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HomeMy WebLinkAbout2008-06-04 CRA Board Regular Meeting Agenda packet AGENDA COMMUNITY REDEVELOPMENT AGENCY REGULAR MEETING WEDNESDAY, JUNE 4, 2008 - 6:00 P.M. ANY PERSON WHO DECIDES TO APPEAL ANY DECISION MADE WITH REGARD TO ANY MATTER CONSIDERED AT THIS MEEI ING OR HEARING WILL NEED A RECORD OF THE PROCEEDINGS, AND FOR SUCH PURPOSE MAY NEED TO ENSURE "PHA"I A VERBATIM RECORD OF'['[IF PROCEEDINGS IS MADE WHICH RECORD INCLUDES THE TESTIMONY AND EVIDENCE UPON WHICH THE APPEAL IS TO BE BASED. LOBBYIST REGISTRATION REQUIRED-REGISTRATION AS A LOBBYIST IN THF,CITY OF DANIA BEACH IS REQUIRED IF ANY PERSON, FIRM OR CORPORATION IS BEING PAID TO LOBBY THE COMMISSION ON ANY PETITION OR ISSUE PURSUANT TO ORDINANCE NO. 01-93. REGISTRATION FORMS ARE AVAILABLE IN DIF CITY CLERK'S OFFICE IN "I HE ADMINISTRATION CENTER. IN ACCORDANCE WITH THE AMERICANS WITH DISABILITIES ACT, PERSONS NEEDING ASSISTANCE TO PARTICIPA IF IN ANY OF THESE PROCEEDINGS SHOULD CONTACT THE CITY CLERK'S OFFICE, 100 W. DANIA BEACH BOULEVARD, DANIA BEACH,FL 33004,(954)924-6800 EXT.3624,AT LEAST 48 HOURS PRIOR TO THE MEETING. IN CONSIDERATION OF OTHERS,WE ASK THAT YOU. A. PLEASE TURN CELL PHONES OFF,OR PLACE ON VIBRATE. IF YOU MUST MAKE A CALL,PLEASE STEP OUT INTO THE ATRIUM,IN ORDER NOT TO INTERRUPT THE MEETING. B. IF YOU MUST SPEAK TO SOMEONE IN THE AUDIENCE,PLEASE SPEAK SOFTLY OR GO OUT INTO THE ATRIUM, IN ORDER NOT TO INTERRUPT THE MEP:IING, 1. Call to Order/Roll Call 2. Approval of Minutes of May 12, 2008 3. Proposed CRA Policies (Continued from May 12, 2008) 4. City and CRA Visioning Charrette Updates 5 Michele Mellgren Scope of Services 6. Presentation by Jay Patel, Luckey's Hotel: Proposed construction of a 6 story hotel building with parking on the first 3 floors 7. Cancel July 2, 2008 CRA Board Meeting 8. Adjournment �a MINUTES OF REGULAR MEETING CITY OF DANIA BEACH COMMUNITY REDEVELOPMENT AGENCY MONDAY, MAY 12, 2008 — 6:00 P.M. 1. Call to Order Chairman Jones called the meeting to order at 6:00 p.m. Present: Chairman: Albert Jones Vice-Chairman: Anne Castro Commissioners: Bob Anton John Bertino Patricia Flury City Manager: Ivan Pato City Attorney: Thomas Ansbro City Clerk: Louise Stilson CRA Consultant: William Salim CRA Director: Jeremy Earle 2. Approval of Minutes of April 10, 2008 Vice-Chairman Castro motioned to approve the Minutes of April 10, 2008; seconded by Commissioner Anton. The motion carried on the following 5-0 Roll Call vote: Commissioner Anton Yes Vice-Chairman Castro Yes Commissioner Bertino Yes Chairman Jones Yes Commissioner Flury Yes Item #4 was heard after Item #2 Item #3 was heard after Item #6 3. Proposed CRA Policies Jeremy Earle, CRA Director, requested to continue this item until the next Board meeting, but Finance Director Varney needs direction tonight on how to proceed. He suggested that the CRA Director and the Chairman or Vice-Chairman sign any invoices relating to CRA matters. Patty Varney, Director of Finance, was concerned because she does not know the Board's direction. She noted her issue is who would be the internal control person to sign off on invoices submitted by the CRA Director. Director Varney indicated the proposed CRA Procedures may be postponed but she needs a temporary measure to address the approval of payments in connection with the CRA. Commissioner Anton advised he read the proposed Policies and said we need to respect the wishes of the CRA Director. He thought the CRA Director should sign off on invoices with the Chairman or Vice-Chairman giving the final approval. Vice-Chairman Castro asked for backup information when invoices are presented for approval. It was the consensus of the Board to continue this item to the next CRA Board meeting. Item #7 was head after Item #3 Item #4 was heard after Item #2 4. Update on Library City Attorney Ansbro advised that City staff and CRA Attorney Bill Salim met with Broward County Library staff two weeks ago regarding the proposed agreement, originally modeled from the one from the City of Coral Springs. After the meeting, it was decided that we should use the model from the City of Lauderhill which would be more suitable for our purposes. He noted they are working on the new draft agreement and hope to have a turnaround back to the County before the end of this week. City Attorney Ansbro stated that we cannot give the land to the County, but we could lease it for $1 per year for a term of 30 years. He clarified that the building would belong to the County, but the land would belong to the City. Once the contract is signed, we will go out for a Request for Qualifications (RFQ) for the construction of the building. City Attorney Ansbro pointed out that Public Services Director Orlando has suggested that we go green with construction. He noted that the County requested 70 parking spaces for their staff which should be within walking distance of the Library, and ADA compliant. 5. Update on 109 Park Property Jeremy Earle, CRA Director, advised that we are currently waiting until July to go out for Request for Qualifications (RFQ). He noted that developers are waiting for the CRA Board and the Commission to develop a vision before coming to the City. CRA Director Earle further indicated that we are looking for qualified developers for the project and he hopes to have the RFQ published within the next few weeks. 6. Michele Mellgren Amended Scope of Services Michele Mellgren advised they are planning a 4-day Visioning Session with the community. She noted they will create a "Community Preference Survey" and will be addressing goals and objectives for the City. Ms. Mellgren indicated they want to bring a redevelopment plan to the Board which will serve as a road map to redevelopment which should be accomplished by the end of the year. She advised that the amended Scope of Services for the Agreement with The Mellgren Group will soon be coming before the CRA Board and City Commission for approval. Minutes of Regular Meeting 2 City of Dania Beach Community Redevelopment Agency Monday,May 12,2008—6:00 p.m She noted the Geographic Information Systems (GIS) Mapping Program, one important tool in the amendment, would allow us to identify and print specific problems within a certain area. Vice-Chairman Castro noted there is a lot of interesting information that can be obtained with the GIS Program. The Amendment to the Agreement will include all the necessary details covering all three neighborhoods and hopefully expand the CRA which would open up funding opportunities. Vice-Chairman Castro asked Michele Mellgren for an update on the preparation of the Unified Land Development Code. Ms. Mellgren advised the "One Code Project" is under way. She noted they have created a unique format which is very user-friendly. Ms. Mellgren confirmed for the Board that she has met with Nick Lupo, Code Compliance Manager, and received his input on the different aspects of the Code. She further clarified that this project is on schedule. Commissioner Flury referred to the Redevelopment Plan and noted it is important that Ms. Mellgren and her team understand that there have been many charettes in the City. She advised that over the years less people attended the charettes because only a report, which did not include funding options, was developed. Commissioner Flury pointed out that Ms. Mellgren needs to be sympathetic and understanding with these people who have lost hope of seeing any redevelopment in their neighborhoods. She commented that a real good plan should include funding sources, so it is essential that this plan be practical and reasonable. Commissioner Flury requested the Mellgren Planning Group review the studies we already have on file and select the best information they can find. Ms. Mellgren noted they will definitely use the information from previous studies. She advised that experts on her team will search for funding information resources so they can provide a realistic plan. Commissioner Bertino cautioned that many people have been satiated with coming to the meetings, and when they do, they always say that they are talking on behalf of their neighbors. He emphasized the importance of using older studies in the preparation of their plan. Commissioner Anton noted they may need to reach out to the Homeowners Associations to get people involved, especially in the western part of the City. Vice-Chairman Castro suggested Ms. Mellgren's representatives contact certain leaders within the community and ask them to bring some of their neighbors to the meetings. She commented that time passes and things change and people's vision of the City may have changed too. Vice- Chairman Castro pointed out that previous studies are valuable, but we need to listen to what people want today. Chairman Jones commented that we need to look back at the past when we prepare to move forward. He noted that the City needs a dedicated funding source in order to make our vision a reality. Minutes of Regular Meeting 3 City of Dania Beach Community Redevelopment Agency Monday,May 12,2008—6:00 p.m CRA Director Earle advised that we are creating an implementation plan. He further indicated that every document within that plan will have a funding source attached to it, and a timeline as to when the project should be completed. CRA Director Earle commented they are working aggressively on trying to obtain the $6.3M from Broward County. Lastly, he noted that on Wednesday, June I Ith the Board will have an all-day Visioning Session where the Board will set their goals and objectives for the City. Item #3 was heard after Item #6 Item #7 was heard after Item #3 7. CRA Legal Consultant William Salim, CRA Attorney, advised that Broward County wants the City to sign the agreement for the Library before they do. He noted the issue of concern is the County recess, and he will contact the Assistant County Attorney's office tomorrow, for their schedule. Vice-Chairman Castro asked Attorney Salim to tell the County representatives that the City is trying to beat the County recess and also be able to keep the bid amount for the consultant as close as possible. She stated the CRA Board would be willing to contact some of the County Commissioners for their assistance in expediting the process. City Manager Pato pointed out that we may need to have a special meeting for the Commission to sign the agreement before it is presented to the County. Attorney Salim talked about the request to obtain the $6.3M for the CRA from the County. He advised the preliminary determination on the City/County agreement should pose no legal obstacles regarding payment. However, they are facing some political issues because the funds were specifically earmarked for certain infrastructure improvements and the City decided to use SRF funds instead. Attorney Salim noted they can try to change this decision, but he cannot give any assurances. Commissioner Anton would like to obtain the $6.3M so we can move forward with some of the projects. He said we should remind the County of their offer when they discussed the proposed CRA in Dania Beach. We should also show them we have acquired the 109 Park property which meets the criteria that they originally established when the TIF-less CRA was created. Commissioner Anton thought this was the direction we need to take with the County Commission. Vice-Chairman Castro pointed out that the County is not concerned with attaching the $6.3M to a specific project; their real issue is giving us the entire $6.3M in a lump sum. She remarked we must try to get everything done before their July recess. Commissioner Flury suggested we ask the County if we can pay off the SRF funds with the $6.3M, which would allow us to pay down our debt and borrow money from other sources. Minutes of Regular Meeting ¢ City of Dania Beach Community Redevelopment Agency Monday,May 12,2008—6:00 p.m. Commissioner Anton commented we need to have this process finished by July and receive the $6.3M which was promised to us years ago so we can get things started. Vice-Chairman Castro noted that Finance Director Varney recommended that it would be financially better for us to use the $6.3M for other purposes, as opposed to paying the SRF debt. It was the consensus of the Board to get the money from Broward County as soon as possible. 8. CRA Green Initiative Jeremy Earle, CRA Director, noted we brand Dania Beach as being extremely progressive therefore he would like to suggest that the City choose a number of homes and make them green. He introduced Kristy Andres and Laurie Pyke of IIS Group. Kristy Andres, Regional Director for Integrity Investment Strategies (IIS) Group, explained that they are a green real estate company focused on the green building industry. She pointed out that we should be conscientious of: Energy Conservation, Water Conservation, and the Improvement of indoor quality in commercial and residential buildings. Ms. Andres said that they are trying to convert the Tri-County area into the "Green Building Capital of Florida". She spoke about the green workforce housing initiative program which is intended to reduce the impact that our homes and businesses have on the environment. Primarily, they would provide homes to workforce homebuyers, mainly government employees, nurses and school teachers, at a purchase price of fifteen percent below market value. Ms. Andres explained the process to apply to the IIS Group for the Green Affordable Housing Program. Laurie Pyke, Project Manager, IIS Group, explained the steps involved in evaluating the houses to be converted. She noted that if the home rating is 100 points or below, the home is certified with the Energy Star Program and qualified for the Energy Efficient Mortgage. Ms. Andres explained that this is not a grant program, but they are teamed with investors who would offer financing. She mentioned that there are homes in Dania Beach that are owned by the City that could be used for the green initiative. Ms. Andes said they are here to reach out to the community and generate awareness of this valuable program. Chairman Jones thought there might be some opportunities for grants for existing homeowners to convert to green. Ms. Andres noted that most of their loans are for homebuyers, not home conversions. CRA Director Earle noted they are developing a partnership with IIS Group and hopefully we can identify properties owned by the City,which they would develop at no cost to us. Ms. Andres responded for City Manager Palo that they do not work with new construction. Minutes of Regular Meeting g City of Dania Beach Community Redevelopment Agency Monday,May 12,2008—6:00 p.m. 9. Adjournment Chairman Jones adjourned the meeting at 7:20 p.m. ATTEST: COMMUNITY REDEVELOPMENT AGENCY LOUISE STILSON, CMC ALBERT C. JONES CITY CLERK CHAIRMAN—CRA Minutes of Regular Meeting 6 City of Dania Beach Community Redevelopment Agency Monday,May 12,2008—6:00 p.m. CITY OF DANIA BEACH 0 DEPARTMENT OF FINANCE VO MEMORANDUM TO: CRA Board Memo: DF-08-18 FROM: Patricia Varney, Director of Finance DATE: April 22, 2008 SUBJECT: Procurement process and internal controls for CRA At the request of the Chairman of the Board, I have performed a survey with all cities that have a CRA in Broward County and inquired about their internal controls and processes on procurement. The attached report reflects most CRAB follow the City's purchasing policies and procedures. I have also attached a survey the Finance Department performed a few months ago when we changed the City Manager's authoritative limit to $25,000. Although most CRAs follow City policies and procedures, I understand the City of Dania Beach CRA has a short window to perform many tasks. I have developed a policy that is attached, which provides fewer restrictions to the CRA Director, but still implements the internal controls for check and balance. The major differences are as follows: 1. Requisition required: $500 and above. City's policy: $300 2. Quotes: $1,501 - $3,000 (telephone); $5,001 - $25,000 (written) City's policy: $500 - $3,000 (telephone). $3,001425,000 (written) As for sealed bids, I am seeking the Board's direction as to whether a bid committee should be established and who should be on the Committee. Under the City's policy, the Director of Finance or his/her designee and any other personnel the City Manager may deem necessary are included on the bid committee. I have highlighted the portion of the policy waiting for the Board's direction. I am also seeking the Board's direction as to what dollar amount expensed by the CRA Director or whether all expenses incurred by the CRA Director needs approval by the Director of Finance. The purchasing policies that I drafted have indicated the internal controls by the Director of Finance and are highlighted. Depends on the Board's decision as to what level the Director of Finance be involved, the internal control can be replaced by the approval of the Chair of the Board, and in some circumstances will eliminate one less level of control. I have prepared the following table as a quick glance of the internal control of the procurement process I drafted for the City's CRA with the Director of Finance involved in every level of spending. C:e r Limit Directo Approval Approval by Chair by Board Procedure approval Up to$500 X Check request with invoices attached $50041,500 X Requires requisition,no quotes needed Requires requisition:Telephone quotes: $1,501 -S5,000 $1,501425,000 X X Written Quotes: $5,001 -$25,000 unless waived by the Chair of the Board Over$25,000 X X X Sealed Bid,unless waived by the Board CITY OF DANIA BEACH Administrative Policy Title: Purchasing Policy for CRA Effective Date: Originating Department: Finance Distribution: CRA Director Policy Number: I. PURPOSE The purpose and intent of this document shall be to prescribe the manner in which the City of Dania Beach shall provide a method to assure that the purchase of supplies, materials, equipment and certain contractual services and to maintain a high ethical standard and secure the most favorable prices to the Dania Beach Community Redevelopment Agency, and are in full compliance with the applicable state and local laws, including Florida Statute 287.055. II. DEFINITIONS For the purpose of these procedures the following terms, phrases, words and their derivations shall have the meaning given herein. When not inconsistent with the context, words used in the present tense include the future, words in the singular number include the plural number, words in the plural number include the singular number and words in the masculine gender include the feminine. The word"shall" is always mandatory and not mere directory. 1. "CRA"is the Community Redevelopment Agency of the City of Dania Beach. 2. "CRA Board'is the Community Redevelopment Board of the City of Dania Beach, Florida. 3. "CRA Attorney" is the City Attorney who acts as CRA Board Attorney. 4. f( ff ..he as fd "3 Bid Committee 5. "City" is the City of Dania Beach, Florida. 6. "Purchasing & Contract Coordinator" is that person designated as the city's agent for buying, distributing, storing & disposing of goods and services in accordance with the city's purchasing policies as set forth herein. The Purchasing & Contract Coordinator shall work under the direction of the Director of Finance. 7. "Contractual Services" shall include, without limitation, printing; gas; fuel; towel and cleaning services; purchase, installation, rental, repair and maintenance of equipment, machinery and other personal property; lease of real property and office space by the City as lessee and all other 1 contractual supplies, materials, equipment and services not specifically excluded from these procedures. 8. "Supplies" shall mean and include all supplies, materials and equipment. 9. "Emergency" is a situation or occurrence of a serious nature involving urgent and extreme matters of public health, safety and welfare, or which requires the safeguarding of CRA assets, as determined by the CRA Director. 10. "Change Order" means changes due to unanticipated conditions or developments, made to an executory contract which do not substantially alter the character of the work contracted for, and which do not vary so substantially from the original specification as to constitute a new undertaking. 11. "Requisition" serves to inform the Purchasing Division of the needs of the using department and to correctly define items requested. 12. "Purchase Order" serves as documentation authorizing a vendor to deliver described goods and/or services at a specified price and time. 13. "Purchase(s)" any combined purchase of the same goods or with the same vendor within one fiscal year. III. POLICY NO OBLIGATION FOR EXPENDITURES OF CITY FUNDS MAY BE INCURRED EXCEPT PURSUANT TO AND ONLY TO THE EXTENT OF A SPECIFIC APPROPRIATION OF FUNDS IN THE BUDGET. This provision shall apply, without being limited to, any formal or informal contractual obligation for the purchase or lease of supplies, services, materials or equipment. No money may be drawn from the treasury of the CRA nor may the appropriate City Officials execute any check, draft, warrant, note or other negotiable instrument, except pursuant to and only to the extent of a specific appropriation of funds in the budget to be debited for such payment. W. REGULAR PURCHASING PROCEDURES A. Check Request— Up to $500 or under "Emergency"Situations When CRA Director requires supplies or service costing under $500, it may be purchased without a purchase order; however, the director should initially determine that there are sufficient funds remaining in the appropriate account for the purchase A check re, uest will be issued and the original arn,,M�s invoices attached and submitted to the before payment is made. Under Emergency circumstances, should purchases or services need to be ac cored immediately, attach the vendor invoice to the check request and submit 2 Any amount over $1,500 will also be submitted to the Chair of the CRA Board for approval. All emergency purchases exceeding$25,000 must be approved by the CRA Board prior to payment. B. Requisitions i. $500-$25,000 Purchases costing more than $500 shall require a Requisition approved by the CRA Director. The Purchasing Division of the Finance Department shall verify the procedures and a purchase order will be issued for any amount below $1,500. Any amount between $1,501 and $25,000 will also be re lets D' ,''" Yi de and approved by the Chair of the CRA Board before a purchase order is issued.A Purchase Order must be issued before a commitment is made to purchase the item. When entering a requisition, the following information must be input: A. Department location B. Vendor C. Description D. Line Description E. Quantity F. Unit Price G. Unit Measure H. General Ledger Account Number When all requisition information is entered, the following must be done: A. Submit the requisition B. Approve the requisition(CRA Director) C. Approve any purchase or services related to computer and telecommunication (Technical Support/Webmaster) D. Budget approval (Chair of the CRA Board and/or Finance Dept) E. Create a Purchase Order(Purchasing & Contracts Coordinator) Quote Requirements All purchases should be of a quality to suit the intended purpose at the least expense. Three telephone quotes must be obtained for any purchases between$1,501 and$5,000. Three written quotes must be obtained for any purchase between$5,001 and $25,000 unless waived by Chair of the CRA Board. The Purchasing Division has the option of using the vendor selected by the CRA Director or may choose another based on lower price, etc. If an alternate vendor is available and more appropriate, the Purchasing Division will seek the requesting CRA Director's approval to substitute the alternate. In cases where the CRA Director and the Purchasing Division cannot agree on a vendor,the the Chair of the CRA Board shall make the final decision. If a resolution is approved authorizing the purchase of an item, a copy of the resolution shall be forwarded to the Purchasing Division. Bid requirement is not required when the vendor is listed in the State Contracts or under the Broward Co-op listing. The State Contract number must be noted in the requisition. 3 ii. Above $25,000 Any purchases of supplies, services, materials and equipment in excess of $25,000 from one vendor must be approved by the CRA Board. Bid Requirement Competitive bidding process must be utilized for any purchase above $25,000. Florida Statute 287.055 must be adhered to when applicable. Bid specifications must be open, nonrestrictive and fairly represent the CRA's requirements in order to achieve maximum interest of potential bidders. If bids have been obtained within the previous 12 months by another governmental entity such as the Federal Government, State of Florida, or a Florida county or municipality for the item to be purchased, the formal bidding procedure may be by-passed by the City Commission by adopting a resolution approving said purchase from another governmental entity's bid. The CRA Director must provide documentation confirming effective dates of contract bid. The bidders list shall be limited to vendors that are similar in character and who ordinarily handle the services or commodities being bid on. xw _,. _,.,n n�_- w,_f _s .,. TheCRADirectorwill remain responsible for the technical accuracy of the specification. If the specifications are approved by the Bid Specification Committee, the City Clerk's Office shall prepare the public notice inviting bids and/or proposals. The notice shall include the subject matter to be bid on; the date bids are to be received by; the date, time and place of bid opening; as well as where bid specifications may be obtained. If the specifications include Engineer's plans,etc., a deposit may be required and will be so stated in the bid notice. If the Bid Specification Committee has comments on the specification, the CRA Director must revise the specification to address these comments prior to proceeding with advertising as described above. The City Clerk's office shall have the public notice advertised in at least one official newspaper generally circulated within the City of Dania Beach, with such publication to be published weekly for two consecutive weeks with the first publication not less than 15 days prior to receipt of bids and/or proposals. NOTE: If a formal bid request will result in the CRA entering into a contract, the bid specification and the proposed contract must be reviewed by the CRA Attorney. Any comments by the CRA Attorney must be resolved before proceeding. A bid file for each formal bid processed will be kept by the City Clerk's office. Included in this file shall be all documents relating to the bid, including the bid notice, proof of publication and all bids received. Bid Opening Procedure a) Bids shall be sealed and submitted to the City Clerk's office and shall be marked"BID"on the envelope by the bidder. 4 b) The Bid Specification Committee shall open the bids in public at the time and place stated in the public notice and determine if all bid requirements have been met. c) The Bid Specification Committee and/or qualified parties shall tabulate the bids and prepare a recommendation of award of bid to the CRA Board for approval. d) The CRA Board shall adopt a resolution awarding contract to the successful bidder. e) After contract has been awarded to the successful bidder, a requisition shall be submitted by the CRA Director. The CRA Director shall be responsible for monitoring the contract. Reiection of Bids The CRA Board shall have the authority to reject any and/or all bids or parts of bids when the public interest will be served thereby. Award of Contract a) Contracts shall be awarded to the lowest, responsible bidder. In determining the lowest responsible bidder, in addition to price, The bid committee who tabulate the bids shall consider: 1. The ability, capacity and skill of the bidder to perform the contract or provide the service required; 2. Whether the bidder can perform the contract or provide the service promptly or within the time specified,without delay or interference; 3. The character, integrity, reputation,judgment, experience and efficiency of the bidder; 4. The quality of performance of previous contracts or services; 5. The previous and existing compliance by the bidder with laws and ordinances relating to the contract or service; 6. The sufficiency of the financial resources and ability of the bidder to perform the contract or provide the service; 7. The quality, availability and adaptability of the supplies or contractual services to the particular use required; 8. The ability of the bidder to provide future maintenance and service for the use of the subject of the contract; 9. The number and scope of conditions attached to the bid. 5 After the lowest, responsible bidder is determined, a recommendation by the CRA Director for award of the bid will be submitted to the "` a to confirm the consistency and completeness of the bidding process and the availability of the funding of the projects. Upon review by V.. the recommendation will be presented to the CRA Board for their approval. b) When the bid award is not given to the lowest bidder, a full and complete statement of the reasons for placing the order elsewhere shall be prepared by the party recommending the bid award and filed with the other papers relating to the transaction. c) If all bids received are for the same total amount or unit price, quality and service being equal, the contract shall be awarded to a local bidder. Where no local vendor is involved in a tie bid, the CRA Board shall award the contract to one of the tie bidders by drawing lots in public. Performance Bonds. The Chair of the CRA Board shall decide whether or not a performance bond is required, before entering into a contract, in such amount as he shall find reasonably necessary to protect the best interests of the CRA. & Purchases Not Requiring Requisitions The following invoices shall not require requisitions or purchase orders, but must be approved by the Director of Finance and/or the Chair of the CRA Board. a) Utility bills b) Workmen's Compensation payments c) Petty Cash replenishment d) Liability and General Life and Health Insurance e) Temporary Agency personnel f) Debt payments g) Personnel/payroll related items h) Any costs related to attendance of conferences i) Tuition Reimbursement j) Memberships/Subscriptions k) Advertising expense C. Fixed Price Contracts Contracts which have been approved and executed by the CRA Director or CRA Board are binding upon the CRA until their expiration or termination and have as a condition to execution the payment of certain amounts for certain goods or services, the accounts to which these contracts will be charged, and will be encumbered by Purchase Order for the full value of the contract. Periodic payments will be made upon receipt of an invoice signed by the CRA Director. Examples of fixed price contracts include: retainer fees for professional services; fees for regular services which must be paid whether or not such services were rendered; lease/rental payments; purchase agreements under installment contracts; etc. 6 It will be the CRA Director's responsibility to promptly notify the Director of Finance of matters that might influence the City's liability to pay (e.g., termination of contract, non-payment due to inferior or non-performance, arbitrary settlement, contingent items, etc.). It will also be the CRA Director's responsibility to monitor such payments by utilizing the City's accounting software system, H.T.E., and, if necessary, notify the Director of Finance of discrepancies. It will be the Director of Finance's responsibility to insure that payments approved are made in conformity with the approved contracts and without any doubt as to the legitimacy of the payment as to the timing or amount. Contracts between $1,501 and $25,000 must be approved by the Chair of the CRA Board. The Director of Finance must confirm the funding is available prior to submitting to the Chair for approval. D. Processing Invoices All invoices or receiving reports covering invoices shall be signed by the CRA Director before submitting for payment. Partial Receipt of Goods and Services. When only a partial delivery was performed, the CRA Director should approve the invoice to the Purchasing Division for partial payment. The Purchase Order number and Vendor number shall be indicated on the invoice. Also indicate the Line no. to be paid along with the appropriate amount to be charged to each Line no. and whether the line should be a partial or final payment. Even though partial payment is made, the purchase order remains open in order to pay the outstanding balance. E. Training and Travel Any request for travel and conference attendance must be submitted on the "Travel Authorization Form", signed by the CRA Director, and approval by the CRA Board. Approved By: Date: 7 Juridicitions Broward County Follow County's procurement policy and internal controls Coral Springs Follow City's procurement policy and internal controls Davie Follow City's procurement policy and internal controls Deerfield Beach Follow City's procurement policy and internal controls Fort Lauderdale R ORM M 3E P'(!3Ing Hallandale Beach Follow City's procurement policy and internal controls -_m.. Hollywood ,::TPs =o IiOK IL—T aid aO��, s;1 Res. wm gg v RLr �I R LyLauderdale Lakes u � :.m o.3R IP Lauderhill Follow City's procurement policy and internal controls �y k II P Ri'C' I hR R .'. i �K�;I I P..P ;" Margate t r :. y; nn ..R " ss,s _ 1 or; Oakland Park Not yet formalized, believe will follow City's policy Planatation Follow City's procurement policy and internal controls Pompano Beach RIM yN 5 r' K 11 J O O O O O O O O O O O O O O O O W 0 0 0 0 0 0 0 0 0 0 10 0 0 0 0 0 z > LL) O (5 Ln O O O Ln O O rl: LO Ln Ln Lfj 0 Q J N N N N , 0 0 N M , 69 N N , N r m 69 64 69 ff) EA 69 69 69 6% 6A Vi 69 69 69 6f3 20 Ox U �- D Q m m 0 0 00 0 0 0 0 0 0 m m o J m m 0 0 0 0 0 0 0 0 0 m m 0 Of mmO O 0000LO0 � � W > V 0) 0 OOOLOOOhM V' V 0 QJ 64 64 � 6H 67 � � � ug 69 � � z Q - 2 E O O 0 O O = E9 fA U � Q 000000 0 m O m O O O O O O O W O O) d' W 0L LO D LO LO �3 L0m O J N 09, fA N� 69 E9 60 64 w E z � O 0 c wLU � � t a Q (00 , 0 N r r N O000 00 r O O L0 O 00 O N , O O O O 6A 0004 = mo 6-> 690 LO LO0 fA _ 69 f ? H 60 69 H " 61> 69 69 Q 0 LU O O O J O o � Q W of _N N O 0 0 a L ) N cc L O } a) N LC (D J -2 Y CD a) C :r �o m = mH a) c c z 0 cu -OYo0O �pO � OW N N 'O JO d c C o o mm om Q)m m aD U - U U ❑ 0 m m J J z O a a a Community Redevelopment Agency Procurement & Purchasing Policy GENERAL The purpose of the Procurement and Purchasing Manual is to provide a method for assuring that projects, supplies, materials, and equipment are procured at the most favorable prices to the Margate CRA, and are in full compliance with the applicable state and local laws. The scope of these policies and procedures applies to the purchase of all inventory items, supplies, and capital equipment for the CRA. It applies to all vendors, materials, and services that directly affect the quality and delivery of CRA's services. The responsibilities of compliance apply to all CRA personnel that require products or services. PROCUREMENT AUTHORITY AND ADMINISTRATION All Margate CRA personnel are expected to demonstrate responsibility for the expenditure of Margate CRA funds and renders good judgment when using resources to make organizational purchases. This policy and any changes thereto shall be submitted to the CRA Board for approval. Nothing contained in these policies and procedures shall supersede applicable state statutes related to the procurement of goods and services. The Executive Director is responsible for approving procurement procedures, ensuring compliance with this "Procurement and Purchasing Policy" manual and taking action to prevent fraud and/or abuse. The procurement process shall be under the supervision of the CRA Executive Director and/or his/her designee. The authorization and approval of purchases are as follows: PROJECTS, SUPPLIES, MATERIALS AND EQUIPMENT Contract Price Approval By Approval by Approval By Procedure Staff Executive CRA Board Director $0-$25,000 X X 3 informal notes $25,001- $50,000 X X 3 formal written quotes $50,001 and Over X X I Formal Bid Formal bids will be governed by the City of Margate Purchasing Division, Rules & Regulations where applicable. 2 EXCEPTIONS TO PROCUREMENT POLICY These procurement policies and procedures DO NOT apply to the follow disbursement transactions. 1. Subscriptions, publications, and memberships 2. Advertising and promotions 3. Insurance coverage 4. Temporary or casual labor or personnel 5. Legal expenses 6. Licenses,permits, and registrations 7. Utility expenses 8. Postage 9. Community and recreation events 10. Travel reimbursements 11. Continuing education and training 12. Contribution, donations, bequests, and refunds 13. Payroll expenses 14. Refunds (i.e. water, taxes, overpayments, etc.) The following situations are exempt from the competitive bid and competitive proposal requirements of this section: 1. Emergency purchases. During unusual conditions or emergencies, the CRA Board may by resolution authorize the purchase of designated supplies and equipment in excess of the limitations herein prescribed; when in the discretion of the CRA Board the purchase contemplated is deemed to be in the best interest of the CRA. If in the opinion of the CRA Executive Director, an emergency situation exists which poses a threat to life,health, and safety or for the protection of the assets of the CRA, the Executive Director or in his/her absence, the Assistant Director, subject to later ratification by the CRA Board, may incur costs and expenses associated with remedying the aforesaid conditions in an amount not to exceed $50,000.00 and further subject to future annual increases as occasioned by the most closely aligned Consumer Price Index applicable to South Florida. 3 2. Supplies, equipment,materials, and professional services. Contracts for supplies, equipment, materials, and projects involving peculiar skill, ability, experience or expertise, and under Twenty-Five Thousand Dollars ($25,000) are not subject to competitive bidding or competitive proposals; however, applicable state laws, such as the Consultants' Competitive Negotiation Act of the Florida Statutes, as may be amended from time to time, to the extent applicable, shall be followed. 3. Work performed by CRA or City of Margate employees. These provisions shall not apply to work performed by regular employees of the CRA or the City of Margate. 4. Disaster preparedness. Contracts for and purchases of commodities or services that are made in contemplation and preparation for and in response to the occurrence of an emergency, a natural or man-made disaster or civil unrest, where time or availability rather than price is the controlling factor, are exempt from this section. NONAPPLICABILITY TO COOPERATIVE BIDDING WITH OTHER GOVERNMENT AGENCIES The above policy shall not be applicable for any supplies, materials, equipment, projects, or improvements which are purchased under a cooperative bidding procedure or in conjunction with any other governmental agency where said supplies, materials, equipment, and projects or improvements are purchased pursuant to the official procedure of said other government agency. SOLE-SOURCE PROCUREMENTS AND PURCHASES Sole-source purchases are defined as being "non-competitive" in price or availability. Examples include direct purchases from a manufacturer's sole sale agency or purchase of a particular brand of computer equipment because it is exclusively compatible with the server. Sole-source purchases must be approved by the Executive Director. If a sole source method of procurement is selected, the Executive Director shall submit a memorandum to the CRA Board justifying the use of the sole source purchase. 4 Memo 74 JO- To: CRA Board From: Jeremy Earle, Executive Director CC: Date: 5/29/2008 Re: CRA Redevelopment Plan Modification Greetings Community Redevelopment Agency Board members, as you know we are in the process of conducting our CRA Redevelopment Plan Modification that is required by law in order for us to be able to fund projects and programs moving forward. As you also know by now, there is no project or program that we can do within the CRA that is not specifically included in the CRA's Redevelopment Plan. Michele Mellgren was originally tasked by the City of Dania Beach to create a series of redevelopment plans for the neighborhoods of College Gardens, Sun Garden Isles and Dania Beach Heights. Michele's scope however was very broad and while she would have done an excellent job, the final deliverable would not have had the "teeth" that would have been required in order for it to be implementable. My recommendation to the CRA Board was to increase Michele's scope of services to include the CRA Redevelopment Plan Modification. This addition to her scope of services would allow for us to bring those neighborhoods listed above into the CRA by extending the boundaries of the current CRA. Those neighborhoods which should have been included in the CRA from its inception would then be able to leverage CRA resources into redevelopment and revitalization activities such as streetscapes, infill projects and neighborhood beautification just to name a few. The CRA Redevelopment Plan Modification is not just another plan; it is what's called an Implementation Plan. This Implementation Plan will provide us the ability to tie specific projects to sources of funding. Additionally, all of it will be tied to real world (as opposed to conceptual) engineering, landscape architecture, planning and detailed market and financial analyses in order for us to make solid decisions moving forward on how we develop, redevelop and revitalize the City of Dania Beach. Michele Mellgren's total scope is now$371,900. 1 have combine her original scope of services with the expanded tasks in order to create in essence a new scope which reflects the original tasks and all of the new items. There is no double dipping of tasks. Some of the new items which have been added to her scope of services are: 1. Findings of Necessity which is required by the state under Statute 163 in order for us to expand the CRA boundaries to include the neighborhoods of Sun Garden Isles, College Gardens, Dania Beach Heights and some additional areas to the west and east including industrial areas and marinas. 2. Visioning Charrette for the City of Dania Beach 3. Visioning Charrette for the CRA 4. Extensive Data Collection and Map Creation 5. Thorough Market and Real Estate Analysis- This will help to define the market driven direction in which we should take our city in terms of office, retail,mixed use etc. 1 6. Thorough Transportation Analysis- This will include recommendations for traffic on Federal Highway that we could take to FDOT. Al recommendations will be implementable. 7. Financial Analysis and Development Strategy-This will provide us with a detailed took kit of how we are going to pay for redevelopment(in lieu of TIF). Projects will be tied to budget. 8. Final Redevelopment Plan and Strategy- A very detailed outline of how we are going to conduct redevelopment within the CRA over the next 5 years. Michele's scope for her broad brush neighborhood plans was $145,000; as I'm sure that you can all see by this abbreviated list, we are doing a lot more. The additional scope means that the CRA will need to fund an additional $226, 900 to Michele's original scope in order to accomplish all the things that we need to do. 0 Page 2 SCOPE OF SERVICES DANIA BEACH REDEVELOPMENT PLAN MODIFICATION The following describes the tasks that the Consultant will undertake to complete a multi-day Charette, prepare a Finding of Necessity and complete a detailed redevelopment plan. The total amount for all tasks is $371,900. The estimated amount for each task is shown. Note that each task may be more or less, but in no event will the total exceed the total amount of $371,900. These amounts include ongoing meetings and coordination with CRA staff. Task 1. Kick off meeting Consultant shall organize a kick-off meeting with the Agency Director.The meeting shall include CRA and City staff, as appropriate, and Consultant and its sub consultants to include economic analyst, financing specialist,transportation engineer, landscape architect and engineer. Professional Fee: $3,000 Task 2.Visioning Charette The Consultant will organize and conduct a visioning Charette over a multi-day period. The Charette will include community stakeholders and city officials,and will include experts from the Consultant to include housing, market analysis, planning, civil engineering, three landscape architects and a computerized visual graphic specialist.The consultant will provide mailed notice, including postage, to all property owners within the expanded CRA for days 2,3 and 4 of the Charette. The exact approach will be refined,but it is anticipated that participants will complete a visual preference survey and then work in smaller groups to identify core values as related to Dania Beach; identify goals of redevelopment and objectives to achieve them; ensure that the goals and objectives are tied to the core values; develop sketch alternatives of potential redevelopment concepts; and,present these concepts to other participants. On Charette Days 3, 4 and 5 landscape architects will participate in breakout groups and full plenary discussions,receive input from stakeholders and residents and develop sketch plans based on input received.The last day will be a presentation of the refined plans. The results of this effort will be the basis for the redevelopment plan, and can also be used by the City Commission in a strategic planning session to develop a mission statement, vision statement and prioritize goals. The Commission visioning session will be conducted by FAU staff. Professional Fee: $67,000 for visioning charrette $ 5,000 for Commission strategic planning session Task 3: Finding of necessity Concurrent with Task 4 next below, Consultant shall conduct a finding of necessity that shall encompass the neighborhoods of Sun Garden Isles, College Gardens, Dania Beach Heights. In addition, the CRA shall include areas west of those neighborhoods to Bryan Road. The expanded CRA shall also include the triangular area that includes City Hall, and shall extend east from the current CRA boundary to include parcels identified as 504235000220 and 504235090010. The finding of necessity shall be based upon the applicable data collected in Task 4 next below. Professional Fee: $15,200 Task 4: Data Collection and Base Maps The Consultant shall obtain available data and documents relevant to the study area. These should include the following: Existing CRA plan and boundaries Past studies as provided by the CRA or City City current zoning and future land use County future land use Trends in population,house,demographics Redevelopment approvals/ordinances/resolutions GIS compatible data available from the Broward County Property Appraiser's Office Proposed public or private commitments/projects affecting the study area Transportation studies,plans or projects Photo inventory and catalogue of properties and their conditions Crime locations and code violations Vacant parcels Brownfield or potential brownfield sites Existing utility information, capacity and constraints GIS compatible information for DOT or municipal rights of way or easements Consultant shall prepare a series of maps that will graphically depict the data. Based upon a review of all of the data, both written and graphic, the Consultant will synthesize the information and prepare an Opportunities and Constraints document, with graphic illustrations, that discusses the results of the analysis in the context of the charette results, and focuses on the areas that are conducive to development or redevelopment. The work product, which will be presented to the CRA under Task 5 next below, will be conceptual in nature and will be framework for the Preliminary Master Plan. Professional Fee: $46,000 Deliverables: Redevelopment Plan Analysis Opportunities and Constraints Exhibit. Task 5: Presentation to CRA Consultant shall make a presentation to the CRA to present the results of the opportunities and constraints identification in the context of the results of the Charette. Professional Fee: $1,200 Task 6-Transportation Analysis The purpose of this work is to create a transportation network that will define and encourage redevelopment. In order to create this plan the Consultant will conduct various tasks in close coordination with you and your planning consultant. Data Collection and Analysis Review of traffic count programs of the Florida Department of Transportation and Broward County has determined that four 2007 AADT (daily) traffic counts are available within the study area that can be utilized for segment capacity analysis. Consultant will provide up to a maximum of five AM and PM peak period turning movement counts that will be utilized for intersection capacity analysis. Consultant will calculate segment and intersection level of service for U.S. 1 as described below using methodologies outlined in the 2002 Highway Capacity Manual and FDOT's Quality/LOS Handbook — Generalized Capacity Tasks. KHA will work with Broward County Traffic Engineering Division to obtain existing traffic signal timing for the five study intersections. Existing intersection capacity analysis will be performed using the Synchro 7.0 software,which is based on methodologies established in the 2002 Highway Capacity Manual. Segment Analysis U.S. 1 between Sheridan Street and West Dixie Highway U.S. 1 between West Dixie Highway and Stirling Road U.S. 1 between Stirling Road and Dania Beach Boulevard U.S. 1 between Dania Beach Boulevard and Old Griffin Road Intersection Capacity Analysis • U.S. 1 @ Sheridan Street U.S. 1 @ West Dixie Highway • U.S. 1 @ Stirling Road U.S. 1 @ Dania Beach Boulevard • U.S. 1 @ Old Griffin Road Consultant will prepare a brief memorandum describing the results of the data collection and analysis. If requested by the Client, the Consultant will incorporate one round of client review comments into the memorandum and re-submit. The Consultant will attend one meeting with the client to discuss the results of the analysis. Describe Current Redevelopment Direction Consultant will review various planning and engineering documents that describe the current transportation network in the CRA including: ■ Current CRA Plan and the street network envisioned therein ■ Current City Transportation Element of the Comprehensive Plan ■ FDOT plans for US 1 including proposed right of way takings and cross sections through the downtown ■ FEC Feasibility Studies to convert the FEC railway line to passenger service and the station feasibility study for Dania Beach Boulevard Similarly, Consultant will review various planning documents that describe the current redevelopment potential in the CRA including: ■ Relevant portions of the current City Comprehensive Plan and the CRA Plan ■ Potential and proposed changes to the CRA Plan ■ City and County plans for a joint use site that will house the City Hall, County Library and a parking garage ■ Relevant ownership information which will assist in identifying potential redevelopment sites Based on the review outlined above Consultant will create a graphic and sketch plan describing the current direction of redevelopment in the CRA. Define Future Network Based on the results of the previous tasks and with input from the City and the CRA Consultant will create a future transportation network plan which will encourage redevelopment. This may incorporate the following strategies: ■ Identify a parallel street network that will provide local residential and commercial access and circulation for the downtown while allowing US 1 to remain the route for through traffic ■ Explore the feasibility of a one-way pair of streets paralleling US 1 as proposed in the current CRA Plan ■ Consider modifications to the Dania Cut Off Canal bridge at Federal Highway and the FEC bridge to accommodate boat traffic and future roadway traffic The future network plan will be based on the data collection and analysis performed in Task 1. However, no additional analyses will be performed evaluating the performance of the alternatives. Consultant will render professional opinions based on a qualitative review of the analyses performed in Task 1. Create CRA Transportation Plan Consultant will present a graphic and sketch plan of the proposed street network including the following: ■ Access and circulation plan highlighting which elements of the plan are unchanged from the current configuration and which are different from the current CRA Plan ■ Connectivity Plan which identifies the relationships among the street network elements and potential redevelopment parcels ■ TOD Plan for the FEC station area Incorporate Plans Consultant will incorporate the CRA Transportation Plan into other documentation and planning that is being done. This will involve coordination with CRA staff and your planning consultant. This may involve staff level meetings,workshops or public hearings. Professional Fee: $50,000 Task 7-Market and Real Estate Analysis Consultant will prepare a Market Overview and Trends Summary of the City of Dania Beach and a Market Overview of the CRA District. This Real Estate and Market Analysis will also include, but may not necessarily be limited to: • Analyze existing market conditions in the City of Dania Beach and other relevant submarkets, in order to evaluate potential development opportunities for the City of Dania Beach Downtown CRA. Consultant will analyze current market conditions and recent trends in the following uses: Workplace (office, and R&D/technology-related facilities); retail (food services and entertainment-oriented as well as neighborhood and/or community retail); hotel and lodging; residential(for sale and rental)and others as defined during the study. • Evaluate current market performance by use and submarket, profile regional competitive or comparable mixed—use projects (e.g., size, use, build out capacity, etc.) and concentration of development activity of these uses to assess their competitive impacts on opportunities in the City of Dania Beach. • Develop a projection and forecast of the direction of the South Florida, Broward County and the City of Dania Beach real estate markets over the next 2 to 15 years and incorporate the City's vision for the community, in order to establish aims and goals for the City and CRA that are consistent with the City of Dania Beach's comprehensive plan and draft transportation element. Professional Fee: $34,500 Task 8: Preliminary Master Plan All of this information, when combined, will result in a preliminary master plan that will contain or identify the following: Land use density and intensity Circulation(vehicular and pedestrian) Public spaces Redevelopment opportunities Streetscape opportunities Gateways into the redevelopment area Five year phased project plan Conceptual engineering: The preliminary master plan will result in a variety of infrastructure improvements ranging from roadway reconstruction and/ or relocations, improvements to the water/sewer system, storm water, underground utilities, power, communications, etc. Consultant will provide civil engineering analysis and recommendations on infrastructure requirements needed to accommodate the findings of the Charette in Task 2. Engineering information provided in this task will be utilized as data and analysis for the CRA Preliminary Master Plan. Deliverables will include assembly of as-built plans, conceptual engineering/utility design and assessment of environmental (stormwater) impact, and an Opinion of Probable Cost for infrastructure improvements related to the preferred design alternative. Professional Fee: $60,000 Deliverables: Preliminary Master Plan One (1) Preliminary Master Plan. This preliminary plan will be in a bubble diagram format. Where necessary, to convey the design intent, section and elevation and building massing plan will be included. Conceptual Engineering/Utility Design and Environmental Assessment. An Opinion of Probable Cost for infrastructure improvements. An original of each drawing with the corresponding electronic files will be delivered. Task 9-Financial Analysis and Development Strategy Consultant will provide the following services related to Financial Analysis and Development Strategy: 1. Prepare a financial analysis of the expanded CRA relative to TIF projections. • Consultant will review all materials provided by the city and its CRA Plan Consultant that relate to construction, economics, market absorption, and financial projections, including tax projections. • Consultant will develop assumptions to build the financial projections to determine that are realistic,consistent,and verifiable. This process will involve the following steps: a. Projection of future market value of real properties (after assembling property database)within the CRA,using a methodology consistent with that used by Broward County Assessment Office. b. Projection of market conditions and trends in Dania Beach and Broward County to evaluate the likely increased value created by implementation of the new CRA plan based on comparable values for $/SF of living and commercial space and $/acre of land. Consultant will project the incremental real property taxes that will accrue to the CRA on an annual basis. These projections will be based on the market projections verified above, the new CRA Plan timeline, value changes and will include a net present value calculation of the future stream of TIF revenues. 2. Prepare a financing plan for the expanded CRA that will help determine the available public financing alternatives available to the CRA, including tax increment financing (TIF). Consultant will evaluate whether the use of these financing tools is suitable and/or necessary for projected and proposed projects. 3. Prepare a financial took kit that details all applicable and appropriate public and private financing and funding resources. In addition, Consultant will consider the appropriateness of the city's approval of such financing tools. Professional Fee: $25,000 Task 10-Final Redevelopment Plan and Strategy l. Using the results from the community meetings and comments from the relevant staff and agencies, consultants will prepare a Final Redevelopment Master plan and exhibits. The plan and exhibits will include: a. Final Redevelopment Plan b. Plan enlargements c. Development Guidelines/Public and Private development guidelines and controls 2. In support of the Final Redevelopment Plan and Strategy, the consultant will prepare the following support documents. a. Land Use Plan b. Parcelization Plan c. Circulation Plan d. Demolition Plan e. Utility Plan f. Phasing Plan g. Landscape/Hardscape Conceptual Plan h. Acquisition/Disposition Plan i. Parks and Open Space Plan j. Conceptual massing and envelop design by parcel k. Brownfield Plan 1. Affordable housing policy in. Fagade improvement policy 3. Redevelopment Strategy Professional Fee: $60,000 Deliverables: Final Redevelopment Plan A final illustrative Redevelopment Plan and supporting documents Implementation Phase, scope,schedule and budget for plan Implementation financing and development Task 11: Presentation to CRA Consultant and subconsultants participating in Task 1 shall make a presentation to the CRA to present the plan. Professional Fee: $5,000 o6 CITY OF DANIA BEACH COMMUNITY DEVELOPMENT DEPARTMENT STAFF REPORT DATE: June 4, 2008 TO: Ivan Pato, City Manager FROM: Corinne Lajoie, AICP, Principal Plannera* . APPLICANT: Jay Patel LOCATION: 205 N. Federal Highway PROPOSED USE: 6-story, 81 room hotel. The subject property is the current location of Lucky's motel, a single story, 10-room motel. The applicant wishes to construct a new 6-story hotel building with parking on the first 3 floors. This property is located in the Community Redevelopment Area (CRA) and has a TOD zoning designation. Based on the plans submitted, the following City Commission approvals are required: • Special Exception needed for hotel use and the assignment of LAC units. • Variances needed for: o Parking = 89 spaced required; 67 provided. o Building Height = 5 stories/60' permitted; 6 stories/74' proposed o Setback from: ■ South = 10' required; 4' provided ■ West = 20' required; 10'4" provided