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HomeMy WebLinkAbout23478AGREEMENT INFORMATION AGREEMENT NUMBER 23478 NAME/TYPE OF AGREEMENT METROPOLITAN DADE COUNTY DESCRIPTION GRANT AGREEMENT/YOUTH BASEBALL WORLD SERIES/FILE ID: J-92-565/R-92-0516 EFFECTIVE DATE ATTESTED BY SYLVIA LOWMAN ATTESTED DATE 3/3/1993 DATE RECEIVED FROM ISSUING DEPT. NOTE DOCUMENT,LOG FORM /CITY MANAGER'S OFFICE Name of party(ies): Metro -Dade Youth Baseball World Series Document type: Grant Agreement Purpose: Youth Baseball World Series Facility: (Miami Baseball Stadium) Date(s): July 30th - August 5, 1992 Department: Parks & Recreation Contact person(questions): Juan Pascual Te1.:5250 Contact person(delivery): Anita Moore Te1.:5240 EXPENSE,�REVENU $ 9,000 ACCOUNT(s)/PROJECT(s) 5 ,21I P�.njeeT 1((aO62., Authorized by Resolution No. 92-516 (ATTACKED) OR APPROVED BY: Budget Director N/A (IF GENERAL FUNDS) CIP Administrator N/A (IF CIP FUNDS) Comm.Dev.Director N/A (IF C.D. FUNDS) x A11 City requirements have been met and the document(s) is(are) ready for execution Dept. Director/Design nl . DEPT. DIRECTOR OR DESIGN,. �-�-e Date ignature ACM/Advisor Signature Date Rec.by Mgr's. Off.: Date signed by Mgr.: Attested by City Clerk: Returned to dept/office: ORIGINAL TO CITY CLERK: REV. 9/20/91 Date 3/71-/sue / 9 L GRANT AGREEMENT BETWEEN METROPOLITAN DADE COUNTY, FLORIDA AND CITY OF MIAMI, FLORIDA THIS AGREEMENT, made and entered into this day of 1992, by and between METROPOLITAN DADE COUNTY, FLORIDA (the "County") and CITY OF MIAMI, FLORIDA (the "Grantee"). W I T N E S S E T H: WHEREAS, the County's Tourist Development Room Tax Plan (Category 2) provides for funds to be allocated to promote Dade County tourism by sponsoring tourist -oriented events; WHEREAS, the Grantee has requested funding under the Tourist Development Room Tax Plan (Category 2) through its Grant Application, a copy of which is attached; WHEREAS, the County desires to enter into an agreement with the Grantee to provide such funds in support of the CITY OF MIAMI YOUTH BASEBALL WORLD SERIES, to be held in Dade County, Florida, on JULY 30 through AUGUST 5, 1992 (the "Event"); NOW, THEREFORE, IN CONSIDERATION of the mutual agreements contained herein, the parties hereto agree as follows: . BEN RETUk,: iNb �� { iqm, REVIEW, PLEASE IDENTIFY AS coo V I) - 1 - I. COUNTY AGREES: To provide a grant in an amount not to exceed $9,000 (the "Grant") to the Grantee, as provided in Section III of this Agreement, to be used for the production of the Event, to be held in Dade County, Florida, on JULY 30 through AUGUST 5, 1992, as described in Exhibit A, attached hereto and incorporated by reference. The funds shall be expended toward providing technical and support services for the production of the Event, as described in Exhibit B, attached hereto and incorporated by reference. II. GRANTEE AGREES: 1. To use the Grant only as described in Section I of this Agreement. 2. The Grantee's expenditures of Grant funds are to be only for the items specified in Exhibit B. The Grantee must limit its expenditure of Grant funds for each line item category to the amounts specified in Exhibit B, except that the Grantee will be permitted to change the expenditure for specific items in Exhibit B, if such changes do not exceed ten percent (10%) per category and as long as the amount of Grant funds allocated for other categories is adjusted so that the total expenditure of Grant funds does not exceed the original budgeted amount. Any change in line item expenditures of Grant funds in excess of ten percent (10%) shall require the advance written approval of the County Manager or his designee, and shall be at his sole discretion. 3. For any Grants under this Agreement in excess of $10,000 Grantee agrees to confer upon the County a sponsorship package of a value equivalent to sponsorship packages provided to every other grantor or sponsor of the Event who provides a grant or funding in an amount equivalent to this Grant. The sponsorship package to be provided is described in Exhibit C and is incorporated herein by reference. 4. To include prominently the following credit -line in all news releases, television coverage, publications, programs, brochures and any other matter related to the Grant: "With the support of Metropolitan Dade County". Grantee further agrees to use a logo or other credit -line approved by the Metropolitan Dade County Office of Communications. 5. To submit to the County Manager or his designee by SEPTEMBER 15, 1992, a written report, on a County provided Final Grant Report form, and documents which demonstrate the use of grant funds as provided by this Agreement as well as the success of the Grantee in attaining its stated objectives for which - 3 - funding support was requested; and to submit to the County Manager or his designee within fifteen (15) calendar days of the request such other written financial and activity reports and documents as the County Manager or his designee may •reasonably request concerning the Grantee's activities. Failure to comply with this provision shall be grounds for termination of this Agreement and repayment of grant funds by the Grantee pursuant to Section V. of this Agreement. 6. To make such presentations regarding the Event or the Grant as may be required before the Board of County Commissioners. 7. To maintain accurate and complete books, records and documents, such as vouchers, bills, invoices, receipts and cancelled checks, sufficient to reflect properly all receipts and expenditures of Grant funds for a period of three (3) years following acceptance by the County of Final Grant Report as required under this Agreement. All such records shall be retained in Dade County in a secure place and in an orderly fashion. The system of accounting shall be in accordance with generally accepted accounting principles and practices, consistently applied. Grantee shall keep separate accounting records for this Event. 8. To permit upon request, authorized representatives of the County to inspect and audit all books, 4 — records, documents and other supporting data and documentation relating to the Grantee's performance whether or not purported to be related to this Grant. These rights of audit shall extend for a period of three (3) years following acceptance by the County of Final Grant Report as required under this Agreement. In addition, Grantee agrees to permit County representatives to monitor any and all aspects of Grantee's activities under this Agreement at no additional cost to the County. 9. To promptly reimburse the County for any expenditures which are not authorized by or within the scope of the Grant, as determined in the sole discretion of the County Manager, within thirty (30) calendar ,days after such determination. 10. To complete all expenditures of funds from the Grant within thirty (30) calendar days after the end of the Event, unless the County Manager or his designee agrees in writing to extend the time for specific expenditures. 11. To promptly repay the County all or any portion of the Grant funds which have not been used for the Grant's purposes as provided herein, as determined in the sole discretion of the County Manager or his designee. 12. To promptly reimburse the County the total amount of the Grant made under this Agreement, out of any profits made on this Event. Profits shall be — 5 — defined as actual cash revenues from the Event less 1) actual cash expenditures for the Event, 2) cash reserve carryover designated for cash expenditures for an event which is substantially similar to the Event funded under this Agreement and which is held within eighteen (18) months after the Event, 3) actual outstanding cash obligations, such as loans and unpaid invoices, for an event which was substantially similar to the Event funded under this Agreement and which was held within eighteen (18) months prior to the Event, and 4) cash contribu- tions to the charity or charities, if any, for which benefit the Event is held. If the total amount of the Grant is greater than profits made, the Grantee shall pay„to the County the entire amount of profits made. If contributors other than the County have a similar written agreement with Grantee for return of their contributions from profits made, the Grantee shall reimburse the County the total amount of the Grant or, if not enough funds are available to pay the Grant amount out of profits, the Grantee shall pay the County a proportionate share of the profits, bearing the same proportion as the County's initial contribution bore to total contributions. 13. In case of cancellation of the Event, to promptly repay the County all the Grant funds, within ten (10) calendar days after cancellation of the Event. III. PAYMENT SCHEDULE Upon execution of this Agreement by both parties, the County will deliver a County Warrant in the amount of $9,000 to the Grantee. IV. INDEMNIFICATION AND HOLD HARMLESS 1. It is expressly understood and intended that the Grantee is only a recipient of funding support and is not an agent of the County. 2. In the event a claim or lawsuit is brought against the County, the Grantee hereby agrees to indemnify, save harmless, and defend the County against any and all claims, liabilities, losses, causes of actions, and judgments of any nature whatsoever which may arise out of the operation of this Agreement, or the activities related to the Event, or the expenditure of any funds contributed pursuant hereto and shall pay all costs, judgments, attorney's fees, and any expenses incurred by the County in connection with such claims or suits to the extent of Section 768.28, Florida Statutes. V. TERMINATION AND REMEDIES If the Grantee fails in any material respect to conform with any of the provisions of this Agreement, the County may terminate this Agreement upon giving five (5) calendar days' written notice to the Grantee, and may withhold or cancel all or any unpaid installments of the — 7 — Grant. Material misrepresentation on any application or report for funding under the Tourist Development Room Tax Plan shall be deemed a breach permitting termination by the County and recoupment by the County of funds previously paid to the Grantee under this Agreement. Failure by the County to fund any or all of the Grant or perform any obligation under this Agreement shall not be considered a breach of this Agreement if the Grantee has failed in any material respect to fulfill its obligations under this agreement. Further, should the Grantee commit a material breach of this Agreement, upon the County's demand, the Grantee shall repay to the County all funds previously paid to the Grantee by„the County under this Agreement. Upon thirty (30) calendar days written notice to the Grantee, the County shall have the right to terminate this Agreement other than for cause, when the County Manager determines that termination is in the public interest; provided that the Grantee shall be entitled to just and equitable payment for services satisfactorily performed through the date of notice of termination. VI. NOTICE Notice under this Agreement shall be sufficient if made in writing and delivered personally or by certified mail, - 8 - return receipt requested, to the parties at the following addresses: If to the COUNTY: County Manager 111 N.W. 1st Street Suite 2910 Miami, Florida 33128 If to the GRANTEE: Alberto Ruder, Director City of Miami Parks and Recreation Department 1390 N.W. 7th Street Miami, Florida 33125 VII. ASSIGNMENT This Agreement may not be assigned by the Grantee nor may any Grant funds be transferred to any assignee of the Grantee without the prior written approval of the County Manager or his designee. Any permitted assignee shall be governed by all the terms and conditions of this Agreement. VIII. COMPLIANCE WITH LAWS The Grantee agrees to abide by and be governed by all applicable Federal, State and County laws governing civil and constitutional rights and governing conflicts of interest, including but not limited to Chapter 11A, Article III, Sections 21-23 of the Code of Metropolitan Dade County; Titles VI and VII, Civil Rights Act of 1964, Section 200(d), (e), Title 42, United States Code, as amended, and Dade County Ordinance 72-82 (Dade County's Conflict of Interest and Code of Ethics Ordinance), as amended. IN WITNESS WHEREOF, the parties hereto have set their hands and seals this day and year first above written. ATTEST: MARSHALL ADER, CLERK DADE COUNTY , FLORIDA BY ITS BOARD OF COUNTY COMMISSIONERS By: By: Deputy Clerk ATTEST: County Manager CITY OF MIFLORIlA By: Authorized by the Dade County Board of County Commissioners on by Resolution No. R- -92. Approved by the County Attorney as to form and legal sufficiency WDSERIES.AGR Cesar H. Odio, City Manager APPRO AS TO $ STJRANCE REQUIREMENTS: Sujan S. Chh'abra, Director Risk Management Department APPROVED AS TO FORM AND CORRECTNESS: //7 A / QU (N `J. CITY ATTO METROPOLITAN DADE COUNTY, FLORIDA METRO•DDE 8 '; a. METRO-DADE CENTER t,'' June 18, 1992 Alberto Ruder Director City of Miami Parks and Recreation Department 1390 Northwest 7th Street Miami, Florida 33125 Dear Mr. Ruder: FINANCE DEPARTMENT OFFICE OF THE CONTROLLER SUITE 2620 111 N.W. 1st STREET MIAMI. FLORIDA 33128-1980 (305) 375-5060 On June 12, 1992 the Dade County Tourist Development Council (TDC) recommended a grant of $9,000 in support of City of Miami Youth Baseball World Series to be held in Dade County, Florida, on July 30, through August 5, 1992. Subject to this recommendation being approved by the Board of County Commissioners at its meeting of July 21, 1992, enclosed are five copies of the Grant Agreement, to be signed by the City Manager., as printed therein. The organization's corporate seal should be affixed on each of the five signature pages of the Agreement. If the organization does not have a seal, attach a copy of the articles of incorporation. As previously mentioned to you, please prepare and forward to us, with the above documents, the following: - A revised description of the event (Exhibit A) properly completed to reflect adjustments to the budget. Use enclosed form only. - A revised budget (Exhibit B) properly completed to reflect adjust- ments to TDC's actual recommendation. Use enclosed form only. Please return to me at the above address, four executed copies of the agreement with attachments, no later than June 24, 1992; the fifth set is for your records. After review by the County Attorney's office, the agreement will be submitted to the Board for approval. Subsequent to the County Manager's execution of the Agreement, a County warrant will be mailed to the Grantee pursuant to the payment schedule. If you have any questions, please call me at 375-5080. Sincerely, Luis Correa TDC Coordinator Enclosures t r p r Li v..) JUN pARK:3tAa - ivi ENT EXHIBIT A FY 1990-91 - DADE COUNTY TOURIST DEVELOPMENT COUNCIL PROJECT NARRATIVE READ CAREFULLY The PROJECT NARRATIVE is a complete description of your proposed project as submitted with your application. If changes to your original description are necessary because the grant amount awarded is less than that requested, you still must describe the entire project with changes on this page. - DESCRIPTION - The City of Miami Youth Baseball World Series is an annual event involving youths eleven and twelve years old. The week long festivities provides the vehicle through which youths of the hemispheres exchange ideas, cultures and friendships through a sporting experience. The series serves as the guiding light for our County's youth, which en- ables them to focus on sport and education as an alternative to the many vices that challenge their daily lives. A project goal is the promo- tion of Greater Miami as a tourist, youth sports oriented community. The 1992 series attracted teams from Japan, Puerto Rico, Dominican Republic, Team USA and the Team Miami. Team Miami and Team USA repre- sent over 2,000 youths which participated in the All-stars selection process, and are representative of our trz-ethnic community. All games are played at the Bobby Maduro Miami Baseball Stadium. Teams and visiting fans are provided tours of attractions throughout Greater Miami and its beaches. Thousands of spectators enjoyed high caliber competition during the series. Ex-A.Frm EXHIBIT B - 1 of 2 IV. FINANCIAL INFORMATION A. REVENUE BUDGET 1) List cash income specifically associated with your program, project or event and also attach your organization's total annual budget t,o your application. CASH REVENUE Admissions S 8,434.98 Contracted Services Revenue $ 0 Corporate Contributions *$ 1,000.00 Foundation Grants $ 0 Private/Individual Contributions $ 0 Other Private Support 0 0 Government Support: Federal $ 0 $ 0 State $ 0 S 0 Local (other than this request) $ 0 Other Revenue (Itemize): $ 0 $ 0 $ 0 $ 0 $ 0 Applicant cash on hand $ 9,434.98 TOTAL APPLICANT CASH REVENUE TOURIST DEVELOPMENT COUNCIL RECOMMENDATION TOTAL CASH REVENUE *Pending Rev-Exp.FRM $ 9,434.98 $ 9,000.00 $18,434.98 EXHIBIT B - 2 of 2 B. EXPENDITURE BUDGET 1) List cash expenses specifically associated with your program, project or event. Asterisk (*) those line items for which Tourist Tax dollars would be utilized and break out to the side, in the column indicated, the portion of Tourist Tax monies intended to be earmarked for particular expenditures. NOTE: Remember to attach your organization's total annual budget. Cash Expenses Portion of tourist tax Grant request intended to be allocated Administrative Expenses Personnel --in-house $ 2,785.00 $ -0- Personnel--contracted $ $ -0- $ $ -0- $ $ -0- Technical/Production Expenses Personnel --in-house $ Personnel --contracted (umpires )$ Scorekeeper/photographer Stadium Staff Stadium Security Stadium Lights & cleanup Space Rental Rent Stadium $ Travel Hotel Rooms Marketing and Promotion Advertising Design and Printing Postage and Mailing Other (specify) Remaining Project Expenses (itemize): Meals - Breakfast Meals - Lunch Meals - Dinners Team Uniforms and Supplies Trophies Ticket Surcharge Field Trips 3,049.50 930.00 344.75 1,900.10 $ 1,695.00 4,065.00 3,000.00 $ 2,016.00 $ -0- $ 930.00 $ 344.75 $ 1,900.10 $ 1,695.00 $ 4,065.00 $ -0- $ -0- $ 1,000.00 $ -0- $ $ $ 100.00 $ -0- $ 1,470.00 $ -0- $ 176.00 $ -0- $ 620.00 $ -0- $ 2,089.40 $ 65.15 $ 1,729.60 $ -0- $ 1,224.00 $ 1,020.00 TOURIST DEVELOPMENT COUNCIL RECOMMENDATION TOTAL CASH EXPENSES $ 29,214.35 $ -0- $ -0- $ 9,000 Rev-Exp.FRM 1992 City of Miami Youth Baseball World Series Expenses (Expenditure Summary & Justification) I) Personnel (Administrative Expenses) A) Superintendent of Recreation (Event Coordinator) $23.31 Per Hour x 120 hrs throughout entire event = $2,785.00 Sub -Total: $2,785.00 II) Personnel (Technical/Production Expenses) A) Umpires B) Scorekeepers C) Photographer 1 for photo documentation throughout the entire series = D) Stadium staff, * (2) Grounds Maintenance staff * Ticket Sellers/Takers * Parking Stass E) (3) Recreation Specialists Part-time assistants F) Stadium Security Sub -Total: $ 930.00 $ 265.00 $ 79.75 $1,900.10 $3,049.50 $1,695.00 $7,919.35 III) Space Rental Rental of Bobby Maduro Miami Baseball Stadium for 6 days (July 31 - August 6, 1992) $500.00 per day x 6 days = $3,000.00 Sub -Total: $3,000.00 1992 City of Miami Youth Baseball World Series Expenses Page #2 IV) Travel and Per Diem A) Hotel Rooms $2,016.00 B) Meals * Breakfast * Lunch * Dinner Sub -Total: Marketing and Promotions * Preparation, submission of press releases = $1,000.00 * Postage and mailing _ $100.00 VI) Remaining Project Expenses $1,470.00 $ 176.00 $ 620.00 $4,282.00 Sub -Total: $1,100.00 * Stadium Lights $2,625.00 * Stadium Clean-up $1,440.00 * Trophies and awards $1,729.60 * Team Uniforms & Supplies $2,089.40 * Ticket Surcharge $1,224.00 * Field Trips $1,020.00 Sub -Total: $10,128.00 TOTAL EXPENDITURES: $29,214.35 J-92-565 P 7/16/92 92- 516 RESOLUTION NO. A RESOLUTION ACCEPTING A GRANT IN THE AMOUNT OF $9,000 FROM METROPOLITAN DADE COUNTY, TOURIST DEVELOPMENT ROOM TAX PLAN (CATEGORY 2), TO BE USED BY THE DEPARTMENT OF PARKS AND RECREATION TO HOST THE ELEVENTH ANNUAL CITY OF MIAMI YOUTH BASEBALL WORLD SERIES ("WORLD SERIES") TO BE HELD AT THE BOBBY MADURO MIAMI BASEBALL STADIUM, JULY 30TH THROUGH AUGUST 5TH, 1992; AUTHORIZING THE CITY MANAGER TO EXECUTE THE NECESSARY DOCUMENT(S), IN A FORM ACCEPTABLE TO THE CITY ATTORNEY, FOR SAID PURPOSE. WHEREAS, The City of Miami, through the Parks and Recreation Department, has hosted the Annual City of Miami Youth Baseball World Series for the past ten (10) years; and WHEREAS, the City of Miami is again planning to host said World Series July 30th through August 5th, 1992, at Bobby Maduro Miami Baseball Stadium for teams of boys eleven and twelve years of age from the Dominican Republic, Guatemala, Japan, Puerto Rico, Team Miami, and Team U.S.A.; and WHEREAS, Metropolitan Dade County's Tourist Development Room Tax Plan (Category •2) provides for funds to promote Dade County tourism by sponsoring tourist -oriented events; and WHEREAS, the City's Parks and Recreation Department submitted a grant application, in the amount of $9,000, CITY COMMISSION') MEETING OE J U L 1 6 1992 R=solution No. 92.... 516 requesting funding from the Tourist Development Room Tax Plan (Category 2) for said 1992 World Series; and WHEREAS, said funds will be used to cover the costs of Stadium operations and security personnel; and WHEREAS, Metropolitan Dade County has approved said grant request and desires to enter into an agreement with the City of Miami to provide grant funds to support the 1992 World Series; and WHEREAS, said World Series will unite youths from throughout the world in Miami in a spirit of wholesome competition and sportsmanship while exposing them to our beautiful City of Miami and Metropolitan Dade County; 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. A grant in the amount of $9,000 is hereby accepted from Metropolitan Dade County, Tourist Development Room Tax Plan (Category 2), to be used by the Department of Parks and Recreation to host the Eleventh Annual City of Miami Youth Baseball World Series to be held at the Bobby Maduro Miami Baseball Stadium, July 30th through August 5th, 1992. yH j16 Section 3. The City Manager is hereby authorized to execute the necessary document(s), in a form acceptable to the City Attorney and subject to compliance with applicable City Charter and Code provisions, for said purpose. Section 2. This Resolution shall become effective immediately upon its adoption. PASSED AND ADOPTED this 16th day of ATTEST:: MATTY HIRAI CITY CLERK PREPARED AND APPROVED BY: RAFAEL 0. DIAZ DEPUTY CITY ATTORNEY APPROVED AS TO FORM AND CORRECTNESS: Q NN O DES, II CITY ATTEY M3084 : RI ►, : csk XAVIER '. •UAREZ, MAYOR 9 2 - 16 3