2009-085A - Laserfiche WebLink

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EXHIBIT A ( 1 ) Authorized Expenditures : Project funds shall not be spent except as consistent with the project agreement cost estimate that was approved by the Board, which shall be an attachment to the project agreement . This cost estimate will establish the maximum funding assistance provided by the District and the percentage of funding provided by each party to the project . The District will pay the lesser of (a) the percentage total of project funding that the Board has agreed to fund , or (b) the maximum application funding assistance amount . (2) Phase I Reimbursement : In accordance with these rules , reimbursement cannot be made on a Phase I application until a construction contract is executed by the applicant for the construction phase of the project . If the Phase I project is completed but a construction contract is not executed by the three (3 ) year project deadline, then the District shall only allow one ( 1 ) year from the Phase I project deadline to enter into the required construction contract before the Phase I funding is cancelled . (3 ) Reimbursement Requests : All project costs shall be reported to the District and summarized on the Reimbursement Request Form . All requests for reimbursement shall include supporting documentation such as billing statements for work performed and cancelled payment vouchers for expenditures made . (4) Retainage : The District shall retain ten percent ( 10 %) of all reimbursement payments until final certification of completion of the project . The District shall withhold any reimbursement payment, either in whole or part, for non-compliance with the terms of this agreement . (5 ) Check Presentations : A District representative shall present the final reimbursement check to the project sponsor during a public commission meeting or public dedication ceremony for the project facility. Specific Authority 374. 976(2) FS. Law Implemented 374. 976(1) FS. History — New 12- 17-90, Amended 6-2443, Formerly 16T-2. 011, Amended 3-31 -99, 7-30- 02. 66B-2 . 012 - Accountability. The following procedures shall govern the accountability of program funds : ( 1 ) Accounting : Each project sponsor is responsible for maintaining an accounting system which meets generally accepted accounting principles and for maintaining such financial records as necessary to properly account for all program funds . (2) Quarterly Reports : The project sponsor shall submit quarterly project status reports to FIND in accordance with subsection 66B -2 . 009 (4) , F . A. C . (3 ) Completion Certification : All required final completion certification documents and materials as outlined in subsection 66B -2 . 009( 8 ) , F . A . C . , of this rule shall be submitted to the District prior to final reimbursement of program funds . (4) Auditing : All project records including project costs shall be available for review by the District or by an auditor selected by the District for 3 years after completion of the project . Any such audit expenses incurred shall be borne entirely by the project sponsor. ( 5 ) Project Records : The project sponsor shall retain all records supporting project costs for three years after either the completion of the project or the final reimbursement payment, whichever is later, except that should any litigation, claim , or special audit arise before the expiration of the three year period, the project sponsor shall retain all records until the final resolution of such matters .