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Exh 8B Part 2AGENDA #8B DECEMBER 11, 2000 ATTACHMENTS Page 3 III. METHOD OF PAYMENT - A. Reimbursement Unless otherwise stated, all contract funds will be released on a reimbursement basis. Cash request forms (Attachment B, Page 5) may be submitted monthly or more often, as the need for reimbursement of funds arises. The'time period for the City to process the cash request from submission of the request to availability of a check is ten to fifteen working days. B. Cash Advance Requests for cash advances will be granted only for immediate rash needs (excluding salaries) and only for two weeks in advance or to purchase an item or equipment more than $500. C. Required Documentation Cash requests must be accompanied by receipts, canceled checks, invoices, written bids, phone quotes and any other reasonable and legible dowments to support the expenditure and amount of cash requested Requests for reimbursement of wages, salaries and fringe benefits must include copies of employee time sheets, demonstrating the number of hours worked per day and per week. Each time it must be signed by the employees~and his or her supervisor. If a full- time employee is paid partially with CDBG funds, a time distribution sheet reporting the number of hours spent working on CDBG projects antl on other non-CDBG projects, must be submitted. All requests for reimbursement of salary, wages and fringe benefits must be accompanied by a copy of the paycheGc Cash requests for reimbursement of mileage must be accompanied by a log that ident~es the employee, "form" where he or she Uaveled, "to" location, "number of miles", "odometer reading" and "purpose of trip". The mileage log must be signed by the employee and his or her supervisor. AGENDA #8B DECEMBER 11, 2000 ATTACHMENT B Page 4 D. Procurement In addition to meeting the requirements of Article VIII of this contract, which outlines the required procurement procedures and documentation for purchase from under $500 to over $12,000, all purchases for items over $500 must receive prior approval from the Community Development Division. ttems not specifically identified in this contract will not be reimburse with CDBG funds. .AGENDA #8B DECEMBER 11, 2000 ATTACHMENTB Page 5 CASH REQUEST FORM CDBG Name Citv of Atlantic Beach Request Number Address 800 Seminole Road Contract Number Atlantic Beach FL 322 ~ Phone Number (904) 247-5800 Tax ID No. 26-02-107391-54C Fax Number (9041 274-5 80 5 Date Submitted , 1. Contract funds received to date $ 2. Contract fiords disbursed to date $ 4. Conmct funds previously requested but not yet received. $ 4. Amount of this request $ All contract funds must be disbursed within three days of receipt..If line 2 does not equal line I, please explain. Atlantic Beach DCDC (1025) Requested Tlris Line Item Budeet To Date Request Balance I.Al. Wages & Salazies $ 1 428.26 _ $ $ $ Totals $ 1.428.26 _ $ $ $ COMMENTS Bank Account# I certify that the data above is correct and the amount of the cash requested does not exceed current needs. Signed Date AGENDA #8B DECEMBER 11, 2444 ATTACHMENT B Page 8 GASH REQUEST FORM CDBG Name Citv of Atlantic Beach Request Number Address 800 Seminole Road Contract Number Atlantic Beach. FL 322 Phone Number 1904) 247-5800 Sax ID No. 26-02-107391-54C Fax Number (9041274-5805 Date Submitted I. Contract funds received to date $ 2. Contract funds disbursed to daze $ 5. Contract funds previously requested but not yet received. $ 4. Amount of this request $ All cpmsact funds must be disbursed within three days of receipt. if line 2 does not equal line 1, please explain. Atlantic Beach 'R'acer/Sewer (1054) Requested This ine Item Budeet To Date Recuest Balance LB. ]. Contract Services $ 137.25 $ $ $ Totals $ 137.25 _ $ $ $ Bank Account# I certify thatthe data above is correct and the amount of the cash requested does not exceed current needs. Title AGENDA #8B DECEMBER 11, 2000 ATTACHMENT B Page 7 CASH REQUEST FORM COBG Name Citv of Atlantic Beach Request Number Address 800 Seminole Road Contract Number Atlantic Beach. FL 322 . Phone Number (9041247-5800 Tax ID No. 26-02-107391-54C Fax Number (9041 274-5 8 0 5 Date Submitted 1. Contract funds received to date $ 2. Contract funds disbursed to date $ 6. Contras funds previously requested but not yet received. $ 4. Amount ofthisrequest $ All contras funds must be disbursed within three days of receipt. L: tine 2 does not equal line I, please explain. Atlantic Beach Donner RevitOization (1055) -Requested This Line Item Budes To Date Re ue Balance LB.1. Contras Services $ 64.902 Ol $ $ $ Totals $ 64,702.01 $ $ ~ $ Bank Account# I certify that the data above is correct and the amount of the cash requested does not exceed current needs. Signed _ Title AGENDA #SB DECEMBER il, 2000 ATTACHMENTB Page 8 CASH REQUEST FORM CDBG Name Citv of Atlantic Beach Request Number Address 800 Seminole Road Contract Number Atlantic Beach. FL 322 Phone Number (90412475800 Tax ID No. 26-02-107391-54C Fax Number (9041 274-5805 Date Submitted 1. Contract funds received to date $ 2. Contract funds disbursed to date $ 7. Contras[funds previously requested but not yet received. $ ' 4. Amount of this request ~ $ All contract funds must be disbursed within three days of receipt. If line 2 does not equal line I, please explain. Atlantic Beach `R'ater/Sewer (1226) Requested This Line Item Bud et To Date Recuest glance LB.1. Contract Services $ 5.149.10 $ $ $ Totals $ 5.149.10 _ $ $ $ Bank Account# I certify that the data above is correct and the amount of the cash requested does not exceed current needs. AGENDA #8B DECEMBER 11, 2000 ATTACHMENTS Page 9 CASH REQUEST FORM CDBG Name City of Atlantic Beach Request Number Address 800 Seminole Road ~ Contract Number Atlantic Beach FL 322 Phone Number (9041247-5800 Tax ID No. 26-02-107391-64C Fax Number (904) 274-5805 Date Submitted L Contract funds received to date $ 2: Contract funds disbursed to date $ 8. Contract funds previously requested but not yet received. $ 4. Amount of this request $ All contract funds must be disbursed within tlu'ee days of receipt. If line 2 does not equal line I, please explain. Atlantic Beach DCDC (1227) Requested This Line Item Budeet To Date Request Balance I.Al. Wages and Salazies $ 14.964.76 $ $ $ Totals $ 14,964.76 $ $ $ COMMENTS Bank Account# I certify that the data above is correct and the amount of the cash requested does not exceed current needs. Signed _ Date AGENDA #86 '~ DECEMBER 11, 2000 ATTACHMENT B Page 10 CASH REQUEST FORM CDBG Name Citv of Atlantic Beach Request Number Address 800 Seminole Road Contract Number Atlantic Beach. FL 322 Phone Number (9041247-5600 Tax ID No. 26-02-107391-54C Fax Number (9041274-5805 Date Submitted 1. Contract funds received to date $ 2. Contract funds disbursedto date $ 9. Contract funds previously requested but not yet received. $ 4. Amount of this request $ Alt contract funds must be disbursed within three days of receipt. If line 2 does not equal line 1, please explain. Atlantic Beach Donner Revitilization (1229) Requested This Line Item Budeet To Date Request Balance LB.1. Contract Services $ 50.020.24 $ $ $ Totals $ 50,020.24 $ $ $ Bank ~ Account# I certify that the data above is correct and the amount of the cash requested does not exceed current needs. Title AGENDA #8B DECEMBER 11, 2000 ATTACHMENTB Page 11 CASH REQUEST FORM CDBG Name Citv of Atlantic Beach Request Number Address 800 Seminole Road Contract Number Atlantic Seach. FL 322 Phone Number (904) 2475800 Tax ID No. 26-02-107391-S4C Fax Number !4041274-5805 Date Submitted I. Comma funds received to date $ 2. Contract funds disbursed to date $ 10. Contract funds previously requested but not ya received. $ 4. Amount of this request -$ All contract funds must be disbursed within twee days of receipt. If line 2 does not equal line 1, please explain. Utility Tap-in Program (1853) Requested This Line Item Budeet To Date Re ues Balance LB.I. Contract Services $ 13.000.00 $ $ $ Totals $ 13,000.00 $ $ $ COMMENTS I certify that the data above is correct and the amount of the cash requested does not exceed wrcentneeds. Date AGENDA #8B DECEMBER I1, 2000 ATTACHMENT B Page 12 CASH REQUEST FORM CDBG Name Citv of AOarrtic Beach Request Number Address 800 Seminole Road Contract Number Atlantic Beach. FL 322 Phone Number (9041247-5800 Tax ID No. 26-02-107391-54C Pax Number !9041274-5801 Date Submitted 1. Contract funds received to date $ 2. Contract funds disbursed to date $ ll. Comract funds previously requested but not yet received.. $ 4. Amount of this request $ fill contract funds must be disbursed within three days of receipt. If line 2 does not equal ]ine 1, please explain. Atlautic Beach Recreation/Office Mgr. (1854) Requested This ine Ttem Budeet To Date R ue la ce I.B.1. Contract Services $ 25.000.00 $ $ $ Totals $ 25,000.00 $ $ $ Bank Adcount# I certify that the data above is corcect and I:he amount of the cash requested does not exceed current needs. Signed Date AGENDA #8B DECEMBER 11, 2000 ATTACHMENTS Page 13 CASH REQUEST FORM CDBG Name Citv of Atlantic Beach Request Number Address 800 Seminole Road Contract Number Atlantic Beach. FL 322 Phone Number (904) 247-5800 Tax ID~ No. 26-02-107391-54C Fax Number (9041 274-5805 Date Submitted 1. Contract funds received to date $ 2. Contract funds disbursed to date $ 12. Contract funds previously requested but not yet received. $ 4. AmoutA of this request $ All contract funds must be disbursed within three days of receipt. If line 2 does not equal line 1, please explain. Atlanfic Beach Downer Revitalization (1855) Requested This Line tem Bud et To Date Request alance LB.1. Contract Services $ 66 517.00 $ $ $ Totals $ 66,517.tD0 $ $ $ COMMENTS Bank Account# I certify that the data above is correct and the amount of the cash requested does not exceed current needs. AGENDA#8B DECEMBER 11, 2000 CASH REQUEST FORM CDBG ATTACHMENT B Page 14 Name Citv of Atlantic Beach Request Number Address 600 Seminole Road Contract Number Atlantic Beacfi. FL 322 Phone Number 19041247-St300 Tax lD No. 26-02-107391-64C Fax Number !904).274-5805 Date Submitted I. Contract funds received to date $ 2. Contract funds disbwsedto date $ 13. Contract funds previously requested but not yet received. $ 4. Amount of this request $ Al] wntract funds must be disbursed within three days of receipt. If tine 2 does not equal line I, please explain. Atlantic Beach Rater/Sewer (1856) Requested This Line Item Bud¢et To Date Request I.B.I. Contract Services $ 47.000.00 $ $ Totals $ 47,000.00 $ $ alance Bank Acccunt# I certify that the data above is corcect and the amount of the cash requested does not exceed current needs. Signed Date Ti0e AGENDA #SB DECEMBER 11, 2000 ATTACHMENTC Page 1 1 MONTHLY STATUS REPORT T0: COMMUNITY DEVELOPMENT DIVISION CONTRACT NO. 12B E. FORSYTH STREET, STE. 600 REPORT N0. RECIPIENT: PROJECT: REPORT PERIOD: to_ Date Submitted PERSON FILLING OUT REPORT: PROGRESS REPORT: Describe progress to date on: A Funding a licensed part-time Rehabilitation Inspector to coordinate and ensure proper rehabilitation of selected homes. B. Rehabilitation of a minimum of ~ homes of income-eligible, owner occupied residents in the Donner Redevelopment area. Provide Direct Beneficiary Information as Indicated Below for: Number of HouseholdslPersons Directly Assisted No. of Low and Low White not Black not Am. Hispanic PsiaN Female Hsltls/ Motl Income Hispanic Hispanic Indian/ Pacifle Heeded ~ ~I Persons Income Origin Origin Alaskan Islander Hshlds Assistetl Native C. Providing a Recreation Coordinator for Donner Park. Providing organized recreational program for 30 to 60 low and moderate income persons in the area served by the park. Providing statistical information on number of unduplicated persons served. Provide Direct Beneficiary Information as Indicated Below for: Number of HouseholdspPersons Directly Assisted No. of Low and Low While not Black not Am. Hispanic AsiaN Female Hslds! Mod Income Hispanic Hispanic Indian/ Pacific Headed Persons Income Origin Origin Alaskan Islander Hshlds Assisted Native AGENDA #SB DECEMBER 11, 2000 ATTACHMENT C Page 2 D. Providing funds for Utility Tap-In Program. E. Installation of sewer main on Ardetla Road. Providing aself-evaluation tool with quantitative and qualitative measurements. Include copies of meeting notes, brochures, programs, promotional materials or other information pertinent to the contract. AGENDA #8B DECEMBER 11, 2000 ATTACHMENT C Page 3 HOW FUNDS WERE SPEND: A copy of al4 canceled checks and bank statements during that report period must be attached to the monthly report to verify the payment of previously submitted invoices and billings. Account for all checks, including any voided checks. SUPPLEMENTARY SUPPORT: Please describe matching and in-kind contributions received during this report period: ADDITIONAL COMMENTS: I certify that to the best of my knowledge the data reported is correct.