Neither was defaced, or noted as voided in the check stub. LQA needs to ensure that voided checks are noted as such, defaced and maintained. 3. Cancelled Checks LQA owes copies of cancelled checks dating back to the month of November, 1993. (See attachment). Pursuant to contract requirement, cancelled checks are to be submitted within sixty (60) days after reimbursement. Item six (6) on page 8 of the Manual for Community Development Block Grants Subrecipients states: Reimbursement: Reimbursements will be ma-,-'-- for expenditures incurred only duri ng the term o` .lie ag••oement. Contractors should submit reimbursement requests on a monthly basi s. Al l expendi tures r. st be supported by on gi na1 invoices) and a copy f the unnegotiated check (properly signed). Wi:11in sixty (60) days of submitting the reimbursem_nt request, copies of the canclled checks must b2 submitted to the City. Failure to submit cancell checks in a timely manner will result in 'the non -processing of future reimbursement packages. 3y 94- 265 Agency needs to immediately provide the DCD with copies of all outstanding cancelled checks. Please be advised that the DCD will reimbursement packages unti —Me- i n n4. not accept any further as c I eared T s 4. Payroll/Personnel Records 1. Payroll must be based on time and attendance. LQA needs to implement a daily sign in/out sheet. 2. There was another turn over for the administrative assistant position. LQA needs to officially inform the City of Mary Mel o's date of termination, as well as the hiring of Mari nel a Noy replacing Ms. Mel o. 3. There is no personnel file for Ms. Noy. Agency needs to open a personnel file for Ms. Noy who was hired March 24, 1994. 4. Cumulative leave records have not been updated since January 28, 1994. OMB Circular A-110, Attachment F, Standards for Financial Management items require the effective control and accountability for all funds for federally sponsored activities. Errors and/or failure in maintaining cumulative leave balances are internal control weaknesses which need to be addressed immediately. 5. Generated Revenues As of this writing, the Agency has reported raising $7,950 of the required $16,500. At the monitoring visit on March 28, 1994, Agency claims to have raised in excess of the required amount. LQA needs to provide the City with an updated Generated Revenue report. 6. Technical Assistance Agency still shows major difficulties differentiating between and accepting classification of eligiblP and ineligible activities. Agency still experiencing problems documenting activities and complying with the U.S. Department of Housing and Urban Development's (HUD's) guidelines and requirements. Agency still keeps insufficient supporting documentation to justify meeting HUD's National Objectives. 94- 265 Agency keeps incomplete files. EXAMPLE: - Of the five (5) successfully completed projects meeting National Objectives, none had fully completed files. - Blank required forms in some files (Calle 8 Photo) There are no files for some activities reported in monthly reports. 7. Compliance Action All issues stated in this report need to be resolved within thirty (30) calendar days of the date of this report. 3& 94- 265 11/29-12/31 AMOUNT CHECK NO. X NAME AMOUNT E.Rojas $342.96 M.Perez $263.16 E.Rojas $342.96 M.Perez $263.16 E.Rojas $342.96 M.Perez $263.16 M.Perez $263.15 E.Rojas $342.96 Rep.NatBk $159.84 RepNatBk $159.84 Rep NatBk $159.84 Rep NatBk $159.84 E.Sanchet $75.00 S.Bell $51.64 S.Bell $100.46 FPL $104.53 BadiasRest $300.00 IntCopierB $116.96 E.Rojas $41.80 CommServs. $21.03 M.Perez $132.75 Off.Depot $66.08 CJZ 1555 x E.Rojas $342.96 1556 x M.PErez $263.16 1552 x E.Rojas $347.96 1553 x M.PErez $263..16 1542 x E.Rojas $342i.96 1543 x M.PErez $2631.16 1537 x E.Rojas $342I'96 1538 x M.PErez $2631.16 1558 x E.Rojas $342'.96 1554 x M.PErez $263.16 1544 x RepNatBk $159.84 1541 x RepNatBk $159.84 1548 x RepNatBk $159.84 1547 x RepNatBk $159.84 10238 RepNatBk $159.84 1557 x RepNatBk $159.84 1545 x E.Sanchez $75.00 1551 x S.Bell $51.64 1549 x S.Bell $45.90 1539 x ElitePremin $172.12 1550 x TouchGlass $1,095.00 2818 x CrystalSprn $13.85 CommServsd.. $10.51 BadiaRest $300.00 1/3-1128 1/31-2/25 CHECK NO. X NAME AMOUNT CHECK NO. X NAME AMOUNT CHECK. NO. X 1578 x E.Rojas $342.96 1601 x E.Rojas $342.95 1626 1579 x M.PErez $263.16 1602 x M.PerezM $263.15 1627 1575 x E.Rojas $342.96 1598 x E.Rojas $342.95 1622 x 1576 x M.PErez $263.16 1599 x M.PerezM $263.15 1623 x 1572 x E.Rojas $342.96 1593 x E.Rojas $342.95. 1619 x 1573 x M.PErez $263.16 1594 x M.PerezM 4263.15 1620 x 1564 x E.Rojas $342.96 1590 x E.(zojas $342.95 1612 x 1565 x M.PErez $263.16 1591 x M.PerezM $263.15 1613 x 1559 x RepNatBank $159.87 1595 x RepNatBank $112.00 1607 x 1560 x RepNatBank $159.87 1592 x E.Sanchez $75.00 1616 x 1577 x RepNatBank '$159.87 1600 x S.Bell $41.42 10256 1580 x RepNatBank $159.87 1603 S.Bell $58.00 1617 x 1566 x. AllF1Premi $108.63 1596 x FPL $61.82 1625 1561 x E.San.chez $75.00 1588 x BadiasRest $300.00 1615 x 1558 S,Ocll $51.64 1589 x AIIF111rem. $108.63 1618 x 1574 S,Bell $48.22 10254 RepNatBank $159.88 1614 1563 x BadiasRest $300.00 1587 x RepNatBank $159.88 1621 1567 x CrystalSpr $25.85 1585 x RepNatBank $159.88 1624 10245 x ATouchGlas$1,095.00 1584 x RepNatBank $159.88 1628 1568 CommServss $10.51 1583 x CommServs $10.51 1608 x 1569 x IntCopier $22.32 1586 x CrystalSpr $25.85 1611'. x 1570 x TouchGlass $10.95 1609 x 1571 x Int.Copier $22.93 1610 x 1562 x Unemploym. $83.08 1606 x IRS $24.62 1605 x IRS $4.71 1604 x of �fitamd FRANK CASTANEDA Director April 5, 1994 Mr. Elio Rojas, Executive Director Latin Quarter Association, Inc. 1532 S.W. 8 Street Miami, Florida 33135 Dear Mr. Rojas: CESAR H. ODIO City Manager As of this writing, your agency has not submitted to the Department of Community Development an updated disclosure sheet and staff salary schedule reflecting the additional funds received from Metropolitan Dade County. Please refer back to Page 28, Item L, of the City of Miami Policies and Procedures Manual for Community Development Block Grant Subrecipients, which states: L. DISCLOSURE OF FUNDS The Contractor shall disclose in the total project budget all of its funding sources (public and private), and the amount of funds received whether they be real or in -kind at the commencement of the Contract period. Any changes in the amount of funds received during the term of Agreement, shall be reported to the DCD or the DDHC within (30) days of such change. Please comply with the aforementioned contractual requirement immediately. Should you have any questions, please do not hesitate to call Pablo Perez -Cisneros, Assistant Director, at 579-2461. Sincerely, / Frank b"- StaL a, Director Department of Community Development 94- 265 39 DEPARTMENT OF COMMUNITY DEVELOPMENT/300 Biscayne Bivd, Way, Suiee 420/Miami. FL 33131/I3051 579-2461 1 of * �Htantt °f FRANK CASTANEDA Director urur um u n Qc Cp�FtiO March 28, 1994 Ms. Jackie Bell Executive Director New Washington Heights Community Development Conference, Inc. 1600 N.W. Third Avenue Miami, Florida 33127 Dear Ms. Bell: CESAR H. ODIO City Manager We are hereby reminding you that pursuant to City Commission Di recti ve at the meeti ng of March 24, 1994, New Washington Heights Community Development Conference, Inc. is to submit a full report on the agency's expenditures and activities for fiscal year 1993-1994 (beginning July 1, 1993 to date). This information must be submitted to this Department no later than April 7, 1994 in order to be discussed at the City Commission meeting of April 14, 1994. Your prompt attention to this matter will be appreciated. Si ncerely, ,r Fr as an da, Director Department of Community Development FC/gjd �'4- 265 DEPARTMENT 01: CY)MMIINITY DFVF1 OPMFNT/1M 13-.1%f— = -4 %. av c 4?0IN4, —•, n 111 41 , Inco 574-)nr.1 `- ,"N 42e Contractor's Name: Contract Period: Contract .Amount: ode No. CITY OF MLAMI DEPART OF COMMUNITY DEVELOPMENT NEW WASHINGTON HEIGHTS COMMUNITY DEVELOPMENT CONFERENCE, INC. July 1. 1993 - June 30, 1994 150.000.00 Personnel Services 001 Salaries m. Wages $36,657 100 FICA Taxes 2,805 130 Group Insurance 2,380 150 Worker's Compensation 600 160 Unemployment Compensation 25 Qperatinv Expenses 270 Professional Services -0- 280 Accounting and Auditing 2,472 420 Travel & per Diem --Oder -0- 510 Communication Services --Telephone 1.750 520 Cozmmnication Services --Telegraph -0- 533 Postage 57 540 Utility Services--Eletricity -0- 610 Rent--EgLUpment -0- 6.20 Rent -Space -0- 640 Property Liability Insurance/Bonding 537 670 Repair & Maintenance Services 200 680 Printing and Binding 132 690 Advertising 100 700 Office & Aerating Supplies 400 760 Books, Pj.]Aications & Memberships -0- Capital altlav 840 Ma.chine�7- & Equipment -- New 1,885 TOTAL $50,000 b _ 94— 265 - �3 66 - 4y • i 1JLa1%t7J.,1. Ma CITY OF MLAMI DEPATU14ENT OF COMMUNITY DEVELOPIM BtJ =- NARRATIVE BY LINE ITEM - AGENCY: �UIashi �Nei�ts Comm�ity FISCAL YEAR: 1993-94 DeveLopment Cflrr£erence, Inc, FUNDING SOURCE: rbeveLocment ITEM SAL AR i ES ( semi-mont-K y @ 3 staff persons) _ JACKIE M1-, Executive Director $ 16,328.08 KEV+TN FOSTER, Business C,00rdLnator 11, 000.00 MARY 94ai-ING. AdnLnistrative Assistant/ 9,328.08 , Housing Analyst Specialist FRINGE SITS •. FICA @ 7.65% 2,805:00 GROLP IAVqCE 2,380.00 VX)RKER'S COMPENSATION 600.00 UNEMPLOYMENT CCAfE EAT ION 25.00 OPERAT 1 NG EXPENSE PROFESSIONAL SERVICES ACCOTING AND ALDITINC N 2,472.00 TRAVEL & PER DIEM -OTHER 0- CCMV.NICATION SERVICES - TELEFi-DE 1,750.00 COM L.N I CATION SERVICES - TELEC M r 57.00 POSTAGE UTILITY SERVICES RENT-EqJ I FIVE-NT . RENT - SPACE PROPERTY L I AB 1 L I TY INSURANCE/BOND I NG REPAIR B MAINTENANCE SERV I CISS 5 3.00 PRINTING -AND BINDING 200.00 132.00 ADVERT I S I NG 100.00 OFF I CE & O�AT I NG SIRPL.I ES _ PF3 400.00 BOOKS, . PUEL I CAT I CNS & NE VU R.SH I PS CAP 1 TAL OUTLAY , MACHINERY & EQQ I RAB 4 T--NE V- : x - - 1,885.00 TOTAL $50_000.00 �t 04- 265 EXHIBIT XXt CITY OF MIAMI CCkMJD M DEVELOPMENT DEPATMENT STAFF SALAMES SCHI= CQNIRACTOR: New Washington Heights Community Development Conference, Inc. FISCAL YEAR: 1993-94 1 Position Employee Social Date Date Annual GrossEmployee .- of Total av -Peri-s-i- Percent of Salary. .-. a. u, � • • • u � �_ • : 11 ®©�ii� � : 1 i -yr.��r. - 67 - NOTE: **THIS ANNUAL INCLUDES FUNDS THAT HAVE NOT YET BEEN APPROVED. APPROVAL WILL BE MADE BY SEPTEMiBER. a N EXHIBIT XXII CITY OF MIAMI DEPAFaMD ' OF CUlM(JNITY DEVELOPMENT TM.AL CONTRACTOR BU= AM SUt S DT5�2DMJ F AGEWYs NEW WASHINGTON HEIGHTS COMMUNITY ISEMPMENT COWERENCE, INC. PERIOD cOvERm: July 1, 1992 June 30, t994 hN You � a, M: 1 •:� •.DIY: � �►, �•,�ry r,�, A i►D YY i •�1,�• , 1►1� �• • ' Y� .. : 1 • al/� � •rip•/ •/Y.t : . • •111 • • Executive Director _. . : 1 : 1 i 'Social Sec4x-i—t-Y nee/Dental- :1 . _ Compensation _-� . 1 1 of _-_HRIIIIIt__1�:T1T11M Pro-fessional Services L-TqT-7T-W oil AI•__f�:i1T111 r"M . ■ 11 _-_ 111 _M-nmi� r Diem Secretary I CTt e - 69 - 12,000 **PENDING APPROVAL -�-- --0 12,000.00 CITY OF M7AMI DEPAFMENr OF COMMLWITY DEVELOPHM AMCY; NPW Tin-Q'hinatnn AniQhtg CDC Fly - 69 - CiE PERIOD COVERED: 1993-94 **PENDING APPROVAL iSD CT! EXHIBIT XXII , CITY OF MIAMI DEPAiL'IIgR•iI' OF C:QHIIr MTY DEVELOPME IP Tr-MAL CONTRA= M= AM FUNDS DISCLOSURE , AGEMY: New Wanbingi•nn IRpights CDC PLOD COVERED; 1993-94 1►N y�+r q yC. • i •:►ly► = t tti •,►r.• �� i�:_. �'ti Y 1►U •LM.1� F � 1►P �� �'z• � • . • 2lh! ! • W12(u _ _ bor • . • Architectural — [Outside :: 1 11 ftifITa ;General Auto !jab:L1jtv mmm, Outside Agency -Other ps - 69 - **PENDING APPROVAL FRANK CASTANEDA Director April 6, 1994 �git a txf '� Y xYC ► �%,i op Glot t Mit `Mc 'Of CO. F his. Jackie Bell , Executive Director New Washington Heights Community Development Conference, Inc. 1600 N.W. Third Avenue Miami, Florida 33127 Dear Ms. Bell: CESAR H. ODIO City Manager As part of the contract management process of the Department of Community Development (DCD), the required fiscal and programmatic contract monitoring review was conducted on April 5, 1994 by Hilda Rodriguez and Martin Laburu for the period from July, 1993 through March, 1994. The following contractual agreement between New Washington Heights Community Development Conference, Inc. and the City of Miami was reviewed and monitored for contractor compliance: 1993-1994 ECONOMIC DEVELOPMENT CONTRACT The attached report indicates concerns and presents conclusions as Compliance Issues. Compliance Issues address federal, state, and county regulations, law, policies, and procedures, your contract, and your organizational policies and procedures. Your written response need to address each concern, and all Compliance Issues are to be implemented in order to bring your organization into compliance with the particular reference. The continuation of funding to an organization is based largely on its ability to soundly manage its operations and on its compliance with contract requirements. Please ensure that I receive your indicated in the monitoring report. response by the date(s) 34- 265 S-1 DEPARTMENT OF COMMUNITY DEVELOPMENT/300 Biscayne Blvd. Way, Suite 420/Miami, FL 33131/(305) 579-2461 OVERVIEW NWHCDC is a nonprofit corporation engaged in economic development activities. It receives funds for its operations through a contract with the City of Miami and Metropolitan Dade County. The following are weaknesses and deficiencies of the fiscal and administrative controls and procedures to be addressed by NWHCDC. 1. Cancelled Checks NWHCDC owes copies of cancelled checks dating back to the month of October, 1993. (See attachment). Pursuant to contract requirement, cancelled checks are to be submitted within sixty (60) days after reimbursement. Item s ix (6)- on page 8 of the Manual for Community Development Block Grants Subrecipients states: Reimbursement: Reimbursements will be made for expenditures incurred only during the term of the agreement. Contractors should- submit reimbursement requests on a monthly basis. All expenditures must be supported by original invoices) and a copy of the unnegotiated check (properly signed). Within sixty (60) days of submitting the reimbursement request, copies of the cancelled checks must be submitted to the City. Failure to submit cancelled checks in a timely manner will result in the non -processing of future reimbursement packages. Agency needs to immediately provide the DCD with copies of all outstanding cancelled checks. Please be advised that the DCD will not accept any further reimbursement packages until the NWHCDC has cleared this finding. Z. Programmatic Compliance Monthly reports due at DCD on the fifth (5th) of each month have been submitted late systemically since November. November, December, January reports submitted February 16, 1994. February and March, reports have nL)t been received as of this writing. Reports are inaccurate and improperly prepared. Incomplete documentation in files. c�" 94— 265 3. Commercial Facade Agency has no completed Commercial Facade projects for fical year 1993-1994. Agency has eight (8) letters of interest, dated February 4, through March 31, 1994 in the office.They have not yet been submitted to the DCD. Agency claims letters of interest have not been submitted to the DCD for review and approval or denial, awaiting response to request of thirty percent (30%) waiver. 4. Technical Assistance Agency has no Successfully Completed projects for fiscal year 1993-1994. Agency has no other documented technical assistance activity pending. Agency is mainly working on Commercial Facade projects. Agency still experiencing problems documenting activities and complying with the U.S. Department of Housing and Urban Development's (HUD's) guidelines and requirements. Agency still keeps insufficient supporting documentation to justify meeting HUD's National Objectives. 5. Compliance Action Al issues stated in this report need to be resolved within thirty (30) calendar days of the date of this report. 94- 265.53 Ms. Jackie Bell April 6, 1994 Page 2 If there are any questions concerning this report, please call Pablo Perez -Cisneros, Assistant Director, Economic Development at 579- 2461. Sincerely, Fran Cas aneda," Director Department of Community Development Enclosure cc: Father Richard Barry, Board President Miranda Y. Albury, NET Administrator �!) 1 94265 MONITORING REPORT The City of Miami's Department of Community Development (DCD) has performed a fiscal and administrative monitoring review of the NWHCDC. The purpose of the review was to determine if the procedures and documentation of the contractor ensured compliance with its contract, applicable rules, policies, and regulations, and generally accepted auditing standards. CONTRACTOR'S NAME: New Washington Heights Community Development Conference, Inc. ADDRESS: 1600 N.W. Third Avenue Miami, Florida 33127 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) ACTIVITY TITLE: Economic Development FUNDING PERIOD: July 1, 1993 - June 30, 1994 FUNDING AMOUNT: $50,000 PERIOD REVIEWED: July, 1993 to March, 1994 DATES OF VISIT: April 5, 1994 PERSONS INTERVIEWED: Jackie Bell, Executive Director Mary Snelling, Administrative Assistant MONITOR: Hilda Rodriguez, Business Developer Martin Laburu, Administrative Assistant METHODOLOGY: The monitoring was based on Administrative and Financial Services review of Contractors, the approved contract, and 24 CFR 570 Community Development B1 ock Grant federal regulations. In addition to questions concerning the functions and responsibilities of NWHCDC's personnel, various records, e.g., personnel files, financial records procurement, were reviewed For compliance with applicable rules and regulations and good business standards. 55 94- 265 10/18-11/15 11/16-12/31 1/3-1/31 Name Amount Check No. X Name Amount Check No. X Name Amount Check No. X NationsBank $207.54 1870 x Nations Bk $207.54 1885 NationsBK $207.54 1900 J.Bell $584.29 1869 x M.Snelling $358.94 1883 x M.Sneling $358.94 1898 M.Snelling $358.94 1871 x J.Bell $584.29 1884 J.Bell $584.29 1899 NationsBank $207.54 1864 x NationsBk $207.54 1882 NationsBK $207.54 1897 J.Bell $584.29 1863 x J.Bell $584.29 1881 x M.Sneling $358.94 1895 M.Snelling $358.94 1865 x M.Snelling $358.94 1880 x J.Bell $584.29 1896. Grau&Co. $100.00 1868 Nations8k $207.54 1874 x XeroxCorp $137.02 1889 XeroxCorp. $200.14 1879 J.Bell $584.29 1872 x XeroxCorp $200.14 1888 XeroxCorp. $114.02 1878 M.Snelling $358.94 1873 x XeroxCorp $120.85 1893 XeroxCorp. $18.52 1877 x A&C Statop $40.33 1891 AT&T $139.28 1875 Grau&Co. $100.00 1887 Grau&Co. $100.00 1886 IBM $13.01 1890 AT&T $69.64 1892 S.Bell $146.64 1894 94- 265 �„ �4�b (i `�M �7�J! �.VI II IVIY! 1 1 LGVGI.�JrlltlYi _ .'V.1 JIJ-. J.at ear (* WaA1n9toncAiy&A* I2oMManl1y 125&vEt0#Mznt dolt fe7zaae o f flat of &onomic b,va6#mast A NON • •AOnT 01MAMMATION J sie4 %A&% cRL-Led .4 Smty TWASUUW '?tsar A00 6" Z:,,. . ax April 6, 1994 n`cE►uEo A? n T 1994 CO NZ INITYY I Mr. Frank Castenada, Director Department of Community Development CILOX: 9DIaJ city of Miami. 300 Biscayne Boulevard Way Suite 420 Miami., Florida 33131 Dear Mr. Castenada: 1uR%{�'i9 On behalf of the Board of Directors, and Staff of New Washington Heights CDC, we would like a to say "thank you" for you continued support. Zius t�onunwuty We recruited eight (8) businesses in the Overtown area, which we, are requesting you/your department approval in wavering the thirty percent (30%) cost to the businesses. This will allow New Washington Heights CDC to aahicvo it's accomp]iahments along with the City of Miami, Department of Community Development providing technical assistance as needed. On April 5, 1994, New Washington Heights CDC was scheduled for a monitoring visit. We hope from your visit, you was able to find an increase in alientelc. Therefore, we are seeking your support at the next Commission meeting, to reoommend the organization for probation. This will enable us to exceed our goal in completion. Respectfully submit6ed, Ja ie Bell, Ex eutive Director JB:mas 94- 265 dz=-Z / Due-ttown anfzz 57 iAAA�N„�1�1„pzt4%d.—,4vPnus •,;:/M!aM4 9roaida 33r36 "(3a5) .173-6,217 WJ N 1 , J— 1.d.0 - — , \,Wl 11 1-1 I • 1 I V V _r 1 1­ I I I-_ J 1 r/�Jivr NEW WASHINOTON HEIOHTO COMMUNITY DEVELOPMENT CONFERENCE OFFICE OF ECONOMIC DEVELOPMENT A NON-PROFIT ORGANIZATION April 6, 1994 Honorable Mayor and City commissioners City of Miami 3500 Pan American Drive Miami, Florida 33131 Dear Honorable Mayor and Commiasioners: On March 18, 1994, you recommended that New Washington Heights Community Development Conference, Inc. (NWHCDC), submit to you a list, of Our performance for the past nine (9) months. We stated to you and to the City that there were problems. The activities provided to the City of Miami, Department of Community Development; is as follows: BUSS TYPE OF ASSISTANCE 1. Bradley Grocery Assisted with Bid process.; 1433 Northwest 3rd Avenue Loan Package Miami, Florida 33136 Facade& Treatment program Income Taxer for the years of 1989 thru 1991.. 2. Just Right Barber/ Facade Treatment Program Video Arcade Loan Application 1133 Northwest.3rd Avenue 1135 NorLhwesb 3rd Avenue Miami, Florida 33136 3. Paramore Twin Fainting Application for Business 1075 Northwest 59th Street License. Miami, Florida 33127 Permits 4. G. M. Supreme Security Bid Package for Metro 822 Northeast 125th Street Rail/Mover Miami, Florida 33161 Loan Application Assisted in registering as a Minority Business in both Dade and Braward counties. 5. IBO Market 1034 Northwest 2nd Avenue Miami, Florida 33136 6. Helen's Beauty Shop 1030 Northwest 2nd Avenue Miami, Florida 33136 Contact N.E.T. with the City of Miami Police in regards to the constant harassment of customers. Obtaining a long-term lease. 94-- 265 UN/ U f � 74 V17 • .`JO 1.U1 I1 IUI Y 4 1 1 LCVGLIJI' 1 ICI V I jLj j .J 1 .IJl JG 7. Willy's Grncery Store f:nmplRting a ln�nn package 1022 Northwest 2nd Avenue Equipment lease/purchasing Miami, Florida 33136 Obtaining permits and having the business up -graded. 8. Jackson Seafood Loan application for 1163 Northwest 3rd Miami Capital Avenue Miami, Florida 33136 These are a few of the activities we have carried out for the past nine (9) months. We understand that during this procesa, the activities were great even though it may not appear as though they were. In the praceas we attempted to reidah our goals and objectives of the organization as we have for the past few years. We realize that the accomplishments were not great, but the work was done and it was done in the highest regard. In this process we attempted to put together a pilot project that would identify one building on Northwest 2nd Avenue or the paint up and fix up. We're now saying to you that the office and staff at Community Development are working very closely and we are requesting a wavier of the 30% for the Facade Treatment Program of the eight (8) businesses that are located throughout the Overtown area. We are requesting from,you that the funds of NWHCDC not be suspended but that the City staff and New Washington Heights will work closely to accomplish the goals and get the eight (8) businesses that we have recommended to .you for the Facade Program to be accomplished sometime before the end of June., The process have already begun ind have spoken with Gregory Gay from the City's planning and on 4/6/1994, we will begin to put together the lay -out for each business and put it for bid and •tun week following that we will begin the Paint -up, -Fix -up. I'd like to thank you for your cooperation and look forward to working With you at OCD. Respectfully, 06--e- 0Bell, xecutive Director JB:cc 94- 265