absentum everybody thank you for those who made the effort to join us here welcome to the municipal workshop map administration here and thank you also those who are joining us virtually through zoom and we wanted to talk to you today about some of the processes that we have implemented recently and a little bit of what's ahead we will welcome all your questions at the end and the first thing we wanted to do is like introduce our team and bring our map administrator jonathan hopkins and um hey thanks alex um so good afternoon my name is jonathan hopkins i'm the new gretchen i think everybody here knows gretchen yes um and so i've been here this is about my sixth week i think starting now um come to the county with prior experience at brightline uber lime and some other public-private organizations in the pacific northwest and i'm an army veteran super quick background um this obviously is the agenda for today so in this role uh we all recognize how important this program is to the county to our cities and to people across the county um i really think of maps like overall mission and responsibilities to support all of you and the county and delivering better connections you know covering the map with better connections for all of our citizens um when i think about the my priorities with respect to our cities that we collaborate with who are like we're all a team of teams trying to deliver better things for our citizens um the number one thing that i think about is just project delivery and really you know for the most part it's not map delivering on projects except for a few small exceptions but you know continued seamless work by our team helps you guys deliver right so we never we want to be um had be able to set you know everybody have clear expectations as those always be met and that we're never impediments to getting projects that are appropriate and accountable done right and so i think you know the team generally has always been doing that but that's that's just to me a number one goal like back in the day you know ford would say quality is job one i would say for map project delivery is job one right as long as it's a affordable sorry appropriate and accountable um so with that you know being a new director in this role and not one who's historically lived i've lived down in miami-dade county uh so i haven't been even to every city in the county yet right so something that we are uh embarking on starting in july like our communications team uh goes out to all the different cities and works to tell the story of different investments that our cities have made uh to make a difference for people in the county to make roads safer to improve capacity to you know give people a better experience as they travel um the number one one of the number one things i can do is better understand that and the needs of each of our communities because again we are a supporting effort to facilitate our city's success when it comes to the the municipal capital projects right and so something that we're going to start doing in july is i'll start joining our communications team as we visit the different cities and a goal should be to visit every city all or almost all by the end of the year right and our goal when we do that is um there's some direct and obvious goals but then there's some underlying goals that are very very important as well you know first is just to see you know some of these tremendous projects that are planned under construction or completed that are really important to your cities like i really want to come and see what you care about and how it fits in with your mission and your the hopes and dreams of each city right like the overall long-term goals of the city because it helps us support you better it helps me understand like in many ways cities are our customer in this concept so we have to understand i have to understand the customer uh second as we do that our communications team i think they do some great work and have the ability to do some really really great work so to me a goal like not all cities have big communications teams and in a few cases might not have one like they don't have big communications teams so as much as we can making sure our communications team is producing products that are really helpful to the cities that cities can reuse um and thirdly it's an opportunity to meet like none of this happens without all this working together right and so it gives us me an opportunity to meet key players whoever in your cities you consider those key players to be if you just want to have the spock if you want to have the spock meet me and we walk around a project that's really great then we should do that if you want to bring out a project manager that's working on that project please do um if a city administrator a deputy administrator or somebody else from the city wants to come out and join welcome um it's an opportunity to for us to hear what matters and just for there to be like really really good mutual understanding so it'll just make me feel a lot better about knowing how we support our cities as customers um so are there any questions on any of that that what i just shared okay well i'm excited to meet all of you guys in person not just in one large room but one-on-one and understand like what's going well what can be improved and really see how all of this effort you know and a ballot measure has passed in 2018 how it's gone to work to make a difference in our cities so thank you guys all for coming out today um i look forward to our team helping give you guys some new information and answer any questions and i'll turn it over to them thank you jonathan good afternoon everyone my name is lena silva i am one of your municipal surtex contacts um so you'll notice in the upcoming slides that we have a pattern we want to showcase what the flow looks like for the different project categories that we have so first and foremost we want to show what the cycle one municipal capital and cycle one r&m rehab and maintenance projects uh cycle looks like what the process looks like so essentially it remains the same you're still going to be submitting your project checklist using the municipal portal this is going to be specific to the phase so it's going to be your planning design your construction phase if you don't have access to the portal please reach out to myself or alex and we will definitely give you access once you submit every single item in your checklist that's required we will receive it matt badman will review it along with legal if everything is sufficient then it will move forward to the next step if there's anything that's needed we will let you know and work with you so if everything is submitted and accepted the next step is the draft agreement this is where you'll notice a difference and we wanted to highlight what's the change here so if it's a brand new agreement agreement that you have not had a prior project pfa project funding agreement executed previously the new process is that you're going to get a cover sheet with the terms and conditions if you already have a project agreement for a phase for example if you're in the city of miramar you had a project and design now you're going to move towards your construction phase you're still going to be using your existing pfa we're just amending that agreement and we're going to do an amendment to give you your construction funding but again if it's a brand new agreement you haven't had a prior agreement for that current phase we're going to treat it as a brand new agreement you're going to get a cover sheet and a terms and conditions so again once we send you that the process remains the same the city receives it first the city signs it you send it back to us the county signs it and then we give you an electronic copy for your records and then the payments remains the same as far as how we break it apart so we're going to do a lump sum payment if your project is 250 000 or less if your project exceeds the 250 000 threshold then we're going to do a funding schedule and we can work with the city just to make sure that the funding schedule works with your actual milestones and your vendor agreement or however it makes sense for your project but again it's if it's over 250 it's going to be a funding schedule we'll work with you so that it makes sense for your project and just as a reminder this is only for cycle one mcps and cycle one rehab and maintenance so um moving on to the grant match program just as a reminder this was a brand new program that was introduced with the third amendment so this was a program that was intended to help municipalities become more competitive when they're going after grants whether it's an appropriation a local or a federal grant um it started last year fiscal year 26 was the very first year as soon as we made the announcement i think it was within three days that all funds were completely depleted so um typically how it goes is we will make the announcement we will let you know if there's any funding limits last year we only had 13 million dollars available the cap for each municipal project was 3 million and there was a 25 percent local match requirement if we have another gmp cycle then we will let you know what the funding limits are because they can vary by year so the process was to submit a municipal application this is limited to one per municipality and just as a reminder the intent of this program is not to utilize it for an existing surtex funded project it's to help you be more competitive with an actual grant that you're going after maybe you already received that you just need matching funds so this goes through a similar process as far as legal needing to review for eligibility map administration reviews internally to see if there's any conflicts with other existing projects and if you are selected this is going to be awarded on a first come first serve basis again last year when we announced it we received applications as soon as we announced it it was like midnight so if you're eligible and if you're already selected on a first come first serve basis we will let you know we will give you a notice of award contingent on your actual grant determination that you received the grant that you are competing for and then we will move on to the next step which follows a similar as what we discussed previously we will give you a cover sheet with your terms and conditions so it's a much more simple process if for whatever reason your grant that you were competing for was not awarded please let us know we have to be made aware if you did not receive that grant funding so that the county can then determine if we need to cancel it and what we will do with those gmp funds so please let us know and again the process continues you receive your agreement the city will sign again we sign last we give you a electronic version for your records and these are typically paid out as a lump sum so if you were awarded three million dollars for surtax funds we will issue the payment if for whatever reason the city has elected to not receive a lump sum payment then we will work with you but these are typically meant to be lump sum payments so now i will pass it on to alex thank you so much thank you lena um and uh as you have noticed like you notice in the past we manage largely one single process that was the mcps and occasionally we have like the rehabilitation and maintenance processes now as you can see uh product of the third amendment we are in separate ways in which municipalities can access funding and that's why you see some different processes but they're largely similar we need something up front from the cities we have some internal processing and review and eventually you get a set that is like under terms and conditions some information about your specific project and one or two exhibits and that's it um and this is our last program that was also implemented last year after the passing of the third amendment alongside with the gmp and this is the rehabilitation and maintenance process that also includes the micro transit component and a couple of other features such as the ability to defer funding not unlike the other processes um we will make an announcement on how much funding is available for this part of the program and if there's funding available uh we'll announce that uh on or around in july 31st of uh this year um and after that the application period will begin and then most of you have already sent um your r&m application there's a couple of municipalities that are still waiting for some decision making but uh largely um we receive all but two and um in that application you can indicate which projects you're seeking funding for and that includes micro transit that includes the ability like i said to defer funding for a future year um and for a couple of municipalities that are have less than one percent of central line miles they have the ability to access and enhance um allocation which has already been implemented um similar to what lina described we review the process the documentation and the program rules um until we get you your agreement you sign it first the county sign last and the last thing is the payment um like the gmp there's an option for lump sum and upon the municipal request then a different type of funding could be arranged such as uh funding schedule if you want uh quarterly reimbursements or something like that that's something that we can work with you and it will involve our finance team and and they manage that process but largely this is the process for r&m and micro transit um some changes and some things uh that remain the same regarding reporting no more monthly progress reports um a program for uh terms and conditions the updated terms and conditions do not require that so now what we expect cities to comply with is sending quarterly reports you will continue to submit your quarterly financial reports in the same period of cities the period of city uh there are some couple of changes to the form but alongside with that quarterly financial report we expect to see the progress report we have an updated form that includes some additional aspects of the project that will allow us to get some um some some metrics and another thing that doesn't get a change is the annual surtax audit report if you have more questions about that you'll have a chance to talk to our finance manager in a moment and um last but not least our monthly utilization report oesbd recently implemented a new b pro system both to report and to track uh payments uh to cbes and they have an upcoming workshop on the 26th of this month so if you were not aware of that or if you haven't received communication please reach out to our offices we'll connect you with the people and we have them here in the in the room uh thank you for coming but so if you have any specific questions you can talk to them after uh and okay thank you um the last piece one of the last pieces of the the compliance with the municipal program is um as many of you know branding marketing and the promotion of the surtax expenditures in all the municipalities um the the way this looks is that if you have a planning or design uh face we want to see our map our logo in the cover sheet of your plan at least and for construction projects we want to see a construction sign um and this is a sample here of a project that has mixed funding we will um emphasize those uh sources of funds um like if you are participating on the funding we will get a panel on the on the sign with your municipality and if you have a grant or if you have something else we will also acknowledge those collaborating agencies um if it's a solely surtax funded project it will be a map brower sign most often um there are some additional options on the right for memorialized signage every project funded with surtax funding needs to be memorialized for the duration of the useful life of the project so um most recently we have been implementing some medallions you see some medallions there these work for some projects not for all projects but generally we are very open to suggestions if you have an idea of how you want to memorialize your project it could be a an aluminum board on a bus bench it could be a standard sign and pole it could be a medallion it could be the truncated doms on the on the sidewalks for ada accessibility we can get those branded also so we are open to your suggestions if you for for safety reasons or for right away issues you cannot implement any of these um just let us know that we work with you but we really insist on memorizing all the niche uh municipal projects that are built um now some of the things to look uh for in the coming months um last year we had two uh pdf forms that we mail email to you all for applying for a grant match program in the rehabilitation maintenance process so what we want to implement is um online application form that you will go in and enter your information um on your end if you are a community that has like a micro transit program and has a rehabilitation and maintenance two or three projects and and complex situations like that the level of effort is not going to be as different as filling our form however one thing that we notice is like a great number of our municipalities uh didn't utilize all the features of the form so i am confident in saying that the process will be far more simplified for the majority of the cities if you only have one or two things you are prioritizing so we are breaking the intention is to allow municipalities to target their their priorities so that you don't have to like fill out a whole form for one or two things um you don't need to email us those applications and what this is going to do mostly the improvement is going to be internal processing there's there's going to be a lot uh less likelihood that we're going to have manual errors or or issues with the form being scanned or read by our systems so the online form will be able to access all the data right away and it will uh explain our communication internally as well so we hope and we trust that this uh will be for the improvement of all our processes and um we appreciate your patience with it and if you have any questions as always you can always reach out to us and we work with you we'll demo it with you whatever is needed um and uh the form will also take some um uploads so if you have supporting documentation that you need to submit you can always attach it in any of those supported formative for formats and um and that should be and now um our finance manager is going to talk to you about other exciting things the most exciting hi everybody my name is marie ferrer i'm the new finance manager so this um slide shows for gmp for fiscal year 26 it's an update of what cities have pending contracts and which ones have been fully executed and paid so if you see your city in green that means money's been sent to you and if you're in orange we're still working to finalize the agreements with your executed awards for formula-based funding this is the update for 26 there's uh orange is pending blue is deferred and green means you've fully executed executed your agreements so for the executed agreements anyone that was fully executed by the end of may your payments have already been sent to you so please make sure you're looking that the money's either coming in the mail or hit your bank account through ach um and then the referrals we've we're tracking for when you've requested the funds to be dispersed for anyone pending please make sure to reach out to your contacts here at map so that we can finalize where it's with the city being signed or finalizing county review internally for micro transit requirements the cities that elect to participate in micro transit the keys to facilitate quickly um finalizing your funding would be to make sure your contract indemnifies the county uh the certificate of insurance must list the county as a beneficiary and the liability limits should be a million for property and a million for bodily injury the updates for the financial reporting the qfr is that we're now requesting uh you'll see here the cfda number if your if your match isn't local revenue and it's from coming from a grant we'd like you to disclose which grant it is so that when we're reviewing your single audits we can tie them together so you'll see in the first tab there's going to be multiple funding amounts amount one two three if it's multiple grants that are funding the project so you can appropriately select the funding source and if applicable include the cfda number and the amount for 27 what to expect we have the 23 million dollars program for the municipal capital capital project tails and then for the proposed budgets for the formula base and the grant match we should have that available around july 15th and that concludes finance so i'll open it up for q a and a and we have the floor to answer any questions thank you all i think there's a microphone there if any of you has a question so it can be heard by people like joining us virtually just push the little face uh button make sure it's red and that way you can be heard good afternoon welcome jonathan renee wilson with the city of cooper city city spock and grants administrator i worked hand in hand with alexander and he is wonderful um my question couple questions was that the only change from the npr to the qpr was the section that you just showed us okay um the only financial change the the other change is that the monthly report for the the progress is no longer required okay so no more npr multi-progress report now it's qpr correct okay um second question is on the fiscal year 26 formula-based funding we have an sfa for cooper city of romeo mike coop dash zero zero three it's for 536 396 dollars so originally in the application we proposed a timeline to start the project in january and to complete the project in june it's for roadway milling and resurfacing however the agreement was executed in march with that we were also advised that we needed to submit and get approved plans and specifications from bcted which we just got approved recently this month so now we're in june so we have not started the project yet also we were advised that legal has an addendum that needs to be incorporated into the already approved contract with our contractor who's sitting and waiting to start the job so since we originally proposed in the application that we would be completed the end of this month and we have not yet started the project how do we proceed with an extension request i was told that there was going to be an umbrella request i have not seen the umbrella request for extension documents so how do we proceed with that thank you yeah i think that's a great question we anticipated that um our intention is to do a blanket extension for formula-based funding applications granted that the the kind of the legal process timeline um was longer than we all expected right to to sign the agreements for amendment three um still requires a sign-off so that's not the final answer but i don't see anything that will change that outcome we just don't have it yet so it's something we hope to get to you guys in the next couple weeks i would i would expect um but the approach there is like everybody's affected by the same thing and that means you know should that go through unchanged from what we just said that means anything that was approved that would have been approved for fiscal year 2026 you'd have through the end of fiscal year 2027 to complete those projects got it so since we in our application proposed completion by june end of this month june 30th there's no penalty we're good assuming yeah yeah i i want people to not worry okay i mean it's it's it's a thing for us to to work through but the expectation is there'll be a blanket extension uh it hasn't been formally signed off by the administration um so but i just do not anticipate any change to what i just said any other questions yeah she's got it so the team's answered everybody's questions everybody's good everything's covered down on do you want to read it hi good afternoon i have a question about um the last uh slide number 12 july 15 proposed budget for former base funding and grant match program is that can you elaborate that's the date that you anticipate the program application to be open or that's that you just proposed budget the day you know the amount that will be available that that's the day that we'll know the amount we have available and then you'll receive if there's allocations to the gmp program then you would receive a subsequent announcement uh when those application that application process would open up okay and that date is on or about july 15th correct or is it a precise date it's precise okay good okay thank you very much you're welcome anything else okay hearing none thank you all guys for coming and look forward to visiting you guys in your cities if you have any requests for when we should visit or anything else like that if you want to if you have any preferences please convey that to alex or lena whoever your respective representative is um and we look forward to seeing you guys in the field not just here and thanks for all the work you guys do on behalf of both your city and the county thank you