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Res. No. 088-05-12067RESOLUTION NO.88-05-1 2067 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA,AUTHORIZING THE CITY MANAGER TO EXECUTE AN INTERLOCAL AGREEMENT WITH MIAMI- DADE COUNTY TO ACCEPT AND EXPEND BUILDING BETTER COMMUNITIES BOND FUNDS IN THE AMOUNT OF $1,343,000.00 FOR THE PURPOSE OF ACQUIRING THE YMCA PROPERTY LOCATEDAT 4300 SW58thAVENUE; SOUTH MIAMI,FLORIDA;PROVIDING FOR AN EFFECTIVE DATE. WHEREAS,on July 20,2004,the Board of County Commissioners of Miami-Dade County,Florida enacted Resolution numbers Nos.R-912-04,R-913- 04,R-914-04,R-915-04,R-916-04,R-917-04,R-918-04,R-919-04 authorizing the issuance of $2,926 billioningeneral obligation bonds for capital projects and on November 2,2004,a majority of those voting approved the bond program;and WHEREAS,the county general obligation bond program specifically provides for allocations to municipalities tobe utilized tofundlocal projects designed to improve the quality of lifefor their respective residents. WHEREAS,the County General obligation fundhas "earmarked"the sum of $1,343,000.00 toassistSouthMiamiinthe acquisition of the YMCA property located at 4300 SW 58th Avenue,South Miami,Florida ("the YMCA Property"). NOW THEREFORE BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI,FLORIDA; Section 1.The city manager is authorized to execute the Interlocal Agreement attached as exhibit 1,with Miami-Dade County to expend building better communities bondfundsreceivedtoacquirethe YMCA property. Section2.This resolution shalltake effect immediately upon approval. PASSED AND ADOPTED this //May of p^j 2005- ATTEST:APPROVED: TY CLERK Additions shown by underlining and deletions shown by overstriking. Res.No.88-05-12067 COMMISSION VOTE:4"° READ^N©-A£PROVED ASTOFORM:Mayor Russell:Yea ^/~^Vice Mayor Palmer:Yea -^^^^^CT^~~7K •>Commissioner Birts-Cooper:Yea LmVft.Figueredo Commissioner Sherar:Yea Office of City Attorney Commissioner Wiscombe:absent Nagin,Gallop,Figueredo,P.A. \\02srvpl;iw\pro]a\v\Documcnls\()()22\MJP,G2448.d(K Page 2 of2 AGREEMENT BETWEEN THE CITY OF SOUTH MIAMI,FLORIDA AND MIAMI-DADE COUNTY Exhibit 1 THISAGREEMENT,[the "Agreement"]byandbetweenMiami-DadeCounty,apublicbody corporateandpolitic,throughits governing body,theBoard of County Commissioners of Miami- DadeCounty,Florida[hereinaftersometimesreferredtoasthe"County",]andtheCity of South Miami,Florida,apublicbodycorporateandpolitic,throughitsgoverningbody,theBoard of Commissioners of theCity of SouthMiami,Florida[hereinaftersometimesreferredtoasthe "Municipality",]is entered intothisday of July,2005. WITNESSETH WHEREAS,onJuly20,2004,theBoardenactedResolutionNumbersNos.R912-04,R-913- 04,R-914-04,R-915-04,R-916-04,R-917-04,R-918-04,and R-919-04 authorizing the issuance of $2,926 billioningeneralobligationbondsforcapitalprojectsandonNovember2,2004,amajority of those voting approved the bond program;and WHEREAS,the aforementioned Resolutionsincludespecific countywide projects aswellas neighborhoodprojectsfortheUnincorporatedMunicipalServiceArea (UMSA)andthe municipalitiesandassociatedallocationsforactivitiessuchasbutnotlimitedto development, improvement,rehabilitation,restorationoracquisition of realpropertyincludingacombinedtotal of $1,343,000.00 forthe projects listedinAttachment1withinthe Municipality. WHEREAS,theCountyiswillingtoparticipateinsuchfundingfortheProjectbecause of the benefit toit's citizens andthe positive economic impactthe Project would have tothe business community throughout the County;and WHEREAS,the County andtheMunicipalityagreetoafundingplanwhich provides forthe acquisition of property located at 4300 SW 58th Street consisting ofa recreation center, administrative office building,basketball courts,a racquetball court,swimming pool and approximately sevenacres of openfieldspace.Providesthe residents of SouthMiamiandMiami- Dade County with a venue for health,social service and recreational programs;and WHEREAS,the Commissioners of boththeCountyandthe Municipality have authorized,by resolution,their respective managers to enter intoan agreement describing their respective roles in the funding for the Project costs; NOW THEREFORE,pursuant tothe County Commission action on , 2004,Ordinance No.,which specifically authorizes the County Manager to execute such agreements,sub-agreements and other required contracts and documents,to expend Building Better Communitiesbondfundsreceivedforthepurposedescribedinthefundingrequest,andin consideration of themutualpromisesand covenants contained hereinandthemutualbenefitstobe derived fromthis Agreement,the parties hereto agree asfollows: hereinandthemutualbenefitstobederivedfromthisAgreement,thepartiesheretoagreeas follows: Section1.Purpose:Thepurpose of thisAgreementistoclarifytheparties'rolesand obligations regarding thefundingbeingprovidedwithrespecttotheProject. Section 2.Funding Responsibilities: a.ProjectFunding Plan:TheProject funding plan identifies thecostscovered bytheCountyandthecoststobe funded bytheMunicipalitythroughalocal fundingplanorwrittenprojectfundingcommitmentsfromthirdparties. b.LocalSponsor:The Municipality has agreed toactasthelocalsponsorfor thisProjectandassuchshalldelineatelocalfundingresponsibilitiesin accordance with a local funding plan. c.LocalFunding Plan:Thelocal funding plan delineates the following:Miami- DadeCountyto contribute $1,343,000 andthe Municipality of SouthMiami to contribute allprojectcostsinexcessoftheCounty contribution.These costs include,butarenotlimitedto,costs associated withland rights-of-way, relocations,easements,and similar project requirements. d.Responsibilities of theMunicipality:The Municipality,assponsorforthe Project,agrees to provide,and warrants andrepresentsthatithas,in combinationwiththeCountycontributions,theamount of fundingnecessary forthe completion of theProject. e.Responsibilities of theCounty:The County agrees to provide $1,343,000 of the funds necessary to complete the project.Thissumshallbeprovidedin accordancewiththe reimbursement procedurescontainedhereinanduponfull disbursement of allotherfunds dedicated tothe project.Inthe event that Project Milestones arenotmeton schedule,the dollars tobe funded forsaid milestones willbedelayedforone calendar year. f.Reimbursement Procedures:ProjectcostsshallbereportedtotheCounty andsummarizedonthereimbursementrequestalongwithsupporting documentation.The Municipality shallidentifyand demonstrate the disbursement of fundsthroughreceipts,canceledchecksorother documentary evidence.Upon receipt ofa reimbursement request from the Municipality,the Countyshallreviewthe reimbursement requestandnoteanyerrors,omissions or inconsistencies withintwenty(20)days of receiptandreportthesetothe Municipality,in writing.TheCountyagreestoreimbursetheMunicipality,up tothelimits of theCountycontribution,forthefunds disbursed withinthirty (30)days of thereceipt of the reimbursement request,lessanydisputed charges. g.Non-Compliance:TheCountyshallhavetherighttoreimbursement,either inwholeorinpartasitmaydetermine,of fundsprovidedbytheCounty hereunderfornoncompliancebytheMunicipalitywithany of theterms of this Agreement between SouthMiami&Miami-Dade County Page 2 of 7 Draft 7/11/2005 Agreement. Section3.Effective Dateand Term:ThisAgreementshalltakeeffectuponexecution and shallterminateuponthe completion ofthe Project,including the completion ofallfinal closeout documentation. Section 4.CompliancewithCodesandLaws:Each party agrees toabidebyall applicable laws,orders,rulesand regulations,withthe Municipality beingresponsibleformonitoring and/or obtaining andabidingbyallfederal,stateandlocallawsand regulations necessary for the development and completion of the Project. Section5.Accessand Audits:TheMunicipalityshallmaintainadequaterecordstojustify all charges,expenses,andcosts incurred which represent thefundedportion of theProjectfor atleastthree(3)yearsafter completion ofthe Project.TheCountyshallhaveaccesstoall books,records,anddocumentsasrequiredinthissectionforthepurpose of inspectionor auditing during normal business hours. Section6.Independent Contractor:ThepartiesagreethattheMunicipalityisan independentcontractorandnotanagentorservant of theCounty.Nopersonemployedby anypartytothisAgreement,shallinconnectionwiththe performance of thisAgreementor anyservicesorfunctionscontemplatedhereunder,atanytime,be considered theemployee of theotherparty,norshallanemployeeclaimanyrightinor entitlement toanypension, workers'compensationbenefit,unemploymentcompensation,civilserviceorotheremployee rightsor privileges grantedbyoperation of laworotherwise,exceptthroughandagainstthe entity by whom they are employed. Section7.Liability:ThepartiestothisAgreementshallnotbe deemed toassumeany liabilityforthenegligentorwrongfulacts,oromissions of theotherparty.Nothingcontained hereinshallbe construed asawaiver,byeitherparty,of the liability limits established in section768.28 of theFloridaStatutes.TheMunicipality acknowledges thattheCounty,its employees,commissioners andagentsaresolely providing funding assistance forthe Project andarenot involved inthe design,construction,operation or maintenance of the Project. Section8.Breach and Opportunity toCure:Theparties expressly covenant andagreethat inthe event either party isindefault of its obligations under this Agreement,the party notin default shall provide tothe defaulting party thirty(30)days written notice before exercising any of its rights. Section 9.Litigation costs/Venue:In the event thatthe Municipality or the County institutes anyactionorsuitto enforce the provisions of this Agreement,the prevailing party insuch litigation shall be entitled to reasonable costs and attorney's feesat the trial,appellate and post judgment levels.This Agreement shallbe governed by and construed in accordance with thelaws of theState of Florida.TheCountyandthe Municipality agree to submit to service of processand jurisdiction of theState of Floridaforany controversy orclaimarisingout of or relating tothis Agreement ora breach of this Agreement.Venue for any court action between the parties foranysuch controversy arising fromor related tothis Agreement shall beinthe Eleventh Judicial Circuit inandfor Miami-Dade County,Florida,orinthe United Agreement between South Miami &Miami-Dade County Page 3 of 7 Draft 7/11/2005 States District Court forthe Southern District of Florida,in Miami-Dade County,Florida. Section 10.Naming Rights and Advertisements:Intheeventthatany naming rightsor advertisement space is offered onafacility constructed or improved with Bond Program funds,then Miami-Dade County's name,logo,andsloganshall appear onthe facility notless thanonceandequalto half thenumber of timesthemostfrequent sponsor or advertiser is named,whichever isgreater.Lettering usedfor Miami-Dade County willbenolessthan 75%of the size of thelargest lettering usedforany sponsor or advertiser. Section 11.Notice:AllnoticesrequiredtobegivenunderthisAgreementshallbeinwriting, anddeemedsufficienttoeachpartywhensentbyUnitedStatesMail,postageprepaid,tothe following: The County:The Municipality: Roger T.Herndstat Maria V.Davis County Manager's Office City of South Miami 111 NW 1st Street,Suite 2910 6130 Sunset Drive Miami Fl,33128 South Miami Fl 33143 Section12.Modification and Amendment:Exceptas expressly permitted hereintothe contrary,no modification,amendment or alteration inthe terms or conditions contained herein shall be effective unless contained in a written document executed with the same formality and equal dignity herewith. Section13.Joint Preparation:Thepreparation of thisAgreementhasbeena joint effort of the parties,andthe resulting document shallnot,solely asa matter of judicial construction, be construed more severely against one of the parties than the other. Section14.Headings:CaptionsandheadingsinthisAgreementareforease of reference only anddonot constitute apart of this Agreement andshallnot affect the meaning or interpretation of any provisions herein. Section 15.Waiver:There shallbenowaiver of anyright related tothis Agreement unlessin writingandsignedbythepartywaivingsuchright.Nodelayorfailureto exercise aright under this Agreement shall impair suchrightorshallbe construed tobea waiver thereof. Any waiver shallbe limited tothe particular rightso waived andshallnotbe deemed a waiver of the same right ata later time or of any other right under this Agreement. Section16.Representation of the Municipality:The Municipality represents thatthis Agreement has been duly authorized,executed and delivered by Board of Commissioners,as the governing body of the Municipality of South Miami.Florida andithas granted the City Manager the required power andauthoritytoexecutethis Agreement.The Municipality agreestoa)maintain the property inperpetuity,b)agreestogovernitself,in regards tothe subject property,in accordance with Article 6 of the County Charter,c)keep the property open toall Miami-Dade County residents,andd)allowall Miami-Dade County residents equal access and use of the property andnot discriminate in program registration,pricing and Agreement between South Miami &Miami-Dade County Page 4 of7 Draft 7/11/2005 other policies.The Municipality also agrees to accept and comply withthe Administrative Rules as stated in Attachment I. Section 17.Representation oftheCounty:TheCounty represents thatthis Agreement has beenduly approved,executed and delivered bytheBoardofCounty Commissioners,asthe governing body of the County,andithas granted the Miami-Dade CountyManagerthe required powerand authority to execute this Agreement.TheCountyagreestoprovideatotal amountnottoexceed$1,343,000.00totheMunicipalityforthepurpose of acquiringthe property located in South Miami,Florida as listed in Attachment II,andin accordance with each of the attached Application Forms,incorporated hereinas Attachment III.Miami-Dade Countyshallonlybe obligated to reimburse the Municipality provideda)the Municipality is notinbreach of thisagreement,b)TheMunicipalityhasdemonstratedthatithasadequate fundstocompletethe project,c)TheCountyshall administer,in accordance withthe appropriate regulations,the funds available fromtheBuildingBetter Communities bond issueasauthorizedbyBoard Resolutions.Anyandall reimbursement obligations of the Countyshallbefullysubjecttoandcontingentupontheavailability of fundingfromthe Countyforthespecific purpose contained herein.The Municipality shallbesolely responsibleforsubmittingall documentation,asrequiredbythespecificAdministrative Rules incorporated hereinas Attachment I,totheCountyManagerorhisdesigneeforthis purpose. Section 18.Invalidity ofProvisions,Severability:Whereverpossible,eachprovision of the Agreement shallbe interpreted insuchmannerastobeeffectiveandvalidunder applicable law,butifanyprovision of this Agreement shallbeprohibitedorinvalidunderapplicable law,suchprovisionshallbeineffectivetotheextent of suchprohibitionorinvalidity,without invalidating the remainder of such provision orthe remaining provisions of this Agreement, providedthatthematerialpurposes of thisAgreementcanbedeterminedandeffectuated. Section 19.Indemnity:Totheextentpermittedbylaw,theMunicipalityshallindemnifyand holdharmlesstheCountyanditsofficers,employees,agentsand instrumentalities fromany andallliability,lossesordamages,includingattorneys'feesandcosts of defense,whichthe Countyoritsofficers,employees,agentsorinstrumentalitiesmayincurasaresult of claims, demands,suits,causes of actionsorproceedings of anykindornaturearisingoutof,relating to,or resulting from,the performance of this Agreement by the Municipality orits employees,agents,servants,partners,principals,sub-consultantsorsubcontractors.The Municipality shallpayallclaimsandlossesinconnectiontherewithandshallinvestigateand defend all claims,suitsor actions of anykindornatureinthe name of the County,where applicable,including appellate proceedings,andshallpayallcosts,judgments,and attorneys' fees which may issue thereon.Provided,however,this indemnification shall only betothe extent and within the limitations of Section 768.28 Florida Statutes,subject tothe provisions of thatstatute,whereby the Municipality shallnotbeheld liable to pay a personal injury or property damage claimor judgment byanyonepersonwhichexceedsthesum of $100,000, oranyclaimor judgment orportionsthereof,whichwhentotaledwithallotherclaimsor judgment paid by the Municipality arisingout of thesame incident or occurrence,exceed the sum of $200,000 fromanyandallpersonalinjuryor propertydamage claims,liabilities, losses or causes of action which mayariseasa result of the negligence of the Municipality. The County shall indemnify andhold harmless the Municipality andits officers,employees, Agreement between South Miami &Miami-Dade County Page 5 of 7 Draft 7/11/2005 agentsandinstrumentalitiesfromanyandallliability,lossesordamages,includingattorneys' feesandcosts of defense,whichtheMunicipalityoritsofficers,employees,agentsor instrumentalitiesmayincurasaresult of claims,demands,suits,causes of actionsor proceedings of anykindor nature arising outof,relatingto,orresulting from the performance of this Agreement bytheCountyoritsemployees,agents,servants,partners, principals,sub-consultants or subcontractors.TheCountyshallpayallclaimsandlossesin connection therewith andshall investigate anddefendall claims,suitsoractions of anykind ornatureinthename of the Municipality,where applicable,includingappellateproceedings, andshallpayallcosts,judgments,and attorneys'feeswhichmayissuethereon.Provided, however,thisindemnificationshallonlybetotheextentandwithinthelimitations of Section 768.28 Florida Statutes,subject tothe provisions ofthatstatute,whereby theCountyshall notbeheldliabletopayapersonalinjuryorpropertydamageclaimor judgment byanyone personwhichexceedsthesum of $100,000,oranyclaimorjudgmentorportionsthereof, whichwhentotaledwithallotherclaimsorjudgmentpaidbytheCountyarisingout of the same incident or occurrence,exceedthesum of $200,000 from any andall personal injury or propertydamageclaims,liabilities,lossesorcauses of actionwhichmayariseasaresult of the negligence of the County. Section20.Entirety of Agreement:ThisAgreement,andtheattachmentsthereto, incorporates and includes all prior negotiations,correspondence,conversations,agreements, and understandings applicabletothematterscontainedinthisAgreement.Thepartiesagree thatthereareno commitments,agreements,or understandings concerning the subject matter of this Agreement thatarenot contained inthis Agreement,andthatthis Agreement contains theentireagreementbetweenthepartiesastoallmatterscontainedherein.Accordingly,itis agreed thatno deviation fromtheterms hereof shallbe predicated upon any prior representations oragreements,whetheroralorwritten.Itisfurtheragreedthatanyoral representations or modifications concerningthisAgreementshallbe of noforceoreffect,and thatthis Agreement may be modified,alteredor amended only by a written amendment duly executed by both parties hereto or their authorized representatives. Agreement between South Miami &Miami-Dade County Page 6 of7 Draft 7/11/2005 IN WITNESS THEREOF,the parties through theirduly authorized representatives herebyexecute this AGREEMENT with an effective date of ,2005. Municipality of SouthMiami,Florida By:. Municipality ManagerDate FortheBoard of Commissioners,Municipality of South Miami,Florida ,CLERK Attest: By: Clerk Date MIAMI-DADE COUNTY,FLORIDA By: County Manager MIAMI-DADE COUNTY,FLORIDA BY ITS BOARD OF COUNTY COMMISSIONERS Stephen P.Clark Center 111 NW 1 Street Miami,Florida 33128 HARVEY RUVIN,CLERK Attest: By: Deputy Clerk Date Approved by County Attorney astoform andlegal sufficiency. Agreement between South Miami &Miami-Dade County Page7 of 7 Draft 7/11/2005 ATTACHMENT I BUILDING BETTER COMMUNITIES GENERAL OBLIGATION BOND PROGRAM ADMINISTRATIVE RULES SPECIFIED PROJECT ALLOCATIONS SECTION 1.BACKGROUND These administrative rulesgoverntheimplementation of the Building Better Communities GeneralObligationBondProgramasestablishedby Ordinance No.05-47(the "Ordinance"). SECTION 2.SCOPE Theseadministrativeruleshavebeenpreparedtoaddresstheallocationandacquisition of fundsfortheprogramsidentifiedintheBuildingBetter Communities General Obligation BondProgram.ThisProgram,inadditiontootherprojects,providesfour(4)Funding Allocation categoriesdefinedasHistoricalPreservationFund,Economic Development Fund,Not-for-Profit Community OrganizationCapitalFund,and Primary Health Care Facilities Fund. SECTION 3.GENERAL Miami-Dade County administers all programs established under the Ordinance. Allfundingrecipientsforcoveredprojectsarerequiredtofollowthese administrative rules.Failure todoso may leadto disqualification. Additional administrative rulesand/orapplicationmaterials may be obtained by contacting the County Manager's Office.Allinquiries,correspondence and Applications for Funding Allocations should be addressed to: Miami-Dade County County Manager's Office 111NW1 Street Suite 2910 Miami,Florida 33128 Attention:Roger T.Hernstadt or toa Department or agency of Miami-Dade County,serving as the County Manager's Designated Representative. SECTION 4.DEFINITIONS Thefollowingisalist of termsanddefinitionsthatareusedinthese administrative rules: "Acquisition"meanstheact of obtainingrealpropertyorinterestsandrightsinreal property by various legal means to serve public purposes. "Administrative Costs"meansrealandverifiableexpendituresforadministration, project management (notrelatedto construction supervision),indirect costs (accounting/purchasing/personnel,etc.),and imposed fees(e.g.,permitprocessingfees) also categorized as Soft Costs. "Applicant"meansaPublicAgency,Not-for-ProfitOrganizationorotherentity,which submitsanapplicationforBuildingBetterCommunitiesGeneralObligationBondfunds during an announced Application Submission Period. "Application"meanstheprocessdescribedintheserulestomakeaformalrequestfor FundingAllocationthatcommencesuponsubmissionbyaneligibleparty of aFunding Applicationpackageandendsupontheexecution of aFundingAgreementoradecision not to fund. "ApplicationSubmissionPeriod"means the formally announced periodoftimeforthe submission of applicationsinagivenFundingCycle. "Board of County Commissioners"or "Board"meansthelegislativeandthe governing bodyofthe county and shall havethepowertocarryonacentral metropolitan government herein referred toastheBoard. "Community-Based Organization(CBO)"shall refertoany Not-for-Profit 501(c)(3) agency,group,organization,society,association,partnership or individual whose primary purpose isto provide a community service designed to improve or enhance the well-being of the community of Miami-Dade Countyatlargeortoimproveorenhancethewell-being of certain individuals withinthis community whohavespecialneeds. "County"means Miami-Dade County,Florida. "County Manager"or "Manager"means theheadofthe administrative branch of the County government or his/her designated representative. "Development"meanstheact of physicallyimprovinganarea,facility,resourceorsiteto increase its ability or capacity to serve thepublic. "Fixtures,Furniture and Equipment (FF&E)"means1)Fixtures-itemsthatare permanentlyaffixedtothebuildingorproperty,i.e.,doors,bathroomstalls,A/C units, etc.;2)Furniture-indoorfurnishingsneededtoallowproperuse of abuilding,i.e.,desks, Page 2 of20 chairs,tables,workstations,etc.;and3)Equipment-non-consumabletangibleproperty withalife of atleastoneyearthatis directly relatedtothefunded project,suchas bleachers for courts,audio/visual equipment for community rooms,computers for computerlabs,portablebasketballgoalsforgymnasiums,etc. "Funding Agreement"means an executed contract between the County andan Applicant settingforth-mutualobligationsregardingaFundingAllocation. "FundingAllocation"means Building Better Communities General Obligation Bond funds approved forusebyan Applicant for implementation ofa Project pursuant to these rules. "Funding ApplicationForm"means thebase document prepared bythe Applicant summarizing the funding request ona form provided bythe County Manager's Office. This document willbe submitted withtheFunding Application package. "FundingApplication package"means the complete submittal package required for funding consideration the submission of which commences the Funding Allocation process.(See Section 6) "Funding Cycle"means thetime between the opening ofan Application Submission Period and execution of a Funding Agreement by the County. "Grant Agreement"means an executed grant between theCountyandan Applicant setting forthmutual obligations regarding aFundingGrant. "Match"meanscashcommittedbythe Applicant,asstipulatedintheapprovedFunding Agreement,to complement funding awarded from the Building Better Communities General Obligation Bond Program. "Municipality"means a political unit,such asa city,town,or village,incorporated for local self-government withinthe confines of Miami-Dade County.Municipalities or relatedentitiesaresubjecttothesame administrative rulesasanyotherapplicantor recipient mentioned herein. "Ordinance"meanstheBuildingBetterCommunitiesGeneralObligationBond Ordinance No.0547. "Pre-agreement Expenses"means eligible expenses identified inSection6(B)ofthese rulesincurredbya Recipient for accomplishment ofaProjectpriortofullexecution of a FundingAgreement.Pre-agreementExpensesarelimitedtoone(1)yearpriortothe applicationdate of subsequentbondsales,unlesspreviouslyapprovedbytheBoard. "Project"means work that isthe subject of a Funding Application. "Public Agency or Public Agencies"meansanagencyoragenciesor administrative Page 3 of 20 divisionordivisions of theUnitedStatesgovernment,theState of Florida,theCounty,or any municipality within the County. "Recipient"meansan entity receivingaFundingAllocation. "Soft Costs"means those costs NOT related to construction material,labor,equipment orconstructionsub-contractors.SoftCostsforthepurpose of thisProgramareclassified by the following three areas: •ProjectAdministration-administration,projectmanagement(notrelatedto construction supervision),indirectcosts (accounting/purchasing/personnel,etc.), imposedfees(e.g.,ProfessionalServicesAgreementselection/permitprocessing fees) •PlanningServices-MasterPlandevelopmentandapproval,feasibilitystudies •DesignServices-schematicdesign,designdevelopment,constructiondocuments, bidding or negotiation,as built drawings "UMSA"means Unincorporated Municipal ServiceArea of theCounty,forwhichthe Countyprovidesmunicipalservices.ProjectsoccurringwithinareasdefinedasUMSAare subjecttothesameadministrativerulesasanyotherproject seeking BuildingBetter CommunitiesGeneralObligationBond funding,regardless of theentityinvolvedinthe project. SECTION 5.FUNDING CYCLES;APPLICATION SUBMISSION PERIODS AFundingCycleshallbeestablishedbytheBoardonaperiodicbasisrelatedtothesale of bonds,providedthereareBuildingBetterCommunitiesGeneral Obligation Bonds remainingtobesold.EachProjectdeterminedbytheBoardtobeeligible,maybefunded during one or more Funding Cycles. Each Building Better Communities General Obligation Bond Project isfunded through a Funding Allocation.Eligible entitiesmustapplyforthese Funding Allocations.Eligible entities existing on/or before July20,2004,thedatetheGeneral Obligation Bond Resolutions were approved bytheBoard,willreceive priorityconsideration for project approvalandallocation.FundingAgreementsbetweenthe County and approved Applicants implement the Funding Allocations. The Funding Application package shallbe delivered onor before thelastday of the announced Application Submission Period.TheCountyshall publicize each Application SubmissionPeriodandotherpertinentapplicationinformationatleastone(1)monthprior tothe deadline for submission of the Funding Application package,unless otherwise waived by the Board.The County may announce an additional Application Submission Period if funds remain or become available after the preceding Application Submission Page 4 of 20 periodiscomplete.Each Application Submission Periodshallbepubliclyannouncedin newspapers of generalcirculationintheCountyatleastone(1)monthpriortothedeadline forsubmission of theFundingApplicationpackage,unlessotherwisewaivedbytheBoard. SECTION 6.FUNDING APPLICATION Complete Funding Application.An Applicant mustsubmita complete Funding Application inordertoreceivean award.A complete Funding Application meansonethat meetsalltherequirements of theOrdinanceandtheserulesandissupportedbyproper documentation.Proper documentation includes all documentation reasonablyrequiredby theBoardortheCountytoenable determination of Projectcostsandcompliancewiththe Ordinance.TheFundingApplicationpackageshallconsistof: 1)Completed Funding Application Form. 2)Completed LineItem Budget.Thelineitembudgetmustbe submitted withbudget justificationsforthe Construction andFixture,Furniture and Equipment line items.Thejustificationshouldprovidedetaileddescriptions of theproject elements.Reimbursement for Fixture,Furniture &Equipment is contingent upon priorinclusionandapproval of theseexpensesintheFundingAgreement.(See Section 9B-11). 3)Letter(s)of commitmentformatchingfundsthat complement the Funding Allocation request asmaybe required by the application. 4)Projected completion dateforthe Project. 5)Project location map. 6)For Development Projects,certification of ownership bythe Applicant or evidence of landtenuresufficienttosatisfytheBoardthattheprojectcomplieswiththe terms of the Ordinance. 7)An Applicant shallsubmitaresolution,whichataminimum:(i)authorizes the execution of the Funding Agreement;(ii)commits the Applicant to complete the Project;(iii)as applicable,commits the Applicant to provide operating, maintenance andprogrammingfundsuponcompletion of theProject,totheextent allowed by law;and(iv)provides thatthe Funding Allocation shallnotbe used in substitution of other capital project funding. 8)A Community Based Organization shall submit a board resolution which ata minimum:(i)authorizes the execution of the Funding Agreement;(ii)commits the organization to complete theProject;(iii)andas applicable,commits the organization to provide operating,maintenance and programming funds upon completion of the Project. Page 5 of 20 9)An Applicant may request funding for a major Project in phases.Each phase shall constitute a distinct portion ofthe proposed Project.Each Applicant requesting funding for a Project in phases shall commit to completing the Project as defined in the Funding Agreement unless otherwise modified by approval ofthe Board in accordance with these rules and the Ordinance. B)Pre-agreementExpenses.The incurring of Pre-agreement Expensescreatesno obligation on the County to execute a Funding Agreement or otherwise satisfy those expenses.However,prior to the effective date of the Funding Agreement,a recipient may incur eligible Pre-agreement Expenses as defined in Section 4,and then after the effective dateofthe Funding Agreement be reimbursed for those costs,provided that: 1)The costs and activities are funded as part ofthe Funding Allocation award and arein compliance withthe requirements ofthe Ordinance and these rules. 2)The Pre-agreement Expenses for all subsequent Series (after Series 05)were incurred noearlierthanone(1)yearpriortothe application date,unless previously approvedbytheBoard. SECTION 7.ELIGIBILITY REQUIREMENTS A)Economic Development Fund The Economic Development Fund (EDF)isa component ofthe Building Better Communities Bond Program andis available forthe purpose of providing infrastructure improvements tospur economic development andattractnew businesses tothe community inorderto create jobs.TheEDF includes $75million thatis available countywide and $15 million thatis specifically focused onthe county's designated Targeted Urban Areas (TUAs).Eligible usesofthe EDF include butarenot limited to:infrastructure funding for road construction,water andsewerlines,fencing,sidewalks,entryways,lighting,and handicap accessibility; acquisition of land or buildings;and new construction of buildings;renovation of buildings.Ineligible uses ofthe EDF include but are not limited to:working capital; furnitureand fixtures;office equipment;andother non-capital relatedexpenses. B)Historical Preservation,Primary Healthcare Facilities Fund,and Not-for-Profit Community Organization CapitalFunds. 1)Program Objectives The Historical Preservation,Primary Healthcare Facilities,and Not-for-Profit Community Organization Capital Fundsarea component oftheBuildingBetter Communities General Obligation Bond initiative forthepurposeoffundingprojects that support the County's historic preservation,primary healthcare,and community agency infrastructure needs.These are capital projects that improve the quality of lifefortheCounty'scitizens,enhancemedicalfacilities,rehabilitatehistoric properties,save irreplaceable historic venues,andserveasacatalystfor preserving Page 6 of20 and protecting Miami-Dade's future.Medical institutions,historically and culturally significant properties,and Community Organizations needing capital funds for construction,renovation,and expansion of facilities within the community thatmeet the criteria for the following programs may be eligible for assistance from these funds: a)Historic Preservation Fund b)Not-for-Profit Community Organization Capital Fund c)PrimaryHealthcareFacilitiesFund 2)ProgramDescriptionsandCriteria a)Historic Preservation Fund This program is intended to provide matching funds to private property owners,private nonprofit organizations,and municipal government agencies for the acquisition,relocation and rehabilitation of designated historic properties,properties eligible for designation asa historic property,orasa contributing historic district property,which has applied for such a designation within Miami-Dade County. Eligibility Requirements: Applicants: •Activeandduly registered Florida not-for-profit corporation 501 (c)(3). •Active and duly registered Florida for-profit corporation or recognized business entity. •Municipal entityor agency basedin Miami-Dade County. •Owner of residential or commercial propertylocatedwithin Miami-Dade County. •Individually listed as municipal,county,state or National Register of historicpropertylocatedinMiami-DadeCounty. •Contributing Property within a designated municipal,county,stateor national historic district located in Miami-Dade County. •Property determined eligible for listing asan individual historic siteorasa contributing historic district property,and which has applied forsuch designation,ina municipal,county,stateor National Register,and located within Miami-Dade County. b)Not-for Profit Community OrganizationCapitalFund The objective ofthis fund isto build and sustain the capability and capacity of the not-for-profit sectorand support entities that enhance thequality of lifeof Miami-DadeCountybydeliveringneededservices.The$30millionallocated tothisfundrecognizestheimportanceandcontinuingcontributionsthatthese Page7 of 20 organizations maketothefuture of Miami-Dade County. Eligibility Requirements: •Legallyincorporated501(c)(3)not-for-profitorganizationlackingaccessto government sources of capitalfunding. •Demonstrable financial stability. •Organization's mission is consistent withgoals identified intheMiami- Dade County Strategic Plan. •Demonstrateownership of orintenttopurchaseafacility. •Letter of Commitment confirming theresourcesnecessarytoaccomplish the project. •Architectural/engineering studyand/or equipment specifications and professional cost estimate. •Two(2)yearmanagementandbudgetplanforthefacility. c)Primary Healthcare Facilities Fund The objective ofthis fund istobuildand sustain the capability and capacity of the not-for-profit sectorand support entitiesthatenhancethequalityofprimary healthcarewithinMiami-DadeCountybydeliveringneededservices.The$25 million allocatedtothisfundrecognizesthe importance and continuing contributionsthattheseorganizations,andthecarethattheyprovide,maketo the future of Miami-Dade County. Eligibility Requirements: •Legallyincorporated501(c)(3)not-for-profitorganizationlackingaccessto government sources of capitalfunding. •Demonstrable financial stability. •Organization'smissionisconsistentwithgoalsidentifiedintheMiami- Dade County Strategic Plan. •Demonstrate ownership of orintentto purchase afacility. •Letter of Commitmentconfirmingtheresourcesnecessarytoaccomplish the project. •Architectural/engineeringstudyand/orequipmentspecificationsand professional cost estimate. •Two (2)year management and budget planforthefacility. SECTION 8.ELIGIBILITY DETERMINATION AND EVALUATION Following closure of anApplicationSubmissionPeriod,theManagerwillrevieweach Funding Application forfundingeligibilityandevaluatethe eligibility or ineligibility of each of its Funding Applications.The Manager mayuse entities such as those listed in Appendix Ato assist him inthe review andto create Project Review Committees.Any Page 8 of20 such entity shall adhere to public record protocols specified under Administrative Order No.3-31.Funding allocations for eligible projects may be recommended tothe County Manager bythe Project Review Committee.Inthe case ofthe Economic Development Fund (EDF),the Project Review Committee will include,butnotbe limited to, representatives from the County's economic development and revitalization departments (e.g.,Office of Community and Economic Development,Metro-Miami Action Plan Trust, TaskForceonUrban Economic Revitalization),Miami-Dade Empowerment Trust,The Beacon Council,Coalition of Chambers of Commerce,the Greater Miami Chamber of Commerce,andtheDade League of Cities.TheManagerandtheProjectReview CommitteemaydeterminethataFundingApplicationbeclassifiedas: A)Ineligible.DeclarationthataFundingApplicationisineligible. B)Conditionally Eligible.The Board may determine thata Project is eligible for funding upon satisfaction of specified conditions.Inthe event that conditional approval is given,Boardstaffshall verify thatthe conditions havebeensatisfiedpriorto disbursement of any bond funds. C)Eligible.DeclarationthataFundingApplicationisfully eligible. Funding Applications determined tobe Eligible or Conditionally Eligibleshallbe reviewedand competitively evaluated to recommend bond funding allocations.Alistingof allFundingApplicationsshallbe reviewed bytheGOBSub-committeeandpresentedto theBoard by theCountyManagerintheform of aResolutionstatingtheeligibility determination,presentingtheCountyManager'sfundingrecommendationsbasedonthe competitive evaluation and seeking approvalforthe disbursement of funds. SECTION 9.FUNDING ALLOCATION ADMINISTRATION & REIMBURSEMENT POLICY A)Asa condition of award of a Funding Allocation,the Building Better Communities General Obligation Bond Program andthe Recipient shall enter intoa Funding Agreement which setsforththe responsibilities and duties of each regarding administration of the approved Project and approved Funding Allocation.The Funding Agreement shall specify the Project's beginning andend dates and shall incorporate such other terms and conditions asmaybe required by particular circumstances. B)Payment.Recipients are paid allocated funds subject tothe following conditions: 1)Cost of Issuance of Bonds.Not more thanone percent.(1%)of the value of each Funding Allocation award may be earmarked forall costs incidental tothe preparation,issuance and administration of the Building Better Communities GeneralObligation Bond Program. 2)Timing.Project costs eligible for reimbursement shallbe incurred between the Page 9 of 20 effectivedateof,andtheProjectcompletiondateidentifiedin,theFunding Agreement with the exception of Pre-agreement Expenses. 3)Soft Cost Limits.ProjectPlanning,DesignandAdministration,asdefinedin Section4,are eligible Projectsoftcostsprovidedthatbondproceedsutilizedtopay forsuchcostsdonotexceedseventeenpercent (17%)of thetotalbondproceeds allocatedtoagivenProject.ThislimitationmaybewaivedbytheBoard.Wherea majorProjectisfundedinphases,thiscostlimitmaynotnecessarilyapplytoeach individualProjectphase,butmustapplytothetotalFundingAllocationforthe Project. 4)Recipients will implement theirown procurement process,however,theyshall complywithallapplicableFederal,Stateandlocallawsandregulationsandmay besubjecttootherCounty regulations and Administrative Ordersdirectedbythe Board,including therequirements of theDepartment of Business Development.No BidWaiversorSoleSourceacquisitionsshallbepermittedunlesstheyreceive prior approval of the Board. 5)Recipientsareresponsiblefor managing theday-to-dayoperations of Funding Allocationsupportedactivities.RecipientsmustmonitorFundingAllocation supportedactivitiestoassurecompliancewiththeOrdinance,theserules,the Funding Agreement,andallapplicableFederal,State,andlocal requirements. 6)PaymentstotheRecipientmaybewithheldatanytimethatthe Recipient failsto comply withtheterms of theFundingAgreement.Funds withheld forfailureto comply withtheterms of theFundingAgreementbut without suspension of the Funding Allocation shallbereleasedtotheRecipientupon subsequent compliance. 7)Completion of the authorized signature form (Exhibit A). 8)Ingeneral,paymentshallbemadeona reimbursement basis.AFunding Allocation Recipient may,upon submission of a Request for Advance Payment form (Exhibit B),receiveanadvancepaymentnomorethat 180 daysinadvance of the allocation schedule approvedbytheBoard,forupto25%of thevalue of the Building Better Communities General Obligation Bond funds awarded forthe subject Project.All advance payments received bya Recipient shallbe maintained ina separate interest bearing account andmaynotbe co-mingled with other funds. All advances must be fully accounted for within one (1)year of the date of the approval and before subsequent reimbursement requests arepaid.The recipient willbe required toclosetheaccountand submit a check tothe County forthe interest earned accompanied by an Interest Earned on Advance Form (Exhibit C). Upon receipt of the check and supporting documentation all subsequent reimbursement requests canbepaid.Checks must be made payable to Miami- Dade County Board of County Commissioners and forwarded to the Office of the County Manager. Page 10 of 20 9)Recipients mustsubmit reimbursement requests onaquarterlybasis,December 31, March 31,June30andSeptember30.IfaRecipientisunabletosubmita reimbursement requestbythe quarterlydeadline,awrittenjustificationindicating thereasonforthedelayand expected submissiondateisrequiredtobesubmitted bythedeadline.FailuretocomplywiththisrequirementshallrendertheRecipient innon-compliancewiththe Administrative Rulesandmayresultinreductionor forfeiture of payment,atthediscretion of theCountyManager.Failuretosubmit two consecutive requestsshallbedeemedaforfeiture of allrightsunless specificallywaivedbytheCountyManager.TheRecipientmustsubmitawritten explanationforsuchdelaysinordertobeconsideredforawaiver of this requirementandallsuchwaiversshallbemadeatthesolediscretion of theCounty Manager. 10)Recipients shallcomplete,sign,andsubmittothe County Reimbursement Request formsas necessary (ExhibitsDthroughH).AllContractual Services/Direct PaymentandFurniture,Fixtures&Equipment reimbursement requestsmustbe accompaniedbysupportingdocumentation(i.e.,copies of invoices,receiptsand check payments). 11)Reimbursement requests forFurniture,Fixtures&Equipment items must be includedandapprovedintheFundingAgreementpriortoacquisition.Written requestsforFurniture,Fixtures&Equipmentapprovalmustbe accompanied by Exhibit H. 12)Tenpercent(10%)of thevalue of theBuilding Better Communities General ObligationBondfundingforagivenProjectshallberetainedbytheCountyuntil the Project is complete forallprojectsinexcess of $100,000,unless otherwise recommended inwritingby staff andapprovedbytheBoard.Upon completion of a Project,a signed project completion certificate (Exhibit I)must be submitted with thefinal reimbursement requestformsin order forthe retainer tobe released. 13)The County Manager mayrequirethat reimbursement requests forany Funding Allocations requiring acashmatchmustbe accompanied by documentation of the expenditure of committed matchfunds(i.e.,copies of invoices,canceled checks, etc.). 14)Each Recipient will ensure thatall contractors and consultants perform in accordancewiththeterms,conditionsand specifications of theircontractsor purchase orders andthatallFederal,Stateandlocal contracting rules apply. 15)Each Recipient shall maintain an accounting system,which meets generally accepted accounting principles,andshall maintain all required financial records to properly account forall Building Better Communities General Obligation Bond fundsandany supplemental fundsusedforthe Project.The Recipient shallatall times maintain a separate accounting of all Building Better Communities General Obligation Bond funds. Page 11 of 20 16)Each Recipient shallbe responsible for reporting,ona continuous,on-goingbasis, any contractual relationship established to perform workontheproject,startdates, progress payments,completiondates,etc.inthesystemprovidedbytheCounty. 17)The Recipient shallbe responsible for completing the Project.Ifthetotalcostof theProjectexceedsthevalue of theFundingAllocation,thentheRecipientmust provideanysupplementalfunds required.Intheeventthatsupplementalfundsare necessaryforcompletion of aProject,as of thepointintimethatitisknownthat supplementalfundsareneeded,theRecipientmustdemonstratethatsuch supplementalfundshavebeen committed totheProjectpriortoandasacondition of disbursement orfurther disbursement of Funding Allocations.The requirement foraRecipienttoprovidesupplementalfundsmaybemodified,inpartorwhole, bytheBoard,totheextentthatitapprovesinwritingany reduction tothe Project scope of work in accordance withthe Ordinance.Approval of any reduction in scope of work isatthe sole discretion of the Board. C)Acquisition Projects.Guidelinesand requirements for administering Acquisition Project Funding Allocations areas follows: 1)AppraisalRequired.Priortoacquisition of aProjectsite,aRecipientmustobtain anappraisalorappraisalssupportingthefair market value of thelandtobe acquired.Pursuant toStatelaw,if the property is $500,000 orlessin appraised value,oneappraisalisrequired.If thepropertyexceeds$500,000in appraised value,two appraisals are required. 2)Amount Authorized forPayment.The amount of Funding Allocation authorized for payment forland acquisition shallinnocase exceed the Funding Allocation available for such purpose.Inthe event thatthe negotiated acquisition price exceeds by ten percent or greater the appraised value of the land,the disbursement of Funding Allocation shallbe conditioned upon a written justification for the purchase price and other conditions attendant tothe proposed purchase,which justification is declared satisfactory by the Board in writing.Appraisal costs are eligible Funding Allocation costsaslongasthe appraised property is being realistically and seriously consideredfor Acquisition,regardless of the outcome. 3)EnvironmentalSurvey.TheRecipientmaynotpurchase property with Funding Allocation untila Phase I environmental survey is completed,which demonstrates thatthe property is suitable forits intended generaluseandforthe specific Project. 4)Signage.For Acquisition only Projects,forsix months following Acquisition,the Recipient shall post a sign,inthe general design provided by the County, containing the Building Better Communities General Obligation Bond logo, identifying the source of Project funding.Thecost of such asignis eligible for payment from the Funding Allocation. Page 12 of 20 5)Ownership.Titletoland acquired with Building Better Communities General ObligationBondfundsshallvestwithaPublicAgencyoralegallyincorporated 501(c)(3)Not-for-ProfitCommunityOrganization.Facilities constructed/developed with Building Better Communities General Obligation Bond fundsshallvestwithaPublicAgencyoralegallyincorporated501(c)(3)Not-for- Profit Community Organization. D)DevelopmentProjects.Guidelines and requirements for administering Development Project Funding Allocations areasfollows: 1)LicensedContractors;ContractorBonds.Dulylicensedorregisteredcontractors shallperformall construction.Construction contracts forworkinexcessofthe threshold amounts established in Section 255.20 of the Florida Statutes should containpaymentand performance bonds,which comply withthe requirements of that Section. 2)Cost Elements. a)Construction Equipment.Recipients are required tousetheirown equipment, if available.Ifa Recipient's equipmentisused,themaximumFunding Allocationpaymentshallcoveroperatingandroutinemaintenancecosts of suchequipment;theFundingAllocationexcludesanydepreciationor replacementcostfrompayment.If anApplicant'sequipmentisused,areport orsourcedocumentmustdescribetheworkperformed,indicatethehoursused andberelatedtotheProject.If aRecipientdoesnothave needed construction equipment available,thenthe Recipient mayrentsuch equipment. b)ConstructionSuppliesand Materials.Suppliesandmaterialsmaybepurchased foraspecificProjectormaybedrawnfromacentralstock,providingtheyare claimed atacostno higher thanthatwhichthe Recipient paid.When supplies and/or materialsarepurchasedwiththeintention of constructingapiece of equipment,structureorpart of astructure,thecoststhatarechargedas suppliesandmaterialsmaybecapitalizedaccordingtotheRecipient'snormal practiceorpolicy.Ifcapitalized,onlythecostreasonably attributable tothe Project may be claimed under the Project. c)PersonnelorEmployeeServices.Services of theRecipient's employees who performworkdirectlyrelatedtotheaccomplishment of the Project are eligible costs.Thesecostsmustbecomputedaccordingtothe Recipient's prevailing wage or salary scalesandmay include fringe benefit costs,such as vacations, sickleave,FICA,MICA,health andlife insurance,and workers compensation atthe Recipient's established fringe benefit rate.Costs charged tothe Project must be computed onthe basis of actual time spent on the Project,and supported by time and attendance records describing the work performed on the Project.Overtime costsmaybe allowed under the Recipient's established policy,provided thatthe regular worktimewas devoted tothe same Project. Salaries andwages claimed for employees working on Allocation-funded Page 13 of 20 ProjectsmustnotexceedtheRecipient'sestablishedratesforsimilarpositions. Alternative methodologies forestablishedwageratesmustbe pre-approved by the Board. d)Consultant Services.The costs of consultant services necessary for the Project areeligible.TheRecipientmustpayconsultants according totheRecipient's customary or established methodandrate.No consultant feemaybepaidto the Recipient's own employees. 3)Cost Activities. a)Construction activities.Thecost of all necessary construction activities,from site preparation (including demolition,survey,excavation and other site work) tothe completion of a structure is eligible for payment fromthe Funding Allocation. b)Fixtures,FurnishingsandEquipment(FF&E).Thecost of fixtures,furnishings andequipmentnecessarytooperatethefacilityare eligible if approvedinthe Funding Agreement priortoacquisition(See Section 9B11).Consumable goods shall not be considered eligible.(Please refer to Section 4fora detailed definition of FF&E) c)Interpretive Signs andAids.Thecost of signs,display boards or other interpretive aids relating tothe Project are eligible. d)Signage.During the time period of Development,the Recipient shall post a sign at the Project site,inthe general design provided by the County, containing the Building Better Communities General Obligation Bond logo, identifying the source of funding forthe Project.The cost of such a sign is eligible for payment fromthe Funding Allocation. e)Recipients are encouraged touse value-engineering clauses in contracts for construction projects of sufficient sizeto offer reasonable opportunities for cost reductions. 4)The following isa nonexclusive list of ineligible costs: a)Funding Application costs. b)Ceremonial expenses. c)Expenses for publicity. d)BonuspaymentsunlessspecificallyauthorizedbytheBoard of County Commissioners. e)Charges in excess of thelowest responsive and responsible bid or proposal in accordance withthegoverningrulesand procedures of the Recipient,when the law requires the Recipient toutilize competitive selection. f)Charges for deficits or overdrafts. g)Chargesincurredcontrarytothepoliciesand practices of theRecipient. Page 14 of 20 h)Interestexpense(Maybe reimbursed atthe discretion of theBoard if incurred duringthe construction periodandisattributableonlytotheconstruction period) i)Litigationexpensesorjudgments,exceptforthoseawardsresultingfroman eminent domain taking, j)Thecost of services,materialorequipmentobtainedunderany other program, k)Costs of discounts nottaken. 1)Thecost of purchasinganon-refundableoptionwhenacquiring land. E)Budget Changes. 1)RecipientsshalladjusttheirProjectbudgetstoreflectactualcostsandupdatedcost estimates andshallsubmitadjustedProjectbudgetstotheManagerwiththe project completion certificate. 2)Budget adjustments maynotexceedthe 17%limitation for design,planning,and programadministration,norexceedthetotalbudgetawardallocation,without approval of the Board. 3)Recipientsshallobtainthepriorwrittenapproval of the Manager for whenever budget adjustments areanticipatedasoutlinedinaandb,below,andapproval of theBoard whenever budgetadjustmentsare anticipated as outlined inc,below.The requestmustbeinthesamebudgetformattheRecipientusedinthe Agreement and shallbeaccompaniedbyanarrative justification fortheproposedrevision.Such request for adjustment shall,if approved,amend the Funding Agreement.Requests for budget changes shallbe considered whenever any of the following adjustments are required: a)For any Project involving both Acquisition and Development activities,any proposed budget transfersfrom Acquisition to Development orviceversa. b)Any proposed reduction or revision of the scope or objectives of the Project (regardless of whether there isan associated budget adjustment)that substantially changesthe original intent of aproject.However,intheeventthat a Recipient has completed the approved scope of workfora project andhas unexpended funds,the Recipient may submit a request tothe County Manager's Office to expend these fundsinan existing or new budget line item for the project.The Manager is authorized to approve such budget changes and expenses not to exceed 15%of thetotal budget. c)Any change that would increase planning,design,and program administration in the aggregate total. F)Cost Overruns.Duringtheexecution of workonaProject,the Recipient mayfind thatactual Project costsexceedtheapprovedbudget.Forcost overruns thatwill require additional fundingfortheProject,or otherwise requirea budget adjustment for Page 15 of 20 whichprior Board approval is required pursuant to paragraph E above,the Recipient shall: 1)Provide a justification forthe additional costs; 2)Identifyavailablefundsforthecompletion of theProject;and,if necessary 3)RequestfromtheBoardareductionintheProjectscopeconsistentwiththeterms of the Ordinance. TheBoard,atitsdiscretion,mayauthorizeinwritingareductioninthescope of the Project:(i)wherereduction of thescopeisconsistentwiththeOrdinance;and(ii)where thereductionisjustifiedbytheRecipient;and(iii)wheretheRecipientdoesnothave sufficientfundstocompletetheProjectwiththeavailable funds.Underthose circumstances,theBoard,initssolediscretion,mayidentify other fundsavailable under the Ordinance for the Project. SECTION 10.COMPLIANCE RESPONSIBILITIES The following constitute generalrequirementsfor program compliance: A)Anannualindependentaudit of theBuildingBetter Communities General Obligation BondfundsmustbesubmittedbyallRecipientstothe County Manager's Officeby June jst,following thefiscalyearforwhichtheauditwas performed.An audit must be submitted fromallfunded Recipients,even if theydidnot submit or receive reimbursements during thefiscalyear.Theaudit report must include the Fund Summary StatusReport,ExhibitJ.Theauditmustbe performed by certified independent auditors and include the following: 1)Test for compliance withthe Funding Agreement,Miami-Dade County Ordinance No.0547,applicableresolutions andthe Building Better Communities General Obligation Bond Administrative Rules. 2)Test to verify compliance with advance requirements. 3)Sufficient tests,as determined bythe independent auditor to verify true and accurate reflection of project expenditures. 4)Tests to verify expenditure of requiredmatchdollars. 5)Verification of the Fund Summary Status Report. B)Landandfacilitiesacquired,developed,improvedor rehabilitated by Funding Allocation shallbe dedicated and maintained in perpetuity fortheuseand benefit of Page 16 of 20 the general public except where leases arein effect.Any land,facilities,or equipment acquired with Building Better Communities General Obligation Bond funds maynot be sold or transferred without the written consent of the County and may require an equitable reimbursement ofbond funding based on residual value.All projects shallbe opentothe public at reasonable times and shall be managed inasafeand attractive manner appropriate for public use. C)Funding Allocation forthe purposes of development,improvement,rehabilitation or restoration shall be expended for these purposes onlyonlands owned bya Recipient or onlandsforwhichthe Recipient holdsaleaseorotheruse agreement.Suchleaseor otheruse agreement mustbeforan unexpired term of 25 years.The Funding Allocation Recipient may demonstrate the eligibility oftheProjecttothe reasonable satisfaction of theBoard,throughajointownership,use,franchiseorotheragreement, evidencing thatthelands and/or theProjectwillbeutilizedforthepublicbenefit, consistent with theterms of this Ordinance,foraterm of at least 25yearsin duration. The lease must not be revocable at will. D)Recipientshallmaintainall financial and programmatic records,supportingdocuments andotherrecordspertinenttothe Funding Allocation foraperiod of threeyearsfrom thestartingdatedefinedbelow.Ifanylitigation,claim,negotiation,auditorother action involving therecordshasbeenstartedbeforethe expiration of thethreeyear period,therecordsmustberetaineduntil completion of theactionandresolutionofall issues which arisefromit,oruntiltheend of the regular three year period,whichever islater.WhenFundingAllocationsupportiscontinuedorrenewedatannualorother intervals,theretentionperiodfortherecords of eachfundingperiodstartsontheday theRecipientsubmitstotheCountyitssingleorlast expenditure reportforthatperiod. Inallothercases,theretentionperiodstartsonthedaytheRecipientsubmitsitsfinal expenditure report. E)TheBoardandtheCounty,orany of theirauthorized representatives,shallhavethe right of accesstoanypertinentbooks,documents,papersorotherrecords of the Recipient in order to make audits,examinations,excerpts and transcripts. F)If a Recipient materially failstocomplywithanyterm of an award,the Board or the County Manager may take one ormore of the following actions,as appropriate inthe circumstances: 1)Temporarily withholdcashpayments pending correction of the deficiency bythe Recipient. 2)Disallow allorpart of the cost of the activity or action not in compliance. 3)Wholly or partly suspend or terminate the current award for the Recipient's program. 4)Withhold further Funding Allocation awards fromthe Recipient,or Page 17 of 20 5)Take other remediesthatmaybelegallyavailable. G)Any of the enforcement actions listed in paragraph F above,takenbythe Manager, whicharecontestedand unresolved betweentheRecipientandtheCountywithinthirty days of such action,will result inthe Board providing the Recipient withan opportunity tobe heard onthe issue.Said hearing will occur within sixty days ofthe Board receiving the Recipient's written request.Staff will recommend appropriate action to the Board. H)Costs of Recipient resulting from obligations incurred bythe Recipient during a suspension orafter termination ofan award arenot allowable unless the Manager expressly authorizes them inthe notice of suspension or termination or subsequently authorizesthemin writing.Other Recipient costsduringsuspensionorafter terminationwhicharenecessaryandnotreasonablyavoidableareallowableif: 1)ThecostsresultfromobligationswhichwereproperlyincurredbytheRecipient beforetheeffectivedate of suspension ortermination,arenotinanticipation of it, and in the case of a termination,are non-cancelable;and 2)Thecostswouldbeallowable if theawardwasnotsuspendedor if theaward expirednormallyattheend of thefundingperiodinwhichtheterminationtakes effect. I)Inspections.Staff of theBoardortheCounty,orboth,shall periodically inspect each Project to ensure compliance withtheserules,the Ordinance,andthe Funding Agreement.Staff shallperformaninspection of the Project sitetoensurecompliance prior to release of thefinal Funding Allocation payment. SECTION 11.QUARTERLY REPORTS Recipients are required to submit theProjectStatus Report ona quarterly basis,inthe format stipulated bytheManager.Additionalreportsthatshallbedueuponrequest of the Manager may include,but are not limited to: A)Actual accomplishments of each Funding Allocation B)Problems encountered in implementation of each Funding Allocation C)Anticipated start and/or completion dates of each Funding Allocation Recipient may be required to meet with the Board todiscussthe Project. SECTION 12.PROJECT CLOSE-OUT A)A Recipient hasupto forty-five (45)daysafterthe expiration or termination of the Funding Allocation to submit allfinal documentation including final reimbursement Page 18 of 20 requestsandprojectcompletion certificates. B)Theclose-out of aFunding Allocation doesnot affect: 1)The County's right to disallow costs and recover funds on the basis ofa later audit or review: 2)The Recipient's obligation to return any funds due asa result of later refunds, corrections or other transactions; 3)Recordsretentionresponsibilitiessetforthabove; 4)Continuing responsibilities setforthinthe Ordinance andtheserules; 5)Audit rights setforthin these rules. C)Any amounts paidto Recipient,in excess of the amount to which the Recipient is finally determined tobe entitled under the terms ofan award,constitute adebttothe County.Ifnotpaid within a reasonable period after demand,the County may reduce the debt by: 1)Makinganadministrativeoffsetagainstotherrequestsfor reimbursement; 2)Withholding payments otherwise duetothe Recipient;or 3)Taking other action provided bylaw. Anyoverduedebt of theRecipientshallaccrueinterestatthe maximum rateallowedby law. SECTION 13.INTERPRETATION;ADMINISTRATION TheseadministrativeruleshavebeenpromulgatedundertheOrdinance.Intheevent of a conflict between theserulesandtheprovisions of theOrdinance,the Ordinance shall prevail. TheManagershallbeauthorizedtointerprettheprovisions of theseadministrativerules andtheir interpretation of anymattersgovernedherebyshallbefinalandmayonlybe overturned by a majority vote of theBoard.The Manager shall submit recommendations amending these administrative rulestothe Board,which may approve or reject such recommendations by majority vote. The Manager shallbe authorized and required to administer the Building Better Communities General Obligation Bond Program consistent withthe Ordinance and these administrative rules. Page 19 of 20 APPENDIX A Empowerment Zone Trust Board Task Force on Urban Revitalization Metro Miami Action Plan Trust Beacon Council Dade Heritage Trust Historic Preservation Board Alliance for Human Services Dade Community Foundation Office of Countywide Health Care Planning Page 20 of 20