Crestview Community Redevelopment Agency Special Board Meeting: August 22, 2016 5:00 pm Council Chambers Agenda 1. Call to Order. 2. Pledge of Allegiance. 3. Public Opportunity on Board propositions. 4. Declaration of Assurances 5. Budgets. a. 2015-2016 Budget Modifications b. 2016-2017 Proposed Budget 6. Confirm Meeting dates for September 7. Comments from the Audience. 8. Adjournment. Note: If any person decides to appeal any decision made by the CRA Board with respect to any matter considered at such meeting or hearing, he or she will need a record of the proceedings, and that, for such purpose, he or she may need to ensure that a verbatim record of the proceedings is made, which record includes the testimony and evidence upon which the appeal is to be based. The Community Redevelopment Agency of the City of Crestview, Florida does not discriminate upon the basis of any individual s disability status. Anyone requiring reasonable accommodation as provided for in the American With Disabilities Act to insure access to and participation in the meeting should contact the Office of the City Clerk at (850)682-1560 prior to the meeting to make appropriate arrangements.
Crestview Community Redevelopment Agency Special Board Meeting: August 22, 2016 5:00 pm Council Chambers Agenda 1. Call to Order. 2. Pledge of Allegiance. 3. Public Opportunity on Board propositions. 4. Declaration of Assurances
AGENDA ITEM#1 CRA MEETING DATE: August 22, 2016 PURPOSE OF AGENDA ITEM: Amended Declaration of Assurances Regarding Management of CRA Funds As Authorized by Ordinance 1598 TO: CRA Board CC: City Council; City Attorney; City Clerk FROM: Brenda Smith, CRA Director DATE: August 15, 2016 SUBJECT: Amended Declaration of Assurances Regarding Management of CRA Funds As Authorized by Ordinance 1598 BACKGROUND: With the passing of Ordinance 1598, this only authorized transferring financial and programmatic responsibilities to the CRA. This document provides to the City assurances as to the how the CRA funds will be safeguarded, managed, how transparency of operational oversight will be implemented and establishes its working relationship with the City. This is an important document for the current CRA Board and Director but also for those in the future. Suggested MOTION: I move to adopt the Amended Declaration of Assurances Regarding Management of CRA Funds as Authorized by Ordinance 1598 and to forward the document to the City Council for approval.
Amended Declaration of Assurances Regarding Management of CRA Funds As Authorized by Ordinance 1598 THESE Assurances are being made this day of, 2016 by the Crestview Community Redevelopment Agency, whose address is 198 Wilson St. N., Crestview, Florida 32536 (the CRA ) to the City Council of the City of Crestview, Florida, whose address is 198 Wilson Street N., Crestview, Florida 32536 (the City ). These Assurances are intended to replace those originally approved by the CRA Board of Commissioners on February 8, 2016. Recitals WHEREAS, the following assurances are being stated under the authority granted to the CRA by section 163, Part III and Chapter 189; and are being stated for the benefit of the City and the CRA in managing CRA public funds; and, WHEREAS, the CRA s current operation of business is located at 198 Wilson Street, N., and is located within the City of Crestview s Community Redevelopment Area. The designated redevelopment area was identified for redevelopment in 1995, and the City created a Community Redevelopment Agency funded by tax increment funding ( TIF ) dollars and created a CRA Board of Commissioners ( CRA Board ) tasked to serve the needs of the City of Crestview in implementing the redevelopment programs and projects within the CRA Redevelopment Plan ( CRA Plan ). The CRA will remain operational within the designated redevelopment area; and, WHEREAS, at the date of creation of the CRA, the CRA s financial and program management was assigned to the City Clerk. On January 25, 2016, Ordinance 1598 authorized financial and program management responsibilities to be assigned to the CRA, and the CRA assumes these responsibilities; NOW THEREFORE, the CRA provides the following assurances to the City: Section 1. All of the above recitals are true and correct and incorporated herein. Section 2. The calculation of TIF and TIF direct deposits from the City or County or other taxing authority will remain the responsibility of the City Clerk, in addition to oversight viewing of the CRA financial account activities. Section 3. In the interest of managing the CRA s funds the following safeguards will be implemented for the purposes of fiscal responsibility and separation of duties. The CRA will require two signatures on checking account instruments which will include either the CRA Chairman, the CRA Vice Chairman or CRA Administrator (defined in Section 9, below).
Section 4. The CRA has two banking accounts: a money market account which retains the bulk of CRA funds ( Money Market Account ) and an operating account which is used to pay the expenses of the CRA ( Operating Account ). TIF funds are deposited in the Money Market Account on a yearly basis no later than January 1 of each year. Section 5. The CRA administration, through the CRA Administrator, will maintain and manage the CRA Operating Account in order to cover the day-to-day operational expenses resulting from CRA activities and functions consistent with the CRA Redevelopment Plan. The CRA Administrator, or his or her designee, shall have full viewing rights of the CRA Money Market Account for budgeting purposes. The City Clerk will manage transference of funds and deposits for the CRA Money Market Account on behalf of the CRA Board, with the Board s approval. The City Clerk will have authority to transfer Money Market Account funds into the Operating Account without Board approval in the event of an emergency need for payment of previously CRA Boardapproved expenses if it is impossible or impracticable to timely obtain additional CRA Board approval for such transfer. These processes will follow and be carried out according to the more fully elaborated procedures as set out in the CRA Policies and Procedures. Section 6. The CRA will ensure that CRA Board Members and the CRA District retain insurance coverage. The CRA will obtain or retain specialized CRA Legal Counsel for specific CRA operations, contracts and redevelopment issues, and in the spirit of cooperation, will bring any pending CRA legal action or issues that may arise to the City s attention with appropriate follow up and resolution. Section 7. The CRA will implement for the benefit of the City and provide to the Growth Management Director, a letter of engagement on a quarterly basis along with a bank reconciliation of funds performed and verified by a CPA. In the reconciliation of accounts, CRA financial expenditure policies and fund expenditures will be reviewed for compliance with the CRA Plan. Said financial documents will be submitted to the Growth Management Director and forwarded to the City Clerk for review, proper filing and/or recording. Section 8. In the spirit of cooperation and for the benefit of effective communication and oversight between the City Clerk, Growth Management Director and the CRA, the City Clerk will submit a request to the City s Growth Management Director listing all required financial reporting needed for oversight viewing and City compliance needs. Section 9. The Director of Growth Management/Administrative Assistant will be designated as the City s direct oversight representative in support of the CRA s administration and administrative needs and is also referred to herein as the CRA Administrator. Section 10. In the spirit of cooperation, the CRA, through its CRA Director, agrees to communicate effectively and provide required documentation and oversight support to the Growth Management Director/Administrative Assistant and City Clerk. 2
Section 11. In the spirit of cooperation, any notice, demand, communication, or request is required in writing, or delivered via email to the following: As to CRA: Community Redevelopment Agency Attn: CRA Director 198 Wilson Street, N. Crestview, FL 32536 cra@cityofcrestview.org and to: Growth Management Director City of Crestview 198 Wilson Street, N. Crestview, FL 32536 gis@cityofcrestview.org As to City: City Councilmembers and City Clerk 198 Wilson Street, N. Crestview, FL 32536 Approved and executed by the Crestview Community Redevelopment Agency, this day of, 2016. Brenda Smith, CRA Director Community Redevelopment Agency Joe Blocker, Chairman Community Redevelopment Agency 3
5. Budgets. a. 2015-2016 Budget Modifications Example of wording of motion: I move to approve the 2015-2016 Budget Modifications as presented.
CRA 2015/2016 BUDGET Indicates a change Line Item Budget 2016 2016 1st Budget Mod Estimated Budget $ 1,230,530.00 Fund Balance: 7/7/16 OPERATIONAL REVENUE $ 1,397,198.00 Actual TIF Funds-County $ 56,000.00 $ 63,372.00 TIF Funds-City $ 105,000.00 $ 128,280.00 Interest $ 2,000.00 $ 4,225.00 Projected Revenue Total $ 163,000.00 $ 195,877.00 Increase Administrative $ 98,000.00 $ 98,000.00 Program/Project Funding 511.34 Main Street Program $ 25,000.00 $ 25,000.00 Commercial Incentive Program $ - 511.82.01Façade Program $ 40,000.00 $ 40,000.00 $ 65,000.00 $ 65,000.00 Admin/Program Projects $ 163,000.00 $ 163,000.00 Economic Revitalization Program --Funds Based on Current Reserves Project #1 & Project #2 $ 800,000.00 $ 800,000.00 Project #3 a. b. and c. $ 40,200.00 $ 42,200.00 Increase Centennial Program $ 30,000.00 $ 30,000.00 Commercial Incentive Program $ 60,000.00 $ 60,000.00 Parking/Land Purchase/Signage $ 37,330.00 $ 65,952.00 Increase Matching Funds Program $ 100,000.00 $ 100,000.00 Carry Forward Project Funds $ 136,046.00 Increase $ 1,067,530.00 $ 1,234,198.00 Increase Budget Balance Check $ 1,230,530.00 $ 1,397,198.00 Increase
b. 2016-2017 Proposed Budget Example of wording of motion: I move to approve the 2016-2017 Proposed Budget as presented.
CRA 2016/2017 Proposed BUDGET Description Line Item Budget Estimated Available 9/30/16 Funds $ 1,299,698.00 Anticipated Balance Forward OPERATIONAL REVENUE TIF Funds-County $ 60,838.00 Anticipated TIF TIF Funds-City $ 123,788.00 Anticipated TIF Interest $ 2,500.00 Anticipated Interest Projected Revenue Total for 2016/17 $ 1,486,824.00 Direct CRA Administrative Supplies $ 2,500.00 Office Supplies, Misc Conferences/Training/Hotel Exp. $ 8,500.00 Conferences/Training/Hotel Exp Advertising/Marketing Materials $ 20,000.00 Ads/Events/Approved Marketing Direct CRA Administration $ 29,625.00 25% Distribution specific to CRA Admin Direct Administration Legal/Accting Services $ 10,000.00 Legal fees specific the CRA Admin Direct Administration Retail Recruitment $ 25,000.00 50% Distribution for Recruitment CRA Admin Purposes Direct Administration Master Plan $ 60,000.00 50% Distribution Master Plan used specific for CRA Admin $ 155,625.00 10% of Operating Budget Direct CRA Program Management Direct Program Management $ 88,875.00 75% Distribution specific to CRA Program Admin Direct Program Legal Services $ 25,000.00 Legal fees specific to CRA Programs Direct Program Recruitment Services $ 25,000.00 50% Distribution for Recruitment CRA Program Purposes Direct Program Development-Master Plan $ 60,000.00 50% Distribution Master Plan used specific for CRA Programs $ 198,875.00 13% of Operating Budget CRA Programs Economic Revitalization Programs-Capital Projects As per 2015 CRA Plan Project #1 & Project #2 $ 644,578.00 As per CRA Plan- goal is more investor participation Project #3 a. b. and c. $ 43,420.00 As per CRA Plan Centennial $ 3,500.00 Remaining Balance for the Centennial program Commercial Incentive Program $ 150,000.00 Plan Update Needed--restructure incentive programs Parking/Land Purchase/Signage $ 100,000.00 Plan Update Needed--expand Matching Funds Program $ 100,000.00 As per CRA Plan Main Street Program Contract $ 25,000.00 As per CRA Plan Façade Program $ 40,000.00 Plan Update Needed New CRA Programs $ 25,826.00 Plan Update Needed/Lighting/Main Street Public Restroom $ 1,132,324.00 77% of Budget Designated to Programs Budget Balance Check $ 1,486,824.00
6. Confirm Meeting dates for September September 2016 Sun Mon Tue Wed Thu Fri Sat 1 2 3 4 5 LABOR DAY 6 7 8 BUDGET MTG 9 10 11 12 COUNCIL MTG 13 14 15 16 17 18 19 20 LPA MTG 21 22 BUDGET MTG 23 24 25 26 COUNCIL MTG 27 28 29 BOA MTG 30
7. Comments from the Audience. 8. Adjournment. Note: If any person decides to appeal any decision made by the CRA Board with respect to any matter considered at such meeting or hearing, he or she will need a record of the proceedings, and that, for such purpose, he or she may need to ensure that a verbatim record of the proceedings is made, which record includes the testimony and evidence upon which the appeal is to be based. The Community Redevelopment Agency of the City of Crestview, Florida does not discriminate upon the basis of any individual s disability status. Anyone requiring reasonable accommodation as provided for in the American With Disabilities Act to insure access to and participation in the meeting should contact the Office of the City Clerk at (850)682-1560 prior to the meeting to make appropriate arrangements.