HomeMy WebLinkAboutResolutionCity of Miami
Legislation
Resolution
City Hall
3500 Pan American
Drive
Miami, FL 33133
www.miamigov.com
File Number: 10-00422 Final Action Date:
A RESOLUTION OF THE MIAMI CITY COMMISSION AUTHORIZING THE
DEPARTMENT OF FIRE -RESCUES REQUEST OF THE USE OF GRANT FUNDING
TO INCREASE ITS TABLE OF ORGANIZATION BY SIX (6) CIVILIAN POSITIONS,
IN ORDER TO ADEQUATELY ADDRESS THE PROGRAMMATIC AND FINANCIAL
MANAGEMENT ACTIVITIES OF GRANTS THAT THE CITY OF MIAMI HAS BEEN
AWARDED, AS STATED HEREIN; TERMINATING SAID POSITIONS ONCE THE
GRANT FUNDING CEASES.
WHEREAS, the City of Miami's ("City's") financial needs have increased, while the revenue
stream has been severely challenged; and
WHEREAS, this financial crisis has accentuated the need to properly administer and protect all
Special Revenue funding sources; and
WHEREAS, over the past ten (10) years there have been numerous Federal Emergency
Management Agency ("FEMA") and Urban Area Security Initiative ("UASI") grants that have been
awarded to the City, which have added to the work load of applying for, managing and complying with
numerous audit requirements; and
WHEREAS, just within the past twelve (12) months, the City has dealt with Financial Audits from
the Florida Office of the Inspector General, the City's External Auditor (mandatory annual single audit)
and the City's Internal Auditor; and
WHEREAS, within the same twelve (12) month period, the City has also dealt with two (2)
Programmatic Audits (one (1) from the State and one (1) from the Federal Government); and
WHEREAS, due to the enormous workload and backlog, the City has requested multiple
extensions for various grant awards (for example, the 2005 UASI grant has resulted in five (5)
extension requests and is still pending completion); and
WHEREAS, the Department of Fire -Rescue is requesting to utilize grant funding that the City has
been awarded to increase its Table of Organization by six (6) Civilian positions in order to adequately
address the programmatic and financial management activities of the grant awards; and
WHEREAS, the City has received eight (8) UASI Grants, totaling the amount of $108,998,353,
and three (3) positions are being requested in order to complete the necessary work, as stated below:
Position 1) the Program Manager position will develop the annual Investment Justifications,
update the Regional Strategy, develop the Regional Budgets, maintain the Budget Workbooks, assist
with updating and maintaining current grant programmatic processes, assist with updating Regional
Planning, Training and Exercises;
City of Miami Page 1 of 3 File Id: 10-00422 (Version: 1) Printed On: 9/27/2024
File Number: 10-00422
Position 2) the Administrative Aide II position will assist with new grant requirements that include
maintaining an inventory list of every item bought in the Region for all the grant years and routinely
inspect the inventory, complete the newly enforced Environmental Historical Preservation Forms for
various UASI project line items, maintain Regional Credentialing (to comply with the National Incident
Management System), maintain the Regional UASI Emergency Notification program and Web EOC;
Position 3) the Administrative Aide II position will assist in maintaining a Project Line Item Balance
Sheet for each UASI Award year (some awards have nearly 100 projects each) and will complete a
monthly reconciliation of the projects; and
WHEREAS, the City has received numerous active Public Assistance, Hazard Mitigation awards
and several recently closed awards from FEMA, totaling the amount of $88,582,960.39, and three (3)
positions are being requested in order to complete the necessary work, as stated below:
Position 1) the Fiscal Assistant Position will assist with maintaining a Project Line Balance Sheet
for each of the FEMA awards and completing reconciliation of the projects due, which has proven to
be problematic as the awards near their expiration and where closeouts and reimbursements are
required;
Position 2) the Administrative Aide II position will serve as a liaison with various City Departments
to insure that the award requirements are disseminated, understood, and complied with (including
proper completion of Project Worksheets and other various forms and processes by the Departments
at the onset and throughout the duration of the award), as well as tracking required paperwork among
various City Departments and assist with quarterly reports to the grantor;
Position 3) the Fiscal Assistant position will assist with the compilation and verification of
reimbursement packages before they are submitted to the grantor and will assist with ongoing audit
requests from Internal and External Auditors; and
WHEREAS, these positions will be terminated once the grant funding ceases;
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 Miami City Commission authorizes the Department of Fire -Rescue's request of the
use of grant funding to increase its Table of Organization by six (6) civilian positions, (one (1) Program
Manager position, three (3) Administrative Aide II positions, and two (2) Fiscal Assistant positions), in
order to adequately address the programmatic and financial management activities of grants that the
City has been awarded, with said positions being terminated once the grant funding ceases.
Section 3. This Resolution shall become effective immediately upon its adoption and signature of
the Mayor. {1}
City of Miami Page 2 of 3 File Id: 10-00422 (Version: 1) Printed On: 9/27/2024
File Number: 10-00422
APPROVED AS TO FORM AND CORRECTNESS:
JULIE O. BRU
CITY ATTORNEY
Footnotes:
{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.
{2} 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.
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