Memorandum of Understanding with Miami Beach Community Church c°'c- 029080
MEMORANDUM OF UNDERSTANDING
BETWEEN THE CITY OF MIAMI BEACH
AND
MIAMI BEACH COMMUNITY CHURCH "1-1 J
�
This Agreement made and entered into this day of � y"°'' , 201 �by and
between the CITY OF MIAMI BEACH, a Florida municipal corporation having its principal office at 1700
Convention Center Drive, Miami Beach, Florida, 33139, (hereinafter referred to as "City"), and the
following Community Partner("Community Partner"):
• Miami Beach Community Church
WHEREAS, the city has determined, through its One-Year Action Plan for federal funds
for FY 2015/2016, the necessity for engaging the Community Partner to render the following project in
Miami Beach: grocery assistance to benefit of low-and-moderate-income City of Miami Beach residents;
and
WHEREAS, the One-Year Action Plan for FY 2015/2016 was made available to the
public for comment at City Commission meeting on July 8, 2015; and for a 30-day public review and
comment period,from July 9, through August 7, 2015.
WHEREAS, the Community Partner are providing services for a high priority need
identified in the City's FY 2013-2017 Consolidated Plan approved by the City Commission on June 5,
2013; and
WHEREAS, the City Manager's designee, as designated in Section 25 herein, shall be
responsible for monitoring this MOU on behalf of the City unless otherwise indicated in this MOU; and
WHEREAS, on July 8, 2015, pursuant to Resolution No. 2015-29080, the City
Commission authorized the City Manager to execute this MOU with the Community Partner for the
provision of a Grocery Assistance and Delivery Program to City of Miami Beach residents within the
City limits; and
NOW, THEREFORE, in consideration of the mutual benefits contained herein, the City
and Community Partner agree as follows:
Section 1. Agreement Documents: Agreement documents shall consist of this Agreement and the
following five(5)exhibits, all of which are attached and incorporated in this Agreement:
• Exhibit A-Scope of Services
• Exhibit B-Documentation
Section 2. Statement of Work: The Community Partner agree to implement the Program in
accordance with Exhibits A and B, which Program is summarized as follows:
Provision of Grocery Packages:
Community Partner will assist with storage of food items from a variety of food distribution
sources (including Farm Share, Jetro, Sysco) for the packaging an delivery to low-and-
moderate-income City of Miami Beach residents.
Delivery of Grocery Packages:
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Community Partner will deliver grocery bags to 10 low-and-moderate-income City of
Miami Beach residents
• Section 3. Alterations: Any proposed changes in the Program including, without limitation, the
Budget in Exhibit C, shall first be submitted, reviewed, and approved, in writing, by the
City Manager, which approval, if given at all, shall be at his/her sole reasonable judgment
and discretion.
Section 4. Method of Payment and Reporting Requirements: During the Term, Community
Partner shall submit monthly Program progress and financial reports to the City by the 5In
day of each month. As part of the report submitted in October 2016, the Community
Partner also agree to include a comprehensive final report covering the agreed-upon
Program objectives, activities, and expenditures, and including, but not limited to,
performance data on client feedback with respect to the goals and objectives outlined in
Exhibit A. Exhibit B contains a checklist of backup documentation to be used in
fulfillment of the monthly reporting requirement. Other reporting requirements may be
required by the City Manager in the event of Program changes; the need for additional
information or documentation arises; and/or legislative amendments are enacted.
Reports and/or requested documentation not received by the due date shall be
considered delinquent and may be cause for default and termination of this Agreement,
pursuant to Section 12 hereof.
Section 5. Monitoring: At its discretion, the City may schedule at least one (1) annual on-site
monitoring visit with the Community Partner to evaluate the progress of the Program,
and/or to provide technical assistance.
Section 6. Additional Conditions and Compensation: The parties acknowledge that the Funds
originate from CDBG grant funds from HUD, and must be implemented in full compliance
with all of HUD's rules and regulations. In the event of curtailment or non-production of
said federal funds, the financial sources necessary to continue to pay the Community
Partner all or any portions of the Funds will not be available. In that event, the City may
terminate this Agreement, which termination shall be effective as of the date that it is
determined by the City Manager, in his/her sole discretion and judgment, that the Funds
are no longer available. In the event of such termination, the Community Partner agree
that it will not look to, nor seek to hold the City, nor any individual member of the City
Commission and/or City Administration, personally liable for the performance of this
Agreement, and the City shall be released from any further liability to Community Partner
under the terms of this Agreement.
Section 7. Compliance with Local, State and Federal Regulations - The Community Partner
agree to comply with all applicable Federal regulations as they may apply to Program
administration and to carry out each activity in compliance with the laws and regulations
as described in 24 CFR 570 Subpart K, as same may be amended from time to time.
Additionally, the Community Partner will comply with all State and local (City and County)
laws and ordinances hereto applicable. It shall be the Community Partner' sole and
absolute responsibility to continually familiarize itself with any and all such applicable
Federal, State, County, and City regulations, laws, and/or ordinances.
Section 8. Assignment/Subcontract: No part of this Agreement may be assigned or
subcontracted without the prior written consent of the City, which consent, if given at all,
shall be at the City's sole discretion and judgement.
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•
Section 9. Term: This Agreement shall be deemed to have commenced retroactively on October 1,
2015, and shall terminate on September 30, 2016, (the Term), with the understanding
that at, the end of the Term, the City Commission has the authority to reappropriate any
remaining unused Funds.
Section 10. Termination of Agreement:
11.1 Termination for Convenience: This Agreement may be terminated by the City,
for convenience and without cause, through the City Manager, upon 30 days
prior written notice to Community Partner. In the event of such termination for
convenience, the City shall cease any payments to Community Partner for costs
resulting from obligations which were not approved before the effective date of
termination. Community Partner shall be solely responsible for immediately
returning any unused or unapproved Funds as of the date of termination, and
shall also be solely responsible for submitting a final report, as provided in
Section 5 hereof, (detailing all Program objectives, activities and expenditures up
to the effective date of the termination). Said final report shall be due within five
(5) working days following the effective date of termination. Upon timely receipt
of Community Partner 's final report, the City, at its sole discretion, shall
determine the amount (if any) of any additional portion of the Funds to be
returned to the City as a result of any unapproved or unused Funds, or
incomplete Program items, and shall provide Community Partner with written
notice of any monies due. Said additional monies shall be due and payable
immediately upon receipt of such notice by Community Partner. Notwithstanding
the preceding, the City reserves any and all legal rights and remedies it may
have with regard to recapture of all or any portion of the Funds, or any assets
acquired or improved in whole or in part with said Funds.
11.2 Termination for Cause: Notwithstanding Subsection 11.1 above, the City may also
terminate this Agreement for cause. "Cause" shall include, but not be limited to,
the following:
a. Failure to comply and/or perform, in accordance with the terms of this
Agreement, or any Federal, State, County or City law, or regulation.
b. Submitting reports to the City which are late, incorrect, or incomplete in any
material respect.
•
c. Implementation of this Agreement, for any reason, is rendered impossible or
infeasible.
d. Failure to respond in writing to any concerns raised by the City, including
substantiating documents when required/requested by the City.
e. Any evidence of fraud, mismanagement, and/or waste, as determined by the
City's monitoring and applicable HUD rules and regulations.
The City shall notify the Community Partner in writing when the Community Partner
has been placed in default. Such notification shall include: (i)actions taken by or to
be taken by the City, such as withholding of payments; (ii) actions to be taken by
the Community Partner as a condition precedent to curing the default, if applicable;
and (iii) a reasonable cure period, which shall be no less than thirty(30) days from
notification date with respect to Subsections 11.2(a), (b), and (d). In the event the
Community Partner fail to cure a default under Subsections 11.2(a), (b), and (d)
within the aforestated cure period, this Agreement shall be considered terminated
for cause, without requiring further notice to Community Partner, and Community
Partner shall be solely respon'sible for repayment to the City of all or any portion of
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the Funds disbursed to Community Partner, as deemed required by the City, in its
sole and reasonable discretion. Said monies shall be immediately due and
payable by Community Partner. Notwithstanding the preceding, the City reserves
any and all legal rights and remedies it may have with regard to recapture of all or
any portion of the Funds, or any assets acquired or improved in whole or in part
with said Funds.
Notwithstanding the foregoing, with respect to Subsection 11.2 (c) and (e), the
termination for cause, as described in this section, shall be effective upon receipt of
the termination notice, without the opportunity to cure said default.
Additionally, if Community Partner has committed similar defaults under
Subsections 11.2(a), (b), and (d), on two or more occasions during the term of the
Agreement, the termination for cause, as described in this section, shall be
effective as of the date the second notice is sent to Community Partner by the City,
without the opportunity to cure said default.
11.3 Termination for Lack of Funds: In the event of curtailment of, or regulatory
constraints placed on the Funds by HUD, this Agreement will terminate, effective
as of the time that it is determined by the City Manager that such Funds are no
longer available. Costs of the Community Partner incurred after termination are not
allowable unless expressly authorized in writing by the City Manager (whether in
the notice of termination or subsequent thereto), and, in that case, may only be
allowable if, in the sole discretion of the City Manager:
a. The costs resulted from obligations which were properly incurred before the
effective date of termination, were not in anticipation of it, and are
noncancelable; and
b. The costs would be allowable if the Agreement expired normally at the end of
its Term.
Section 11. Equal Employment Opportunities: The Community Partner shall comply with equal
employment opportunities as stated in Executive Order 11246, entitled "Equal
Employment Opportunity" as amended Executive Order 11375, and as supplemented in
Department of Labor regulations.
Section 12. Program Income: Any "Program Income" (as such term is defined under applicable
Federal regulations) gained from any activity of the Community Partner funded by CDBG
funds shall be reported to the City and utilized by the Community Partner in the
operation of the Program.
Section 13. Religious Organization or Owned Property: CDBG funds may be used by religious
organizations or on property owned by religious organizations only with prior written
approval from the City Manager, and only in accordance with requirements set in 24 CFR
§570.200(j). The Community Partner shall comply with First Amendment Church/State
principles, as follows:
a. It will not discriminate against any employee or applicant for employment on the
basis of religion and will not limit employment or give preference in employment to
persons on the basis of religion.
b. It will not discriminate against any person applying for public services on the basis
of religion and will not limit such services or give preference to persons on the
basis of religion.
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c. It will retain its independence from Federal, State, and local governments, and may
continue to carry out its mission, including the definition, practice, and expression
of its religious beliefs, provided that it does not use direct CDBG funds to support
any inherently religious activities, such as worship, religious instruction, or
proselytizing.
d. The Funds shall not be used for the acquisition, construction, or rehabilitation of
structures to the extent that those structures are used for inherently religious
activities. Where a structure is used for both eligible and inherently religious
activities, CDBG funds may not exceed the cost of those portions of the acquisition,
construction, or rehabilitation that are attributable to eligible activities in accordance
with the cost accounting requirements applicable to CDBG funds in this part.
Sanctuaries, chapels, or other rooms that a CDBG-funded religious congregation
uses as its principal place of worship, however, are ineligible for CDBG-funded
improvements.
Section 14. Reversion of.Assets: In the event of a termination of this Agreement, or upon expiration
of the Agreement, and in addition to any and all other remedies available to the City
(whether under this Agreement, or at law or in equity), the Community Partner shall
immediately transfer to the City any Funds on hand at the time of termination (or
expiration) and any accounts receivable attributable to the use of CDBG funds. The
City's receipt of any Funds on hand at the time of termination, shall not waive the City's
right (nor excuse Community Partner' obligation) to recoup all or any portion of the
Funds, as the City may deem necessary.
Any real property under the Community Partner 's control that was acquired or improved
in whole or in part with CDBG funds (including CDBG funds provided to the Community
Partner in the form of a loan) in excess of$25,000 must either:
a. Be used to meet one of the national objectives in 24 CFR 570.208(formerly section
570.901) until five years after expiration of the term of this Agreement, or for such
longer period of time as determined to be appropriate by the City and as
memorialized by the City and Community Partner in an amendment to this
Agreement or such instrument as the City, at its discretion, determines appropriate;
or
b. If not used in accordance with the above subsection (a), the Community Partner
shall pay to the City an amount equal to the current market value of the property
less any portion of the value attributable to expenditures of non-CDBG funds for
the acquisition of, or improvement to, the property. No payment is required after
the period of time specified in subsection (a).
Section 15. Conformity to HUD regulations: The Community Partner agrees to abide by guidelines
set forth by HUD for the administration and implementation of the CDBG Program,
including applicable Uniform Administrative Requirements set forth in 24 CFR 570.502,
and applicable federal laws and regulations in 24 CFR 570.600, et seq. In this regard,
the Community Partner agrees that duly authorized representatives of HUD shall have
access to any books, documents, papers and records of the Community Partner that are
directly pertinent to this Agreement for the purpose of making audits, examinations,
excerpts and transcriptions. The Community Partner shall comply with the requirements
and standards of OMB Circular No. A-122, "Cost Principles for Non-profit Organizations",
or OMB Circular No. A-21, "Cost Principles for Educational Institutions" as applicable.
The Community Partner shall comply with the following provisions as applicable: the
Uniform Administrative requirements of OMB Circular A-110 (implemented at 24 CFR
Part 84, "Uniform Administrative Requirements for Grants and Agreements With
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Institutions of Higher Education, Hospitals, and Other Non-Profit Organizations"), 24 CFR
Part 85 Administrative Requirements for Grants and Cooperative Agreements to State,
Local and Federally Recognized Indian Tribal Governments— Procurement, and/or other
related CDBG provisions, as specified in this section:
a. Subpart A-"General";
b. Subpart B - "Pre-Award Requirements", except for 84.12, "Forms for Applying for
Federal Assistance";
c. Subpart C-"Post-Award Requirements", except for:
(1) Section 84.22, "Payment Requirements"-Grantees shall follow the standards
of 85.20(b)(7)and 85.21 in making payments to sub-recipients;
(2) Section 84.23, "Cost Sharing and Matching";
(3) Section 84.24, "Program Income" - In lieu of 84.24, CDBG sub-recipients
shall follow 570.504;
(4) Section 84.25, "Revision of Budget and Program Plans";
(5) Section 84.32, "Real Property" - In lieu of 84.32, CDBG sub-recipients shall
follow 570.505;
(6) Section 84.34(g), "Equipment" - In lieu of the disposition provisions of
84.34(g), the following applies:
a. In all cases in which equipment is sold, the proceeds shall be program
income (pro-rated to reflect the extent to which CDBG funds were used
to acquire the equipment); and
b. Equipment not needed by the sub-recipient for CDBG activities shall be
transferred to the recipient for the CDBG program or shall be retained
after compensating the recipient;
(7) Section 84.51(b), (c), (d), (e), (f), (g); and (h), "Monitoring and Reporting
Program Performance";
(8) Section 84.52, "Financial Reporting";
(9) Section 84.53(b), "Retention and access requirements for records". Section
84.53(b)applies with the following exceptions:
a. The retention period referenced in 84.53(b) pertaining to individual
CDBG activities shall be five years; and
b. The retention period starts from the date of submission of the annual
performance and evaluation report, as prescribed in 24 CFR 91.520, in
which the specific activity is reported on for the final time rather than from
the date of submission of the final expenditure report for the award;
(10) Section 84.61, "Termination"- In lieu of the provisions of 84.61, CDBG
subrecipients shall comply with 570.503(b)(7); and
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d. Subpart D - "After-the-Award Requirements" - except for 84.71, "Closeout
Procedures".
Section 16. Sponsorships: The Community Partner agrees that all notices, informational
pamphlets, press releases, advertisements, descriptions of the sponsorship of the
Program, research reports, and similar public notices prepared and released by the
Community Partner for, on behalf of, and/or about the Program, shall include the
statement:
"FUNDED BY THE CITY OF MIAMI BEACH GENERAL FUNDS AND CITY
OF MIAMI BEACH COMMUNITY DEVELOPMENT BLOCK GRANT
PROGRAM"
In written materials, the words
"CITY OF MIAMI BEACH GENERAL FUNDS AND COMMUNITY
DEVELOPMENT BLOCK GRANT FUNDS ADMINISTERED BY THE CITY
OF MIAMI BEACH OFFICE OF HOUSING AND COMMUNITY SERVICES"
shall appear in the same size letters or type as the name of the Community Partner.
PP YP
Section 17. Examination of Records: The Community Partner shall maintain sufficient records in
accordance with 24 CFR 570.502 and 570.506 to determine compliance with the
requirements of this Agreement, the CDBG Program, and all other applicable laws and
regulations. This documentation shall include, but not be limited to, the following:
a. Books, records and documents in accordance with generally accepted accounting
principles, procedures and practices, which sufficiently and properly reflect all
revenues and expenditures of funds provided directly or indirectly by this
Agreement, including matching funds and Program Income. These records shall
be maintained to the extent of such detail as will properly reflect all net costs, direct
and indirect labor, materials, equipment, supplies and services, and other costs
and expenses of whatever nature for which reimbursement is claimed under the
provisions of this Agreement.
b. Time sheets for split-funded employees, which work on more than one activity, in
order to record the CDBG activity delivery cost by Program and the non-CDBG
related charges.
c. How the Statutory National Objective(s) as defined in 24 CFR 570.208 and the
eligibility requirement(s) under which funding has been received, have been met.
These also include special requirements such as necessary and appropriate
determinations as defined in 24 CFR 570.209, income certifications, and written
Agreements with beneficiaries, where applicable.
The Community Partner are responsible for maintaining and storing all records pertinent
to this Agreement in an orderly fashion in a readily accessible, permanent and secured
location for a period of five (5) years after expiration of this Agreement, with the following
exception: if any litigation, claim or audit is started before the expiration date of the five
(5) year period, the records will be maintained until all litigation, claims or audit findings
involving these records are resolved. The City shall be informed in writing after closeout
of this Agreement, of the address where the records are to be kept.
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Section 18. Audits and Inspections: At any time during normal business hours, and as often as the
City(and/or its representatives) may deem necessary, the Community Partner shall make
available all records, documentation, and any other data relating to all matters covered by
the Agreement,for review, inspection or audit.
Audits shall be conducted annually and shall be submitted to the City 180 days after the
end of the Community Partner'fiscal year. The Community Partner shall comply with the
requirements and standards of OMB A-133, "Audits of Institutions of High Education and
Other Non-Profit Institutions" (as set forth in 24 CFR Part 45), or OMB Circular A-128,
"Audits of State and Local Governments" (as set forth in 24 CFR Part 44), as applicable.
If this Agreement is closed-out prior to the receipt of an audit report, the City reserves the
right to recover any disallowed costs identified in an audit after such closeout.
Section 19. Indemnification/Insurance Requirements: The Community Partner shall indemnify
and hold harmless the City, its officers, employees and agents, from any and all claims,
liability, losses and causes of action which may arise out of an act, omission, negligence
or misconduct on the part of the Community Partner, or any of its agents, officers,
servants, employees, contractors, patrons, guests, clients, licensees, invitees, or any
persons acting under the direction, control, or supervision of Community Partner,
pursuant to this Agreement and/or the Program. The Community Partner shall pay all
claims and losses of any nature whatsoever in connection therewith and shall defend all
suits in the name of the City, and shall pay all costs (including attorney's fees) and
judgements which may issue thereon. This Indemnification shall survive the termination
and/or expiration of this Agreement.
The Community Partner shall not commence any work and/or services pursuant to this
Agreement until all insurance required under this Section has been obtained and the
City's Risk Manager has approved such insurance. In the event evidence of such
insurance is not forwarded to the City's Risk Manager within thirty (30) days after the
commencement date of the Term, this Agreement shall automatically terminate and
become null and void, and the City shall have no obligation under the terms and
conditions hereof.
The Community Partner shall maintain and carry in full force during the Term of this
Agreement, and/or throughout the duration of the Program contemplated herein,
whichever is longer, the following insurance:
a. General Liability Policy with coverage for Bodily Injury and Property Damage, in the
amount of$100,000 single limit, subject to adjustment for inflation. The policy must
include coverage for contractual liability to cover the above indemnification.
The City of Miami Beach shall be named as an additional insured under all such
insurance contracts. Thirty-(30) day written notice of cancellation or substantial
modification of the insurance coverage must be given to the City's Risk Manager by the
Community Partner and its insurance company. The insurance must be furnished by
insurance companies authorized to do business in the State of Florida, and approved by
the City's Risk Manager. The companies must be rated no less than "B+" as to
management, and not less than "Class VI" as to strength by the latest edition of Best's
Insurance Guide, published by A.M. Best Company, Oldwick, New Jersey, or its
equivalent, subject to the approval of the City's Risk Manager., Original Certificates of
Insurance for the above coverage must be submitted to the City's Risk Manager for
approval prior to any work commencing. These certificates will be kept on file in the
Office of the Risk Manager, Third Floor City Hall.
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The City shall have the right to obtain from the Community Partner specimen copies of
the insurance policies, in the event that submitted Certificates of Insurance are
inadequate to ascertain compliance with required coverage. Compliance with the
foregoing requirements shall not relieve the Community Partner of its obligation to
indemnify and hold the City harmless, as required in this section.
Section 20. Conflict of Interest: The Community Partner covenants that no person under its employ
who presently exercises any functions or responsibilities in connection with community
development-funded activities has any personal financial interests, direct or indirect, in
this Agreement. The Community Partner covenants that in the performance of this
Agreement, no person having such conflicting interest shall be employed. The
Community Partner covenants that it will comply with all provisions of 24 CFR 570.611
"Conflict of Interest", and State, County and City of Miami Beach statutes, regulations,
ordinances or resolutions governing conflicts of interest. The Community Partner shall
disclose, in writing, to the.City any possible conflicting interest or apparent impropriety
that is covered by the above provisions. This disclosure shall occur immediately upon
knowledge of such possible conflict. The City will then render an opinion, which shall be
binding on both parties.
Section 21. Venue: This Agreement shall be governed by, and construed in accordance with, the
laws of the State of Florida, both substantive and remedial, without regard to principles of
conflict of laws. The exclusive venue for any litigation arising out of this Agreement shall
be Miami-Dade County, Florida, if in state court, and the U.S. District Court, Southern
District of Florida, if in federal court. BY ENTERING INTO THIS AGREEMENT, CITY
AND COMMUNITY PARTNER EXPRESSLY WAIVE ANY RIGHTS EITHER PARTY
MAY HAVE TO A TRIAL BY JURY. OF ANY CIVIL LITIGATION RELATED TO, OR
ARISING OUT OF, THIS AGREEMENT.
In the event that the Community Partner change the Executive Director during the term of
the Agreement, such change must be notified in writing to the City within 15 days of such
change.
Section 22. Limitation of Liability: The City desires to enter into this Agreement only if in so doing
the City can place a limit on City's liability for any cause of action for money damages due
to an alleged breach by the City of this Agreement, so that its liability for any such breach
never exceeds the sum of$5,000. Community Partner hereby expresses its willingness
to enter into this Agreement with Community Partner' recovery from the City for any
damage action for breach of contract to be limited to a maximum amount of$5,000.
Accordingly, Community Partner hereby agree that the City shall not be liable to
Community Partner for damages in an amount in excess of $5,000, for any action or
claim for breach of contract arising out of the performance or nonperformance of any
obligations imposed upon the City by this Agreement. Nothing contained in this
subparagraph or elsewhere in this Agreement is in any way intended to be a waiver of
the limitation placed upon City's liability as set forth in Florida Statutes, Section 768.28.
Section 23. This Agreement shall be binding upon all parties hereto and their respective heirs,
executors, administrators, successors and assigns.
Section 24. Notices: All notices required under this Agreement shall be sent to the parties at the
following address:
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City: Jimmy L. Morales, City Manager
1700 Convention Center Drive
Miami Beach, FL 33139
City: Silvia Reyes, PH.D., LMHC, Division Director
Office of Housing and Community Services
Care of: Office of Community Services
City of Miami Beach
1700 Convention Center Drive
Miami Beach, FL 33139
Community Partner: Miami Beach Community Church
1620 Drexel Ave,
Miami Beach, FL 33139
[SIGNATURES TO FOLLOW]
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IN WITNESS WHEREOF, THE CITY OF MIAMI BEACH OFFICE OF HOUSING AND
COMMUNITY SERVICES AND HELPING HANDS FOOD KO OP INC. AND MIAMI BEACH
COMMUNITY CHURCH have executed this Agreement as of the day and year first written
above by their duty authorized representatives.
MI7 BEACH COMMUNITY CHURCH
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Ken Stenicky, Treasurer-Officer Date
CITY OF MIAMI BEACH OFFICE OF HOUSING AND COMMUNITY SERVICES
4.114 lit t 6 I s $ , 2
' h is Reyes, PH.D.` 'C. Division Director Date
CITY OF MIAMI BEACH
a Florida Municipal corporation
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