NEFRC PERSONNEL, BUDGET & FINANCE POLICY COMMITTEE Meeting March 1, 2012 9:00 a.m. Northeast Florida Regional Council 6850 Belfort Oaks Place Jacksonville, FL 32216
MEMORANDUM DATE: March 1, 2012 TO: THRU: FROM: RE: NEFRC Personnel, Budget, and Finance Policy Committee Brian Teeple, Chief Executive Officer DS Donna Starling, Chief Financial Officer April 5, 2012 Committee Meeting The next meeting of the Personnel, Budget, and Finance Policy Committee scheduled for Thursday, April 5, 2012, at 9:00 a.m. will be held in the Bald Eagle Conference Room at the Northeast Florida Regional Council, 6850 Belfort Oaks Place, Jacksonville, FL 32216.
Northeast Florida Regional Council PERSONNEL, BUDGET & FINANCE POLICY COMMITTEE A G E N D A Northeast Florida Regional Council 6850 Belfort Oaks Place Jacksonville, Florida 32216 Thursday, March 1, 2012 9:00 a.m. (ADDED OR MODIFIED ITEMS IN BOLD) (*Denotes Action Required) TAB 1. Call to Order, Welcome, Roll Call and Pledge Vice Chair Fish *2. Approval of February 3, 2012 Meeting s Minutes Vice Chair Fish 1 *3. January 2012 Financial Report Donna Starling 2 4. New Bank Recommendation Mario Taylor 3 5. Auditor Search Update Donna Starling 6. Public Comment limited to 3 minutes per speaker 7. Next Meeting Date and Location: Thursday, April 5, 2012 Northeast Florida Regional Council 6850 Belfort Oaks Place Jacksonville, Florida 32216 8. Adjournment *Denotes Action Item
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NORTHEAST FLORIDA REGIONAL COUNCIL Personnel, Budget & Finance Committee February 3, 2012 MINUTES A meeting of the NEFRC Personnel, Budget & Finance Committee was held on Friday, February 3, 2012, at 9:40am, in the Soforenko Conference Room at the Northeast Florida Regional Council, 6850 Belfort Oaks Place, Jacksonville, FL 32216. Vice Chair Fish called the meeting to order with the following members present representing a quorum: Hugh Fish Wendell Davis Robert Sgroi Excused: Catherine Robinson and Larry Williams Staff: Donna Starling, Brian Teeple, Mario Taylor, and Sheron Forde *Approval of Minutes Vice Chair Fish called for a motion on the January 5, 2012 meeting minutes. Mr. Sgroi moved approval, seconded by Commissioner Davis; motion passed unanimously. *December 2011 Financial Report Ms. Starling stated that the Council posted a net loss of $7,600 and year-to-date loss of $7,313. She stated that the loss was due to additional salary cost and expenses associated with the Elected Officials Reception as well as salary cost for required planning activities that are not currently funded by the State of Florida. Ms. Starling stated that a profit is expected in the month of January from some grant funded fixed assets that the Council was able to recognize revenue on. A brief discussion followed. Vice Chair Fish called for a motion on the December 2011 Financial Report. Commissioner Davis moved approval, seconded by Mr. Sgroi; motion passed unanimously. Auditor Search Information Ms. Starling presented the draft Audit Services Request For Proposals (RFP) and provided an overview of the content of the RFP. She stated that in working with the current Auditor, MaryAnn Magers, the Council revised the document that was mailed to the Members and fine-tuned the RFP to ensure it covered the purposes, clarified that the auditor s specialty should be in government auditing, that they were insured, and requested a copy of their latest peer review. Ms. Starling informed the Committee of the proposed schedule for the RFP; February 6, 2012 advertisement will be placed in the Florida Administrative Weekly and the Financial News and Daily Record. Mr. Teeple stated that staff will also do direct notifications to audit firms. Ms. Starling stated that, if requested, a bidder conference will be held on February 27, 2012; the submittals of the proposals are due on March 12, 2012 by 4:00pm. Staff s recommendations will be presented to the Committee for approval at the April 5, 2012 meeting. A brief discussion followed. Commissioner Davis and Mr. Fish inquired about the review process. Mr. Teeple stated that staff will create a review committee made up of himself, Ms. Starling, Mr. Taylor, and possibly one other staffer. This group will review and rank the proposals received. The ranking and recommendation will be brought to this Committee for approval. Mr. Taylor stated that page 10 of the proposal contains the evaluation criteria. 1
Mr. Fish stated that he has no problem with staff doing the ranking and bringing their recommendations to the Committee. Commissioner Davis stated he is comfortable with staff s process. The Committee directed staff to proceed with the process and schedule. Other Discussion Mr. Fish asked staff about any changes on rentals. Mr. Taylor stated that there is another group that is very interested and has asked to hold their Board of Directors meeting here in order for them to see the facility. They are looking to occupy the remaining area on the first floor east wing where the Girls On The Run are located. Mr. Taylor hopes to have their decision by the Committee s next meeting. Staff has also met with another group who is interested in the entire first floor vacant area in the west wing previously occupied by ELC. The next meeting is scheduled for March 1, 2012. Next Meeting Date and Location Adjournment Personnel, Budget & Finance Committee meeting adjourned at 10:00 am. 2
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MEMORANDUM DATE: February 22, 2012 TO: THRU: FROM: RE: Northeast Florida Regional Council Hugh Fish, Personnel, Budget & Finance Committee Vice Chair DS Donna Starling, Chief Financial Officer January 2012 Financial Report The Northeast Florida Regional Council posted a Net Income of $13,637 for the month of January and a Year to Date Net Income of $6,324. Revenues for the month of January were $235,595. Expenses for the month were $221,957.
Agencywide Income/Budget Comparison Regional Council - Agencywide Adopted Budget 11/12 January, 2012 YTD Represents 33% of Fiscal Year Budget Variance Revenues Planning and Development $ 793,679 46,812 264,429 33% 0% Emergency Preparedness $ 3,017,047 122,826 710,723 24% -9% County $ 623,091 51,924 207,697 33% 0% North Florida Procurement Association $ 16,000 396 2,990 19% -14% Tenant Revenue $ - 2,038 5,834 0% 0% Anticipated Revenue/Other $ - 33,233 37,746 0% 0% TOTAL REVENUES $ 4,449,817 $ 257,229 $ 1,229,419 28% Expenses Salaries and Fringe $ 1,316,309 101,465 407,708 31% -2% Contract/Grant Direct Expenses $ 2,555,083 88,689 630,464 25% -8% Common/Indirect - Allocated Expenses* $ 380,751 28,748 121,727 32% -1% General Fund Expense* $ 197,674 24,689 63,197 32% -1% TOTAL EXPENSES $ 4,449,817 $ 243,592 $ 1,223,095 27% Net Income (loss) $ - 13,637 $ 6,324 *Excludes Salaries & Fringe January, 2012
Planning and Development Income/Budget Comparison Planning and Development Adopted Budget 11/12 January, 2012 YTD Represents 33% of Fiscal Year Budget Variance Revenues Local Gov't T.A. $ 85,500 6,827 20,812 24% -9% DRI $ 52,000 4,436 12,162 23% -10% TD $ 115,067 8,973 40,039 35% 2% CEDS $ 53,000 347 1,624 3% -30% EDA Sub-Cluster Grant $ 250,000-99,842 40% 7% Regional Leadership $ 4,000 800 800 20% -13% RCI Fundraising $ 25,000 2,109 4,494 18% -15% General Fund Revenue to Fund SRPP Update $ 209,112 21,635 79,535 38% 5% Other Revenue $ - 1,685 5,121 0% 0% TOTAL REVENUES $ 793,679 $ 46,812 $ 264,429 33% Expenses Salaries/Fringe $ 277,596 24,118 86,603 31% -2% Direct $ 264,808 4,657 107,556 41% 8% Common/Indirect $ 251,275 22,141 75,420 30% -3%. TOTAL EXPENSES $ 793,679 $ 50,916 $ 269,579 34% Net Income (loss) $ - $ (4,104) $ (5,150) January, 2012
Emergency Preparedness Income/Budget Comparison Emergency Preparedness Adopted Budget 11/12 January, 2012 YTD Represents 33% of Fiscal Year Budget Variance Revenues Emergency Preparedness Local T.A. $ 161,138 21,663 54,571 34% 1% Hurricane Study $ 590,000 734 734 0% -33% DCA LEPC $ 40,909 4,662 12,090 30% -3% HMEP $ 30,000 105 916 3% -30% SQG $ 5,000 - - 0% -33% SHSGP $ 75,000 5,994 19,900 27% -6% State Interoperable Communication Exercises $ 960,000 23,428 358,249 37% 4% State Interoperable Communication Training $ 500,000 41,319 231,399 46% 13% State Exercise Evaluation $ 50,000 9,614 9,614 19% -14% State Planning Technical Assistance $ 125,000 2,133 2,133 2% -31% DEM Technical Assistance $ 195,000 - - 0% -33% Infrastructure Assessment $ 160,000 0% -33% UASI Programs $ 50,000 6,063 11,343 23% -10% Training Exercise Planning Workshop $ 75,000 7,111 9,775 13% -20% TOTAL REVENUES $ 3,017,047 $ 122,826 $ 710,723 24% Expenses Salaries/Fringe $ 350,356 27,278 118,451 34% 1% Direct $ 2,279,797 63,339 443,617 19% -14% Common/Indirect $ 386,894 32,247 148,992 39% 6% TOTAL EXPENSES $ 3,017,047 $ 122,864 $ 711,060 24% Net Income (loss) $ - $ (38) $ (337) January, 2012
Northeast Florida Regional Council Balance Sheet January 2012 ASSETS FY 10/11 FY 11/12 January 2011 January 2012 Cash* 1,064,483 984,690 Accounts Receivable 600,873 792,312 Prepaid Expenses 10,312 24,010 Closing Cost 7,417 6,417 Total Current Assets 1,683,085 1,807,428 Property and Equipment: Office Furniture and Equipment 703,047 743,709 Software 115,200 - Land 271,910 271,910 Building 1,928,090 1,928,090 Building Improvements 936,445 948,286 Less Accumulated Depreciation 1,361,013 1,390,590 Total Property and Equipment, net 2,593,678 2,501,405 Total Assets 4,276,764 4,308,833 LIABILITIES Accounts Payable 3,363 4,739 Accrued Salaries and Leave 109,382 101,722 Deferred Revenue 250,611 359,913 Tenant Deposits - 3,588 Notes Payable 1,769,783 1,707,497 Total Liabilities 2,133,139 2,177,459 EQUITY Equity and Other Credits: Retained Earnings 2,143,624 2,131,374 Total Equity and Other Credits 2,143,624 2,131,374 Total Liabilities, Equity and Other Credits 4,276,764 4,308,833 * Cash includes advance funding for various contracts and remaining proceeds from the building note refinance that have not been expensed to date.
YTD Comparison 10/11 11/12 AGENCYWIDE October $ 2,515 $ 1,070 November $ (38) $ 286 December $ 2,717 $ (7,313) January $ (7,156) $ 6,324 February $ (5,279) March $ (2,667) April $ (9,401) May $ (25,355) June $ (55,432) July $ (60,750) August $ (47,603) September $ (25,730)
MEMORANDUM DATE: February 22, 2012 TO: Northeast Florida Regional Council Thru: Brian Teeple, Chief Executive Officer FROM: DS Donna Starling, Chief Financial Officer RE: January Investment Report Bank Account Interest FY 10/11 FY 11/12 January Interest $ 159 $ 56 Year to Date Interest $ 618 $ 264 Florida Local Government Investment Trust FY 10/11 FY 11/12 Current Balance $15,702 $15,859
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MEMORANDUM Date: February 28, 2012 To: Northeast Florida Regional Council PB&F Committee and the Board of Directors Thru: Brian D. Teeple, Chief Executive Officer From: Mario Taylor, Deputy Chief Executive Officer Re: New Bank Recommendation Staff respectfully requests your approval to proceed with the application process to change the Council s banking service provider. If you have any questions or need additional information please do not hesitate to contact me.