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Home My WebLink AboutR-84-0123..;-84-81 1/26/84 FLORIDA: RESOLUTION NO. NIr-10203 A RESOLUTION SUPPORTING THE POLICY THAT REQUESTS FOR FINANCIAL SUPPORT, IN-KI140 CITY SERVICES AND/OR FACILITY FEE WAIVERS WHICH ARE NOT SPECIFICALLY INCLUDED IN THE ANNUAL CITY BUDGET ARE TO BE ADMINISTRATIVELY REVIEWED, EVALUATED A14D MONITORED IN ACCORDANCE WITH THE HEREIN ATTACHED STANDARDS A14D CRITERIA. BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, Section 1. The policy that requests for financial support, in -kind city services and/or facility fee waivers which are not specifically included in the annual City budget are to be administratively reviewed, evaluated and monitored in accordance with the herein attached standards and criteria is hereby supported. PASSED AND ADOPTED this 26h day Of January , 1984. MAURICE A. FERRE, MAYOR ATTEST: RAL H G. ONGIE, CITY CL PREPARED AND APPROVED BY: k/ "') ,ala','4 C`` "1_/ 16 ! . ROBERT F. CLARK, DEPUTY CITY ATTORNEY APPROVED AS TO FORM AND CORRECTNESS; J SE GARCIA-PEDROSA, CITY ATTORNEY CITY COMMISSION MEE`1'II%1C� OF JAN 26 1*4 1014 lia. 84-123 REMARKS. POI,Ii:;Y NUMBER DATE: ISSUED BY: - — — --% 1 IGNATURE 4 1@9 ur�t°�Gu�j L ADMINISTRATIVE POLICY SUBJECT: SPECIAL FUNDING REQUESTS REVISED SECTION REVISIONS PURPOSE: To establish procedures and clarify respon3ibilities concerning the administrative review, evaluation, and monitoring of special requests made to the City Commission by community groups, civic or professional organizations, or sponsors of a specific program or festival. This shall include requests for financial support, in -kind City services and/or facility fee waivers which are not specifically included in the annual City budget. THE POLICY SHALL BE AS FOLLOWS; EFFECTIVE THIS DATE: 1. Only organizations that are legally chartered in the State of Florida as not for profit corporations, having tax exempt status will be given administrative consideration for special funding requests. DATE OF REVISICIv 2. All organizations requesting support from the City of Miami must complete and sign the form attached hereto (Attachment A) and submit it along with copies of the organization's State charter, tax exempt status and other required supporting documents to the Department of Community Development. 3. The Department of Community Development, unless otherwise indicated, will be responsible for the coordination of all special funding requests and for ensuring that the appropriate City Department(s), agencies and/or committee(s) review and comment on the request. The reviewing Department(s) shall consider the following criteria when evaluating the special funding request: 84-123 u AnMIN1ATRATIVF POLICY PAGE 2 OF I POLICY NO: What is the purpose of the request and how will City funds be used? Is the activity an appropriate City activity? Are City funds needed for the activity? What are the potential benefits to the City? Has funding been provided in the past and if so, how well was the activity or objective accomplished? Does the organization have the capability to accomplish the activity or objective? Are there adequate accounting financial controls? Is the organization chartered in the State of Florida as not for profit; does the organization have tax exempt status? What is the potential source of funds? be provided by Management and Budget) 4. The reviewing Department will be responsible for evaluating the request and all supporting data and preparing a written recommendation along with the necessary agenda material and legislation. If a favorable recommendation is made, the reviewing Department will also prepare a contract or agreement (to be reviewed and approved by the Law Department) to accompany the agenda material, which contract or agreement documents shall include at a minimum: a) A description of services to be provided. b) Financial data. c) Insurance and bonding requirements. (Minimum requirements/standards to be provided by Risk Management). d) A statement agreeing to an accounting and audit of City funds. 84-123 cc>> ADMINISTRATIVE POLICY PAGE 3OF 5�,_ POLICY NO: e) A statement indicating that the grantee under- stands and asserts that the funds will be "spent in accordance with the terms, conditions and commitments as approved and authorized by the City Commission; said statement to be as follows: "By. acceptance of this check I hereby certify that: a) All funds will be made in accordance with the proposal approved ,by the City Commission. b) City funds will not be co -mingled with any other funds and that separate accounting records will be maintained. c) The expenditures of City funds will be properly documented and such documentation will be maintained. d) Periodic progress reports as requested by the City will be provided. e) I will be personally liable for any City funds expended that were not consistent with the program approved by the City Commission or any funds expended not in accordance with proper accounting standards as determined by competent auditing authority." This information will be submitted to the Department of Community Development for review and then forwarded to the City Manager for approval. Once approved by t he City Manager, the item will be scheduled on the next City Commission agenda. 5. Once funding has been approved, the Department of Community Development will ensure that all conditions outlined by the City Commission and/or the City Manager have been met and that the approved agreement has been executed prior to initiating any payments. 84-123 ADMINISTRATIVE POLICY I A PAGE .,. 4 ,_ OF -5, POLICY NO: i 6. If a fee waiver is approved, the Department of Community Development will ensure that a check or credit is issued to the appropriate agency/department. It is the responsibility of the facility management to ensure that insurance requirements have been met and that the _ appropriate lease or rental agreements have been executed. Copies of same shall be forwarded to the Department of'Community Development. If it is determined that the City will pay all or some of the bills directly (in -kind services), an internal control process will be utilized to insure that only proper expenditures are pbid and that expenditures do not exceed the amount approved by the City Commission. This will be handled by the Department of Community Development. All City costs (in -kind services) will be paid prior to reimbursements being made for other costs. 7) The Department of Community Development will be responsible for the fiscal monitoring of the program or event; the reviewing Department will be responsible for program monitoring. A report evaluating the event or program and contract compliance must be prepared by the reviewing Department and submitted to the Department of Community Development prior to the final payment being made to the grantee. All payments will be made on a reimbursement basis. However, if necessary, an organization may receive a small advance of the total grant to cover immediate operating expenses and allow a moderate cash flow. Advances must be requested in writing to the Department of Community Development and must show cause for the need of the advance and include justification and documentation. 8) The Office of Internal Audit will be responsible for auditing all projects receiving $15,000 or more. Randomly selected detailed audits will be performed on those grants under $15,000. Organizations receiving $25,000 or more will be required to submit to the Department of Community Development an independent audit to include an opinion on the financial statements and accounts of funds within thirty (30) days after the termination of the agreement or receipt of funds, whichever is applicable. S4-123 - 0it. 2 6 6 t ADMINISTRATIVE POLICY PAGE 5 OF �5 I POLICY NO: 9) The Department of Community Development will maintain all necessary documentation and records relating -to the event or activity and ensure that the Finance Department receives signed copies of the reimbursement request(s), check(s), legislation approving the request, and the application form. • The Department of Community Development will also be responsible for the distribution of the executed agreement. 84-123 P tt I•aawl, -.I :° I � t tt•,I i It ,i 1 I. 1 llr !' � 1 � t,l h1i •1^ii ••Hutt i _ i •tt I i I•t11 271 c•I I1:71 11. 1r,111r I t, 1 11111 1. , )•i ,lilt.• Or a - i -1 att••� f i tt l• i tt•1 t i l \ ^.n1 t' i . r : 1 :ll:t 1 1 bc. tll: l ,11 1.1`tt 1.1v t,IIe ! t :nnt i i ••tt ml I c - . i ! r "it1tl'r'\' I .tll'i t \' ;111`la l t i <`t1 t.�l 111 i i •tt- -c.i t: i 1 It I iin t i I c M111:1!. r-1 . • i tt• c \ •ttt ,•1 �. 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