Exh 8E
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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
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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.