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HomeMy WebLinkAbout2006-26354 Reso RESOLUTION NO. 2006-26354 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, AMENDING THE ONE YEAR ACTION PLANS FOR FEDERAL FUNDS FOR FISCAL YEAR (FY) 2005/06 AND FY 2006/07 TO REPROGRAM COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) FUNDS FROM THE LITTLE HAVANA ACTIVITIES AND NUTRITION CENTERS OF DADE COUNTY (LHANC) AND JEWISH COMMUNITY SERVICES OF FLORIDA (JCS), TO THE CITY OF MIAMI BEACH, TO BE UTILIZED THROUGH ITS PROPERTY MANAGEMENT DIVISION DIRECTOR, FOR FACILITY IMPROVEMENTS AT THE SOUTH SHORE COMMUNITY CENTER TO BENEFIT THE LHANC AND JCS PROGRAMS. WHEREAS, the One Year Action Plan for Federal Funds is a requirement under the United States Department of Housing and Urban Development (HUD) formula grant programs, which includes the Community Development Block Grant (CDBG) Program; and WHEREAS, the Little Havana Activities and Nutrition Centers of Dade County (LHANC) was awarded $242,166 in CDBG funds in FY 2005/06 for rehabilitation activities of the Rainbow Intergenerational Child Care Center, located at the South Shore Community Center (Center); and WHEREAS, the Jewish Community Services of Florida (JCS) was awarded $76,935 in CDBG funds in FY 2006/07 for renovation activities of the Senior Meals Program site in the Center; and WHEREAS, both LHANC and JCS explored the optimal ways to contract for the renovations to be completed in a comprehensive and expedited manner; and WHEREAS, the City of Miami Beach Property Management Division Director is acting as the City's general contractor for the City's South Shore Community Center Renovation Project, and is authorized to select, negotiate, and award all contracts, agreements, purchase orders, and change orders for the purchase of necessary goods and construction services at the Center, and has a proven track record in successfully completing renovations both at the Center and other City-owned facilities; and WHEREAS, both LHANC and JCS have requested that the City's Property Management Division undertake construction related to their respective CDBG funded activities, so that the projects can be completed in a timely manner; and WHEREAS, in order for the Property Management Director to undertake this work directly, hire subcontractors, make all required payments, and provide construction administration and oversight for the improvements on both of the renovation projects, it is necessary for the CDBG funding to be reallocated from the agencies to the City of Miami Beach; and WHEREAS, as the CDBG projects contemplated by LHANC and JCS constitute capital improvements to a public (City-owned) property, and as the City's Property Management Director is currently acting as general contractor on behalf of the City in the prosecution of the work relating to the City's renovation of the Center, the Administration has been involved in discussions with LHANC and JCS, respectively, believing that it would be in all the parties' best interest to have the City's Property Management Division Director and his work team (already positioned in the Center) prosecute the CDBG capital improvements; and WHEREAS, accordingly, a draft of the amendment ofthe One Year Action Plans for FY 2005/06 and FY 2006/07 is being made available for a thirty (30) day public review and comment period from September 28,2006, to October 27,2006. NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission hereby amend the One-Year Action Plan for Federal funds for Fiscal Year (FY) 2005/06 and FY 2006/07 to reprogram Community Development Block Grant (CDBG) funds, from the Little Havana Activities and Nutrition Centers of Dade County (LHANC) and Jewish Community Services of Florida (JCS), to the City of Miami Beach, to be utilized by the City, through its Property Management Division Director, f r facility improvements at the South Shore Community Center to benefit the LHANC JCS programs. PASSED and ADOPTED this Ilthdayof October 2006. ATTEST: _~tr~ CITY CLERK . Robert Parcher David Dermer T:\AGENDA\2006\oCT11 06\CONSENTlCDBG . SOUTH SHORE COMMUNITY CENTER RESO.DOC . COMMISSION ITEM SUMMARY Condensed Title: A Resolution approving and adopting the amendment to the One Year Action Plans for Fiscal Years 2005/06 and 2006/07 to reprogram Community Development Block Grant (CDBG) funds from Little Havana Activities and Nutrition Centers (LHANC) and Jewish Community Services of Florida (JCS) to the City of Miami Beach Property Management Division for improvements at the South Shore Community Center to benefit the LHANC and JCS ProQrams. Ke Intended Outcome Su orted: Ensure well maintained facilities. Issue: Shall the City adopt a resolution approving the amendments of the One Year Action Plans for FY's 2005/06 and 2006/07 by reprogramming CDBG funds of $319,101 from LHANC and JCS to the City of Miami Beach Property Management Division to undertake facility renovations at the South Shore Community Center on their behalf? Item Summa /Recommendation: Little Havana Activities and Nutrition Centers of Dade County (LHANC) and Jewish Community Services of South Florida (JCS) are two nonprofit agencies that are tenants in the South Shore Community Center (Center). In FY 2005/06, LHANC was awarded $242,166 in CDBG funds for various rehabilitation activities of their Rainbow Intergenerational Child Care Center located within the Center. In FY 2006/07, JCS was awarded $76,935 in CDBG funds for facility improvements of their Senior Meals Program which is also located at the Center. Once the agencies were awarded funds for their respective improvements, they explored the optimal ways to contract and expend the funds for the project in the best possible manner. The City's Property Management Division Director is the acting General Contractor for the entire South Shore Community Center Renovation Project. Given the difficulty of acquiring and managing construction services in the local market and with the Property Management Division's demonstrated ability to successfully complete renovations at the Center site and other major capital improvements, both the LHANC and JCS inquired and received permission for the Property Management Division to complete all of the planned CDBG funded facility improvements for their respective spaces. The Aministration recommends that the Mayor and the City Commission adopt a resolution approving the amendments to the One Year Action Plan for FY's 2005/06 and 2006/07 by reprogramming CDBG funding in the amount of$319, 101 to undertake facility improvements at the South Shore Community Center by the Ci of Miami Beach Pro e Mana ement Division on behalf of LHANC and JCS. Advisory Board Recommendation: I N/A Financial Information: Source of Amount Account Approved Funds: 1 $242,166 136.5205.000346 c::J 2 $ 76,935 130.5482.000346 Prog. 3 4 OBPI Total $319,101 Financial Impact Summary: Ci Clerk's Office Le islative Trackin Vivian P. Guzman Si n-Offs: Department Director m ,., MIAMIBEACH AGENDA ITEM DATE e7k ItJ-I/-06 lD MIAMI BEACH City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfLgov COMMISSION MEMORANDUM FROM: Mayor David Dermer and Members of the City Commission Jorge M. Gonzalez, City Manager ~-----6 October 11, 2006 0 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, AMENDING THE ONE YEAR ACTION PLANS FOR FEDERAL FUNDS FOR FISCAL YEAR 2005/06 AND FY 2006/07 TO REPROGRAM COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) FUNDS FROM THE LITTLE HAVANA ACTIVITIES AND NUTRITION CENTERS OF DADE COUNTY (LHANC) AND JEWISH COMMUNITY SERVICES OF SOUTH FLORIDA (JCS) TO THE CITY OF MIAMI BEACH, TO BE UTILIZED BY THE CITY THROUGH ITS PROPERTY MANAGEMENT DIVISION DIRECTOR, FOR FACILITY IMPROVEMENTS AT THE SOUTH SHORE COMMUNITY CENTER TO BENEFIT THE LHANC AND JCS PROGRAMS. TO: DATE: SUBJECT: ADMINISTRATION RECOMMENDATION Approve the Resolution. FUNDING $242,166 $ 76,935 ANALYSIS On July 27, 2005, and July 12, 2006, respectively, the City Commission approved the One-Year Action Plans for Fiscal Years 2005/06 and FY 2006/07, which details how the City intends to allocate federal funds, including Community Development Block Grant (CDBG) funds, received from the U.S. Department of Housing and Urban Development to conduct eligible housing and community development activities for the City of Miami Beach residents. FY 2005/06 - Community Development Block Grant Entitlement funds FY 2006/07 - Community Development Block Grant Entitlement funds Little Havana Activities and Nutrition Centers of Dade County (LHANC) and Jewish Community Services of South Florida (JCS) are two nonprofit agencies that are tenants in the South Shore Community Center (Center). In FY 2005/06, LHANC was awarded $242,166 in CDBG funds for various rehabilitation activities oftheir Rainbow Intergenerational Child Care Center located within the Center. The majority of funding is for the installation of a playground surface and playground equipment as well as some interior improvements to the interior of the child care center such as painting, flooring, and classroom partition installation. In FY 2006/07, JCS was awarded $76,935 in CDBG funds for facility improvements of their Senior Meals Program which is also located at the Center. The Senior Meals Program is currently housed within the auditorium and intended renovations include electrical upgrades, flooring, partitions, painting and drywall installation. These improvements to the facility will make significant upgrades and result in a more suitable congregate meal site, provide more effective distribution of meal deliveries to elderly clients, and allow for additional senior services programming at the site. Once the agencies were awarded funds for their respective improvements, they explored the optimal Commission Memorandum CDBG - South Shore Community Center October 11, 2006 Page 2 of 3 ways to contract and expend the funds for the project in the best possible manner. During this time, both agencies met with representatives of the City's Property Management Division to discuss the parameters of the project and the procedures involved in making tenant improvements in the Center which is owned by the City of Miami Beach. The City's Property Management Division Director is the acting General Contractor for the entire South Shore Community Center Renovation Project and is authorized to select, negotiate, and award all contracts, agreements, purchase orders, and change orders for the purchase of necessary goods and construction services at the center. The Property Management Division also has final approval of all intended improvements to be made by tenants at the Center and has a keen knowledge of the specific needs of both the LHANC Rainbow Intergenerational Child Care Center and the JCS Senior Meals Program as a result of overseeing comprehensive design, planning, and construction phases of the entire property to date. Given the difficulty of acquiring and managing construction services in the local market and with the Property Management Division's demonstrated ability to successfully complete renovations at the Center site and other major capital improvements, both the LHANC and JCS inquired and received permission for the City's Property Management Division to complete all of the planned CDBG funded facility improvements for their respective spaces. This will ensure that the project is performed in conformance with building standards at the facility, provide additional funding for construction by bypassing additional profit and overhead costs of an outside contractor, and allow for both projects to be quickly implemented at the same time with limited disruption to the tenants at the Center. However, in order for the City's Property Management Division to undertake the work, hire subcontractors to perform work on the project site, and provide construction administration and oversight for the child care center and the senior meals program sites, they must be able to approve all construction work and make payments for all work performed. In order to facilitate this, they must be the direct recipient of the CDBG funds and have authorization to approve and expend funds in specifically designated work order accounts. For this reason, both LHANC and JCS are requesting that all funding that has been awarded to their agencies for these approved projects be reprogrammed to the City of Miami Beach's Property Management Division to undertake and complete the renovations needed for their projects at the Center. It is important to note that this reprogramming is recommended solely for purposes of facilitating the implementation of the capital improvements for projects submitted and approved for funding by these two agencies, and in no way reflects a departure from the previous recommendation and approval to award funds to these two particular projects. The reprogramming offunds is intended only to best facilitate the implementation of the capital improvements contemplated and approved. Pursuant the City's Citizen Participation Plan under HUD guidelines, the reprogramming of said funds requires a 30-day public comment period for citizen comments on the intended amendments. The 30-day public comment period is from September 28,2006 to October 27,2006. A summary of the proposed amendments are listed in Exhibit I. To date, no comments on this amendment have been received. The scopes of work for both facilities will remain the same. The amendments simply allow for the City of Miami Beach's Property Management Division to have contractual authority to complete all of the intended tenant improvements for both LHANC and JCS at the Center. CONCLUSION Theiinistration recommends that the Mayor and City Commission approve the proposed amen nts. JMG/H FNPGffNUljq T:\AGENDA\2006\oct1106\consent\CDBG - South Shore Community Center.doc Commission Memorandum CDBG - South Shore Community Center October 11, 2006 Page 3 of 3 EXHIBIT I SOURCE OF FUNDS AMOUNT DISTRIBUTION OF FUNDS AMOUNT AGENCY - PROJECT AGENCY - PROJECT CDBG Program CDBG Program Little Havana Activities and Nutrition $242,166 City of Miami Beach - Property $242,166 Centers of Dade County - Rainbow Management Division - Little Havana Intergenerational Child Care Center Activities and Nutrition Centers of Dade Facility Improvements County - Rainbow Intergenerational Child (2005/060ne-Year Action Plan) Care Center Facility Improvements (2006-07 One-Year Action Plan) Jewish Community Services - Senior $76,935 City of Miami Beach - Property $76,935 Meals Program Improvements at the Management Division - JCS - Senior Meals South Shore Community Center Program Improvements at the South Shore (2006/07 One-Year Action Plan) Community Center (2006-07 One-Year Action Plan) Total COBG Funds $319,101 Total COBG Funds $319,101 LITTLE H-J:\\I~~ ACTI\lTlES G- NUTRITION CENTERS Of DADE COUNTY INC 700 S W. $hh SICe:~1 t.ti~Ul". tilUfldll '\)1'11-3300 3~26\O EJc"u\iv~ OmC;Cll :1tl5.65i5~~ EAt 2J1 tu 3OS.8..'S4-22~ lotuU! TOt'Alln C/u.l.i'III(l11 ,,{ lJJ;jj' BtJlllrd t(~ln6'1 p..::rC'.c-OO(fbcOtel PI<<l~1 (lJI.1d C~O Strllio Prct'clf:l Viet Cllul, Lalli M. 80sp .~<<'tlliI'J MlIl1ue:1 MlIlTCIO Vier StCflflN) r:.rll.li A. Slabill~1 Tt'f1IIIU''''' Albeno A, At"lil, M.D. 1I0oI:1110 l,ul. ~el Valle Eltio de Velnlil) Fr.tnl:~ 11'1rrc.des a..Catl \!,u""erdo:; }'OlUlJltf ,..,.""'1.....,.#1 ~., . -:..:.. OO~ ....-......... ~ . \WWw.., __ tIeIIcv VIA FACSIMILE: 305-673.7772 Oaober 5$ 2006 Mr. Jorge Gonzalez Manager City of Miami Beach 1700 Convention Center Drive Miami 8each, Florida 33139 Dear Mr. Gonzalez: AS you know, little Havana Activities & Nutrition Centers was awarded COBe fund ins in 2005.2006 for the renovation ohhe Child Day Cate Center. After a year and a half of meetings and deliberations with Brad Judd. Dilector of Ptoperty Manasement, and John Quade from the Office of COmmunity Development, regarding the improvements and renO\l!tions of the child carefaciUty, we have all concluded that the best approach to achieve the Soals of this funding is to utilize the City of Miami Beach Property Management department to carry out the needed work. We are aware that internal arrangements must be made in order for Property Management to carry out the project, but we are all in agreement that this is the best course of action, Please feel free to contact me or Cecilia Hunt, DirectOr of the Child Care program if you require any ~istance from us in order to accomplish the intended objectives of this CDeC funding award. n-: 1:1 .....~ Ramon pere>M President and CEO R PO/hr cc: A. Cecilia Hunt. Program Director Brad Judd. Director, Property Management John Quade, Offic:e of Community Development 10/05/2006 10:41 FAX 3055996387 ~EWlSH COMJL~ITY SERVICE ~OOl/OOl * . CS Jewish . Communihl Services '''3 Of SOUTH FLORIOA-INC. Mt\Jl LINES icCllt & ln1Dfrna1iOft Aeretf1l 3QS-S7HS!iO HaecllUSt SIIMvof AICistanct 305-682-8585 SfIa_ Bawlt 305-51'$-'&1& Familie:s of hp & lMIIlans 3OS~5-M4S www,tcsaD19 Central OfIice 735 Nt 125 $net · NoI1tl t.4iemJ, A. 33161 3OS--89~t567 · 305-8ge-8367 iN October 5,2006 Mr. Jorge M_ Gonzalez City Manag$r City of Miami Beach 1700 Convention Center Drive Miami Beach, Fl33139 Dear Hilda: Jewish Community Services of South Florida, Inc. (JCS), allows the City of Miami Beach to assume COBG funds previously awarded to JeS, totaling approximately $78,900. This distribution WIll support the reprogramming of funds so that our restoration project at the 611'1 Street Community Center Can go forward. SENT VIA MAIUFAX 305 673 7782 Our expectation is that there will be no change to the original intent of the funding awarded to JCS and thatthe.futl scope of services will be concluded wjth the assistance of the City of Miami Beach to fulfiU all of the requirements of the restoration project, to benefit our senior clientete. We believe that this will be the most expeditious maMer to expend the funds. If you have any questions, or require additional Information, ptease do not hesitate to call me at (305) 899-1587. ext 201. David B. Saltman. lCSW President/CEO cc: Hilda Fernandez ela Gokffarb John Quade ~ ~ 01 ~ Gr1IIIr....IIIwilh ~ Md~.~ or UIllte~...., !II WiJl:nHllll. ~ lIrWl l;iIIIId ca ~ tlr.OlillIn!n IIld FMilrSeMc.I. ~ fill..... fefltil ~'II '" c.w:. OJII~._ lM2!!!ft"~~$. *~ ~.