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HomeMy WebLinkAbout194207 - MINUTES - CRA MINUTES OF MEETING CITY OF DANIA BEACH COMMUNITY REDEVELOPMENT AGENCY TUESDAY, SEPTEMBER 22, 2009 — 6:00 P.M. 1. Call to Order/Roll Call Vice-Chairman McElyea called to meeting to order at 6:08 p.m. Present: Vice-Chairman: C.K. "Mac"McElyea Board Members: Bob Anton Walter Duke Albert Jones CRA Executive Director: Jeremy Earle City Attorney: Thomas Ansbro CRA Secretary: Louise Stilson Absent: Chairman: Anne Castro Board Member Jones motioned to excuse the absence of Chairman Castro; seconded by Board Member Anton. The motion carried unanimously. Jeremy Earle, CRA Executive Director, noted that the Broward County Commission approved our Regional Activity Center (RAC) today. He thanked everyone for their support over the past few months. Director Earle noted the CRA expansion was pulled from the County agenda at his request because County staff added items that were not previously discussed with him. One of the items was if the boundary expansion was approved, we could not spend funds in the newly expanded area, which means we could not use our remaining funds in Sun Garden Isles, College Gardens or Dania Beach Heights. The second item is that they said Dania Beach could not ask for any additional funds. Director Earle noted this request should be on the Broward County agenda in 3 weeks. 2. CRA Strategic Finance Plan Kim Briesemeister, Metro Strategies, discussed the importance of the 2010 budget and why it is in the format presented: a 5 year strategic finance plan. She noted this is a source and use budget format. Source identifies all revenues coming into the agency; use is where the funds are being expended. Ms. Briesemeister noted the 5 year plan allows us the flexibility to make amendments and modify the budget on an as-needed basis. She said the budget is based on the master plan provided by the Mellgren Planning Group. She noted the 2010 budget must be approved by September 30`h. The uses are in 3 sections: operations, sub-area initiatives, and reserve balance. Board Member Duke motioned to adopt the CRA Strategic Finance Plan; seconded by Board Member Jones. The motion carried on the following 4-0 Roll Call vote: Board Member Anton Yes Vice-Chairman McElyea Yes Board Member Duke Yes Chairman Castro Not present Board Member Jones Yes 3. Interlocal Agreement between Dania Beach Community Redevelopment Agency (CRA) and the City of Dania Beach RESOLUTION 42009-CRA-007 A RESOLUTION OF THE DANIA BEACH COMMUNITY REDEVELOPMENT AGENCY AUTHORIZING AGENCY OFFICIALS TO EXECUTE AN INTERLOCAL AGREEMENT ON BEHALF OF THE COMMUNITY REDEVELOPMENT AGENCY WITH THE CITY OF DANIA BEACH; PROVIDING FOR CONFLICTS;FURTHER,PROVIDING FOR AN EFFECTIVE DATE. Jeremy Earle, CRA Executive Director, noted this helps to execute the approved budget and finance plan. It also transfers the $2.3M into the CRA Trust Fund for the Board to oversee. Director Earle advised that most CRA's have Interlocal agreements with cities for services. John Kendrick, Special Counsel for the CRA, noted this allows the CRA to have the powers allowed by State Statute. By approving this agreement, the CRA will be able to operate as a separate entity from the City. He noted it also allows the CRA to use City staff and to compensate the City for those services. City Attorney Ansbro noted the Acting Finance Director has concerns that should be included in the agreement. He suggested it be approved with the condition to include the conditions she suggested as to how to treat the budget and how to calculate hours of employees. Board Member Anton questioned the reasoning; he said we are creating a lot of work for staff in tracking the hours. He indicated the CRA is part of the City so why should we reimburse the City of Dania Beach. City Attorney Ansbro noted it is not required by law; it is the recommendation of the Acting Finance Director. Attorney Kendrick suggested tracking payments for a year, and then revisiting the situation. Director Earle noted that former Finance Director Varney did not want to get involved with reimbursement of funds when she was here. He noted the Interlocal Agreement could be approved, and we will work with the Finance Director to work out the issues. Minutes of Special Meeting 2 City of Dania Beach Community Redevelopment Agency Tuesday,September 22,2009—6:00 p.m. Attorney Kendrick noted the CRA audit can be a component of the City's audit Director Earle advised the financial controls previously adopted by the Board are not changing. Board Member Duke motioned to adopt Resolution #2009-CRA-007, subject to a mutually acceptable audit policy and staffs services policy, as outlined in the memorandum from Nicki Satterfield dated September 21, 2009 (attached); seconded by Board Member Anton. The motion carried on the following 4-0 Roll Call vote: Board Member Anton Yes Vice-Chairman McElyea Yes Board Member Duke Yes Chairman Castro Not present Board Member Jones Yes Chairman Castro arrived at 6:32 p.m. 4. Adiournment Chairman Castro adjourned the meeting at 6:33 p.m. ATTEST: COMMUNITY REDEVELOPMENT AGENCY LOUISE STILSON, CMC ANNE CASTRO CRA SECRETARY ®�n�P�s F,Rsrpr�CHAIRMAN—CRA Approved: November 4, 2009 1 1 Minutes of Special Meeting 3 City of Dania Beach Community Redevelopment Agency Tuesday, September 22,2009—6:00 p.m. CITY OF DANIA BEACH DEPARTMENT OF FINANCE MEMORANDUM TO: Mayor&Commissioners Memo: DFA-09-026 VIA: Robert Baldwin, City Manager FROM: Nicki Satterfield, Acting Director of Finance DATE: September 21,2009 SUBJECT: CRA Inter Local Agreement On September 22, 2009, the City of Dania Beach Commissioners will be presented with a resolution to approve an interlocal agreement between the City of Dania Beach and the Dania Beach Community Redevelopment Agency. Upon review of the agreement a few items were not specifically outlined. I wish to clarify these items for all parties involved to ensure both the City and the CRA remain compliant with requirements on both a state and federal level. Firstly, the Dania Beach Community Redevelopment Agency, although separated by the ILA is still a functioning entity of the City. As such,the Finance Department of the City also maintains the finances for the CRA. The CRA will continue to be bound by the CRA purchasing and procurement policy placed in effect June 2008. Additionally, the CRA must remain under the City's annual audit and is subject to the same requirements as any other entity or fund of the City. The CRA will be reported in the City's Comprehensive Annual Financial Report as well. Any non-compliance issues which may or may not arise with the CRA will be a direct reflect on the City's CAFR. In order to comply with the financial reporting requirements the current budget submitted by the Community Development Director to the CRA Board should be converted to the same format as all other funds using the State Uniform Chart of Accounts. Secondly, Section 3 entitled "Staff Services", Subsection B(1) through (B(4) of the Interlocal Agreement states work performed by employees of the City will be reimbursed by the CRA to the City by an hourly rate schedule. As no schedule is attached to the Interlocal Agreement, it should be understood by all parties that "hourly rate" should include salary, pension, FICA, medicare and all other fringe associated with the employee providing their services to the CRA. Accurate records should be maintained with regarding to hours spent and can easily be entered into the payroll system on a bi- weekly basis as the hours are utilized. It was my recommendation these items be addressed in the Interlocal Agreement but due to time constraints, this did not occur. Therefore, I request this information be distributed through the City Manager's office to all appropriate parties.