AGENDA HEADING: Consent Agenda No. 2 AGENDA REQUEST COMMISSION MEETING DATE: June 3, 2013 AGENDA ITEM NO: IV.B.1. BY Financial Administration John Lege Financial Administration Director Lege Originating Department SUBJECT: Department Head Presenter Adoption Re: Proposed Resolution No. 13R-2356 will modify the originally approved budget for 2012-13. COMMISSION PRIORITIES: Business Requirement EXPLANATION: Proposed Resolution No. 13R-2356, increasing the County Reimbursement Fund revenue and expense budget by $56,870 for funds to be received for reimbursement of program delivery costs associated with the Orange Ave Drainage Improvement Project; proposed appropriations are as enumerated in exhibit A. ADMINISTRATION'S RECOMMENDATION: Recommend motion to adopt proposed Resolution No. 13R-2356. APPROVAL SUMMARY: Approval Department Head Approval City Manager Approval City Auditor and Clerk Approval Required Date Completed Y 05/24/2013 Y 05/24/2013 Y 05/24/2013 Completed By John Lege Thomas Barwin Pamela Nadalini Status APPROVED APPROVED APPROVED
ADDITIONAL EXPLANATION: AGENDA REQUEST ADDITIONAL ADMIN RECOMMENDATION: FUNDING SOURCE: AMOUNT: HOUSING IMPACT (Per House): NEW CONSTRUCTION: REHABILITATION: SUPPORT DEPARTMENTS: Neighborhood and Development Services - Timothy Litchet $ 0 $ 0 COMMISSION ACTION: Final Action Motion: Motion By: AGENDA DISPOSITION Second By: Vote: 2
RESOLUTION NO. 13R-2356 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF SARASOTA, FLORIDA AMENDING THE BUDGET FOR THE FISCAL YEAR BEGINNING OCTOBER 1, 2012 BY PROVIDING FOR SUPPLEMENTAL APPROPRIATIONS IN THE AMOUNTS IDENTIFIED IN EXHIBIT A; PROVIDING FOR SEVERABILITY IF ANY OF THE PARTS HEREOF ARE DECLARED INVALID; PROVIDING FOR READING BY TITLE ONLY; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, pursuant to Resolution No. 12R-2304 the City has adopted a budget for the fiscal year beginning on October 1, 2012 and ending on September 30, 2013; and WHEREAS, the City needs to amend said budget so as to provide for supplemental appropriations in the amounts identified in Exhibit A; and WHEREAS, Section 166.241 (4) (c) Florida Statutes requires such a budget amendment be adopted in the same manner as the original budget. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF SARASOTA, FLORIDA: Section 1. The budget for the fiscal year commencing October 1, 2012 is hereby amended by providing for supplemental appropriations in the amounts identified in Exhibit A. Section 2. Should any section, sentence, clause, part or provision of this Resolution be declared invalid or unenforceable, by a court of competent jurisdiction, the same shall not affect the validity of this Resolution as a whole, or any part hereof other than the part declared to be invalid. Said provision declared to be invalid shall be deemed severed from the remaining provisions of this Resolution. Section 3. Resolutions or parts of Resolutions in conflict herewith are hereby repealed to the extent of such conflict. 1 of 11
Section 4. This Resolution shall take effect immediately upon adoption. ADOPTED by the City Commission of the City of Sarasota, upon reading by title only, after posting on the bulletin board at City Hall for at least three (3) days prior to adoption, as provided by Article IV, Section 2 of the Charter of the City of Sarasota, this 3rd day of June, 2013. Shannon Snyder, Mayor ATTEST: City Auditor and Clerk Mayor Snyder Vice Mayor Shaw Commissioner Caragiulo Commissioner Chapman Commissioner Atwell 2 of 11
EXHIBIT A City of Sarasota Budget Amendments for 2012-13 Back-up Appropriated # FND DPT CC OBJECT PROJ Project Description Expense Revenue County Reimbursement 06/03-1 103 203 000 337505 000000 Increase revenue and expense budget for reimbursment of program $ 56,870.00 103 203 000 000275 000000 delivery costs from Sarasota County. $ 56,870.00 3 of 11
SARASOTA Office of Housing & Community Development INTEROFFICE MEMORANDUM TO: John Lege III, Finance Director /!J.,o/f/ THROUGH: Donald D. Hadsel("OHCD General Manager FROM: RE: DATE: Cindy Emshoff, OHCD Finance Manager ~. Budget Amendment May 17,2013 A budget amendment is needed for fund 103, County Reimbursement, increasing the budget by $56,870.27. The City of Sarasota and Sarasota County have jointly worked on a project to mitigate drainage issues on Orange Avenue between 10 th and 1 ih Streets. A large portion of the project was funded by Sarasota County Disaster Recovery grant funds. On March 5, 2013 the Board of County Commissioners (BCC) approved a Second Amendment to the Sub-Recipient Agreement between Sarasota County and the City of Sarasota allowing the City to receive reimbursement for program delivery costs not to exceed $56,870.27. See attached BCC Contract number 2013-276. A portion of the time and effort of City project managers relative to the Orange Avenue drainage mitigation activity can be reimbursed by the County with Disaster Recoveryfunds~-........ -. Fund 103 - County Reimbursement 103-203-000-337505-000000 Dis Recov K County Reimb 103-203-000-000275-000000 Dis Recov K Transfer Exp (56,870.27) $56,870.27 4 of 11 06/03-(1of 8)
SARASOTA COUNTY GOVERNMENT Office of Housing and Community Development TO: THROUGH: FROM: DATE: SUBJECT: Sarasota County Commission Randall H. Reid, County Administrator Thomas C. Polk, Director, Planning and Development Services Donald Hadsell, Director, Housing and Community Development March 5, 2013 Orange A venue Drainage Improvement Project RECOMMENDED MOTION(S) OR ACTION(S): A. To approve a Contract, Amendment No.2 to Contract No. 2012-048, a Subrecipient Agreement with the City of Sarasota, to use a portion of Florida Disaster Recovery Community Development Block (CDBG) K Grant funds for the Orange A venue Drainage Improvement Project to extend the term of the Subrecipient Agreement to April 13, 2013, to increase the Grant Award in the amount of$100,815.00 and to amend Section II ofthe Subrecipient Agreement to allow the City of Sarasota to receive Project delivery funds, in an amount not to exceed $56,870.27; B. To adopt a Resolution, Budget Amendment No. B2013-020, amending the Fiscal Year (FY) 2013 Budget to transfer funds from the Disaster Recovery Fund to the CDBG County Capital Project Fund, in the amount of$100,815.00. BACKGROUND: The Florida Disaster Recovery Community Development Block (K) Grants and Supplemental Disaster Recovery Emergency Funds (DREF) were part of the Federal Community Development Block Grants (CDBG) received by the State of Florida as a result of Hurricane Fay. Sarasota County was able to apply for this funding through the Department of Economic Opportunity (DEO) as a result of beach erosion during this storm and apply it towards flood mitigation projects in low-income areas. ' The two Disaster Grants have funded a number of projects. These include: North Port Lift Stations; Venice Mobile Home Park Drainage Improvements; Orange Avenue Drainage Improvement Project; and Multi Family Windows and Doors (Bertha Mitchell and Jefferson Center). The North Port Lift Stations, the Venice Mobile Home Park Drainage Improvements and the Jefferson Center Window Projects are now complete. These projects were completed $35,944 under budget., In addition, the cost for the oversight of the Bertha Mitchell window and door project will be completed for $8,000 less than estimated. The remaining funds need to be moved 5 of 11 06/03-(2of 8)
to a project that is already approved by the State of Florida. The Orange A venue Drainage Improvement Project was pre-approved by the Commission on June 28,2011 and will improve Stormwater drainage in a lower income area that floods during heavy rains. Orange Avenue is a major arterial road that is often blocked during these minor storms and should there be a major storm, the road would be impassable. Orange A venue is both an evacuation route and the public safety vehicles from the 4th Street fire station use this road for emergencies. The Orange A venue Drainage Improvement Project has funding from both the K and DREF grants. To close the K grant on time, staff is proposing to allocate the $43,944 in K grant funds that will be unused from the three completed projects to the Orange A venue Drainage Improvement Project. The amount ofdref funds allocated to the project will be reduced by an identical amount. It is anticipated the additional DREF funds will become available for allocation as the Orange Avenue Drainage Improvement Project is currently projected to be $80,000 under budget. Staff will return to the County Commission within 90 days of project completion date to allocate all of the unused DREF funds to new projects once the Orange A venue Drainage Improvement Project is complete and the full amount of available DREF funds is known. Because the unused disaster funds were given to other recipients for projects that they owned, the funds currently reside in the Disaster Recovery Fund. Because the Orange A venue Drainage Improvement Project is a Sarasota County Capital project, the funds will need to be move to the County Capital Project fund. A budget resolution to transfer the $100,815 from the Disaster Recovery Fund, where the funds are now located, to the CDBG County Capital Project Fund is attached. The Florida Disaster Recovery CDBG (K) grant awarded funds to local governments for project delivery costs by the Office of Housing and Community Development. The current budget for project delivery costs is $67,664.70 and, ofthis amount, $56,870.27 is stili available. The City engineering and public works staff that administered and supervised the construction of the Orange Avenue Drainage ImprovementPfoject have been paicl out of City funds. Staffis proposing to use the balance ofthe project delivery funds to pay for salaries of city engineering employees that supervised the construction of the project. The Subrecipient Agreement with the City of Sarasota will need to be amended to increase the amount that can be paid to the City. Additionally, the amendment of the section in the Subrecipient Agreement that prohibits the City from using grant funds to pay for the administration of the Orange Avenue Drainage Project is necessary. The total amount paid for OHCD, County and City staff will not exceed the current budget for project delivery costs of $67,664.70. RELEVANT PRIOR BOARD ACTION: 1. February 16,2010 - Authorized execution and submittal of a Housing and Urban DeVelopment (HUD) Disaster Recovery Funding Grant Application to the FDCA for projects that will mitigate damages from future weather related storms, in the amount of $2,353,794.00; 2. March 16,2010 - Approved Contract No. 2010-242, an Interlocal Agreement, with the City of Sarasota to allocate CDBG Disaster Recovery Initiative Funds for the mitigation of 6 of 11 06/03-(3of 8)
flooding impacts and associated improvements and damages from future storms to rental housing within the City of Sarasota; 3. June 28,2011 - Authorized the execution and submittal of a Housing and Urban Development (HUD) Disaster Recovery Funding Grant Application to the Florida Department of Community Affairs (FDCA) for projects that wm mitigate- damages from future weather related storms, in the amount of $799,024.37; 4. October 11, 2011 - A. Approved Contract No. 2012-048, a Subrecipient Agreement, with the City of Sarasota to use a portion of the Florida Department of Community Affairs Community Development Block Grant (CDBG) Program Federal Fiscal Year 2008 Disaster Recovery Program Storm Mitigation Projects funds for the Orange A venue Drainage Improvement Project, in an amount not to exceed $1,238,547.00;.- B. Approved Contract No. 2012-049, a Joint Project Agreement, with the City of Sarasota for the Orange A venue Drainage Improvement Project (from loth Street to 19th Street), in the amount of$2,243,620.00, contingent upon a future Grant Agreement with the Florida Department of Community Affairs, in the amount of$31o,073.37. 5. June 26, 2012 - A. Approved Contract No. 2012-388, Amendment No.1 to Contract No. 2012-048, a Subrecipient Agreement with the City of Sarasota to use a portion of Florida Disaster Recovery Community Development Block Grant funds for the Orange Avenue Drainage Improvement Project to extend the term of the Subrecipient Agreement to March 13,2013, and to increase the Grant Award in the amount of$1,285,629.00; B. Approved Contract No. 2012-389, a Subrecipient Agreement with the City of Sarasota for Florida Department of Economic Opportunity Federal Fiscal Year (FFY) 2008 Supplemental Disaster Recovery Emergency Funds for the Orange A venue Drainage Improvement Project, in an amount not to exceed $294,570.00; C. Approved Contract No. 2012-390, Amendment No.1 to Contract No. 2012-049, a Joint Project Agreement with the City of Sarasota for the construction of the Orange Avenue Drainage Improvement Project (10th Street to 19th Street) to increase the County's commitment in an amount not to exceed $2,280,199.00; D. Approved Contract No. 2012-391, an lnterlocal Agreement with the City of Sarasota providing for the consent to use Florida Department of Economic Opportunity FFY 2008 Supplemental Disaster Recovery Emergency Funds _ for the Orange Avenue Drainage Improvement Project at 17th Street, and associated improvements within the City of Sarasota. ANALYSIS: Approval of these items will enable the use of all of the Disaster Recovery Funds awarded to Sarasota County. Staff that worked on the Orange Avenue Drainage Project will be able to be paid using grant funds. Without these actions, funds will need to be returned to the State of Florida and eventually, the federal treasury. RECOMMENDATIONS: 7 of 11 06/03-(4of 8)
A. To approve a Contract, Amendment No.2 to Contract No. 2012-048, a Subrecipient Agreement with the City of Sarasota, to use a portion of Florida Disaster Recovery Community Development Block (K) Grant funds for the Orange A venue Drainage Improvement Project to increase the Grant Award in the amount of$100,815 and to amend Section II of the Subrecipient Agreement to allow the City of Sarasota to receive project. delivery funds in an amount not to exceed $56,870.27. B. To adopt a Resolution, Budget Amendment No. B20B-020, amending the Fiscal Year (FY) 2013 Budget to increase the CDBG County Capital Project Fund, in the amount of$100,815 and reduce the Disaster Recovery Fund in the amount of $1 00,815. FUNDING SOURCE: Funds for increase contract costs of$43,944 and $56,870.27, project administration costs are currently budgeted in Fund 187, Disaster Recovery. Upon approval of Budget Resolution B2013-020, these funds will be removed from Fund 187 and appropriated in Fund 314, CDBG County Capital Project Fund. Attachments: Amendment #2 to the Subrecipient Agreement between Sarasota County and the City of Sarasota ( Original Subrecipient Agreement (2012-048) Amendment #1 to the Subrecipient Agreement between Sarasota County and the City of Sarasota (Contract #2012-388) Budget Resolution. 8 of 11 06/03-(5of 8)
SECOND AMENDMENT TO THE SUBRECIPIENT AGREEMENT BETWEEN SARASOTA COUNTY, FLORIDA AND THE CITY OF SARASOTA, FLORIDA FOR DISASTER ASSISTANCE GRANT CONTRACT NO.20/3-27(P sec APPROVED 0/ s II =2. THIS SECOND AMENDMENT TO THE SUBRECIPIE;NT AGREEMENT, is made and entered into at Sarasota County, Florida this _3Y_. _~ ay of NlA-KaJtt, 2013 by and between the COUNTY OF SARASOTA, FLORIDA, a political subdivision of the State of Florida, hereinafter referred to as "COUNTY' and the CITY OF SARASOTA, FLORIDA, a municipal corporation of the State of Florida, herein after referred to as "CITY." WHEREAS, the COUNTY and CITY entered into the Subrecipient Agreement on October 11, 2011; and WHEREAS, the COUNTY and CITY entered into a first amendment to the Subrecipient Agreement on July 26,2012; and WHEREAS, this Subrecipient Agreement, as amended will expire on March 13, 2013, bllt the parties desire additional time to complete the project; and WHEREAS, this Subrecipient Agreement, as amended, awarded the City of Sarasota $1,285,629 in Florida Disaster Grant K funding for this project, but the parities desire to increase the award by $100,815; and WHEREAS, the parties desire to amend the Subrecipient Agreement to allow the City of Sarasota to receive payment for project delivery costs, including the cost -dfenginee-rihg anbpro}eftrmahagement. NOW, THEREFORE, in consideration of the foregoing and the mutual covenants hereinafter contained, it is agreed between the City and the County as follows: Section 1. Section III, TIME OF PERFORMANCE of the Subrecipient Agreement is amended to April 13, 2013 as necessary to allow the completion of the Florida Disaster Recovery Community Development Block Grant project. Section 2. Section IV, PAYMENT of the Subrecipient Agreement is amended to a new not to exceed amount of $1,388,443. Section 3. Section II, SCOPE OF SERVICE, A. Activities, General Administration is amended to add, "The CITY may receive funding for personnel costs associated with the engineering, supervision and management of this Subrecipient Agreement in an amount not to exceed $56,870.27. 9 of 11 06/03-(6of 8)
Section 4. Except as expressly set forth herein, all of the terms and conditions of the Subrecipient Agreement, as amended, are hereby ratified and confirmed by City and County and each by the execution of this second amendment hereby signifies their intent to be bound thereby. IN WITNESS WHEREOF, the Parties have executed this contract as of the date first written above. Adopted and Executed by the City of Sarasota on this ~day of )l\t:,.xcil 2013. Adopted and Executed by Sarasota County on this 2013. Date signed by City of SARASOTA ATTEST: KAREN E. RUSHING, Clerk of the Circuit COurt andex-officio Clerk of the Board of County Commissioners of Sarasota, County Florida //jl / /~), J j / v/ I f By: / // Depu "Cle BOARD OF COUNTY COMISSIONERS OF SARASOTA COUNTY, FLORIDA ()I( By VlCE:-Chair Mi/t:' Approved as to form and correctness: By. ~~ County Att mey -r fi W. 10 of 11 06/03-(7of 8)
Sa~asota County Board of County Commissioners Capital Project Report Recovery 17th & Orange Flood C - 75851300. - Proj 75851 - Fund 314 Project as of May 2013. Objcct Code Total Project Current Year Year to Date BlId2et Bud2et C!.lmmitmcnt E:mllndiwm Project to Date E,nl!.m~litll[!l~ Available BaiaD!l 500630 Improvements 1,386,444.00 100,815.00. 0.00 911,106.21 1,329,573.02 56,870.98 Project Total 1,386,444.00 100,815.00 0.00 911,106.21 1,329,573.02 56,870.9R 11 of 11 06/03-(8of 8). ~ User Name: Cynthia EmshofT Run Dale: 05/17/2013 Report ld: AVCPI005 (Monthly Aml~) Page I