HomeMy WebLinkAboutResolution_30-96/97_07/24/1997 i I
RESOLUTION NO. 30 -9697
A RESOLUTION OF THE VILLAGE COUNCIL OF THE
VILLAGE OF TEQUESTA, PALM BEACH COUNTY,
FLORIDA, APPROVING THE COMMUNITY DEVELOPMENT
BLOCK GRANT AWARD AGREEMENT WITH ASSOCIATED
FORMS AND AUTHORIZING THE MAYOR TO SIGN THE
SAME ON BEHALF OF THE VILLAGE.
NOW, THEREFORE, BE IT RESOLVED BY THE VILLAGE COUNCIL OF THE
VILLAGE OF TEQUESTA, PALM BEACH COUNTY, FLORIDA, AS FOLLOWS:
Section 1. The Community Development Block Grant Contract
No. 98DB- 3M- 10- 60- 15 -L05 Award Agreement and all associated
forms and attachments associated therewith, attached hereto
as Exhibit "A" and incorporated by reference as a part of
this Resolution, is hereby approved and the Mayor of the
Village of Tequesta is authorized to execute the same on
behalf of the Village of Tequesta.
THE FOREGOING RESOLUTION WAS OFFERED by Councilmember
Hansen , who moved its adoption. The motion was seconded
by Councilmember Cameron , and upon being put to a vote,
the vote was as follows:
FOR ADOPTION AGAINST ADOPTION
Alexander W. Cameron
• Joseph N. Capretta
Carl C. Hansen
Elizabeth A. Schauer
The Mayor thereupon declared the Resolution duly passed and
adopted this 24th day of July, A.D., 1997.
-�. - --Eli- zabeth A. Schauer
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ATTEST:
oann Mangan' llo
Village Clerk
wp60 \res \cdbg -97
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r Contract Number: 98DB- 3M- 10- 60- 15 -L05
CFDA Number: 14.219
• AGREEMENT
THIS AGREEMENT is entered into by and between the State of Florida, Department of Community Affairs with
headquarters in Tallahassee, Florida (hereinafter referred to as the "Department "), and the Village of Tequesta, (hereinafter
referred to as the "Recipient ").
THIS AGREEMENT IS ENTERED INTO BASED ON THE FOLLOWING FACTS:
A. WHEREAS, the Recipient represents that it is fully qualified, possesses the requisite skills, knowledge,
qualifications and experience to provide the services identified herein, and does agree to perform as described herein, and
B. WHEREAS, the Department determined that the Recipient has successfully negotiated a Community
Development Block Grant (hereinafter referred to as "CDBG "), and
C. WHEREAS, the Department has authority pursuant to Florida law to disburse the funds under this Agreement.
NOW, THEREFORE, the Department and the Recipient do mutually agree as follows:
(1) SCOPE OF WORK
The Recipient shall fully perform the obligations in accordance with the Budget and Scope of Work, Attachment
A of this Agreement.
• (2) INCORPORATION OF LAWS, RULES, REGULATIONS AND POLICIES
Both the Recipient and the Department shall be governed by applicable State and Federal laws, rules and
regulations, including but not limited to those identified in Attachment B.
(3) PERIOD OF AGREEMENT
This Agreement shall begin upon the date last signed and shall end on September 27, 1999, as required by the
U.S. Department of Housing and Urban Development's contract with the Department.
(4) MODIFICATION OF CONTRACT
(a) Either party may request modification of the provisions of this Agreement. Changes which are mutually
agreed upon shall be valid only when reduced to writing, duly signed by each of the parties hereto, and attached to the original of
this Agreement.
(b) All refunds or repayments to be made to the Department under this Agreement are to be made payable
to the order of "Department of Community Affairs ", and mailed directly to the Department at the following address:
Department of Community Affairs
• Attn: Cashier
Finance and Accounting
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399 -2100
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(5) RECORDKEEPING
(a) If applicable, Recipient's performance under this Agreement shall be subject to 24 C.F.R. Part 85 or
OMB Circular No. A -110, "Grants and Agreements with Institutions of High Education, Hospitals, and Other Nonprofit
p ganizations," and either OMB Circular No. A -87, "Cost Principles for State and Local Governments," OMB Circular No A -21,
st Principles for Educational Institutions," or OMB Circular No. A -122, "Cost Principles for Nonprofit Organizations."
(b) All original records pertinent to this Agreement shall be retained by the Recipient for three years
following the date of termination of this Agreement or of submission of the final close -out report, whichever is later, with the
following exceptions:
1. If any litigation, claim or audit started before the expiration of the three year period and extends
beyond the three year period, the records will be maintained until all litigation, claims or audit findings involving the records have
been resolved.
2. Records for the disposition of non - expendable personal property valued at $1,000 or more at
the time of acquisition shall be retained for three years after final disposition.
3. Records relating to real property acquisition shall be retained for three years after closing of title.
(c) All records, including supporting documentation of all program costs, shall be sufficient to determine
compliance with the requirements and objectives of the Budget and Scope of Work - Attachment A - and all other applicable laws
and regulations.
(d) The Recipient, its employees or agents, including all subcontractors to be paid from funds under this
B reement, shall allow access to its records at reasonable times to the Department, its employees, and agents. "Reasonable"
all be construed according to the circumstances but ordinarily shall mean during normal business hours of 8:00 a.m. to 5:00
p.m., local time, on Monday through Friday. "Agents" shall include, but not be limited to, auditors retained by the Department.
(e) Any additional terms and conditions pertaining to recordkeeping are set forth in Attachment C and all
terms and conditions pertaining to property management and procurement under this Agreement are set forth in Attachment H.
(6) REPORTS
(a) At a minimum, the Recipient shall provide the Department with a close -out report and other reports that
may be required from time to time by the Department.
(b) The close -out report is due within 45 days of termination of this Agreement or upon completion of the
activities contained in this Agreement.
(c) If all required reports and copies, prescribed above, are not sent to the Department or are not completed
in a manner acceptable to the Department, the Department may withhold further payments until they are completed or may take
such action as set forth in paragraph (9). The Department may terminate the Agreement with a Recipient if reports are not
received within 30 days after written notice by the Department. "Acceptable to the Department" means that the work product was
completed in accordance with generally accepted principles and is consistent with the Budget and Scope of Work.
(d) Upon reasonable notice, the Recipient shall provide such additional program updates or information as
Olay be required by the Department.
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(e) The Recipient shall provide additional reports and information as identified in Attachment D.
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(7) MONITORING
The Recipient shall constantly monitor its performance under this Agreement to ensure that time schedules are
Oeing met, the Budget and Scope of Work is being accomplished within specified time periods, and other performance goals are
being achieved. Such review shall be made for each function or activity set forth in Attachment A to this Agreement.
(8) LIABILITY
(a) Except as otherwise provided in subparagraph (b) below, the Recipient shall be solely responsible to
parties with whom it shall deal in carrying out the terms of this Agreement, and shall save the Department harmless against all
claims of whatever nature by third parties arising out of the performance of work under this Agreement. For purposes of this
Agreement, Recipient agrees that it is not an employee or agent of the Department, but is an independent contractor.
(b) Any Recipient who is a state agency or subdivision, as defined in Section 768.28, Fla. Stat agrees to be
fully responsible for its negligent acts or omissions or tortious acts which result in claims or suits against the Department, and
agrees to be liable for any damages proximately caused by said acts or omissions. Nothing herein is intended to serve as a
waiver of sovereign immunity by any Recipient to which sovereign immunity applies. Nothing herein shall be construed as
consent by a state agency or subdivision of the State of Florida to be used by third parties in any matter arising out of any
contract.
(9) DEFAULT: REMEDIES: TERMINATION
(a) If the necessary funds are not available to fund this Agreement as a result of action by the Legislature,
e Office of the Comptroller or the Office of Management and Budgeting, or if any of the following events occur ( "Events of
efault "), all obligations on the part of the Department to make any further payment of funds hereunder shall, if the Department
so elects, terminate and, the Department may at its option exercise any of its remedies set forth herein, but the Department may
make any payments or parts of payments after the happening of any Events of Default without thereby waiving the right to
exercise such remedies, and without becoming liable to make any further payment:
1. If any warranty or representation made by the Recipient in this Agreement or any previous
Agreement with the Department shall at any time be false or misleading in any respect, or if the Recipient shall fail to keep,
observe or perform any of the terms or covenants contained in this Agreement or any previous agreement with the Department
and has not cured such in timely fashion, or is unable or unwilling to meet its obligations thereunder;
2. If any material adverse change shall occur in the financial condition of the Recipient at any time
during the term of this Agreement from the financial condition revealed in any reports filed or to be filed with the Department, and
the Recipient fails to cure said material adverse change within thirty (30) days from the time the date written notice is sent by the
Department;
3. If any reports required by this Agreement have not been submitted to the Department or have been
submitted with incorrect, incomplete or insufficient information;
4. If the Recipient has failed to perform and complete in timely fashion any of the services required
under the Budget and Scope of Work attached hereto as Attachment A.
• (b) Upon the happening of an Event of Default, then the Department may, at its option, upon written notice to the
Recipient and upon the Recipient's failure to timely cure, exercise any one or more of the following remedies, either concurrently
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or consecutively, and the pursuit of any one of the following remedies shall not preclude the Department from pursuing any other
remedies contained herein or otherwise provided at law or in equity:
1. Terminate this Agreement, provided that the Recipient is given at least twenty-one (21) days prior
Oritten notice of such termination. The notice shall be effective when placed in the United States mail, first class mail, postage
prepaid, by registered or certified mail- return receipt requested, to the address set forth in paragraph (10) herein;
2. Commence an appropriate legal or equitable action to enforce performance of this Agreement;
3. Withhold or suspend payment of all or any part of a request for payment;
4. Exercise any corrective or remedial actions, to include but not be limited to, requesting additional
information from the Recipient to determine the reasons for or the extent of non - compliance or lack of performance, issuing a
written warning to advise that more serious measures may be taken if the situation is not corrected, advising the Recipient to
suspend, discontinue or refrain from incurring costs for any activities in question or requiring the Recipient to reimburse the
Department for the amount of costs incurred for any items determined to be ineligible;
5. Exercise any other rights or remedies which may be otherwise available under law.
(c) The Department may terminate this Agreement for cause upon such written notice as is reasonable
under the circumstances. Cause shall include, but not be limited to, misrepresentation in the grant application, misuse of funds;
fraud; lack of compliance with applicable rules, laws and regulations; failure to perform in a timely manner; and refusal by the
Recipient to permit public access to any document, paper, letter, or other material subject to disclosure under Chapter 119, Fla.
tat., as amended.
• (d) Suspension or termination constitutes final Department action under Chapter 120, Fla. Stat as
amended. Notification of suspension or termination shall include notice of administrative hearing rights and time frames.
(e) The Recipient shall return funds to the Department if found in non - compliance with laws, rules,
regulations governing the use of the funds or this Agreement.
(f) This Agreement may be terminated by the written mutual consent of the parties.
(g) Notwithstanding the above, the Recipient shall not be relieved of liability to the Department by virtue of
any breach of Agreement by the Recipient. The Department may, to the extent authorized by law, withhold any payments to the
Recipient for purpose of set -off until such time as the exact amount of damages due the Department from the Recipient is
determined.
(10) NOTICE AND CONTACT
(a) All notices provided under or pursuant to this Agreement shall be in writing, either by hand delivery, or
first class, certified mail, return receipt requested, to the representative identified below at the address set forth below and said
notification attached to the original of this Agreement.
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(b) The name and address of the Department contract manager for this Agreement is:
Susan M. Cook
Community Program Administrator
Bureau of Community Development
Department of Community Affairs
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399 -2100
(c) The name and address of the Representative of the Recipient responsible for the administration of this
Agreement is: \ ,
7 om,CS 4. �Ro�FoQi1 Yt�uyGd� ��s..►.yt
y i t-v-� of
Z5 "rEyor--s Ii 1z,�lE . Sufi E'7�O
(d) In the event that different representatives or addresses are designated by either party after
execution of this Agreement, notice of the name, title and address of the new representative will be
rendered as provided in (10)(a) above.
(11) OTHER PROVISIONS
(a) The validity of this Agreement is subject to the truth and accuracy of all the information, representations,
and materials submitted or provided by the Recipient, or any Participating Party in this Agreement, in the Application, in any
0 bsequent submission or response to Department request, or in any submission or response to fulfill the requirements of this
Agreement, and such information, representations, and materials are incorporated by reference. The lack of accuracy thereof or
any material changes shall, at the option of the Department and with thirty (30) days written notice to the Recipient and any
Participating Party, cause the termination of this Agreement and the release of the Department from all its obligations to the
Recipient.
(b) This Agreement shall be construed under the laws of the State of Florida, and venue for any actions
arising out of this Agreement shall lie in Leon County. If any provision hereof is in conflict with any applicable statute or rule, or is
otherwise unenforceable, then such provision shall be deemed null and void to the extent of such conflict, and shall be deemed
severable, but shall not invalidate any other provision of this Agreement.
(c) No waiver by the Department of any right or remedy granted hereunder or failure to insist on strict
performance by the Recipient or any Participating Party shall affect or extend or act as a waiver of any other right or remedy of
the Department hereunder, or affect the subsequent exercise of the same right or remedy by the Department for any further or
subsequent default by the Recipient or any Participating Party. Any power of approval or disapproval granted to the Department
under the terms of this Agreement shall survive the terms and life of this Agreement as a whole.
(d) The Agreement may be executed in any number of counterparts, any one of which may be taken as an
original.
(e) The Recipient agrees to comply with the Americans With Disabilities Act (Public Law 101 -336, 42 U.S.C.
O ction 12101 et sea .), if applicable, which prohibits discrimination by public and private entities on the basis of disability in the
areas of employment, public accommodations, transportation, State and local government services, and in telecommunications.
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(f) A person or affiliate who has been placed on the convicted vendor list following a conviction for a public
Ig ntity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a
ntract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real
property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a
contract with a public entity, and may not transact business with any public entity in excess of Category Two (as defined in
Chapter 287 Fla. Stat. for a period of 36 months from the date of being placed on the convicted vendor list.
(12) AUDIT REQUIREMENTS
(a) The Recipient agrees to maintain financial procedures and support documents, in accordance with
generally accepted accounting principles, to account for the receipt and expenditure of funds under this Agreement.
(b) These records shall be available at all reasonable times for inspection, review, or audit by state
personnel and other personnel duly authorized by the Department. "Reasonable" shall be construed according to circumstances,
but ordinarily shall mean normal business hours of 8:00 a.m. to 5:00 p.m., local time, Monday through Friday.
(c) The Recipient shall also provide the Department with the records, reports or financial statements upon
request for the purposes of auditing and monitoring the funds awarded under this Agreement.
(d) The Recipient shall provide the Department with an annual financial audit report which meets the
requirements of Sections 11.45 and 216.349, Fla. Stat and Chapter 10.550 and 10.600, Rules of the Auditor General, and, to
the extent applicable, the Single Audit Act of 1984, 31 U.S.C. ss. 7501 -7507, OMB Circulars A -128 or A -133 for the purposes of
auditing and monitoring the funds awarded under this Agreement. The funding for this Agreement was received by the
O partment as a grant and aid appropriation.
1. The annual financial audit report shall include all management letters and the Recipient's
response to all findings, including corrective actions to be taken;
2. The annual financial audit report shall include a schedule of financial assistance specifically
identifying all Agreement and grant revenue by sponsoring Department and Agreement number.
3. The complete financial audit report, including all items specified in (12)(d) 1 and 2 above, shall
be sent directly to:
Department of Community Affairs
Community Program Administrator
Bureau of Community Development
2555 Shumard Oak Boulevard
Tallahassee, Florida 32399 -2100
(e) In the event the audit shows that the entire funds, or any portion thereof, were not spent in accordance
with the conditions of this Agreement, the Recipient shall be held liable for reimbursement to the Department of all funds not
spent in accordance with these applicable regulations and Agreement provisions within thirty (30) days after the Department has
�tified the Recipient of such non - compliance.
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(f) The Recipient shall retain all financial records, supporting documents, statistical records, and any other
t cuments pertinent to this contract for a period of three years after the date of submission of the final expenditures report.
wever, if litigation or an audit has been initiated prior to the expiration of the three -year period, the records shall be retained
until the litigation or audit findings have been resolved.
(g) The Recipient shall have all audits completed by an independent certified public accountant (IPA) who
shall either be a certified public accountant or a public accountant licensed under Chapter 473, Fla. Stat The IPA shall state that
the audit complied with the applicable provisions noted above.
(h) The audit is due seven months after the end of the fiscal year of Recipient.
(1) An audit performed by the State Auditor General shall be deemed to satisfy the above audit
requirements.
(13) SUBCONTRACTS
(a) If the Recipient subcontracts with a subrecipient as defined in 24 C.F.R. Part 570 for any or all of the
work required under this Agreement, a copy of the executed subcontract must be forwarded to the Department within ten (10)
days after execution of that subcontract. The Recipient agrees to include in the subcontract that (1) the subcontractor is bound by
all applicable state and federal laws and regulations, and (ii) the subcontractor shall hold the Department and Recipient harmless
against all claims of whatever nature arising out of the subcontractor's performance of work under this Agreement, to the extent
allowed and required by law.
• (b) The Recipient will monitor the activities of any subrecipient pursuant to the requirements in 24 C.F.R.
Part 570 and HUD Handbook, " Managing CDBG A Guidebook for Subrecipients Oversight dated August 1993.
(14) TERMS AND CONDITIONS
The Agreement contains all the terms and conditions agreed upon by the parties.
(15) ATTACHMENTS
(a) All attachments to this Agreement are incorporated as if set out fully herein.
(b) In the event of any inconsistencies or conflict between the language of this Agreement and the
attachments hereto, the language of such attachments shall be controlling, but only to the extent of such conflict or inconsistency.
(c) This Agreement has the following attachments:
Attachment A - Budget and Scope of Work
Attachment B - Program Statutes and Regulations
Attachment C - Recordkeeping
Attachment D - Reports
• Attachment E - Federal Lobbying Prohibitions
Attachment F - Copyright, Patent and Trademark
Attachment G - Statement of Assurances
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Attachment H - Property Management and Procurement
• Attachment I - Reserve
Attachment J - Reserve
Attachment K - Special Conditions
Attachment L - Work Plans
(16) FUNDING /CONSIDERATION
(a) This is a cost - reimbursement Agreement. The Recipient shall be reimbursed for costs incurred in the
satisfactory performance of work hereunder in an amount not to exceed $121,716.67 subject to the
availability of funds.
(b) Any advance payment under this Agreement is subject to s.216.181(14), Florida Statutes. The amount
which may be advanced may not exceed the expected cash needs of the Recipient within the first three
(3) months, based upon the funds being equally disbursed throughout the contract term. For a federally
funded contract, any advance payment is also subject to 24 C.F.R. Part 85, 24 C.F.R. Part 570 federal
OMB Circulars A -87, A -110, A -122 and the Cash Management Improvement Act of 1990. If an advance
payment is requested, the budget data on which the request is based and a justification statement shall
be included in this Agreement as Attachment F. Attachment F will specify the amount of advance
payment needed and provide an explanation of the necessity for and proposed use of these funds.
1. _X No advance payment is requested.
• 2. An advance payment of $ is requested.
(c) After the initial advance, if any, payment shall be made on a reimbursement basis as needed. The
Recipient agrees to expend funds in accordance with the Budget and Scope of Work, Attachment A of
this Agreement.
(d) All funds shall be requested on forms provided by the Department for that purpose.
(17) STANDARD CONDITIONS
The Recipient agrees to be bound by the following standard conditions:
(a) The State of Florida's performance and obligation to pay under this Agreement is contingent upon an
annual appropriation by the Legislature, and subject to any modification in accordance with Chapter 216, Fla. Stat
(b) If otherwise allowed under this Agreement, extension of an Agreement for contractual services shall be
in writing for a period not to exceed six (6) months and shall be subject to the same terms and conditions set forth in the initial
Agreement. There shall be only one extension of the Agreement unless the failure to meet the criteria set forth in the Agreement
for completion of the Agreement is due to events beyond the control of the Recipient.
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(c) All bills for fees or other compensation for services or expenses shall be submitted in detail sufficient for
a proper pre -audit and post -audit thereof.
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(d) If otherwise allowed under this Agreement, all bills for any travel expenses shall be submitted in
accordance with s. 112.061, Fla. Stat
(e) The Department of Community Affairs reserves the right to unilaterally cancel this Agreement for refusal
by the Recipient to allow public access to all documents, papers, letters or other material subject to the provisions of Chapter
119, Fla. Stat and made or received by the Contractor/ Recipient in conjunction with the Agreement.
(f) The State of Florida will not intentionally award publicly- funded contracts to any contractor who
knowingly employs unauthorized alien workers, constituting a violation of the employment provisions contained in 8 U.S.C.
Section 1324a(e) [Section 274A(e) of the Immigration and Nationality Act ("INK)]. The Department shall consider the
employment by any contractor of unauthorized aliens a violation of Section 274A(e) of the INA. Such violation by the Recipient of
the employment provisions contained in Section 274A(e) of the INA shall be grounds for unilateral cancellation of this Agreement
by the Department.
(18) STATE LOBBYING PROHIBITION
No funds or other resources received from the Department in connection with this Agreement may be used
directly or indirectly to influence legislation or any other official action by the Florida Legislature or any state agency.
Refer to Attachment E for additional terms and provisions relating to lobbying.
• (19) COPYRIGHT PATENT AND TRADEMARK
If applicable to this Agreement, refer to Attachment F for terms and conditions relating to copyrights, patents and
trademarks.
(20) LEGAL AUTHORIZATION
The Recipient certifies with respect to this Agreement that it possesses the legal authority to receive the funds to
be provided under this Agreement and that, if applicable, its governing body has authorized, by resolution or otherwise, the
execution and acceptance of this Agreement with all covenants and assurances contained herein. The Recipient also certifies
that the undersigned possesses the authority to legally execute and bind Recipient to the terms of this Agreement.
(21) ASSURANCES
The Recipient shall comply with any Statement of Assurances incorporated as Attachment G.
(22) VENDOR PAYMENTS
Pursuant to Section 215.422, Fla. Stat the Department shall issue reimbursement payments to Recipients
within 40 days after receipt of an acceptable invoice and receipt, inspection, and acceptance of goods and/or services provided in
O ordance with the terms and conditions of the Agreement. Failure to issue the warrant within 40 days shall result in the
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Department paying interest at a rate as established pursuant to Section 55.03(1), Fla. Stat The interest penalty shall be paid
within 15 days after issuing the warrant.
0 Vendors experiencing problems obtaining timely payment(s) from a state Department may receive assistance by
contacting the Vendor Ombudsman at (904) 488 -2924 or by calling the State Comptroller's Hotline at
1- 800 - 848 -3792.
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IN WITNESS WHEREOF, the parties hereto have caused this contract to be executed by their undersigned
officials as duly authorized.
I RECIP STATE OF FLORIDA
BY. DEPARTMENT OF COMMUNITY AFFAIRS
Name and Title: tLIZAperW A. 5C14A%) ER A m ggo,Z
Date: 0 - 3 1 — 1 te and Title: Thomas A. Pierce, Chief
Bureau of Community Development
Federal Employer I.D. 511 - qO S Date:
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Attachment A
• Budget and Scope of Work
ACTIVITY CDBG ACCOMPLISHMENTS BENEFICIARIES
BUDGET
AMOUNT
NUMBER DESCRIPTION NUMBER UNIT LMI TOTAL
04C DRAINAGE $121,716.67 1,200 LF 50 94
IMPROVEMENTS- (30 HH) (57 HH)
SYSTEM
TOTAL $121,716.67
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Attachment B
• PROGRAM STATUTES AND REGULATIONS
(a) This Agreement and the CDBG Program are governed by the following statutes and regulations:
1. 24 C. F. R. Part 570;
2. Florida Small and Minority Business Act, s. 288.702- 288.714, F.S.;
3. Florida Coastal Zone Protection Act, s. 161.52- 161.58, F.S.;
4. Local Government Comprehensive Planning and Land Development Regulation Act, Chapter 163, F.S.;
5. Title I of the Housing and Community Development Act of 1974, as amended;
6. Treasury Circular 1075 regarding drawdown of CDBG funds.
7. Sections 290.0401 - 290.049, Fla. Stat.
8. Department of Community Affairs Technical Memorandums;
9. HUD Circular Memorandums applicable to the Small Cities CDBG Program; and
10. Single Audit Act of 1984.
(b) Additional program provisions governing this Agreement are:
(1) The Recipient agrees that future changes in applicable laws, rules, and regulations governing the
Federal and local CDBG program are applicable to this Agreement on their effective dates.
(2) The Department shall review the Recipient's performance periodically to determine whether the
O cipient has substantially completed its program as described in the approved Application and this Agreement in accordance
and compliance with the requirements of s. 290.041- 290.049, Fla. Stat. as amended, and other applicable state and federal laws
and regulations. Training and technical assistance shall be provided by the Department, within limits of staff time and budget,
upon written request by the Recipient and /or upon a determination by the Department of Recipient need.
(3) The Recipient shall allow the Department to carry out monitoring, evaluation, and technical assistance and
shall assure the cooperation of its employees, subrecipients and subcontractors during such activities.
(4) If at any time after the effective date of this Agreement, the Department determines that an activity to be
funded is not eligible pursuant to 24 C.F.R. Part 570 or any subsequent federal regulation which supersedes it, the Department
may unilaterally amend this Agreement to delete the ineligible activity and de- obligate any unencumbered funds attributable to
the ineligible activity. Any funds expended on an activity subsequently deemed ineligible shall be repaid to the Department within
30 days of receipt of a request from the Department for said repayment; provided, however, that any activities which become
ineligible solely as a result of a change in state or federal regulations, shall not result in funds expended prior to the change in
regulations having to be repaid to the Department.
(5) In the event that the Department suspends funding pursuant to the provisions of this Agreement, said
suspension shall take effect as of the receipt of the notice of said suspension by the Recipient. Any requests for payment for
which the Department has not yet disbursed payment shall be subject to said suspension.
(6) Should the Recipient fail to enforce the provisions of any promissory note, mortgage, security
*e (6)
or other obligation specified in any Participating Party Agreement or in any written contract with a beneficiary,
contractor, agent, or subrecipient who received payment or benefit from funds disbursed under this Agreement, the Department
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may, with thirty days (30) written notice to the Recipient, automatically substitute itself for the Recipient in said Participating Parry
Agreement or written contract for the purpose of enforcing said Participating Party Agreement or written contract and may, at its
l liscretion, continue to administer said Participating Party Agreement or written contract.
(7) The Application is made a part of this contract by reference.
(8) The Recipient, its employees, and agents, shall maintain records and supporting documents as
prescribed in 24 C.F.R. Section 570.490(b), "Unit of general local government records "; 24 C.F.R. Section 570.490(c); and 24
C.F.R. Part 85. These records shall be maintained at a readily accessible site within the jurisdiction and under the jurisdiction's
control.
(9) All Recipient or Subrecipient contracts for which CDBG is in any part a funding source, shall contain
language to provide for termination with reasonable costs to be paid by the Recipient for eligible contract work completed prior to
the date the notice of suspension of funding was received by the Recipient. Any cost incurred after a notice of suspension or
termination is received by the Recipient may not be funded with CDBG funds unless previously approved in writing by the
Department consistent with 24 C.F.R. Part 85. All subrecipient contracts shall contain provisions for termination for cause or
convenience and shall provide for the method of payment in such event.
(10) All amendments requiring prior Department approval must be submitted 45 days prior to the end of the
contract and must be approved in writing by the Department prior to the Recipient's submission of a closeout package. Any
closeout package received prior to the written approval of said amendment is considered void ab initio and is not considered a
closeout package for the purposes of eligibility or potential penalty issues related to closeout.
(11) Submission of inaccurate information by the Recipient in monitoring report responses; audit or audit
ending responses; closeout, program income, or other required reports; or Requests for Funds that result in subsequent official
Department action based on that inaccurate information (such as the granting of administrative or final closeout status, releasing
funds, or clearing findings) may, at the option of the Department, subject the Recipient to one or more of the following remedies:
(a) Revocation of the official Department action(s) predicated on that report or submission, e.g.,
revocation of closeout status, audit clearance, monitoring report clearance, etc.
(b) In the case of an administrative closeout status, it would result in the nullification of the eligibility
of the Recipient to apply for and receive additional CDBG funding in accordance with Section 290.046(2)(c)(i), Fla. S at.. Such
revocation of administrative closeout status would also affect subsequent Department actions made on that basis, and could
include the cancellation of any subsequent grant awards and repayment by the Recipient of any grant funds previously expended
under the nullified grant contract.
(12) Funds expended for otherwise eligible activities prior to the effective date of this Agreement, except for
those provided for in this contract or prior to the effective date of the enabling amendment wherein the Department agrees to their
eligibility, fundability, or addition to this Agreement, are ineligible for funding with CDBG funds.
(13) An administrative closeout package shall contain the submissions detailed in Fla. Admin. Code Rule 96-
43.014(7)(b) and be dated and executed by the chief elected official or the previously established designee of that chief elected
official. Should the closeout package be incomplete, illegible, or unsigned, it will be considered void ab initio and is not
O sidered a closeout package for purposes of eligibility or potential penalty issues related to closeout.
14
y
(14) Pursuant to 24 C.F.R. Section 570.489(b), those pre- agreement costs reflected in the grant application
as originally submitted that relate to preparation of the grant application are considered eligible costs and may be reimbursed to
the Recipient, if they are otherwise in compliance with all other requirements of this contract.
(15) Any amendment requiring Department prior written approval must be submitted to the Department 45
days prior to the end of the contract.
(16) Any amendment requiring Department prior written approval which impacts a Closeout Package must be
received 45 days prior to submission of the closeout package.
•
15
Attachment C
RECORDKEEPING
(a) If applicable, recipient's performance under this Agreement shall be subject to 24 C.F.R. Part 85,
"Administrative Requirements for Grants and Cooperative Agreements to State, Local, and Federally Recognized Indian Tribal
Governments" or OMB Circular No. A -110, "Grants and Agreements with Institutions of High Education, Hospitals, and Other
Nonprofit Organizations," and either OMB Circular No. A -87, "Cost Principles for State and Local Governments," OMB Circular
No. A -21, "Cost Principles for Educational Institutions," or OMB Circular No. A -122, "Cost Principles for Nonprofit Organizations."
If this Agreement is made with a commercial (for - profit) organization on a cost - reimbursement basis, the Recipient shall be
subject to Federal Acquisition Regulations 31.2 and 931.2.
(b) All original records pertinent to this Agreement shall be retained by the Recipient for three years
following the date of termination of this Agreement or of submission of the final close -out report, whichever is later, with the
following exceptions:
1. If any litigation, claim or audit is started before the expiration of the three year period and
extends beyond the three year period, the records will be maintained until all litigation, claims or audit findings involving the
records have been resolved.
2. Records for the disposition of non - expendable personal property valued at $1,000 or more at the
time of acquisition shall be retained for three years after final disposition.
3. All records relating to real property acquisition shall be retained for three years following final
O closeout or until the period for retention of relevant displacement records has expired, whichever is appropriate.
4. Records relating to displaced persons or businesses shall be retained for three years following
final closeout or resolution of all claims and litigation, which ever comes last.
(c) All records, including supporting documentation of all program costs, shall be sufficient to determine
compliance with the requirements and objectives of the Budget and Scope of Work - Attachment A - and all other applicable laws
and regulations.
(d) The Recipient, its employees or agents, including all subcontractors or consultants to be paid from funds
provided under this Agreement, shall allow access to its records at reasonable times to the Department, its employees, and
agents. "Reasonable" shall be construed according to the circumstances but ordinarily shall mean during normal business hours
of 8:00 a.m. to 5:00 p.m., local time, on Monday through Friday. "Agents" shall include, but not be limited to, auditors retained by
the Department.
•
16
Attachment D
• REPORTS
The closeout report shall not be submitted prior to the completion of and acceptance by the Recipient of all non -
administrative activities. At the time of submission of the closeout report, all construction must be completed and accepted by the
recipient. Any approval by architects, engineers, rehabilitation specialist, building inspectors, code enforcement personnel,
property owners, building owners or occupants, or others whose approval is required must be obtained prior to submitting the
administrative closeout. All non - administrative invoices must be received and approved prior to submission of the administrative
closeout.
•
•
17
P
Attachment E
• Federal Lobbying Prohibitions
The Recipient certifies, by its signature to this Agreement, that to the best of his or her knowledge and belief:
(a) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person
for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of
Congress, or an employee of a Member of Congress in connection with the awarding of any federal contract, the making of any
Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation,
renewal, amendment or modification of any Federal contract, grant, loan or cooperative agreement.
(b) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or
attempting to influence an officer or employee of a Member of Congress, an officer or employee of Congress, or an employee of
a Member of Congress in connection with this Federal contract, grant, loan or cooperative agreement, the undersigned shall
complete and submit Standard Form -LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions.
(c) The undersigned shall require that the language of this certification be included in the award documents for all
subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and
that all subrecipients shall certify and disclose accordingly.
This certification is a material representative of fact upon which reliance was placed when this transaction was made or
entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section
9 2, Title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than
10,000 and not more than $100,000 for each such failure.
RECIPIE
r
Gin 6r
LCI z A G C -14 /� . c �c v rn ► —"
Name and Title (printed)
•
18
Attachment F
• Copyright, Patent and Trademarks
(a) If the Recipient brings to the performance of this Agreement a pre- existing patent or copyright, the
Recipient shall retain all rights and entitlements to that pre- existing patent of copyright unless the Agreement provides otherwise.
(b) If any discovery or invention arises or is developed in the course of or as a result of work or services
performed under this Agreement, or in any way connected herewith, the Recipient shall refer the discovery or invention to the
Department for a determination whether patent protection will be sought in the name of the State of Florida. Any and all patent
rights accruing under or in connection with the performance of this Agreement are hereby reserved to the State of Florida. In the
event that any books, manuals, films, or other copyrightable materials are produced, the Recipient shall notify the Department.
Any ad all copyrights accruing under or in connection with the performance under this Agreement are hereby reserved to the
State of Florida.
(c) Within thirty (30) days of execution of this Agreement, the Recipient shall disclose all intellectual
properties relevant to the performance of this Agreement which he or she knows or should know could give rise to a patent or
copyright. The Recipient shall retain all rights and entitlements to any pre- existing intellectual property which is so disclosed.
Failure to disclose will indicate that no such property exists. The Department shall then, under Paragraph (b), have the right to all
patents and copyrights which occur during performance of the Agreement.
•
19
Attachment G
• STATEMENT OF ASSURANCES
The Recipient hereby assures and certifies that:
(a) It possesses legal authority to enter into this agreement, and to execute the proposed program.
(b) Its governing body has duly adopted or passed as an official act a resolution, motion or similar action authorizing the
filing of the application, including all understandings and assurances contained therein, and directing and authorizing the
Recipient's chief executive officer to act in connection with the application and to provide such additional information as
may be required.
(c) No member of or delegate to the Congress of the United States, and no Resident Commissioner, shall be
admitted to any share or part of this agreement or to any benefit to arise from the same. No member, officer, or
employee of the Recipient, or its designees or agents, no member of the governing body of the locality in which the
program is situated, and no other public official of such locality or localities who exercises any functions or
responsibilities with respect to the program during his tenure or for one year thereafter, shall have any interest direct or
indirect, in any contract or subcontract, or the proceeds thereof, for work to be performed in connection with the program
assisted under this agreement. The Recipient shall incorporate or cause to be incorporated, in all such contracts or
subcontracts a provision prohibiting such interest pursuant to the purposes stated above.
(d) It has complied with all the requirements of the State of Florida Intergovernmental Coordination and Review (IC
• & R) process, and that either:
(1) Any comments and recommendations made by or through clearinghouses are attached and have been
considered prior to submission of the application; or
(2) The required procedures have been followed and no comments or recommendations have been
received prior to submission of the application.
(e) It has facilitated or will facilitate citizen participation by:
(1) Providing citizens with an opportunity to participate in the determination of priorities in community development
and housing needs;
(2) Providing adequate notices for one or more public hearings; and
(3) Holding one or more hearings on the proposed application before adoption of a resolution or similar
action by the local governing body authorizing the signing of the application.
(f) Its chief executive officer or other officer of Recipient approved by the State:
(1) Consents to assume the status of a responsible Federal official under the National Environmental Policy Act of
• 1969 (NEPA) and other provisions of Federal law, as specified in 24 C.F.R. Part 58, which furthers the purposes
20
y
of NEPA, insofar as the provisions of such Federal law apply to the Community Development Block Grant
Program; and
(2) Is authorized and consents on behalf of the Recipient and himself to accept the jurisdiction of the
Federal courts for the purpose of enforcement of his responsibilities as such an official.
(g) It will comply with the regulations, policies, guidelines and requirements of 24 C.F.R. Part 85, OMB Circulars
Number A -87, A -110, and A -122 as they relate to the application, acceptance, and use of Federal funds under this
document.
(h) It will comply with:
(1) Section 110 of the Housing and Community Development Act of 1974, as amended, 24 C.F.R. Section
570.605, and State regulations regarding the administration and enforcement of labor standards;
(2) The provisions of the Davis -Bacon Act (40 U.S.C. 276 a -5) with respect to prevailing wage rates (except for
projects for the rehabilitation of residential properties of fewer than eight units) and HUD Handbook 1344, as
revised;
(3) Contract Work Hours and Safety Standards Act of 1962, 40 U.S.C. 327 et seq., requiring that
mechanics and laborers (including watchmen and guards) employed on federally assisted contracts be paid
wages of not less than one and one -half times their basic wage rates for all hours worked in excess of forty
hours in a work week; and
(4) Federal Fair Labor Standards Act, 29 U.S.C. s. 201 et seq., requiring that covered employees be paid
at least the minimum prescribed wage, and also that they be paid one and one -half times their basic wage rates
for all hours worked in excess of the prescribed work -week.
(i} It will comply with all requirements imposed by the State concerning special requirements of law, program
requirements, and other administrative requirements, approved in accordance with 24 C.F.R. Part 85.
(j) It will comply with:
(1) Title VI of the Civil Rights Act of 1964 (P.L. 88 -352), and the regulations issued pursuant thereto (24
C.F.R. Part 1), which provides that no person in the United States shall on the grounds of race, color, or national
origin, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination
under any program or activity for which the Recipient receives Federal financial assistance and will immediately
take any measures necessary to effectuate this assurance. If any real property or structure thereon is provided
or improved with the aid of Federal financial assistance extended to the Recipient, this assurance shall obligate
the Recipient, or in the case of any transfer of such property, any transferee, for the period during which the real
property or structure is used for a purpose for which the Federal financial assistance is extended, or for another
purpose involving the provision of similar services or benefits;
(2) Title VIII of the Civil Rights Act of 1968 (Pub. L. 90 -284), as amended, administering all programs and
• activities relating to housing and community development in a manner to affirmatively further fair housing; and
21
will take action to affirmatively further fair housing in the sale or rental of housing, the financing of housing, and
• the provision of brokerage services;
(3) E.O. 12259, Leadership and Coordination of Fair Housing in Federal Programs, requiring that
programs and activities relating to housing and urban development be administered in a manner affirmatively to
further the goals of Title VIII of the Civil Rights Act of 1968;
(4) Section 109 of the Housing and Community Development Act of 1974, as amended, and the
regulations issued pursuant thereto (24 C.F.R. Section 570.601), which provides that no person in the United
States shall, on the grounds of race, color, national origin, or sex, be excluded from participation in, be denied
the benefits of, or be subjected to discrimination under, any program or activity funded in whole or in part with
funds provided under the Act;
(5) Any prohibition against discrimination on the basis of age under the Age Discrimination Act of 1975 or
with respect to otherwise qualified handicapped individuals as provided in Section 504 of the Rehabilitation Act of
1973 and 24 C.F.R. Part 8;
(6) Executive Order 11063 on equal opportunity in housing and nondiscrimination in the sale or rental of
housing built with Federal assistance;
(7) Executive Order 11246 as amended by Executive Orders 11375 and 12086, and the regulations issued
pursuant thereto (24 C.F.R. Part 130 and 41 C.F.R. Part 60), which provide that no person shall be discriminated
against on the basis of race, color, religion, sex or national origin in all phases of employment during the
• performance of federal or federally assisted construction contracts; affirmative action to insure fair treatment in
employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination, rates
of pay or other forms of compensation; and election for training and apprenticeship; and
(8) Executive Order 12898 on environmental justice.
(k) It will comply with Section 3 of the Housing and Urban Development Act of 1968, as amended, unless Section 3
requirements are formally waived in writing by the Department. Section 3 requires that to the greatest extent feasible
opportunities for training and employment be given to lower- income persons residing within the unit of local government
in which the project is located; and that contracts for work in connection with the project be awarded to eligible business
concerns which are located in, or owned in substantial part by, persons residing within the unit of local government.
(1) It will:
(1) Comply with the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, as
amended, as required under 24 C.F.R. Section 570.488 and Federal implementing regulations at 49 C.F.R. Part
24; the requirements in 24 C.F.R. Section 570.488 governing the residential antidisplacement and relocation
assistance plan under section 104(d) of the Act (including a certification that the Recipient is following such a
plan); the relocation requirements of 24 C.F.R. Section 570.488 governing optional relocation assistance under
section 105(a)(11) of the Act; and HUD Handbook 1378, as revised.
• (2) Inform affected persons of their rights and of the acquisition policies and procedures set forth in the
regulations at 49 C.F.R. Part 24 and 24 C.F.R. Section 570.488.
22
:) It will:
(1) Comply with Title II (Uniform Relocation Assistance) of the Uniform Relocation Assistance and Real
Property Acquisition Policies Act of 1970 and HUD implementing regulations at 49 C.F.R. Part 24 and 24 C.F.R.
Section 570.488;
(2) Provide relocation payments and offer relocation assistance as described in Section 205 of the Uniform
Relocation Assistance Act to all persons displaced as a result of acquisition of real property for an activity
assisted under the Community Development Block Grant program. Such payments and assistance shall be
provided in a fair and consistent and equitable manner that insures that the relocation process does not result in
different or separate treatment of such persons on account of race, color, religion, national origin, sex, or source
of income;
(3) Assure that, within a reasonable period of time prior to displacement, comparable decent, safe and
sanitary replacement dwellings will be available to all displaced families and individuals and that the range of
choices available to such persons will not vary on account of their race, color, religion, national origin, sex, or
source of income; and
(4) Inform affected persons of the relocation assistance, policies and procedures set forth in the regulations at 49
C. F. R. Part 24 and 24 C. F. R. Section 570.488.
(n) It will establish safeguards to prohibit employees from using positions for a purpose that is or gives the
• appearance of being motivated by a desire for private gain for themselves or others, particularly those with whom they
have family, business, or other ties pursuant to s. 112.313 and s.112.3135, Fla.. Stat. and 24 C.F.R. Section 570.489.
(o) It will comply with the Anti - kickback (Copeland) Act of 1934, 18 U.S.C. s. 874 and 40 U.S.C. s. 276a, which
outlaws and prescribes penalties for "kickbacks" of wages in federally financed or assisted construction activities.
(p) It will comply with the provisions of the Hatch Act, which limits the political activity of employees.
(q) It will give the State, HUD and the Comptroller General, through any authorized representatives, access to and
the right to examine all records.
(r) It will insure that the facilities under its ownership, lease or supervision which shall be utilized in the
accomplishment of the program are not listed on the Environmental Protection Agency's (EPA) list of Violating Facilities
and that it will notify the State of the receipt of any communication from the Director of the EPA Office of Federal
Activities indicating that a facility to be used in the project is under consideration for listing by the EPA.
(s) It will comply with the flood insurance purchase requirements of Section 102(x) of the Flood Disaster Protection
Act of 1973. Pub. L. 93 -234, 87 s. 975, approved December 31, 1973. Section 103(a) required, on and after March 2,
1974, the purchase of flood insurance in communities where such insurance is available as a condition for the receipt of
any Federal financial assistance for construction or acquisition purposes for use in any area, that has been identified by
the Secretary of the Department of Housing and Urban Development as an area having special flood hazards. The
• phrase "Federal financial assistance" includes any form of loan, grant, guaranty, insurance payment, rebate, subsidy,
disaster assistance loan or grant, or any other form of direct or indirect Federal assistance.
23
It will require every building or facility (other than a privately owned residential structure) designed, constructed,
or altered with funds provided under this Part to comply with the "Uniform Federal Accessibility Standards," (UFAS)
which is Appendix A to 41 C.F.R. Section 101 -19.6 for general type buildings and Appendix A to 24 C.F.R. Part 40 for
residential structures. The Recipient will be responsible for conducting inspections to ensure compliance with these
specifications by the contractor.
(u) It will, in connection with its performance of environmental assessments under the National Environmental Policy Act of
1969, comply with Section 106 of the National Historic Preservation Act of 1966 (16 U.S.C. 470), Executive Order 11593,
24 C.F.R. Part 800, and the Preservation of Archaeological and Historical Data Act of 1966 (16 U.S.C. 469a -1, et seq.)
by:
(1) Consulting with the State Historic Preservation Officer to identify properties listed in or eligible for inclusion in the
National Register of Historic Places that are subject to adverse effects (see 36 C.F.R. Section 800.8) by the proposed activity;
and
(2) Complying with all requirements established by the State to avoid or mitigate adverse effects upon such
properties.
(v) It will comply with:
(1) The National Environmental Policy Act of 1969 (42 U.S.C. s. 4321 et seq.) and 24 C.F.R. Part 58;
(2) Executive Order 11988, Floodplain Management;
(3) Executive Order 11990, Protection of Wetlands;
(4) The Endangered Species Act of 1973, as amended (16 U.S.C. s. 1531 et seq.);
(5) The Fish and Wildlife Coordination Act of 1958, as amended, (16 U.S.C. s. 661 et seq.);
(6) The Wild and Scenic Rivers Act of 1968, as amended, (16 U.S.C. s. 1271 et seq.);
(7) The Safe Drinking Water Act of 1974, as amended, (42 U.S.C. s. 300f et seq.);
(8) Section 401(f) of the Lead -Based Paint Poisoning Prevention Act, as amended (42 U.S.C. s. 4831(b) et seq.);
(9) The Clean Air Act of 1970, as amended (42 U.S.C. s. 7401 et seq.);
(10) The Federal Water Pollution Control Act of 1972, as amended, (33 U.S.C. s. 1251 et seq.);
(11) The Clean Water Act of 1977 (Public Law 95 -217);
(12) The Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act of 1975 (42 U.S.C.
s. 901 et seq.);
(13) Noise Abatement and Control: Departmental Policy Implementation Responsibilities, and Standards, 24 C.F.R.
Part 51, Subpart B;
(14) Flood Disaster Protection Act of 1973, P.L. 93 -234;
(15) Protection of Historic and Cultural Properties under HUD Programs, 24 C.F.R. Part 59;
(16) Coastal Zone Management Act of 1972, P.L. 92 -583;
(17) Executive Order 11593, 'Protection and Enhancement of the Cultural Environment';
(18) Architectural and Construction Standards;
(19) Architectural Barriers Act of 1968, 42 U.S.C. 4151;
(20) Executive Order 11296, relating to evaluation of flood hazards;
• (21) Executive Order 11288, relating to the prevention, control and abatement of water pollution;
(22) Cost - Effective Energy Conservation Standards, 24 C.F.R. Part 39;
(23) Section 8 Existing Housing Quality Standards, 24 C.F.R. Part 882.
24
(24) Executive Order 11593 - Protection and Enhancement of Cultural Environment;
(25) Reservoir Salvage Act;
• (26) Farmland Protection Policy Act of 1981; and
(27) Coastal Barrier Resources Act of 1982;
(w) It will comply with all parts of Title I of the Housing and Community Development Act of 1974, as amended,
which have not been cited previously as well as with other applicable laws.
(x) It will abide by the provisions of s. 116.111, Fla. Stat. pertaining to nepotism in its performance under this
agreement.
(y) The Recipient will include the provisions outlined in s. 287.055 and 287.058, Fla. Stat. when negotiating
contracts for services.
(z) It has adopted and is enforcing a policy prohibiting the use of excessive force by law enforcement agencies
within its jurisdiction against any individuals engaged in nonviolent civil rights demonstrations, and has adopted and is
enforcing a policy of enforcing applicable State and federal laws against physically barring entrance or exit from a facility or
location which is the subject of such nonviolent civil rights demonstration within its jurisdiction in accordance with section 519 of
Public Law 101 -140 of the 1990 HUD Appropriations Act.
(aa) It will comply with Section 319 of Public Law 101 -121, as provided in the "Governmentwide Guidance for New
Restrictions on Lobbying; Interim Final Guidance" published in the December 20, 1989 Federal Register which prohibits
recipients of federal contracts or grants from using appropriated funds for lobbying in connection with a grant or contract,
• and requires that each person who requests or receives a federal contract or grant, and their subrecipients, disclose
lobbying undertaken with non - federal funds (See Attachment D).
(bb) It will comply with Section 102 of the HUD Reform Act of 1989 and with 24 C.F.R. Part 12.
(cc) Department Technical Memorandums relating to the CDBG Program.
(dd) HUD Circular Letters appropriate to the Small Cities CDBG Program.
(ee) It will expend a minimum of fifty -one (51) percent of the aggregate of CDBG disaster recovery funds on projects which
serve predominantly low and moderate income persons.
(ff) It will provide to the Department documentation in the form of census tract data or income surveys which reflects
compliance with HUD's requirement that fifty -one (51) percent of the aggregate of CDBG disaster recovery funding be
spent on projects that serve predominantly low and moderate income persons.
•
25
V c
Attachment H
• PROPERTY MANAGEMENT AND PROCUREMENT
(a) The Recipient shall comply with procurement standards prescribed in 24 C.F.R. Section 85.36 and relevant state
and local laws applicable to the procurement of supplies, equipment, construction, and services.
(b) The Recipient shall comply with uniform standards governing the utilization of property prescribed in 24 C.F.R.
Part 85 and in 24 C.F.R. Part 570.
•
•
26
ATTACHMENT K
• SPECIAL CONDITIONS
1) This Agreement shall be executed by the Recipient, and returned to the Department of Community Affairs, (hereinafter
referred to as the Department), at its offices at 2555 Shumard Oak Boulevard, Tallahassee, Florida, within thirty (30) days after
receipt. All time periods in this Agreement refer to calendar days. After receipt by the Department of the signed Agreement, the
Department will execute this Agreement and return an original to the Recipient.
2) The Recipient is authorized to expend funds under this contract for eligible activities identified in Attachment A- Budget
and Scope of Work.
3) The Recipient certifies that all activities contained in the CDBG Opal /DR -1074 Disaster Recovery Program Application
and in Attachment A- Budget and Scope of Work to this Agreement are for expenses and repairs directly related to Hurricane
Opal or DR -1074. The Recipient shall maintain documentation in its CDBG file to support this certification.
4) Only projects on the list of unmet disaster recovery needs submitted by the Recipient to the Department in June, 1996
shall be eligible for funding under this Agreement. The list of unmet disaster recovery needs is Attachment Four (4) of the
Department's November 21, 1996 letter to each eligible local government regarding the CDBG /Opal Disaster Recovery Program.
5) The Recipient, by executing this Agreement, does hereby certify that there will be no program income generated as a
result of this grant. However, should program income be inadvertently generated, it shall be considered program income to the
regular Small Cities CDBG program and returned to the Department within five (5) working days of receipt of said program
W me. Program income is defined in accordance with 24 C.F.R. Section 570.489(e), without regard to any excluded amount.
6) The Recipient shall maintain records of its expenditure of funds that will allow accurate and ready comparison between
the expenditures and the contracted budget line items by contracted activity as defined on Attachment A- Budget and Scope of
Work and Work Plans included herein as Attachment L.
7) The Recipient shall conduct any public hearings that may be required relating to future changes to this Agreement and
performance thereunder in a location that is accessible to physically handicapped persons, or make such accommodations as
necessary to provide for active participation of handicapped persons desirous of attending said public hearings.
8) The Recipient shall comply with the local government citizen participation requirements in 24 C.F.R. Section 570.486,
except as waived by the Department.
9) The Recipient shall submit to the Department a completed Form DCA-69 and -70 whenever the Recipient desires to add,
delete, or substantially change activities from the Recipient's application to the State. Substantially changed means changes
made in terms of purpose, scope, location or beneficiaries as defined by criteria established by the State.
10) The Recipient must satisfy the following provisions prior to the execution of this Agreement by the Department, but in any
case, no later than (30) days from the date of execution of this Agreement by the Recipient:
A) Develop, subject to the approval of the Department, detailed Work Plans on forms provided by the Department
• for each activity to be funded as described in the Application. The Work Plans shall indicate the proposed dates of
starting and completing each of the various activities of this Agreement, including but not limited to schematic design,
27
bidding and negotiations, and three intermediate dates for completion of portions of the activities (i.e., 33 %, 66 %, and
100% completion). The Recipient shall include these Work Plans in the signed Agreement. Work Plans shall be
incorporated herein as Attachment L;
B) Submit to the Department the completed Civil Rights Profile Form to facilitate the Department's civil rights
review;
C) Establish a separate non - interest bearing checking account ( "the CDBG operating account ") for the purpose of
this grant. Funds will be dispatched by the Department directly to the CDBG operating account. Three copies with
original signatures of the Signature Authorization Form included shall be returned to the Department. Each individual
who is a signatory on the CDBG operating account must be bonded. This condition is waived if the Recipient elects in
writing to conduct its grant on a one hundred percent reimbursement basis and so certifies to the Department; and
D) Submit to the Department an initial Form HUD 2880, or its equivalent, pursuant to 24 C.F.R. Part 12. The
Recipient shall update and submit Form HUD 2880 to the Department within 30 days of the Recipient's knowledge of
changes in situations which would require updates to be prepared. A final Form HUD 2880 shall be provided to the
Department with the request for administrative closeout, and its absence or incompleteness shall be cause for rejection
of the administrative closeout.
11) Prior to the disbursement of any CDBG funds, except for administrative expenses not to exceed Five Thousand Dollars
($5,000), but in any case, no later than ninety (90) days from the effective date of this Agreement, the Recipient shall comply with
procedures set forth in 24 C.F.R. Part 58, Environmental Review Procedures for Title 1 Community Development Block Grant
Programs and 40 C.F.R. Section 1500 -1508, National Environmental Policy Act
#
ulations. When this condition has been fulfilled to the satisfaction of the Department, the Department will issue a Notice of
emoval of Environmental Conditions.
12) By executing this Award Agreement and submitting a completed CDBG Hurricane Opal /DR -1074 Disaster Recovery
application, the Recipient is certifying the following:
A) the activities to be funded thereunder are designed to meet community development needs having a particular
urgency;
B) the activities to be funded thereunder are designed to alleviate existing conditions which pose a serious and
immediate threat to the health and welfare of the community which are of recent origin or which recently became urgent;
C) the Recipient is unable to finance the activity on its own;
D) other Federal, State, or local sources of funds are not available to fund the projects listed in Attachment A-
Budget and Scope of Work to this Agreement;
E) there is a clear and compelling need for the CDBG funds made available under this Agreement for expenses and
repairs related to Hurricane Opal and /or DR -1074; and
F) the Recipient has adequate documentation, as determined by the Department, in its CDBG file supporting the
certifications 12A) -E) of Attachment K to this Agreement.
28
`' t
13) -Of the CDBG funds made available under this Agreement no amount may be used for activities reimbursable by the
Federal Emergency Management Agency (FEMA), Small Business Administration (SBA), or any other Federal, State or local
40 3urce of funds. Reimbursable means projects and /or activities formally approved in writing by the appropriate funding source.
14) The Recipient shall comply with the historic preservation requirements of 24 C.F.R. 58.17 and the Secretary of the
Interior's Standards for Rehabilitation and Guidelines for Rehabilitating Historic Buildings.
15) Conflicts of interest relating to procurement shall be addressed pursuant to 24 C.F.R. Section 570.489(g). Conflicts of
interest relating to acquisition or disposition of real property; CDBG financial assistance to beneficiaries, businesses, or other
third parties; or any other financial interest, whether real or perceived, shall be addressed pursuant to 24 C.F.R. Section
570.489(h). All procurement actions shall be conducted pursuant to 24 C.F.R. Section 85.36.
16) Should the Recipient be undertaking any activity subject to the Uniform Relocation Assistance and Real Property
Acquisition Policies Act of 1970 (URA), as amended, the Recipient shall document completion of the notice requirements
provided in HUD Handbook 1378. A non - exhaustive list of activities that would trigger this requirement at this stage of the
contract would be proposed temporary relocation of tenants, acquisition of property, acquisition of easements, proposed
demolition of housing units, or displacement.
17) Funds awarded under this Agreement shall be used in compliance with all statutory and regulatory civil rights,
nondiscrimination and fair housing, environmental standards, labor standards, and reporting requirements generally applicable to
the CDBG program, as well as other applicable laws, and Office of Management and Budget and Treasury Circulars.
18) Of the CDBG funds made available under this Agreement, all amounts, except those amounts budgeted for planning and
ministrative cost activities or those amounts being carried out under force account, shall be obligated (under contractual
ligation) by September 27, 1998. All amounts under this Agreement must be expended by September 27, 1999.
19) The Recipient may choose to pay CDBG eligible pre- agreement costs with the funds under this Agreement. Eligible pre -
agreement costs are delineated at 24 C.F.R. Section 570.200(h). The Recipient shall attach a list of requested pre- agreement
costs to the CDBG Opal Disaster Recovery Program Application as Attachment D prior to incurring pre- agreement costs. Pre -
agreement activities shall be undertaken in compliance with 24 C.F.R. Section 570 and 24 C.F.R. 58, except as waived by the
Department of Community Affairs or by the U.S. Department of Housing and Urban Development.
20) The maximum amount allowed under this Agreement for grant administration shall not exceed eighteen percent (18 %) of
the Recipient's total grant award, including eligible pre- agreement costs.
21) The Recipient shall annually undertake an activity to affirmatively further fair housing pursuant to 24 C.F. R. Section
570.487(b)(4). Annually shall be defined as an activity for each year or one third thereof from the effective date of the contract to
the date of submission of the administrative closeout.
22) A deed restriction shall be recorded on any real property or facility acquired with CDBG funds. This restriction shall limit
the use of that real property or facility to the use stated in the Application and that title shall remain in the name of the Recipient.
Such deed shall be made a part of the public records in the Clerk of Court of the County in which the Recipient is located. Any
future disposition of that real property shall be in accordance with 24 C.F.R. Section 85.31. Any future change of use shall be in
accordance with 24 C.F.R. Section 570.4890)_
is
29
23) In the case of buyouts, the deed to the property acquired or accepted by the Recipient shall carry a permanent restriction
providing that the property be maintained in perpetuity for open space, recreational, wetlands management, or other uses
O cified in the most recent edition of the FEMA publications HMGP: Guidelines for Acquisition and Relocation projects only.
The deed restriction shall also stipulate that no new structures will be erected on the property, except buildings constructed by
the Recipient that are a necessary appurtenance to the site. Any structures that are placed on the site shall meet NFIP minimum
requirements and any other legal requirements. The deed restriction shall also stipulate that the new titleholder shall obtain the
approval of the Department before conveying ownership to another public entity. The acquired or donated property shall not be
transferred to private citizens or corporations under any circumstances and a deed restriction shall be placed on the land to
prohibit such a transfer. The Recipient shall be responsible for monitoring and enforcing the development restrictions.
24) Where the Recipient desires to conduct activities listed in Attachment A- Budget and Scope of Work of this Agreement
outside of the Recipient jurisdictional boundaries, or, in the case of a County, within an incorporated jurisdiction in the County, the
Recipient shall establish and maintain an interlocal agreement with the entity that governs the area where the activities will take
place prior to the initiation of the activity and retain a copy of the interlocal agreement in its CDBG program file.
25) No payment from the Department shall be for an amount less than $5,000, unless it is a recipient's last draw.
26) Recipients may maintain cash -on -hand in amounts of $5,000 or less for more than five working days to meet daily cash
needs.
27) All requests for advance payments shall be for immediate disbursement needs. The timing and amount of cash
advances shall be as close as feasible to the actual disbursement by the Recipient not to exceed five working days.
Any proposed budget amendment which alters a line item by an amount which would not cumulatively exceed fifty
®rcent (50 %) from the original budget for that line item, and which would not cumulatively exceed fifteen percent (15 %) of the
total grant award, shall be submitted in writing to the Department on Form DCA -69 and DCA -70. This requirement applies to
amendments to any portion of the approved budget -CDBG, non -CDBG, or program income. Prior approval by the Department
shall not be necessary for an amendment that meets the conditions of this paragraph.
29) Any proposed budget amendment which would alter a line item by more than fifty percent (50 %), or which would
cumulatively exceed fifteen percent (15 %) of the total grant award, shall require prior written Department approval and shall be
submitted in writing to the Department on Form DCA-69 and DCA -70.
30) All requests for contract amendments requiring prior written Department approval shall include the following written
documentation for review by the Department:
a. an outline of all changes in budgetary amounts, beneficiaries, scope of work, and time schedules;
b. a detailed narrative description of the proposed changes and their effect upon the approved project;
C. revised work plan for each activity affected by the amendment;
d. revised budget summary, if appropriate, showing the current approved budget and the revised budget for each
activity;
• e. if any change in activity location, a legible map which indicates the proposed changes;
30
f. a copy of the public notice for the - public hearing at which the amendment was approved;
• g. signature of approval by the chief elected official or from the local governing body authorizing the
proposed amendment.
31) The Department shall promptly review all amendment requests. The approval or rejection of the amendment request
shall be noticed to the Recipient within 45 days of the Department's receipt of the request. If additional information is requested
by the Department to act on the amendment request, the Department shall notify the Recipient within 30 days of receipt of the
additional information on the approval or rejection of the request.
32) The Department shall review each Recipient's performance periodically to determine whether the Recipient has
substantially completed its program as described in the approved application and the grant award agreement in accordance and
compliance with the requirements of Sections 290.0401 -.049, F.S., and other applicable State and federal laws and regulations.
Department review of the Recipient's performance shall include site visits as frequently as necessary to evaluate program
accomplishments and management.
33) Recipients shall be required to supply data and make available records as are necessary to complete an accurate
evaluation of contracted activities. Recipients shall respond to any monitoring finding within 35 days of the receipt of the
Department's letter. The Department will grant one 15 day extension to the response period upon written request by the
Recipient. Failure to respond within the required time period will result in the suspension of funds until the response is received,
unless such suspension is waived by the Department based upon hardship to the Recipient of exigent circumstances.
34) If the Recipient is undertaking the installation of sewage collection lines, the Recipient shall provide to the Department a
V y of an adopted local policy which will require that all households shall connect to a publicly owned or investor owned sewage
em, fully or partially constructed with CDBG funds within 365 days or some lesser period after notification that such a system
is available pursuant to Section 381.00655(1), Fla. Sta (1995), and that all households shall be son notified. The cost of
connecting structures to sewer lines or providing those lines on private property, except as provided for in this Agreement, shall
not be eligible for funding under this Agreement. Documentation of notification shall be done prior to the submission of the
administrative closeout and failure to provide such notification shall be a basis for the Department's of said administrative
closeout;
35) If special assessments or impact fees are to be charged to each household that is to be hooked up to the sewage
system, document the source of those funds and that they are dedicated to the project for the purpose of funding said special
assessments or impact fees.
36) The Recipient shall submit to the Department a service area map(s) which reflects all activities, accompanied by
engineering specifications for applicable projects carried out with these disaster recovery funds. The Recipient shall attach the
service area map(s) to the Work Plans and submit it to the Department as Attachment L to this Agreement. The service area
map(s) shall show the location of all activities the Recipient intends to carry out with these funds. The specifications shall specify
the units and number of applicable materials for the project.
37) The Recipient shall not draw down any disaster recovery funds under this contract until it officially adopts the following
policies which shall apply solely to this CDBG disaster recovery funding:
a. Citizen's Participation Plan that meets the requirements specified in Section 104(a)(3) of Title I of the
Housing and Community Development Act of 1974.
31
b. Citizen's Complaint Policy that requires written answers to written complaints and grievances within 15
working days.
•
C. local procurement policy that conforms to the following state and federal regulations: 24 C.F.R. Section
85.36 and Section 287.055, Florida Statutes.
d. Section 504 Self Evaluation and Transition Plan that meets the requirements of 24 C.F.R. Section 8.51
and 8.21(c)(4).
38) At least fifty -one percent (51 %) of the Recipient's CDBG Opal /DR -1074 disaster recovery funding shall be used for
activities which predominantly benefit persons of low and moderate income, as approved by the Department. This clause does
not affect clause (39) of this Attachment K.
39) For activities that provide direct benefit, the Recipient shall use CDBG funds to assist only those households that are of
low and moderate income as defined by the 1996 HUD Section 8 Income Limits. "Direct benefit" is defined as CDBG assistance
that promotes or enhances individual well -being including but not limited to housing rehabilitation, acquisition, demolition, and
sewer and water hookups.
•
•
32
R
Attachment L
MP RK PLANS
The Work Plans prepared pursuant to the Special Conditions are designated as Attachment L to the Agreement.
•
33
DEPARTMENT OF COMMUNITY AFFAIRS
SMALL CITIES CDBG PROGRAM
ACTIVITY WORK PLAN
RECIPIENT V���E crr�l �. DATE PREPARED J�Ly Z3, l�j"7
• CONTRACT NO. 8 ISl3 • �''l • l b . (oo • l S • L ACTIVITY BUDGET = 12- 7) to • (o"l
(for this activity only)
Activity Number of Proposed Beneficiarie Proposed Activity Units
for this activity only
Name DR^, I�, iieoyer- �e�n�•�
Number o4 G �°_ 0 2 z 1 I - w am-R A-
Service Area S Total LMI No. of Units Type of Units
Date Start Date End Describe Proposed Action to be Undertaken or Contract Special 8 Units to be Proposed $$
(month & (month & Condition Clearance Documentation Completed to be
year) year) to be Subm toed by "Date End" by "Date End" Requested by
"Date End"
sew :(P jO Submit Request for Release of Funds & Environmental Conditions
Awvt -Z; Our �� Submit documentation to clear Special Condition Numbers N
A•x� ZZ °"t 3 r Submit documentation to clear Special Condition Numbers
"t 1 til s w
A o >�••1 3► I= ,�c��.�E it�►�1�: (r,tvQA�i w�r+� �►•►e..►aaew►•IC:. '�-r�
I C " -T 1 N ri
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M*-4 i 5 ear+ '� l�r� � � r+�c : /�.ia►R o 'l3 � e� � �714-�.1 �e,nlagc.'� �.► 1, 00o
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lag
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1 I °!°J9 (�,o�!{Y*►e,TOrt.'. _ o T 2 2 13 f ° , °�7l.le'7
Submit Administrative Closeout
el
ACTIVITY BUDGET TOTAL $ 1
•
Revised 4/96 (must equal Activity Budget in the heading of this form)
UtFAKTMENT OF COMMUNITY AFFAIRS
SMALL CITIES CDBG PROGRAM
F ACTIVITY WORK PLAN
RECIPIENT DATE PREPARED J��`I Z�� 1 - 1
CONTRACT NO. c-:�?M1 • I;tl • b • (vo • 5. 1- 4 5 ACTIVITY BUDGET: / 21 . 71(0 . U - 7
(for this activity only)
Activity Number of Proposed Beneficiarle Proposed Activity Units
for this activity oft
Na JQA�a I r1 tteoyt�- +>�t�•S�
Number off• G - a 2 Z 13 1L sw Fi
Servke Area 0 Total LMI No. of Units Type of Units
Date Start Date End Describe Proposed Action to be Undertaken or Contract Special # Units to be Proposed $$
(month & (month & Condition Clearance Documentation Completed to be
year) year) to be Submitted by "Date End" by "Date End" Requested by
"Date End"
7 `'�� Submit Request for Release of Funds & Environmental Conditions
A M T% O°r 3 I Submit documentation to clear Special Condition Numbers
147C7 I-.0*1 ►�
ZT. 3 ` Submit documentation to clear Special Condition Numbers N
A p
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� Is Joie ►s
1°1,°)9 o er
Submit Administrative Closeout
ACTIVITY BUDGET TOTAL $ I Z 1 , 7 r ( P• !0"1 •
Revised 4/96 ' (must equal Activity Budget in the heading of this form)
• ' �
i+
DEPARTMENT OF COMMUNITY AFFAIRS
SMALL CITIES CDBG PROGRAM
ACTIVITY WORK PLAN
RECIPIENT DATE PREPARED lfPc�P
• CONTRACT NO. $1113 • 7 51''1 • I b . &,o • 15. 1- ACTIVITY BUDGET S 12 , 7) to • (o
(for this activity only)
Activity Number of Proposed Beneficiarie Proposed Activity Units
for this activity only
Name +�a�+�Na� I rl
Number off• G o- 1_ z a Z 13 L l,da�R Fe-T
Service Area all 4- Total LMI No. of Units Type of Units
Date Start Date End Describe Proposed Action to be Undertaken or Contract Special Units to be Proposed S$
(month & (month & Condition Clearance Documentation Completed to be
year) year) to be Submitted by "Date End" by "Date End" Requested by
"Date End"
saPr. z� � 10ij1 ' Submit Request for Release of Funds & Environmental Conditions
A",ec Zz oc-r 3 ► Submit documentation to clear Special Condition Numbers —4
1070P1I I�� N
A'sen Zz oc,t 31 Submit documentation to clear Special Condition Numbers
'1 ►�i 14 - 111.
p
A&,er
N Pi L
t le- 8 1a?,�FS 1��nla+a►ct� �ts+�►�n►s r�.�tro.:ro.4 oUa
N
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N
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I Cv�14Z�,GT1ov.1 �M R.E1'� - 730 (►�Ob•
MP4"+ 3 V t o /
1 1 t 0 �
GONTtISt�IbQ'. a� C. OnJCi IG�X.t (Q� ��Lp� �• I °�°� � �O'Z �J 58.5
O Lyr 22
Submit Administrative Closeout
t ACTIVITY BUDGET TOTAL $ 1 - A / 7 P. �� •
Revised 4/96 (must equal Activity Budget in the heading of this form)
• a s ,, 1 , _ r_tit s
67 :�s Le
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SIGNATURE OF INDIVIDUALS AUTHOR14tV I U
SUBMIT PAYMENT REQUESTS
* Submit three original conies for each contract
Recipient: Vju.1= of jm vt__%�_ Contract #: °�BTfB 3t'1 - I�-- loo- 15 -t_
15W rE 300
Address: Z5o gE�_ Contact Person: -- r -Aog -A-6 6
-jtt es'n i L 3 Telephone:
Request for funds from the State of Florida Small Cities CDBG Program will be
presented to the Department and will require Kone signature [ ] two signatures of
individuals as authorized below (check one).
Thomas G. Bradford
d name Typed name
Signature Signature
Typed name Typed name
Signature Signature
A non - interest bearing account has been established at the financial institution
insured by the FDIC listed below for deposit for CDBG funds.
Barnett Bank 61 Z 0 O0
Name of Institution Account Number
15o TLQyEs^CP DRM*v& . i c-QuCSTA,
Address of Financial Institution
I certify, as the recipient's Chief Elected Official, that the above signatures are of
the individuals authorized to sign requests for funds from the Small Cities Community
Development 1310 rant.
(`j7— 3 ' Elizabeth A. Schauer, Mayor
Date Signatur Typed Name and Title
DCA USE ONLY:
Date: x"
,X)
,
ra
cn