01-18-05 -Missing Agenda Item 10To: Honorable Mayor, Vice Mayor Date: January 18, 2005
and City Commission
From: Maria V. Davis Subject: Agenda Item #
City Manager Commission Meeting
1/18/05
Re: Grants Administrator
REQUEST
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF SOUTH MIAMI, FLORIDA RELATING TO A NEW
EMPLOYEE; AUTHORIZING THE CITY MANAGER TO HIRE A
JUNIOR ACCOUNTANT TO ADMINISTER CITY GRANTS USING
PROCEEDS OF THE GRANTS FOR WAGES AND BENEFITS OF THE
NEW POSITION; PROVIDING FOR EFFECTIVE DATE
BACKGROUND AND ANALYSIS
The City Commission, during the current year's budget discussions, approved the hiring of a
qualified person to administer the large number of grants the City has received and will be
seeking in the future, perform regular reconciliation of the accounts, file quarterly reports and
submit requests for reimbursements. Furthermore, the City's independent auditors' management
letter of the Comprehensive Annual Financial Report last year pointed out the need for such an
employee in order to be in compliance with the various grant provisions. It was also determined
that there are funds available within the grants themselves to pay for the administration which
they require. With all this in mind, we are requesting approval at this time to implement those
recommendations and the prior approval of the Commission to hire a junior accountant as the
City's grants administrator
RECOMMENDATION
Your approval of the resolution is recommended.
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RESOLUTION NO.
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF SOUTH MIAMI, FLORIDA RELATING TO A NEW
EMPLOYEE; AUTHORIZING THE CITY MANAGER TO HIRE A
JUNIOR ACCOUNTANT TO ADMINISTER CITY GRANTS USING
PROCEEDS OF THE GRANTS FOR WAGES AND BENEFITS OF THE
NEW POSITION; PROVIDING FOR EFFECTIVE DATE
WHEREAS, the City presently has several new and ongoing grants which are being used
for improvements of various locations within the City including parks and downtown
infrastructures, among others; and
WHEREAS, in the past the City had a full time employee who administered these grants
doing regular reconciliation of the accounts, filing quarterly reports and submitting requests for
reimbursements; and
WHEREAS, during the recent reorganization the functions of the Grants Administrator
were consolidated with other positions within the Finance Department; and
WHEREAS, the responsibilities of this position have grown enormously because of the
increasing number of grants and the amount of reports required in order to be in compliance with
their provisions as expressed in the City's independent auditors' management letter of the
Comprehensive Annual Financial Report last year; and
WHEREAS, the City Administration has identified funds from the various grants
budgets that may be used to pay the wages and benefits of the position.
NOW THEREFORE BE IT RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA THAT:
Section 1. The City Manager is authorized to hire a Junior Accountant to administer the
grants, and all other related functions as necessary.
Section 2. This resolution shall take effect immediately upon approval.
PASSED AND ADOPTED this day of January, 2005.
ATTEST: APPROVED:
CITY CLERK MAYOR
READ AND APPROVED AS TO FORM
CITY ATTORNEY
COMMISSION VOTE:
Mayor Russell:
Vice Mayor Palmer:
Commissioner Wiscombe:
Commissioner Birts- Cooper:
Commissioner Sherar: