C7A-Submit Grant Applications To Various Funding AgenciesCOMMISSION ITEM SUMMARY
Condensed Title:
A Resolution authorizing the City Manager to apply for and accept (1) grant and to execute an lnterlocal and
Annual Affidavit with Miami-Dade County for Parking Fines funding.
Key Intended Outcome Supported:
1) Improve Process through Information Technology and Maximize efficient delivery of services; 2) Promote
and celebrate our City's diversity.
Supporting Data-2012 Community Survey: 1) In Fiscal Year 2010/11 the turnaround time for police
reports was 3 days (E-Ticketing will allow officers to write police reports electronically and digitally transmit
them through the approval process to merge with the Records Management System); 2) N/A.
Item Summary/Recommendation:
The Administration requests approval to authorize the City Manager or his designee to take the following
actions: 1) Submit a grant application to Miami-Dade County for Edward Byrne Memorial Justice Assistance
Grant funds in the approximate amount of $8,726 for the City's Police Department's Records Improvement
Program; and, 2) Execute an lnterlocal Agreement and Annual Affidavit with Miami-Dade County for the
Fiscal Year 2012/2013 Miami-Dade County Municipal Parking Fines Reimbursement Program, for funding in
the approximate amount of $61,000, for funds to be used to improve accessibility and equal opportunity to
qualified persons who have disabilities and to conduct public awareness programs; authorizing the execution
of all necessary documents related to this application, including, without limitation, audits and authorizing the
City Manager or his designee to take all necessary actions related to this grant.
Financial Information:
Source of i# Grant Name/Project Approx Approximate Match
Funds Grant Amt. Amount/Source
1 Miami-Dade County Edward $8,726 N/A
Byrne Memorial Justice
Assistance Grant/Records
Improvement Program
2 Miami-Dade County $61,000 N/A
Municipal Parking Fines
Reimbursement
Program/Eligible Programs
for Persons with Disabilities
Financial Impact Summary: N/A
Cit Clerk's Office Le islative Trackin :
Judy Hoanshelt, Grants Manager, Office of Budget and Performance Improvement
Manager
MIAMI BEACH AGENDA ITEM _C_7_A __
184 DATE 7-17-/3
~ MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Mayor Matti Herrera Bower and M bers of th City Commission
FROM: Jimmy L. Morales, City Manager
DATE: July 17, 20:13
SUBJECT A RESOLUTION OF THE MA OR AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA, APPROVING AND AUTHORIZING
THE CITY MANAGER OR HIS DESIGNEE TO TAKE THE FOLLOWING
ACTIONS: 1) SUBMIT A GRANT APPLICATION TO MIAMI-DADE
COUNTY FOR FY 2013/2014 EDWARD BYRNE MEMORIAL JUSTICE
ASSISTANCE GRANT PROGRAM FUNDS IN THE APPROXIMATE
AMOUNT OF $8,726 FOR THE POLICE DEPARTMENT'S RECORDS
IMPROVEMENT PROGRAM; AND, 2) EXECUTE AN INTERLOCAL
AGREEMENT AND ANNUAL AFFIDAVIT WITH MIAMI-DADE COUNTY
FOR THE FY 2012/2013 MIAMI-DADE COUNTY MUNICIPAL PARKING
FINES REIMBURSEMENT PROGRAM, FOR FUNDING IN THE
APPROXIMATE AMOUNT OF $61,000, FOR FUNDS TO BE USED TO
IMPROVE ACCESSIBILITY AND EQUAL OPPORTUNITY TO QUALIFIED
PERSONS WHO HAVE DISABILITIES AND TO CONDUCT PUBLIC
AWARENESS PROGRAMS; APPROPRIATING THE GRANT AND
PROGRAM FUNDS, AND CITY EXPENSES, IF APPROVED AND
ACCEPTED BY THE CITY AND AUTHORIZING THE EXECUTION OF
ALL NECESSARY DOCUMENTS RELATED TO THE AFORESTATED
APPLICATION, INCLUDING, WITHOUT LIMITATION, AUDITS, AND
AUTHORIZING THE CITY MANAGER OR HIS DESIGNEE TO TAKE ALL
NECESSARY ACTIONS RELATED TO THIS GRANT
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
ANALYSIS
1. Approval to submit an application to Miami-Dade County for the FY 2013/2014
Edward Byrne Memorial Justice Assistance Grant Program funds in the
approximate amount of $8,726 for the Police Department's Records Improvement
Program
The Administration intends to submit an application for federal funds that are passed
through from the US Department of Justice to the State of Florida, Florida Department of
Law Enforcement and then to Miami-Dade County. Miami-Dade County disburses these
funds to the municipalities. It is the Administration's intent to apply for funds from the
County's allocation for the continuation of the City's Records Improvement Program.
185
Commission Memorandum
Page 2
The Edward Byrne Memorial Justice Assistance Grant (JAG) Program is the primary
provider of federal criminal justice funding to state and local jurisdictions. JAG funds support
all components of the criminal justice system, from multijurisdictional drug and gang task
forces to crime prevention and domestic violence programs, courts, corrections, treatment,
technology improvement programs and justice information sharing initiatives.
The City will be applying for funding in the amount of $8,726 for the continuation of the
Police Department's Records Improvement Program. Funding will be used to purchase blue
tooth printers (including a four year warranty and the required accessories). The grant will
provide $8,726 and the balance of $248 will come from the Police Department FY 2013/2014
Operating Budget. This project will enable the Police Department to comply with Florida
Department of Law Enforcement's requirements of providing validated statistics.
E-Ticketing will allow officers to write police reports electronically and digitally transmit them
through the approval process to merge with the Records Management System. Currently,
with the exception of the officers who have the automated ticket writing software and
equipment, officers continue to handwrite State Traffic citations; this process causes
significant delays in the management of criminal justice data and records management and
fails to meet the needs of data management and collection.
This grant does not require matching funds, and the project supports the key intended
outcomes: improve processes through information technology and maximize efficient
delivery of services.
2. Approval to execute an lnterlocal Agreement and Annual Affidavit with Miami-Dade
County for the FY 2012/2013 Miami-Dade County Municipal Parking Fines
Reimbursement Program, for funding in the .approximate amount of $61,000 for
funds to be used to improve accessibility and equal opportunity to gua!!fied persons
who have disabilities and to conduct public awareness programs
Each year the City participates in Miami-Dade County's Parking Fines Reimbursement
Program. The Program is based on Section 316.008, Florida Statutes, and Section 30-447
of the Code of Miami-Dade County, which authorizes the charging of fines for misuse of
specially marked parking spaces for people with disabilities.
On June 25, 2008, the City of Miami Beach entered into an lnterlocal Agreement with Miami-
Dade County for the distribution of these funds. The agreement requires that the City
annually submit an affidavit sworn by the Chief Administrative Officer that expenditures will
meet the program criteria.
This year, the lnterlocal Agreement has been revised as follows: 1) The revised lnterlocal
replaces all references to the Miami-Dade Office of Americans with Disabilities Act
Coordination, with the Miami-Dade County Internal Services Department ("ISO"); 2) The
revised lnterlocal amends existing language, as follows: " ...... monies shall be used to
provide funds to improve accessibility and equal opportunity to qualified physically disabled
persons who have disabilities and to provide funds to conduct public awareness programs in
the County or municipality concerning physically disabled persons who have disabilities; and
3) The County agrees to pay the County and the municipalities under this agreement based
on a payment schedule agreed upon by ISO, accompanied by such documentation as
requested.
186
Commission Memorandum
Page 3
In order to continue to participate in the program, each municipality must submit a new
executed lnterlocal Agreement and annual Affidavit (Attachment A). The Affidavit states that
the funds reimbursed shall be used to improve accessibility and equal opportunity to
qualified persons who have disabilities in the municipality and to conduct disability public
awareness programs.
Reimbursements for the Fiscal Year 2012/2013 program are based on a percentage of
revenue collected during Fiscal Year 2011/2012. The amount is determined by calculating
the total amount of fines collected on tickets issued in a municipality divided by the total
number of tickets paid countywide. Funding estimates include a percentage of the carry
over monies that were not distributed to any municipality in the previous year.
Miami Beach is entitled to $60,866 as a result of fines collected in the previous fiscal year
and unspent funds from other municipalities. The funds will be used by the City to improve
accessibility and equal opportunity to qualified disabled persons. As in previous years, the
City's priority will be to address issues in the 1998 ADA Settlement Agreement. Matching
funds are not required. This project supports the key intended outcome: promote and
celebrate our city's diversity.
CONCLUSION
The Administration requests approval to authorize the City Manager or his designee to take
the following actions: 1) Submit a grant application to Miami-Dade County for the Fiscal Year
2013/2014 Edward Byrne Memorial Justice Assistance Grant funds in the approximate
amount of $8,726 for the City's Police Department's Records Improvement Program; and, 2)
Execute an lnterlocal Agreement and Annual Affidavit with Miami-Dade County for the Fiscal
Year 2012/2013 Miami-Dade County Municipal Parking Fines Reimbursement Program, for
funding in the approximate amount of $61,000, forfunds to be used to improve accessibility
and equal opportunity to qualified persons who have disabilities and to conduct public
awareness programs; authorizing the execution of all necessary documents related to this
application, including, without limitation, audits and authorizing the City Manager or his
designee to take all necessary actions related to this grant.
JLM/JW/JMH
T:\AGENDA\2013\July 17\Grants Memo.doc
187
RESOLUTION NO. _____ _
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA, APPROVING AND
AUTHORIZING THE CITY MANAGER OR HIS DESIGNEE TO TAKE
THE FOLLOWING ACTIONS: 1) SUBMIT A GRANT APPLICATION
TO MIAMI-DADE COUNTY FOR FY 2013/2014 EDWARD BYRNE
MEMORIAL JUSTICE ASSISTANCE GRANT PROGRAM FUNDS IN
THE APPROXIMATE AMOUNT OF $8,726 FOR THE POLICE
DEPARTMENT'S RECORDS IMPROVEMENT PROGRAM; AND, 2)
EXECUTE AN INTERLOCAL AGREEMENT AND ANNUAL
AFFIDAVIT WITH MIAMI-DADE COUNTY FOR THE FY 2012/2013
MIAMI-DADE COUNTY MUNICIPAL PARKING FINES
REIMBURSEMENT PROGRAM, FOR FUNDING IN THE
APPROXIMATE AMOUNT OF $61,000, FOR FUNDS TO BE USED TO
IMPROVE ACCESSIBILITY AND EQUAL OPPORTUNITY TO
QUALIFIED PERSONS WHO HAVE DISABILITIES AND TO
CONDUCT PUBLIC AWARENESS PROGRAMS; APPROPRIATING
THE GRANT AND PROGRAM FUNDS, AND CITY EXPENSES, IF
APPROVED AND ACCEPTED BY THE CITY AND AUTHORIZING
THE EXECUTION OF ALL NECESSARY DOCUMENTS RELATED TO
THE AFORESTATED APPLICATION, INCLUDING, WITHOUT
LIMITATION, AUDITS, AND AUTHORIZING THE CITY MANAGER OR
HIS DESIGNEE TO TAKE ALL NECESSARY ACTIONS RELATED TO
THIS GRANT
WHEREAS, the Administration intends to apply for federal funds that are passed
through from the US Department of Justice to the State of Florida, Florida Department of
Law Enforcement and then to Miami-Dade County; Miami-Dade County then disburses
these funds to the municipalities; and
WHEREAS, it is the Administration's intent to apply for funds from the County's
allocation for the continuation of the City's Records Improvement Program; and
WHEREAS, the Edward Byrne Memorial Justice Assistance Grant (JAG)
Program is the primary provider of federal criminal justice funding to state and local
jurisdictions, and JAG funds support all components of the criminal justice system, from
multijurisdictional drug and gang task forces to crime prevention and domestic violence
programs, courts, corrections, treatment, technology improvement programs and justice
information sharing initiatives; and
WHEREAS, the City will be applying for funding in the amount of $8,726 for the
continuation of the Police Department's Records Improvement Program, as such,
funding will be used to purchase blue tooth printers (including a four year warranty and the
required accessories); and
WHEREAS, the grant will provide $8,726 and the balance of $248 will come from
the Police Department FY 2013/2014 Operating Budget; and
188
WHEREAS, this project will enable the Police Department to comply with Florida
Department of Law Enforcement's requirements of providing validated statistics; and
WHEREAS, e-ticketing will allow officers to write police reports electronically and
digitally transmit them through the approval process to merge with the Records
Management System; and
WHEREAS, currently, with the exception of the officers who have the automated
ticket writing software and equipment, officers continue to handwrite State Traffic
citations; this process causes significant delays in the management of criminal justice
data and records management and fails to meet the needs of data management and
collection; and
WHEREAS, this grant does not require matching funds, and the project supports
the key intended outcomes: improve processes through information technology and
maximize efficient delivery of services; and
WHEREAS, as such, approval is requested to submit an application to Miami-
Dade County for the FY 2013/2014 Edward Byrne Memorial Justice Assistance Grant
Program funds in the approximate amount of $8,726 for the Police Department's
Records Improvement Program; and
WHEREAS, each year the City participates in Miami-Dade County's Parking
Fines Reimbursement Program., the Program is based on Section 316.008, Florida
Statutes, and Section 30-447 of the Code of Miami-Dade County, which authorizes the
charging of fines for misuse of specially marked parking spaces for people with
disabilities; and
WHEREAS, on June 25, 2008, the City of Miami Beach entered into an lnterlocal
Agreement with Miami-Dade County for the distribution of these funds. The agreement
requires that the City annually submit an affidavit sworn by the Chief Administrative
Officer that expenditures will meet the program criteria; and
WHEREAS, this year, the lnterlocal Agreement has been revised as follows: 1)
The revised lnterlocal replaces all references to the Miami-Dade Office of Americans
with Disabilities Act Coordination, with the Miami-Dade County Internal Services
Department ("lSD"); 2)The revised lnterlocal amends existing language, as follows:
" ...... monies shall be used to provide funds to improve accessibility and equal
opportunity to qualified physically disabled persons who have disabilities and to provide
funds to conduct public awareness programs in the County or municipality concerning
physically disabled persons who have disabilities; and, 3) The County agrees to pay the
County and the municipalities under this agreement based on a payment schedule
agreed upon by lSD, accompanied by such documentation as requested; and
WHEREAS, in order to continue to participate in the program, each municipality
must submit a new executed lnterlocal Agreement and annual Affidavit (Attachment A).
The Affidavit states that the funds reimbursed shall be used to improve accessibility and
equal opportunity to qualified persons who have disabilities in the municipality and to
conduct disability public awareness programs; and
189
WHEREAS, reimbursements for the Fiscal Year 2012/2013 program are based
on a percentage of revenue collected during Fiscal Year 2011/2012 and the amount is
determined by calculating the total amount of fines collected on tickets issued in a
municipality divided by the total number of tickets paid countywide and funding estimates
include a percentage of the carry over monies that were not distributed to any
municipality in the previous year; and
WHEREAS, Miami Beach is entitled to $60,866 as a result of fines collected in
the previous fiscal year and unspent funds from other municipalities; and
WHEREAS, the funds will be used by the City to improve accessibility and equal
opportunity to qualified disabled persons, as in previous years, the City's priority will be
to address issues in the 1998 ADA Settlement Agreement; and
WHEREAS, matching funds are not required and this project supports the key
intended outcome: promote and celebrate our City's diversity; and
WHEREAS, approval is requested to execute an lnterlocal Agreement and an
Annual Affidavit (Attachment A) with Miami-Dade County for the Miami-Dade County
Municipal Parking Fines Reimbursement Program, for funding in the approximate
amount of $61,000 as a result of fines collected during Fiscal Year 2011/2012, for funds
to be used to improve accessibility and equal opportunity to qualified persons who have
disabilities and to conduct public awareness programs.
NOW THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH that the Mayor and City Commission
hereby approve and authorize the City Manager or his designee to take the following
actions: 1) Submit a grant application to Miami-Dade County for FY 2013/2014 Edward
Byrne Memorial Justice Assistance Grant Program funds in the approximate amount of
$8,726 for the City's Police Department's Records Improvement Program; and, 2)
Execute an lnterlocal Agreement and Annual Affidavit with Miami-Dade County for the
Fiscal Year 2012/2013 Miami-Dade County Municipal Parking Fines Reimbursement
Program, for funding in the approximate amount of $61,000, for funds to be used to
improve accessibility and equal opportunity to qualified persons who have disabilities
and to conduct public awareness programs; authorizing the execution of all necessary
documents related to this application, including, without limitation, audits and authorizing
the City Manager or his designee to take all necessary actions related to this grant.
PASSED and ADOPTED this ___ day of ___ , 2013.
ATTEST:
MAYOR
CITY CLERK
JLM/JW/JMH
T:\AGENDA\2013\July 17\Grants Memo.doc
190
Attachment A
MIAMI-DADE COUNTY
MUNICIPAL PARKING FINES REIMBURSEMENT PROGRAM
INTERLOCAL AGREEMENT
This agreement is entered into this ______ (day) of _____ (month/year),
by and between Miami-Dade County, Florida, a political subdivision of the State of Florida
(the "County") and __________ , "municipality"), a municipal corporation
organized and existing under the laws.ofthe State of Florida.
WITNESSETH
WHEREAS, Section 316.008 Florida Statutes, and Section 30-447 Code of Miami-
Dade County, authorizes the charging of fines for misuse of specially marked parking
spaces for people with disabilities, and
WHEREAS, Miami-Dade County proposes to distribute said fines under the
provisions of Section 30-447 of the Code of Miami-Dade County, Florida.
NOW THEREFORE in consideration of the covenants contained herein, the parties
agree as follows
1. This agreement shall become effective upon its execution by the authorized
officers of the parties and will continue annually upon agreement by both
parties.
2·. The allocation of the disabled parking fine monies shall be used to provide
funds to improve accessibility and equal opportunity to qualified persons who
1
191
have disabilities and to provide funds to conduct public awareness programs
in the County or municipality concerning persons who have disabilities.
3. The municipality shall annually submit an affidavit sworn by its chief
administrative official to the Miami-Dade County Internal Services Department
("lSD").
4. The affiant will affirm that expenditures meet the following criteria:
a. The funds reimbursed shall be used to improve accessibility and equal
opportunity to qualified persons who have disabilities in the municipality
and to conduct public awareness programs in the municipality
concerning persons who have disabilities.
b. If only a portion of the project or program is being promoted to benefit
people with disabilities, then only that portion of the project or program
may be funded with these monies.
5. The parties agree to follow the terms and concl~.:~sions regarding payment as
follows:
a. The percentage for distribution shall be calculated by the County annually.
Each year the County shall notify all municipalities of the percentages of
distribution of the disabled permit parking fine money for the upcoming
annual period. The percentage for distribution to the County and to the
2
192
municipalities is based on a percentage of total revenue which is
determined by calculating the total number of fines paid county-wide.
Funding estimates include a percentage of the monies which were not
distributed to any municipality in the previous year.
b. The County agrees to pay the County and the municipalities under this
agreement based on a payment schedule agreed upon by lSD,
·accompanied by such documentation as requested.
c. In no event shall. County funds be advanced to any subcontractor
hereunder.
d.--Tbe .parties-shall return-funds to the-Cler-k-of-the-Board-of-County-
Commissioners if the project is not successfully completed and allow lSD
to audit projects and conduct site visits. Any such audits or inspections
shall be conducted in such manner and at such times so as not to
unreasonably interfere with the day-to-day operation of the parties.
e. The County may amend the terms of this agreement from time to time, as
it may deem necessary.
IN WITNESS WHEREOF, the parties have caused this agreement to be executed by
their respective and duly authorized officers on the date hereinabove first mentioned.
3
193
ATTEST:
Harvey Ruvin, Clerk
ATTEST:
Oity/TownMIIage Clerk
(Official Seal)
MIAMI-DADE COUNTY, FLORIDA
By: __________ _
Carlos A. Gimenez, Mayor
MUNICIPALITY OF ----FLORIDA
4
194
Cityrr ownMIIage Manager
(Date)
MUNICIPAL PARKING FINES REIMBURSEMENT PROGRAM
AFFIDAVIT
State of Florida, County of ______ _
BEFORE ME, the undersigned Notary,
[name of Notary
before whom affidavit is sworn], on this -------[day of month] day of
[month], 20 __ , personally , appeared
[name of affiant],
known to me to be a credible person and of lawful age, who being by me first duly
sworn, on [his or her] oath, deposes and says:
The municipal parking fines funds reimbursed shall be used to improve
accessibility and equal opportunity to qualified persons who have disabilities in
the municipality and to conduct public awareness programs in the municipality
concerning persons who have disabilities.
If only a portion of the project or program is being· promoted to benefit people
with disabilities, then only that portion of the project or program will be funded
with these monies.
The municipality shall return funds to the Clerk of the Board of Miami-Dade
County Commissioners if the project is not successfully completed and allow the
Miami-Dade County Internal Services Department to audit projects and conduct
site visits. Any such audits or inspections shall be conducted in such manner and
at such times so as not to unreasonably interfere with the day-to-day operation of
the parties.
[signature of affiant]
1
195
[typed name of affiant]
[address of affiant, line 1]
[address of affiant, line 2]
State of Florida, County of--------
Sworn to (or affirmed) and subscribed before me this ___ day of
_____ (month}, ___ (year), by
------------------------~, (name of person making statement).
(Signature of Notary Public-State of Florida)
Personally Known -----OR Produced Identification -----
Type of Identification Produced --------------------
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