HomeMy WebLinkAboutSEOPW-CRA-R-01-0088RESOLUTION NO. 0 1 - 88
A RESOLUTION OF THE BOARD OF DIRECTORS OF THE
SOUTHEAST OVERTOWN/PARK WEST COMMUNITY
REDEVELOPMENT AGENCY (THE "CRA") AUTHORIZING THE
CRA EXECUTIVE DIRECTOR TO ENTER INTO A THREE YEAR
SUPPORT AGREEMENT WITH THE CITY OF MIAMI'S
DEPARTMENT OF COMMUNITY DEVELOPMENT (THE "MDCD")
ON BEHALF OF THE OVERTOWN OPTIMIST CLUB (THE "CLUB")
PURSUANT TO WHICH THE CRA WILL PERFORM FIDUCIARY
FUNCTIONS REGARDING THE USE OF FUNDS ALLOCATED BY
THE MDCD TO THE CLUB WHICH AGREEMENT SHALL BE IN A
FORM APPROVED FOR LEGAL SUFFICIENCY BY THE CITY
ATTORNEY.
WHEREAS, the Southeast Overtown/Park West Community Redevelopment Agency
(the "CRA") is responsible for carrying out community redevelopment activities and projects in
the Southeast Overtown/Park West Community Redevelopment Area established pursuant to the
CRA Redevelopment Plan: and
WHEREAS, the CRA in recognition of its role in the Redevelopment Area desires to
provide assistance to the Club as it relates to the operation of the Overtown Optimist Club's
Concession stand and the grant of fund from MDCD; and
WHEREAS, the CRA desires to perform fiduciary functions for the Club with respect to
finance and budget matters related to funding allocations from the MDCD, which is administered
through the City's Parks and Recreation Department (the "Subgrant"): and
WHEREAS, expenditures of the Club are subject to the terms of its Subgrant with the
17
MDCD and the Club desires to have the CRA become its fiduciary with respect to its financial
and hudoet matters.
NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF DIRECTORS OF THE
COMMUNITY REDEVELOPMENT AGENCY OF THE CITY OF MIAMI, FLORIDA:
Section 1. The recitals and findings contained in the Preamble to the Resolution are
incorporated herein as if fully set forth in this Section.
Section 2. The CRA Board of Directors authorizes the Executive Director to enter
into an agreement with the MDCD on the behalf of the Club pursuant to which the CRA will
provide administrative and technical support and become its fiduciary with respect to financial
and budget issues to assist the Club to comply with the requirement of the Subgrant for a period
of three (3) years with two successive one-year renewal periods. The agreement shall include the
following terms:
A 0
t
(a) The Club shall agree not to alter its bylaws during the term of the
agreement and adhere to policies regarding the handling of cash, petty cash, and procurement
where a purchase price exceeds $100.
(b) The Club shall be required to provide the CRA and its Board Members
with sufficient notice in advance of board meetings for the Club with the requisite documents i.e.
agenda package. The Club will also provide the CRA with official minutes of each meeting on a
timely basis, for distribution to CRA Board Members.
(c) The Club will agree to confer with the CRA on all items relating to
finance and budget as it relates to Subgrant
(d) The CRA in providing administrative support during the term of the
agreement and shall establish for the Club policies regarding cash, petty cash and procurement.
In addition, the CRA shall perform the following functions:
(1) Reconciliation of bank statement(s)
(ii) Preparation of monthly financial statements
(iii) Preparation of semi-annual and year-end financial statements
(iv) Provide a CRA representative at every Board meeting
(v) Provide policies regarding cash, petty cash and procurement
(vi) Provide a copy of the City of Miami vendor list
(vii) Provide access to city services when feasible
Section 3. The City Attorney for legal sufficiency shall approve the agreement
between the CRA and the Club.
Section 4. This resolution shall be effective upon its adoption
PASSED AND ADOPTED this 10th day of J&ily, 2001.
Walter J
City Cle
APPROVED AS TO FORM
AND CORRECTNESS:
&6zX
Holland & Knigrlr.,LLP
CRA' Legal' Counsel`
ArthuWE. Teele, Jr., Chairn
CITY OF MIAMI, FLORIDA
TO : Chairman Teele and
Members of the CRA Board
INTER -OFFICE MEMORANDUM
DATE : July 10. 2001
FILE :
SUBJECT : Agreement between CRA and the
Overtown Optimist Club for
REFERENCES: administrative support
FROM :
Dipak M. Parek h
ENCLOSURES : Resolution
Executive Direct
D?
RECOMMENDATION
It is recommended that the Board of Directors of the Southeast Overtown/Park West Community
Redevelopment Agency of the Area (the "CRA") approve the attached Resolution, which
authorizes the Executive Director to enter into an agreement with the City of Miami's Department
of Community Development on behalf of the Overtown Optimist Club (the "Club") to perform
fiduciary functions on behalf of the Club which will consist of administrative support and fiduciary
responsibilities with respect to financial and budget matters to assist the Club in compliance with
the requirements of the subgrant agreement (the "Subgrant") between the Club and the City of
Miami Community Development Department.
BACKGROUND
The Club is one of many existing community organizations within the Southeast Overtown Park
West Redevelopment Area, over which the CRA has the responsibility of redevelopment activities.
The CRA recognizes that the existence an organization such as the Club significantly enhances the
Redevelopment Area. The CRA, via Resolution SEOPW/CRA 01-19 approved on February 26.
2001, has provided assistance with the design and construction of a concession stand for the Club.
The Club has obtained a Subgrant with respect to the operation of the concession stand and the
Club has requested that the CRA provide the Club with administrative support and act as a
fiduciary to the Club with respect to financial and budget matters to help the Club comply with the
terms of the Subgrant.
Funding Source: N/A
Account Number: N/A
SENT BY:CITY OF bI I AM I ; 5- 2- 1 ; 3 : 37PM ; CONIM. A. TEELE-�
RESOLUTION NO.
01-- 19
A RESOLUTION OF THE BOARD OF DIRECTORS OF
THE SOUTHEAST OVERTOWN/PARK WEST COMMUNITY
REDEVELOPMENT AGENCY ("CRA") AUTHORIZING A
WORK -ORDER TO CIVIL-CADD ENGINEERING
INC., TO DESIGN A CONCESSION STAND, AND
STORAGE AREA FOR THE OVERTOWN OPTIMIST CLUB
AT THEODORE GIBSON PARK WITH ASSISTANCE OF
THE CITY OF MIAMI PARKS AND RECREATION
DEPARTMENT.
3053724646;# 6/ 7
ITEM 22
WHEREAS, the City of Miami approved and adopted the
Southeast Overtown/Park West Community Redevelopment Plan (the
"Redevelopment Plan") and
WHEREAS, The CRA is responsible for carrying out
community redevelopment projects and activities in the Southeast
Overtown/Park West: Redevelopment Area (the "Redevelopment Area")
established pursuant to the Redevelopment Plan; and
WIEREAS, the CRA is hereby authorizing the Executive
Director to issue a work -order to Civil-Cadd Engineering Inc.,
(the "Civil-Cadd") to desigii the concession stand and storage
area for -the Overtown Optimist Club under Civil-Cadd professional
agreement with the CRA, and with the assistance of City of Miami
Parks and Recreation Department.
NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF DIRECTORS OF
THE SEO/PW CRA AND CREATED BY THE CITY OF MIAMI, FLORIDA:
Section 1. The recitals and findings contained in the
Preamble to this Resolution are incorporated herein as if fully
set forth in this Section.
Section 2. The CRA has hereby authorized the Executive
Director to issue a work -order to Civil-Cadd Engineering Inc., to
design a concession stand and storage area at Tbeodore Gibson
Park for the City of Miami Parks and Recreation Department.
SE0r%sue.. 0 1 — 88
SENT'BY:CITY OF MIAMI2- 1 ; 3:37PM COMM. A. TEW
3053724646;# 7/ 7
ITEM 22
Section 3. This Resolution shall become effective
immediately upon its adoption.
PASSED AND ADOPTED this 26 day of February, 2001.
Art ur E. Teele, 1 , ixman
A
f
•
Walter JN%,
City Clerk
APPROVED.AS
�dro Vilarello
i Attorney
CORRECTNESS;
ATTACHMENT # 1:
Re: Agreement between City of Miami's CRA and
The Overtown Optimist Club
CASH PROCEDURES
Cash/Check Procedures:
A. Receipt of cash
1. Issue a receipt for all cash collected and be sure to state the purpose of the
receipt i.e. deposit, dues
2. Count the cash at the end of the activity; separate by denomination
3. Record the cash on the cash receipt control sheet
4. Prepare the bank deposit slip
5. Make deposit within 24 hours or the next business day if check is received on
a weekend or public or banking holiday
6. Retain, for club records, a copy of the bank deposit slip.
7. Forward the original bank deposit slip to the CRA
B. Receipt of Checks
1. Make copy of the original check
2. Stamp `received' and date and sign check copy
3. Record the check(s) on the cash receipts control sheet
4. Make a record of the check (from item #2) and place it in the cash receipts file
5. Prepare the bank deposit slip
6. Make deposit within 24 hours or the next business day if check is received on
a weekend or public or banking holiday
7. Retain, for club records, a copy of the bank deposit slip.
8. Forward the original bank deposit slip to the CRA
C. Recording of Cash Receipts for Reconciling Purposes:
1. The Optimist Club will provide, on a daily basis, a copy the day's cash receipts
control sheet and the bank deposit slip.
2. All bank statements must be forwarded to the CRA directly from the bank
(change the delivery addresses to that of the CRA)
PROCUREMENT /DISBURSEMENT PROCEDURE
The purchase of items are determined by the agreement(s) entered into by the Club and
the Community Development Department. Acquisition of necessary goods and services
will be by requesting, ordering, competitive pricing, evaluating alternatives and the
receipt and payment of said goods and services.
A. Purchase of goods and services:
1. Purchase orders are required to be issued prior to the purchase of goods and
services.
2. Items will be purchased based on an agreed upon budget between the Club and
Community Development.
3. Expenses greater than $1,000 will require an approval from the board via a Board
Resolution and require three telephone bids.
4. Transactions that exceed $4,500, requires three bid quotations prior to placing an
actual order.
5. Items of a lesser value will require either a resolution or a documentation
indicating that the board has approved the purchase of the item i.e. meeting
minutes indicating voting members' vote for the purchase of the item
B. Disbursements Processing:
Receipt of goods and Invoices for services performed:
1. For goods received, inspect items to ensure the quality of goods delivered, as
well as to verify that goods received are those initially ordered.
2. Obtain a copy of the purchase requisition, and the resolution authorizing the
purchase, and compare the item number and quantity ordered to the packing
slip/vendor invoice.
3. For incomplete deliveries, notify the vendor via telephone or fax (written
document better), and obtain a timeframe for the delivery to complete the
order. Circle the missing item(s) on the original invoice and indicate the
appropriate adjustment to the total dollar amount of the invoice.
4. For items that are damaged, or do not represent goods initially ordered, notify
the vendor via telephone or fax (written from is better). Circle the item(s) on
the original invoice and indicate the appropriate adjustment to the total dollar
PW/
•
•
4. For items that are damaged, or do not represent goods initially ordered, notify
the vendor via telephone or fax (written from is better). Circle the item(s) on
the original invoice and indicate the appropriate adjustment to the total dollar
amount of the invoice.
Goods and Services:
5. Stamp the invoice received, date and sign the documents. (Forward all
invoices related to project activities to the Chief Financial Officer (CFO) and
the Executive Director for review to ensure that the scope of services complies
with the work order issued).
6. For office supplies, record items on an inventory control sheet before
distribution to staff, as needed.
7. Make one copy of the invoice and place in the vendor file
8. Forward the original invoice to the CFO.
C. Recording of Disbursement for Monitoring (CRA will perform items 2 and 3):
1. Enter the expenditure amount, date requested, Purchase Order number or Direct
Payment Voucher number, requisition number, work order number (a work order
is utilized for professional services) and the expenditure type on the CRA's
schedule of Disbursement (see attachment # 2)
2. Code the invoice or the work order with the appropriate accounts to
charge/encumber.
3. Forward the invoice to the City's Finance Department for disbursement and
recording of the payment as issued.
8w� 01— 8
sB0
Attachments:
Re: Agreement between City of Miami's CRA and
The Overtown Optimist Club
PROCEDURES
Cash/Check Procedures:
A. Receipt of cash
I . Issue a receipt for all cash collected and be sure to state the purpose of the
receipt i.e. deposit, dues
2. Count the cash at the end of the activity; separate by denomination
3. Record the cash on the cash receipt control sheet
4. Prepare the bank deposit slip
5. Make deposit within 24 hours or the next business day if check is received on
a weekend or public or banking holiday
6. Retain, for club records, a copy of the bank deposit slip.
7. Forward the original bank deposit slip to the CRA
B. Receipt of Checks
I . Make copy of the original check
2. Stamp `received' and date and sign check copy
3. Record the check(s) on the cash receipts control sheet
4. Make a record of the check (from item #2) and place it in the cash receipts file
5. Prepare the bank deposit slip
6. Make deposit within 24 hours or the next business day if check is received on
a weekend or public or banking holiday
7. Retain, for club records, a copy of the bank deposit slip.
8. Forward the original bank deposit slip to the CRA
C. Recording of Cash Receipts for Reconciling Purposes:
1. The Optimist Club will provide, on a daily basis, a copy the day's cash receipts
control sheet and the bank deposit slip.
2. All bank statements must be forwarded to the CRA directly from the bank
(change the delivery addresses to that of the CRA)
•
•
PROCUREMENT POLICY/PROCEDURE
The purchase of items are determined by the agreement(s) entered into by the Club and
the Community Development Department. Acquisition of necessary goods and services
will be by requesting, ordering, competitive pricing, evaluating alternatives and the
receipt and payment of said goods and services.
A. Purchase of goods and services:
1. Purchase orders are required to be issued prior to the purchase of goods and
services.
2. Items will be purchased based on an agreed upon budget between the Club and
Community Development.
3. Expenses greater than $1,000 will require an approval from the board via a Board -
Resolution and require three telephone bids.
4. Transactions that exceed $4,500, requires three bid quotations prior to placing an
actual order.
5. Items of a lesser value will require either a resolution or a documentation
indicating that the board has approved the purchase of the item i.e. meeting
minutes indicating voting members' vote for the purchase of the item
B. Disbursements Processing:
Receipt of goods and Invoices for services performed:
1. For goods received, inspect items to ensure the quality of goods delivered, as
well as to verify that goods received are those initially ordered.
2. Obtain a copy of the purchase requisition, and the resolution authorizing the
purchase, and compare the item number and quantity ordered to the packing
slip/vendor invoice.
3. For incomplete deliveries, notify the vendor via telephone or fax (written
document better), and obtain a timeframe for the delivery to complete the
order. Circle the missing item(s) on the original invoice and indicate the
appropriate adjustment to the total dollar amount of the invoice.
4. For items that are damaged, or do not represent goods initially ordered, notify
the vendor via telephone or fax (written from is better). Circle the item(s) on
the original invoice and indicate the appropriate adjustment to the total dollar
amount of the invoice.
Goods and Services:
5. Stamp the invoice received, date and sign the documents. (Forward all
invoices related to project activities to the Chief Financial Officer (CFO) and
the Executive Director for review to ensure that the scope of services complies
with the work order issued).
6. For office supplies, record items on an inventory control sheet, before
distribution to staff, as needed.
7. Make one copy of the invoice and place in the vendor file
8. Forward the original invoice to the CFO.
C. Recording of Disbursement for Monitoring (CRA will perform items 2 and 3):
1. Enter the expenditure amount, date requested, Purchase Order number or Direct
Payment Voucher number, requisition number, work order number (a work order
is utilized for professional services) and the expenditure type on the CRA's
schedule of Disbursement (see attachment # 2)
2.. Code the invoice or the work order with the appropriate accounts to
charge/encumber.
3. Forward the invoice to the City's Finance Department for disbursement and
recording of the payment as issued.
SEO Vic".
ATTACHMENT (2)
City of Miami Community Redevelopment Agency
Schedule of Disbursements
For the period October 1, 1999 through September 30, 2000
Expense Car group Workmen's Jnemployment Prof -Svc
Prof -Svc
Prof -Svc Prof -Svc
Other Training 3
Purchase
Salaries
SS Cont Allowance ABowence, Insurance :ompensallot:ompsnsallot Appraisals Architects
legal
Engineering Accounting
Advertising :ontnaclual-Sv Workshops
Travel
Telephone
Postage
Date Ordere
Vendor .010
.100 .080 .083 .130 .150 .160 .220 .230
.250
.270 .280
.287 .340 .410
.420
.510
.533
4f72000 OP58210
da/Broward GOA Finance Officers
28 00
4f72000 OP68211
The Downtown Bay Forum
16.00
4f72000 DP58212
Aaron Strong. Drug Test Relmb
4f7/2D00 DP58213
National Development Council
4/72000 PO 74009
Wyndham Miami -Biscayne Bay
2,825.00
15200
4/72000 P074088
News Express, Inc.
4/72000 P074063
ADP Easypay Miami
4/712000 P074064
Crystal Springs-Mlaml
' 0712000 P074005
10S Capital
4n2000 P074068
Neatet Communications
1,300.19
4/1012000 P074058
Apricot Office Supplios
4JI02000 P014071
AIKO Printing
4/10/2000 P074190
Eden Temporary Services, Inc
3,339.37
4112/2000 P074070
Communlleoh.net
411222000 P074067
VOID
4/1=000 DP58214
Chelso ArswB
4/18/2000 OP66216
Manion -Tampa Waterside
297 00
4/10/2000 DP07948
Metro -Dade County
411912DOO P074072
VaMgraph, Inc.
41192000 P074073
Wyndham Miami -Biscayne Bay
704.50
411912000 P074074
Dupont Plaza Center
4/192000 P074076
CkmpUSA, Inc.
4/192000 P074076
ADP Easypay Miami
4/192000 P074077
Embassy Suftes Hotel
1,112.00
42412DOO DP58206
OMNI Inner Harbor Hotel
67600
•
4/28/2000 P074081
Humana Medical Plan
1,788.16
r_-
Total for April, 2000
0.00
0.00
0.00
0.00
1,788.16
0.00
0.00
0.00 0.00
0.00
MOD 0.W
0.00
3,330.37
3.524.10
2,084.00
1.300.19
o00
Balanco brought forward
201.001.76
17,370.17
17,437.50
5,975.o0
2.061.91
0.00
0.00
4,150.00 20,506.7S
72,482.63
8,800.00 12.00100
0.00
10.354.71
1.370.90
650.61
3,032.95
11.7$
f+,
Year to date total
201.961.76
,17,370.17
17.437.50
6,975.00
3,840.08
0.00
0.0D
A150.00 20,506.75
72,48253
8,So0.o0 12.000.00
0.00
1972408
4,895.00
2.743.81
4,333.14
11.75
u�.•
Budget Totals
706.578.00
63,077.00
14,000.00
10,8moD
70,558.00
28,223.00
38,101.00
8,725.00
100,0W.00
40,000.00
1,200.00
50,OD0.00
5,000.00
16,000.00
12.000.00
4,000.W
00
A I
CITY OF MIAMI, FLORIDA
TO : Chairman Teele and
Members of the CRA Board
INTER -OFFICE MEMORANDUM
DATE : July 10, 2001 FILE :
SUBJECT : Agreement between CRA and the
Overtown Optimist Club for
administrative support
REFERENCES:
FROM :
Dlpak M. Parekh ENCLOSURES :Resolution
Executive Director
RECOMMENDATION
It is recommended that the Board of Directors of the Southeast Overtown/Park West Community
Redevelopment Agency of the Area (the "CRA") approve the attached Resolution. which
authorizes the Executive Director to enter into an agreement with the City of Miami's Department
of Community Development on behalf of the Overtown Optimist Club (the "Club") to perform
fiduciary functions on behalf of the Club which will consist of administrative support and fiduciary
responsibilities with respect to financial and budget matters to assist the Club in compliance with
the requirements of the subgrant agreement (the "Subgrant") between the Club and the City of
Miami Community Development Department.
BACKGROUND
The Club is one of many existing community organizations within the Southeast Overtown Park
West Redevelopment Area, over which the CRA has the responsibility of redevelopment activities.
The CRA recognizes that the existence an organization such as the Club significantly enhances the
Redevelopment Area. The CRA, via Resolution SEOPW/CRA 01-19 approved on February 26.
'1001. has provided assistance with the design and construction of a concession stand for the Club.
The Club has obtained a Subarant with respect to the operation of the concession stand and the
Club has requested that the CRA provide the Club with administrative support and act as a
fiduciary to the Club with respect to financial and budget matters to help the Club comply with the
terms of the Subgrant.
Funding Source: N/A
Account Number: N/A
swPwicu-
SENT BY:CITY OF MIAMI
5- 2- 1 ; 3:37PM
COMM. A. TEELE,
3053724646;# 6/ 7
ITEM 22
RESOLUTION NO.
01-- 19
A RESOLUTION OF THE BOARD OF DIRECTORS OF
THE SOUTHEAST OVERTOWN/PARK WEST COMMUNITY
REDEVELOPMENT AGENCY ("CRA") AUTHORIZING A
WORK -ORDER TO CIVIL-CADD ENGINEERING
INC., TO DESIGN A CONCESSION STAND, AND
STORAGE AREA FOR THE OVER'1'OWN OPTIMIST CLUB
AT THEODORE GIBSON PARK WITH ASSISTANCE OF
THE CITY OF MIAMI PARKS AND RECREATION
DEPARTMENT.
WHEREAS, the City of Miami approved and adopted the
Southeast Overtown/Park West Community Redevelopment Plan (the
"Redevelopment Plan") and
WHEREAS, The CRA is responsible for carrying out
community redevelopment projects and activities in the Southeast
Overtown/Park West Redevelopment Area (the "Redevelopment Area")
established pursuant to the Redevelopment Plan; and
WISREAS, the CRA is hereby authorizing the Executive
Director to issue a work -order to Civil-Cadd Engineering Inc.,
(the 'Civil-Cadd") to desigii the concession stand and storage
area for the Overtown Optimist Club under Civil.-Cadd professional
agreement with the CRA, and with the assistance of City of Miami
Parks and Recreation Department.
NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF DIRECTORS OF
THE SEO/PW CRA AND CREATED BY THE CITY OF MIAMI, FLORIDA:
Section 1. The recitals and findings contained in the
Preamble to this Resolution are incorporated herein as if fully
set forth in this Section.
Section 2. The CRA has hereby authorized the Executive
Director to issue a work -order to Civil.-Cadd Engineering Inc., to
design a concession stand and storage area at Theodore Gibson
Park for the City of Miami Parks and Recreation Department.
01- 19
r
sEOPwl 01- 88
SENT BY:C1TY OF MIAMI �- 1 3:37PAI COMM. A. TEF-
3053724646;# 7/ 7
)ITEM 22
Section 3. This Resolution shall become effective
immediately upon its adoption.
PASSED AND ADOPTED this 26 day of February, 2001.
Art ur E. Teele, Jr., irman
ATS
•
i
Walter
City Clerk
APPROVED . AS T FJ
�' dro Vilarello
Ci Attorney
CORRECTNESS:
morwjcu.,�► 0 1-- 19
ATTACHMENT # 1:
Re: Agreement between City of Miami's CRA and
The Overtown Optimist Club
CASH PROCEDURES
Cash/Check Procedures:
A. Receipt of cash
1. Issue a receipt for all cash collected and be sure to state the purpose of the
receipt i.e. deposit, dues
2. Count the cash at the end of the activity; separate by denomination
3. Record the cash on the cash receipt control sheet
-4. Prepare the bank deposit slip
5. Make deposit within 24 hours or the next business day if check is received on
- a weekend or public or banking holiday
6. Retain, for club records, a copy of the bank deposit slip.
7. Forward the original bank deposit slip to the CRA
B. Receipt of Checks
1. Make copy of the original check
2. Stamp `received' and date and sign check copy
3. Record the check(s) on the cash receipts control sheet
4. Make a record of the check (from item 42) and place it in the cash receipts file
5. Prepare the bank deposit slip
6. Make deposit within 24 hours or the next business day if check is received on
a weekend or public or banking holiday
7. Retain, for club records, a copy of the bank deposit slip.
8. Forward the original bank deposit slip to the CRA
C. Recording of Cash Receipts for Reconciling Purposes:
1. The Optimist Club will provide, on a daily basis, a copy the day's cash receipts
control sheet and the bank deposit slip.
2. All bank statements must be forwarded to the CRA directly from the bank
(change the delivery addresses to that of the CRA)
PROCUREMENT /DISBURSEMENT PROCEDURE
The purchase of items are determined by the agreement(s) entered into by the Club and
the Community Development Department. Acquisition of necessary goods and services
will be by requesting, ordering, competitive pricing, evaluating alternatives and the
receipt and payment of said goods and services.
A. Purchase of goods and services:
1. Purchase orders are required to be issued prior to the purchase of goods and
services.
2. Items will be purchased based on an agreed upon budget between the Club and
Community Development. .
3. Expenses greater than $1,000 will require -an approval from the board -via a -Board
Resolution and require three telephone bids.
4. Transactions that exceed $4,500, requires three bid quotations prior to placing an
actual order.
5. Items of a lesser value will require either a resolution or a documentation
indicating that the board has approved the purchase of the item i.e. meeting
minutes indicating voting members' vote for the purchase of the item
B. Disbursements Processing:
Receipt of goods and Invoices for services performed:
1. For goods received, inspect items to ensure the quality of goods delivered, as
well as to verify that goods received are those initially ordered.
2. Obtain a copy of the purchase requisition, and the resolution authorizing the
purchase, and compare the item number and quantity ordered to the packing
slip/vendor invoice.
3. For incomplete deliveries, notify the vendor via telephone or fax (written
document better), and obtain a timeframe for the delivery to complete the
order. Circle the missing item(s) on the original invoice and indicate the
appropriate adjustment to the total dollar amount of the invoice.
4. For items that are damaged, or do not represent goods initially ordered, notify
the vendor via telephone or fax (written from is better). Circle the item(s) on
the original invoice and indicate the appropriate adjustment to the total dollar
88
dp ®1-
i
4. For items that are damaged, or do not represent goods initially ordered, notify
the vendor via telephone or fax (written from is better). Circle the item(s) on
the original invoice and indicate the appropriate adjustment to the total dollar
amount of the invoice.
Goods and Services:
5. Stamp the invoice received, date and sign the documents. (Forward all
invoices related to project activities to the Chief Financial Officer (CFO) and
the Executive Director for review to ensure that the scope of services complies
with the work order issued).
6. For office supplies, record items on an inventory control sheet before
distribution to staff, as needed.
7. Make one copy of the invoice and place in the vendor file
8. Forward the original invoice to the CFO.
C. Recording of Disbursement for Monitoring (CRA will perform items 2 and 3):
1. Enter the expenditure amount, date requested, Purchase Order number or Direct
Payment Voucher number, requisition number, work order number (a work order
is utilized for professional services) and the expenditure type on the CRA's
schedule of Disbursement (see attachment # 2)
2. Code the invoice or the work order with the appropriate accounts to
charge/encumber.
3. Forward the invoice to the City's Finance Department for disbursement and
recording of the payment as issued.
SEOPW/ 0 188
-
Attachments:
Re: Agreement between City of Miami's CRA and
The Overtown•Optimist Club
PROCEDURES
Cash/Check Procedures:
A. Receipt of cash
1. Issue a receipt for all cash collected and be sure to state the purpose of the
receipt i.e. deposit, dues
2. Count the cash at the end of the activity; separate by denomination
3. Record the cash on the cash receipt control sheet
4. Prepare the bank deposit slip
5. Make deposit. within 24 hours or the next business day if check is received on
a weekend or public or banking. holiday
6. Retain, for club records, a copy of the bank deposit slip.
7. Forward the original bank deposit slip to the CRA
B. Receipt of Checks
1. Make copy of the original check
2. Stamp `received' and date and sign check copy
3. Record the check(s) on the cash receipts control sheet
4. Make a record of the check (from item #2) and place it in the cash receipts file
5. Prepare the bank deposit slip
6. Make deposit within 24 hours or the next business day if check is received on
a weekend or public or banking holiday
7. Retain, for club records, a copy of the bank deposit slip.
8. Forward the original bank deposit slip to the CRA
C. Recording of Cash Receipts for Reconciling Purposes:
1. The Optimist Club will provide, on a daily basis, a copy the day's cash receipts
control sheet and the bank deposit slip.
2. All bank statements must be forwarded to the CRA directly from the bank
(change the delivery addresses to that of the CRA)
., ssorwt
PROCUREMENT POLICY/PROCEDURE
The purchase of items are determined by the agreement(s) entered into by the Club and
the Community Development Department. Acquisition of necessary goods and services
will be by requesting, ordering, competitive pricing, evaluating alternatives and the
receipt and payment of said goods and services.
A. Purchase of goods and services:
1. Purchase orders are required to be issued prior to the purchase of goods and
-services.
2. Items will be purchased based on an agreed upon budget between -the Club and
Community Development.
3. Expenses greater than $1,000 will require an approval from the board via a -Board =
Resolution and require three telephone bids.
4. Transactions that exceed $4,500, requires three bid quotations prior to placing an
actual order.
5. Items of a lesser value will require either a resolution or a documentation
indicating that the board has approved the purchase of the item i.e. meeting
minutes indicating voting members' vote for the purchase of the item
B. Disbursements Processing:
Receipt of goods and Invoices for services performed:
1. For goods received, inspect items to ensure the quality of goods delivered, as
well as to verify that goods received are those initially ordered.
2. Obtain a copy of the purchase requisition, and the resolution authorizing the
purchase, and compare the item number and quantity ordered to the packing
slip/vendor invoice.
3. For incomplete deliveries, notify the vendor via telephone or fax (written
document better), and obtain a timeframe for the delivery to complete the
order. Circle the missing item(s) on the original invoice and indicate the
appropriate adjustment to the total dollar amount of the invoice.
wopwJ 01- 88
•
4. For items that are damaged, or do not represent goods initially ordered, notify
the vendor via telephone or fax (written from is better). Circle the item(s) on
the original invoice and indicate the appropriate adjustment to the total dollar
amount of the invoice.
Goods and Services:
5. Stamp the invoice received, date and sign the documents. (Forward all
invoices related to project activities to the Chief Financial Officer (CFO) and
the Executive Director for review to ensure that the scope of services complies
with the work order issued).
6. For office supplies, record items on an inventory control sheet before
distribution to staff, as needed.
7. Make one copy of the invoice and place in the vendor file
8. Forward the original invoice to the CFO.
C. Recording of Disbursement for Monitoring (CRA will perform items 2 and 3):
1. Enter the expenditure amount, date requested, Purchase Order number or Direct
Payment Voucher. number, requisition number, work order number (a work order
is utilized for professional services) and the expenditure type on the CRA's
schedule of Disbursement (see attachment # 2)
2. Code the invoice or the work order with the appropriate accounts to
charge/encumber.
3. Forward the invoice to the City's Finance Department for disbursement and
recording of the payment as issued.
ATTACHMENT (2)
City of Miami Community Redevelopment Agency
Schedule of Disbursements
For the period October 1, 1999 through September 30, 2000
Expense Car Group Workmen's lnemployment Pro;SVC
Prof-Svo
Prof -Svc Prof -Svc
Other Training 6
Purchase
Salaries
SS Cont Allowance Allwvance Insurance 7ompensatim,,ompensatiot Appraisals Architects
Legal
Engineering Accounting
Advertising :ontractual-Sv Workshops
Travel
Telephone
Postage
Data Order#
Vendor .010
.100 .080 .083 .130 .150 .160 .220 .230
.250
.270 .290
.287 .340 .410
.420
.610
.633
4f712000 OP56210
ielBroward Govt Finance Officers
28.00
4172DDO OP58211
The Downtowrr Bay Forum
16.00
4l712000 DP56212
Aaron Strong -Drug Test Reimb
4/7120W DP58213
National Development Council
477/2000 PO 74009
Wyndham MlamWiscayne Bay
2,025.00
152.60
•
41712OW P074DOO
News Express, Inc.
-
46=00 P074063
ADP Easypay Miami
4/7/2000 P074064
Crystal Springs -Miami
4f7I2000 P074065
IDS Capital
4ni20o0 P074066
Nexal Communications
1,300.19
4/100000 P074058
Apricot Office Supplies
4I102000 P074071
ALKO Printing
4/102000 P074190
Eden Temporary Services, Inc
3,339.37
4/12/2000 P074070
Communitech.net
411212ODD P074087
VOID
4/1212000 OP58214
Chelsa Arscott
411112000 DP58215
Marriott -Tampa Waterside
29700
411=0DO OP07048
Metro -Dads County
4110/2000 P074072
Vertigraph, Inc.,
4/1912DOO P074073
Wyndham Miami -Biscayne Bay
704.50
4119J2000 P074074
Dupont Plaza Center
l+®+I
4/19/2000 P074075
CompUSA, Inc.
4/19R000 P074076
AOPEssypay Miami
' tl
411=000 P074077
Embassy Suhes Hotel
1 112.00
�.
4l242D00 DP582DS
OMNI Inner Harbor Hotel
•
67500
42012000 P074081
Humane Medical Plan
1,788.15
Total for April, 2000
0.00
0.00
0.00
0.00
1,788.16 -
0.00
0.00
0.00 0.00
0.00
0.00 0.00
0.00
3,339.37
3.524.10
$084.00
1,300.19
0.00
Balance brought f—rd
201,261.76
17,370.17
17,437.50
8,975.00
2,D61.91
0.00
0.00
4,150.00 20,50e.75
72,482.53
8,800,0o 12,000.00
0.00
10.384.71
1.370.00
659.81
3,032.95
11.76
Year to date total
®
201,961.78
,17,370.17
17,437.50
0,076.00
'3.840.06
0.00
o.00
��
4,150.0D 20,506.75
-
7246263
8,a00.00 12000.00
0.00
13.72408
4,895.00
2743.61
4,333.14
1175
Budget Totals
705.578.00
$3,077.00
14,000.00
10,600.00
70,568.00
28,223.00
38,101.00�
6,725.00
100,000.00
40,000.00
1,200.OD
50,000.00
5,000.00
15,OW=
12,000.00
4,000.00