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Exh 8E ~~ ~z~1~+99 STAFF REPORT CITY OF ATLANTIC BEACH CITY STAFF REPORT AGENDA ITEM: Disaster Relief Funding Agreement DATE: December 8, 1999 SUBMITTED BY: David E. Thompson D ector of Public Safety BACKGROUND: For the City of Atlantic Beach to receive State funds to compensate for the expenses incurred during Hurricane Floyd, the City is required to sign a Disaster Relief Funding Agreement with the State of Florida. The agreement requires the Mayor's signature. The City has already applied for funding from FEMA in the amount of $36,930. The State may reimburse another $5,306 of the expenses for the preparation before the storm and the debris removal after the storm. To obtain the State reimbursement, the City must sign a Disas`°r Relief Funding Agreement with the State. RECOMMENDATIONS: To authorize the Mayor to sign the Disaster Relief Funding Agreement with the State of Florida for the reimbursement of expenses incurred during Hurricane Floyd. ATTACHMENTS: Memorandum from State Department of Community Affairs REVIEWED BY CITY MANAGER: - AGENDA ITEM NUMBER: DEPARTMENT ~~ `k' .~~~~~. STATE OF FLORIDA OF COMMUN 1TY AFFAIRS "Helping Floridians create sa{e, vibrant, sustainable communities" )EB BUSH STEVEN M. SEI6ERT Governor Secretary NOV 1 7 1999 MEMORANDUM TO: Applicants for Hurrica Floyd Assistance FROM: Joseph F. My vernor's Authorized Representative SUBJECT: Disaster Relie Fundiri ~ `Agreement Enclosed are three original Disaster Relief Funding Agreements for Federal and State assistance for Hurricane Floyd. These funding agreements will provide funds for eligible disaster relief activities specifically described in approved Project tiVorksheets (PWs). The fifth and sixth digits in the funding agreement number represents DCA's funding identification and has been left blank pending budget authority approval by the Legislature. Upon budget approval, these twro digits will be inserted to complete the funding agreement number. Please insert the requested information within the funding agreement, sign all three copies according to the attached instructions and return to me for signature. One fully executed original funding agreement with a complete funding agreement number will be returned for your file. If you or your attorneys have any specific legal questions on the Disaster Re1_ief Funding Agreement, please contact Al Bragg of Legal Services at (850) 488-0410. If you have any general questions about the Agreement, need technical assistance or further information about the public assistance program, please call John Tatum, Grants Specialist Supervisor at (8~0) 487-2032. JFM/jtf Attachment N:Uchn\F I REM E M01300.wpd 2555 SNUMARD OAK BOULEVARD TALLAHASSEE, FLORIDA 32399-2100 Phone: (850) 488-8466JSuncom 278-8466 FAX: (850) 921-0781/Suncom 291-0781 Internet address: http:!/www.state.fl.us/comaff/ FLORIDA KEYS Area of Critical State Concern Field Office 2796 Overseas Highway, Suite 212 lvlarathon, Florida 330542227 GREEN SWASIP Area of Critical State Concern Field Oftce 205 East Main Street, Suite 104 Banow, Florida 33830-1641 INSTRUCTIONS FOR HURRICANE FLOYD AGREEMENTS Page 1 of 2 Please fill in the information below on all three of the attached original Disaster Relief Funding Agreements. 1:.= Verify that the correct legal title of your organization is entered in the first paragraph of page 1, the title is underlined in bold. If the correct legal title is not shown, write the correct legal title in the margin and we will make necessary changes prior to our execution. 2. Print or type the name and title of the authorized agent with the address `vhere the State will send official notices and payments under the Agreement (page 19, paragraph 23). The authorized agent (also referred to as the Primary Agent) is the person responsible for: A. Signing all official documentation sent to us (request for payment, time extension requests, certification of Project Listings, etc.). B. Ensuring documentation is available for Final Inspection and audit. 3. Designate a Primary and Alternate Agent (on page 24, paragraph 26). The Primary Agent was discussed in 2 above. The Alternate Agent tivill perform the duties of the Primary Agent in his/her temporary absence. Should the Primary Agent be permanently absent from your organization, the person currently in the position to sign the Funding Agreement, discussed in paragraph 4 below, will need to send a letter to the State identifying a ne~v Primary Agent. 4. Under "FOR THE SUBGRANTEE:" (page 24), print or type your organization's name, the name and title of the person signing the agreement and your Employer's Identification Number (EIN). Signature Authority: The person signing the Agreement should be the chief executive official for your organization: Mayor for cities and towns; Chairman of the Board of County Commissioners for counties; Chief Executive Officer of private nonprofit organizations; Agency Head or Secretary of State departments. If someone else signs, please attach the documentation confirming their signature authority when you return the three original Agreements. Documentation stating delegation of authority should be one of the appropriate examples listed belou~~ A. For counties, a board resolution or meeting minutes confirming the signature' authority. B. For cities, a city commission resolution, meeting minutes, or a copy of the page(s) from the city charter authorizing the signature. C. For private nonprofit organizations, a copy of the page from your charter specifying the position authorized to sign contracts, a board resolution or meeting minutes authorizing signature. Instructions for Hurricane Fioyd Disaster Relief Funding Agreement Page 2 of 2 D. For State Agencies delegation of authority signed by the Secretary or Agency Head. 5. The same person signing the Funding Agreement per paragraph 4 above, must sign = Attachment B, "Lobbying Prohibition." 6. All three originals of the Agreement (page 24) and the three Attachment Bs must be signed (a total of six signatures). 7. Return all three copies of the agreement with original signatures for execution to: Joseph F. Myers Governor's Authorized Representative Department of Community Affairs 2»5 Shumard Oak Boulevard Tallahassee, Florida 32399-2100 Mark the package for the Attention of "Public Assistance Program, Hurricane Floyd." All official correspondence should go to the above address. Always include in-your letter's subject block the FEMA-3143-EiYI-FL orFEMA-1300-DR-FL number, the FEMA Project Application (P.A.Id or FIPS) number shown on the third line of page 1 of your Disaster Relief Funding Agreement and the subject matter of your letter (i.e. Funding Agreement, Request for Reimbursement, Request for Time Extension, Request for Final Inspection). Your cover letter returning the three Disaster Relief Funding Agreements should identify the phone and fax numbers of your Primary and Alternate Agent.