Fort Walton Beach Council agenda — 06-24-08 regular agenda — reading text

City shall provide its annual entitlement funds to pay the administration and activities approved by the City Council each year in the Consolidated Annual Action Plan. Any funds unspent from the previous year shall be carried forward and spent for the activity(ies) as programmed in the previous year Consolidated Annual Report. The Subrecipient shall expend funds only for approved administration and activities costs approved in the Consolidated Annual Action Plan. Final Agreement Approved for Legal Sufficiency 6/ 10/ 08 Page 1 of 4  SECTION 5. INVOICING: The costs incurred by the Subrecipient shall be submitted to the City of Fort Walton Beach for reimbursement for any eligible administrative and approved activities according to the approved Consolidated Annual Action Plan provided from October 1 through September 30 of each grant year. 1St Invoicing shall be submitted to the City by the day of each month for the preceding month. SECTION 6. METHOD OF PAYMENT: The City agrees to submit for reimbursement from the HUD within 15 days of receiving the monthly invoice form SUBRECEIPIENT and all vouchers and documentation to support any eligible administrative and approved activities according to the approved Consolidated Annual Action Plan maintained by the SUBRECEIPIENT under its accepted accounting principles and procedures. The City agrees to reimburse the SUBRECIEPIENT for said monthly invoices within 30 days of receipt of funds from the HUD. SECTION 7. PROGRAM INCOME: Income from this grant amount will not be allowable under this Agreement, and will not be applicable. SECTION 8. SUSPENSION AND TERMINATION: The City may terminate this Agreement and other subsequent supplemental a. agreements in whole or in part, and may recover any Block Grant funds at its discretion if Subrecipient: 1. violates any provision of the Agreement; or 2. violates any applicable regulations or terms and conditions or approval of the applications that the Secretary of HUD has issued during the period of this Agreement; or 3. fails to complete the activities approved in the Consolidated Annual Action Plan in a timely manner. b.The City may also terminate this Agreement by giving the Subrecipient 30 days written notice, in the event that the Secretary of HUD shall: 1. withdraw funds allocated to the City under its application for program activitiesthat substantially prevent performance of the Community Development program in the City; terminate the City funding allocation pursuant to an Act of Congress; or 2. fails to approve a grant application filed by the City. The Subrecipient may terminate this Agreement and other subsequent supplemental agreements in whole or in part with ninety (90) days written notice to the City. SECTION 9. FEDERAL STATUTORY REQUIREMENTS: a. Equal Employment Opportunity — The Subrecipient agrees not to discriminate against any employee or applicant because or race, creed, color, sex, or national origin, and will take affirmative action to ensure that applicants are treated fairly Final Agreement Approved for Legal Sufficiency 6/ 10/ 08 Page 2 of 4 as relates to employment, upgrading, demotion, transfer, recruitment, recruitment advertising, lay off or termination, rates of pay, and selection for training. b. The Subrecipient shall comply with the requirements and standards of OMB Circular No. A -122, " Cost Principals for Non Profit Organizations" and with the applicable provisions of 24 CFR part 84. The City will provide a copy of these Federal requirements to the Subrecipient. c. Subrecipient assures that records shall be subject at all times to inspection, review, monitoring or audit by City Community Development staff and /or other designated personnel by the City. d. Subrecipient assures that required reports will be submitted to City. e. Subrecipient agrees to retain all financial records, supporting documents, statistical records, and other documents pertinent to this Agreement for a period of five 5) years after termination of this Agreement. The person( s) duly authorized by the City and the federal government ( HUD), shall have full access to, and the right to examine any of said records and documents at any time during the period of this agreement or during the retention period. f. Any issues of concern noted as a result of program monitoring shall be reported to the Subrecipient in writing. The Subrecipient shall respond to the noted issues within 45 days from receiving the report. Section 10. Restraint, on Assignment: Subrecipient shall not assign this agreement without consent of the City Council. Section 11. Effective Date: This agreement is effective upon proper approval and execution by the City and Subrecipient. CITY OF FORT WALTON BEACH, FLORIDA 0 Michael G. Anderson, Mayor Attest: Helen Spencer, City Clerk STATE OF FLORIDA COUNTY OF OKALOOSA This instrument was acknowledged before me this day of 2008, by Michael G. Anderson and Helen Spencer as Mayor and City Clerk of the City Of Fort Walton Beach, who is personally known to me, or has produced identification: Final Agreement Approved for Legal Sufficiency 6/ 10/ 08 Page 3 of 4  Notary Public Approved for form and legal sufficiency. 0 i Toni L. Craig, City Attorney Subrecipient: By: Name: Title: STATE OF FLORIDA COUNTY OF OKALOOSA This instrument was acknowledged before me this day of 2008, by , as of the Okaloosa Community Development Corporation, who is personally known to me, or has produced identification: Notary Public Final Agreement Approved for Legal Sufficiency 6/10/ 08 Page 4 of 4  Page 1 of 1 Missy McKim From: Toni Craig [ tonicraig@cox.net] Sent: Tuesday, June 10, 2008 3: 58 PM To: Missy McKim Subject: RE: OCDC final contract From: Missy McKim [ mailto:mmckim @fwb.org] Sent: Tuesday, June 10, 2008 3: 21 PM To: Toni Craig Subject: OCDC final contract This is the final, I changed your final version from "Okaloosa Housing Partners" to "Okaloosa Community Development Corporation" based on direction from Patti. Okaloosa Housing Partners is the name they are using to improve their public identification /image, but OCDC is still the corporate name. I changed it in the first paragraph and the notary .... I think those are the only two locations where it is found. Missy McXim, Director Community Development Services 105 Miracle Strip Parkway SW P. O. Box 4009 Fort Walton Beach, FL 32549 850 -833 -9597 (office - direct line) 850 -833 -9598 (office) 850 -855 -1892 ( cell) 850 -833 -9926 ( fax) 6/ 13/ 2008  CITY COUNCIL MEETING June 24, 2008 Consent Agenda Consideration of a request to extend the due date for applications for voluntary separations and early retirement programs Human Resources Director) Council Action 1st 2nd Vote: 5 Agenda Item Number:  CITY OF FORT WALTON BEACH MEMORANDUM DATE: June 18, 2008 TO: Joyce Shanahan, City Manager _ FROM: Mark Wiltsie, Human Resources Director °' C t.n SUBJECT: Voluntary Separation and Early Retirement Incentive Programs BACKGROUND: At the May 20, 2008 Budget Council Policy Workshop City approved Staff s recommendation to offer eligible employees two ( 2) separation incentive programs. A copy of the recommendation, as approved by City Council is attached. DISCUSSION: Following this approval, Staff prepared a memorandum to all eligible City employees which explained both programs and provided a deadline of June 20, 2008 for receipt of the applications from employees interested in participating in either program. Since that time, Staff has reevaluated the previously established deadline for submittal and recommends this deadline be extended to July 11, 2008. This extended period of time will allow employees additional time to consider these incentives and also provide Staff with additional time to evaluate applications received at this point and other budget considerations between now 11th and the July revised deadline. CONCUSION: In conclusion, staff respectfully requests City Council affirm this change so we may proceed to offer these incentive programs. Respectfully submitted, ark Wiltsie Human Resources Director Approved e Sianahan City manager FY 2009 -09 Budget Policy Meeting SEPARATION INCENTIVES Policy Decision Should the City offer incentives to encourage employees to voluntarily separate? Background 1. In light of recent State property tax reform legislation, it has become necessary to consider methods to reduce personnel costs which account for 53% of total expenses and 74% of General Fund expenses. 2. Staff surveyed various Florida municipalities to determine what, if any, programs they were developing or had implemented that would offer incentives for employees to separate employment prior to the new fiscal year beginning October 1, 2008. 3. Based on information gained in the survey, the City may benefit in the long term by implementing the two programs described below. The payroll savings would be derived from a reduction of the salary and associated payroll taxes for a new hire versus the exiting employee, re- classification of the position once vacated, or elimination of the position altogether. Discussion 1. Employees would be eligible for one or the other incentive program, not both. 2. The City reserves the exclusive right to either accept or not accept the application from eligible employees. 3. The City will