Grant Agreement
MIAt 'ADE C' '1TY DEPARTMENT OF CI ~URAL IA.IRS f!~ /3') - DO
.;......~, 1999-1._ (OURIS', ~eVELOPMENT COUNCIL\.. .~NTS PI. "RAM ;L- "6- dD
.', T,,~ Miami-Dade County Tourist Deyelopment Council. the Department of Cultural Affairs. the Mayor and the Board of Mi.m,.D.de
. County. Commissioners a.re pl~ased tQ announce that Miami-Dade County will award the grant described herein In c~~sider;ltl~n !,<=y
the recipient's agreement to abide by all terms and considerations set fOrth in Articles I. II. III and IV, ~(f\ Y I I ( rl
ARTICLE I
,
I.
GRANTEE:
City of Miami Beach Sister Cities International Coordinating Council
1700 Conyention Driye
Miami Beach, FL 33139
2.
3.
4.
5.
6.
7.
AMOUNT OF GRANT:
PROJECT DESCRIPTION:
ITEMIZED PROJECT BUDGET:
SPONSORSHIP PACKAGE:
EXPENDITURE DEADLINE:
REPORT DEADLINE:
$ 12.500
(See Exhibit A, attached hereto.)
(See Exhibit B. attached hereto.)
(See Exhibit C. attached hereto.)
Project ending date or September 30. 2000
Within 4S days of project completion.
WHER.EAS. the Parties haye entered into this Grant Agreement for the purposes described in Article I (3). and in accordance with
the conditions set forth within the Articles of this Grant Agreement:
IN WITNESS WHEREOF. the parties hereto haye executed this Agreement as follows;
ATTEST:
.20J2..0
BY:
f'- ~ounty Ma ager
GRANTEE:City of Miami Beach
Federal Identification #: 59-600372
.
on the9th day of
February
,2000
Grantee's Corporate Seal
BY: Patricia Walker, Finance Di~~:~
Name of Chief Fiscal Offic~r
Signature
BY: fA
Neisen sdin, Mayor
ATTEST~I7A;:!-J:u~
APPROVED /lS TO Ro ert Parche City Clerk
FORM & LANGUAGE .
& FOR EXECUTION
Approyed for form and
legal sufficiency:
Assistant Miami.Dade County Attorney
1~ ~(:
2-/ ,!/rr;.-
DaM
MIAMI.DADE COUNTY DEPARTMENT OF CULTURAL AFFAIRS
FY 1999.2000 TOURIST DEVELOPMENT COUNCIL
ARTICLE II
GENERAL CONDITIONS
WHEREAS. the Home Rule Charter authorizes Miami-Dade County to provide for the uniform health and
welfare of the residents throughout the County. and further provides that all functions not otherwise specifically
assigned to others under the Charter. shall be performed under the supervision of the County Manager or his
designee;
I. Parties: The parties to this agreement are the Grantee listed in Article I. and Miami-Dade County.
Florida. a political subdivision of the State of Florida. Miami-Dade County has delegated the responsibility of
administering this grant to the Director of the Miami-Dade County Department of Cultural Affairs. or his designee.
who shall be referred to herein as the "Director ."
2. Proiect DescriDtion: The grantee may only use the grant for the purposes which are specifically
described in Article 1.3 - Project Description as documented and attached hereto as Exhibit I and which corresponds
to the information presented in Exhibit I. and information submitted to the Department of Cultural Affairs in the
grantee's Community-Based Organization - Agency Profile. Tourist Development Council application and/or request
for County Financial Assistance. Minor project revisions which do not substantially alter the original project which may
be necessary for the purpose of completing the project. must be requested in writing to the Director. All
expenditures will be subject to the terms of this agreement and as specified in Exhibits 2A and 2B. the itemized line
Item Budget. or with changes not to exceed ten percent (10%) per category. so long as expenditures do not exceed
the total amount of grant funds.
3. Reports: This grant has been awarded with the expectation that the described project will enhance and
develop Miami-Dade County's cultural and lor tourism community. To demonstrate that the grant is fulfilling. or has
fulfilled. its purpose. the grantee must supply the Director with a written report documenting that the grantee has
fulfilled all requirements. This report is to be received by the Director according to the schedule listed under Article
1. 6. A Final Report form will be supplied to the grantee.
4. Amount of Grant and Payment Schedule: The total amount of the grant is specified in Article 1.2.
By making this grant. Miami-Dade County assumes no obligation to provide financial support of any type whatever in
excess of the total grant amount. Cost overruns are the sole responsibility of the grantee. The grant funds will be
supplied to the grantee on a reimbursement basis. subsequent to Board of County Commission approval of the award.
As a condition of receiving payment, the grantee agrees to provide to the Director or his designee. no more than 90
days after the event date. copies of original documentation conclusively demonstrating the expenditure of funds for
the items indicated in Exhibit 2A as Tourist Development Council expenses. Documentation shall include. but not be
limited to. copies of original bills. invoices. receipts. canceled checks clearly designating payment for expenses
associated with the event, (front and rear) and vouchers. The County reserves the right, to request and receive
original documentation to substantiate grant expenditures for reimbursement from grant funds. Cash transactions are
not eligible for reimbursement under this grant unless a copy of a contract. invoice or other documentation
supporting such cash payment is received. marked "paid" and signed by the recipient of the cash.
If documentation as outlined above. is not received by the Director or if the documentation provided by the
grantee does not. in the sole and absolute determination of the Director. conclusively demonstrate that funds were
expended for the purposed allowed by this Agreement. the grantee shall waive any and all rights to receive payment of
the grant. Within forty-five (4S) days of receipt of satisfactory documentation described and required by this
Agreement, the County shall reimburse the grantee for those expenditures which are indicated in Exhibit 2A as
Tourist Development Council expenses and which are supported by documentation conclusively demonstrating that
the grantee expended funds in connection therewith. in accordance with the provisions of this Agreement.
MIAMI-DADE COUNTY DEPARTMENT OF CULTURAL AFFAIRS
FY 1999-2000 TOURIST DEVELOPMENT COUNCIL
5. Prol!ram Monitorinl! and Evaluation: The Director may monitor and conduct an evaluation of
operations and the project under this grant, which may include visits by County representatives to observe the project
or grantee's programs. procedures, and operations. or to discuss the grantee's programs with the grantee's personnel.
6, Bank Accounts and Bondinl!: Monies received pursuant to this agreement shall be kept in accounts
established in Miami-Dade County banks or savings and loan associations whose identities shall be disclosed in writing
to the Director with the identity and title of individuals authorized to withdraw or write checks on grant funds.
7. Accountinl! and Financial Review: The grantee must keep accurate and complete books and records
or all receipts and expenditures of grant funds in conformance with reasonable accounting standards. These books and
records, as well as all documents pertaining to payments received and made in conjunction with this grant. such as
vouchers. bills, invoices. receipts and canceled checks, shall be retained in Miami-Dade County in a secure place and in
an orderly fashion by the grantee for at least two (2) years after the Expenditure Deadline specified in Article 1.5.
These books. records, and documents may be examined by the Director or his designee at the grantee's offices during
regular business hours and upon reasonable notice. Furthermore, the Director may. at the County's expense. audit or
have audited, upon reasonable notice, all the financial records of the grantee, whether or not purported to be related
to this grant.
8, Publicity and Credits: The grantee must include the following credit line in news releases and programs
related to this Grant: With the support of the Miami-Dade County Tourist Development Council, the
Miami-Dade County Department of Cultural Affairs, the Mayor and the Miami-Dade Board of County
Commissioners." Grantees are also encouraged to use the "TropiCool or Tropiculture" logo stat in marketing
and publicity materials. Please call the Department of Cultural Affairs to request the stat sheet if one has not been
included with this Agreement package.
Further, the grantee agrees, that should the amount of this grant exceed $10,000, grantee will confer upon the
Tourist Development Council a sponsorship package comparable to the sponsorship package provided to every other
grant or sponsor of the event who contributes a grant or funding in an amount equal to this grant, The sponsorship
package to be provided in Exhibit C and is incorporated herein by reference.
9. Liability and Indemnification: The grantee shall indemnify and hold harmless the County and its
officers, employees. agents and instrumentalities from any and all liability, losses or damages. including attorneys' fees
and costs of defense, which the County or its officers, employees, agents or instrumentalities may incur as a result of
claims, demands, suits, causes of actions or proceedings of any kind or nature arising out of, relating to or resulting
from the performance of this Agreement by the Grantee or its employees. agents, servants. partners, principals or
subcontractors, Grantee shall pay all claims and losses in connection therewith and shall investigate and defend all
claims. suits or actions of any kind or nature in the name of the County, where applicable, including appellate
proceedings, and shall pay all costs, judgments, and attorneys' fees which may issue thereon. Grantee expressly
understands and agrees that any insurance protection required by this Agreement or otherwise provided by Provider
shall in no way limit the responsibility to indemnify, keep and save harmless and defend the County or its officers.
employees, agents and instrumentalities as herein provided.
If the grantee is a government entity, this indemnification shall only be to the extent and within the limitations
of Section 768.28 Fla. Stat.. subject to the provisions of that Statute whereby the grantee entity shall not be held liable
to pay a personal injury or property damage claim or judgment by anyone person which exceeds the sum of
$ I 00,000. or any claim or judgment or portions thereof, which. when totaled with all other claims or judgment paid by
the government entity arising out of the same incident or occurrence, exceed the sum of $200,000 from any and all
personal injury or property damage claims. liabilities, losses or causes of action which may arise as a result of the
negligence of the grantee entity.
10. Assil!nment: The grantee is not permitted to assign this grant. and any purported assignment will be
void.
MIAMI.DADE COUNTY DEPARTMENT OF CULTURAL AFFAIRS
FY 1999.2000 TOURIST DEVELOPMENT COUNCIL
II. ComDliance with Laws: The grantee agrees to abide by and be governed by all applicable federal, state
and county laws and terms of grants to Miami-Dade County of which this is a sub grant, including but not limited to
Miami-Dade County's Ordinance No. 72-82 (Miami-Dade County's Conflict of Interest and Code of Ethics Ordinance)
as amended, which is incorporated herein by reference as if fully set forth herein.
12. Remedies and Expenditure Deadline: In the event the grantee shall fail to materially conform with
any of the provisions of this agreement, the Director may withhold or cancel all, or any, unpaid installments of the
grant upon giving five (5) calendar days written notice to the grantee, and the County shall have no further obligation
to the grantee under this agreement, Further, in the event of a material breach of any term or condition of this
Agreement, upon (5) calendar days written demands by the Director, the grantee shall repay to Miami-Dade County
all portions of the grant which have been received by the grantee. but which have not actually been disbursed by the
grantee as of the date that the written demand is received. In the event that this grant is canceled or the grantee is
requested to repay grant funds because of a breach of this agreement, the grantee will not be eligible to apply to the
Miami-Dade County Department of Cultural Affairs or the Miami-Dade County Tourist Development Council for
another grant for a one year period commencing on the date the grantee is notified in writing of the breach of this
Agreement.
The grantee will be liable to reimburse Miami-Dade County for all unauthorized expenditures discovered after
the expiration of the grant period. The grantee will also be liable to reimburse the County for all lost or stolen grant
funds.
Any uncommitted grant funds which remain in the possession or under the control of the grantee as of the
date of the Expenditure Deadline specified in Article 1.5 must be returned to Miami-Dade County within 15 days after
the Expenditure Deadline; if such funds have been committed but not expended, the grantee must request in writing
from the Director an extension of the Expenditure Deadline for a period not to exceed one (I) year.
Grant funds which are to be repaid to Miami-Dade County pursuant to this Section are to be repaid by
delivering to the Director a certified check for the total amount due. payable to Miami-Dade County. Florida.
These provisions do not waive or preclude the County from pursuing any other remedy which may be
available to it under the law.
13. Induh~ence Will Not be Waiver of Breach: The indulgence of either party which party with regard
to any breach or failure to perform any provision of this agreement shall not be deemed to constitute a waiver of the
provision or any portion of this agreement either at the time the breach of failure occurs or at any time throughout
the term of this agreement.
14. Written Notices: Any written notices required under this agreement will be effective when delivered
in person or upon the receipt of certified letters addressed to the Grantee at the address specified in Article 1.1 of this
agreement, and to the Director when addressed as follows: Director, Miami-Dade County Department of Cultural
Affairs, III NW I st Street. Suite 625, Miami, Florida 33128.
15. Captions Used in this Al!reement: Captions. as used in this Agreement, are for convenience of
reference only and should not be deemed or construed as in any way limiting or extending the language or provisions
to which such captions may refer.
16. Contract Represents Total Al!reement: This contract, including its special conditions and exhibits.
represents the whole and total agreement of the parties. No representations, except those contained within this
agreement and its attachments, are to be considered in construing its terms. No modifications or amendments may
be made to this agreement unless made in writing signed by both parties. and approved by appropriate action by the
Board of County Commissioners.
MIAMI-DADE COUNTY DEPARTMENT OF CULTURAL AFFAIRS
FY 1999-2000 TOURIST DEVELOPMENT COUNCIL
ARTICLE III
SPECIAL CONDITIONS
The grant awarded to this organization is the result of an extensive public review process which found that
the organization is performing a public purpose through the programs, projects. and services recommended for
support. As such. use of these funds for any program component not meeting this condition will be considered a
material breach of the terms of this grant agreement and will allow Miami-Dade County to seek remedies including
but not limited to those outlined in the Articles of this Grant Agreement.
The grantee also accepts and agrees to comply with the following Special Conditions:
All funded activities must provide equal access and opportunity in employment and services and may not
discriminate on the basis of disability, race or ethnicity, color. creed. national origin or religion. age. gender. sexual
preference. in accordance with Title VII of the Civil Rights Act of 1964. the Age Discrimination Act of 1975 and Title
IX of the Education Amendments of 1972 as amended (42 USC 2000d et seq.). the Americas with Disabilities Act
(ADA) of 1990. and Section 504 of the Rehabilitation Act of 1973.
Grantee shall include on all significant promotional materials. print and electronic media. and programs,
information regarding accessibility of programs and/or facilities to persons with disabilities. This information may be in
the form of universally acceptable disability access symbols and/or practical language which clearly defines the
availability and type of accommodation or service for persons with disabilities. For assistance with this requirement,
please contact the Miami-Dade County Department of Cultural Affairs at (305) 375-4634.
ARTICLE IV
TERMINATION
If, for any reason. the grantee shall fail to fulfill in a timely and proper manner its obligations under this
Agreement, or should violate any of the covenants. agreements. or stipulations of this Agreement, the County shall
thereupon have the right to terminate this Agreement by giving written notice to the grantee of such termination and
specifying the effective date thereof. at least five days before the effective date of such termination.
Notwithstanding the above. the grantee shall not be relieved of liability to the County by virtue of any breach
of the Agreement by the grantee, and the County may withhold any payments to the grantee until such time as the
exact amount of damages due the County from the grantee is determined.
MIAMI-O,l.... COUNTY DEPARTME~T OF CL.._ JRAL AfF........,j
FY 1999.2000 TOURIST OEVELOPMEN1' COUNCIL
Exhibit A: REVISED PROJECT NARRATIVE
Organization:
Project Title:
The Revised Project Descnption is a complete description of the proposed project or event as approved by the Tourist
Development Council based on the original application. This Exhibit must be completed whether your project has
changed or not. If changes to your original description are necessary because the grant amount awarded is less that that
requested. describe the entire project with its proposed changes as well as a brief statement indicating the event's impan on
tourism in Miami-Dade County in the space provided. Please indude the number of events, date(s), pan:icipants, locations and
c.arget audience to be served.
DESCRIPTION:
Japan Week 2QCC ia pianned as a multi-faceted initiative ihat will present a 'last ar~ay cr activities
during the week of March 11-13, 2000. This event will provide oppor-unities fc, ,:reatlve and economic
cooperation between local and iniemational groups and offer the Miami-Dade community, and its visitors, a
seldom-experienced opportunity to learn about the traditions and culture of more than 4,000 Japanese county
,esidents. This program was developed at'ar Honorable Senator Iwao Ivlats~da fr8r~ Japan visited South
Florida in November of 1998 and 'lowed to return. He will head an official celegalion of 150 - 2oJO Japanese
visitors, that includes members of government agencies, Junior Chamber of Commerce executives and al1ists
who will be in South Flcriea ;cr over cr:e weeK. Visiiors are alSO ex;:ected from acme cf :ha : ::C :artars chat
Sister Cities International has in 125 countries worldwice.
Programs include an exhibit of 30 Washi (Japanese Paper) artists and a series of worxshops :0 teach
techniques to local artists and Miami Dade Public School students; a Karate Tournament with :ontestants from
several hemispheric countries will include demonstrations of different Marlial Arts; an Art Contest fer iocal
students and children from Sister Cities in Japan; workshops and demonstrations of Jaoanese ncr-icu/tural ar-s
and crafts (Ikebana, Bonsai and OrigamJ); and performances of traditional and mocem Japanese oerforTl1lng
arts. Of special relevance to the Florida community is a photo exhibit, lecture and documentary film titled 'Visa
for 6000 lives,' ihe story of a Japanese diplomat who secured visas for 6,000 Jews who were saved from the
Holocaust by his courageous action.
Activities for Japan Week 2000 will take place on lincoln Road, at the Miami Beach Convention Center
and the Miami Beach Garden ConseNancy and performers from Japan will perform at 'Ianous Iccations
throughout Miami Dade County during the week. Except for the Karate tournament, al:oresematicns,
workshops and lectures are frae and open to the general public. Attendance IS esr:mared at 10,000 oaseo on
statistics compiles by the Miami Beach Chamber cf Commerce which Indicate that peceslnan Traffic or Lincow
Road ranges from 70,00 to 80,OCO persons per week. Paperwc,kshcps are orcJecred ,1 soa 3TuCentS and 50
adults while the Karate Tournament is expected to aitract 200+ local ana international pateic:pants and an
audience of several thousands, it :s anticipated ihat over 500 persons will lravel to ,\liaml 3each 10 par-icioate in
thiS program. Special promotions, through trade and oultural organizations and Sister City ;rnernational
publications will attract additional travelers to the area.
This program is a collaboration of several community organizations, Members of the ,\Iiaml 3each
Chamber of Commerce, Miami Beach Sisier Cities Intemational Council, Miami Beach Garden Conser/ancy,
.Jewish Film Society and Japan Society of South Florida have joined the organiZing eemmittee, They have
devoted time and energy to plan, schedule and implement this event; as an eihOlcaJly, c:,;Jturally and ,eligloUsly
diverse group of people, they represent the multicultural pluralism that charactenzes ,\liami Dade C~unty.
Private corporations, trade organizations and indi'/iduals have offered Rnancial SUPOOI1,
Japan Week 2000, a ,orogram that may develop into an annual e'/ent, s,'1oui~ r3cal'/a TC,":' :unding
because visitors to .\liami Dade County Will rind that, for an entire week, they can be ,mmersea in a totally
foreign culture without iraveling acrosa the world to the Far East. Japan WeeK 2000 will otfer a rare
opportunity to explore the art and culture of a countrj whose millenary traditions have randered an invaiuabie
contribution to world civilization. In addilion, it recognizes Japan as a countrj that has gradually tecome an
important business partner whose significani economic and financial links to South Fionca must ~e ~nccuraged
Jnd strengthened.
"V...... L!..\. o::..l:...II:.J~ J.J.o.JO
......
P.02
EXHIBIT B: REVISED PROJECT BUDGET
BI. TOTAL PROJECT BUDGeT
NAME OF ORCANIZATJON,_Mi'ami Beac:h Sister Cities Coordinating Council
PROJECT TITLe: JAPAN WEEK :2000
DATE (S) OF PROJECT: MaJ::c:n 9-18. 2000
List ~ash expenses and cash revenues specifically- identified with y-our program, projeC[ or events.
Round off all numben; to n~"r~st r!o//"r.
NOTE: TOTAL PROIECT EXPENSES ANO TOTAL PROIEeT REVENUES MUST BE EOUAL
eXPENSES
Pt"',onnel - Artistic:
Personnel - T!!cnnic~1
Personnel ~ Adrniniscn.cion
OutSide An:i,dc Fees/5e""c..s
Outside Ocher FuslServices
Marketing/Promotion
Adve~sjng
Design & Prineing
Space f\en'4l
Travel (out
,
of USA)
Utilities
~'oe'lii1.Cf ~~c:eption.
Hou5ing
Awards
..
Toea' Cash EJCpenJlU
Toea' In-Kin<l Expense.
Toeal p,.o;ec'C Expenses
&i1b.
REVENUES
In-Kind
~ In.Kind
AdmiuiQn!l
Coneraceed Services 3 , 00 0
J" karate 3 500
~~~~tournament '
Corporate SuPpOrt 5 . 500
Foundation Sup par< 3 , 000
Individual SuppOrt 3 , 500
VeodorlllConces.ioo$ 2 . 400
T -lhires/souvenirs
Governmene Grant!
2,500
500
4,000 2,000
6,000
2,000
6,000
1_~~ ?~~ 1.000
"i00
.3.500
5,000
10.500
.3,500
5.o'Wb
"llI:<'
1,000
3,500
1 . 5':;'0
2,000
1,000
.64.900
1,500
2,0:00
.~ ~
Fed.fal
SUle FL DOS
Loo.1 IlCA
Other Coneribudon.
(ltemizo below)
City of MR
11 .500
Equipment fl.ental
EquIpment, Purchas:e
Office Supplies
POlClge & M.iling
InsurancelSeouricy
O,her Cose::
(Itemixe &elow)
Gallery Exhibits 3.5~
CIty Services/Permit 5,900
Ground ~ransport. 1,500
10,000
10.000
,
."
~~_' t'f,:,;
,.."
500
'Prnmnrinng
1 .000
1,500
l noo
500
city Service
ROllcinq
01'1101"111"'1'1
500
500
3,000
Cirant Award 1:2,500
Toeal Cash Revenues .6 -1, 9.D..U.
To~a.1 In...K;nd Revenue 1 7, 000 ~
Total Pr"lece Revenues_ 81. 900
(cash + in-kln<l)
---'
~ .
17,0001
8.1,900'
(ca.:sh ... in-kind)
TOTAL P.02
MIAHI-O,,- ':OUNTY DEPARTMENT OF CL JRAl AFF...
FY 1999.2000 TOURIST DEVELOPMENT COUNCil
.....
EXHIBIT B: REVISED PROJECT BUDGET
BII. GRANT AWARD BUDGET
"'Directions: Itemized cash expe"ses to be expended from grants funds must be specifically identified.
Expenditures must equal the total amount of the grant award.
. TOe Grant Expenses
Personnel-Artistic
Personnel- Technical
P ers on n e I-A d minis trati ve
Space Rencal
Travel (LOCAL ONLY)
3,000
Markecin9' IPublicity
Advertising
Design & Princing
Poscage & Mailing
Travel
Equipmenc Rencal
Technical -Sound
T echnical-Lighcing
Oucside Artiscic Fees
Oucside Ocher Professional Fees
500
2., 000
2.000
Equipmenc Rencal
Ocher Coses
(Icemize below)
C;a]]..ry Exhibits
],000
TOTAL
12,500
"GRANT FUND RESTRICTIONS:
Granc funds mav NOT be used for:
- Remuneration of Couney employees (or any services rendered as part of a project receiving a
grant from the Tourist Development Councilor Department of Cultural Affair"s
- "Bricks and mortar" or permanent equipment (permanent equipment necessary (or the proposed
project may be purchased if the price is less than what is would cost to rent the equipment)
- Debes reduction
. Out-ot.Couney CraVe I or transportation
. Fundraising events
- Hospitality costs
- Events not open to the public, unless che event serves co benefit Miami-Dade Couney Government
specifically
BOARD LIST
Attachment to the Universal Affidavit
TDC-Japan Week 2000
City of Miami Beach City Commission & Administrative Staff
Addresses:
City Hall
1700 Convention Center Drive
Miami Beach, FL 33139
. Mayor Neisen O. Kasdin
. Vice-Mayor David Dermer
. Commissioner Matti Herrera Bower
. Commissioner Simon Cruz
. Commissioner Luis R. Garcia, Jr.
. Commissioner Nancy Liebman
. Commissioner Jose Smith
. City Manager Lawrence A. Levy
. City Attorney Murray H. Dubbin
. City Clerk Robert E. Parcher