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Home My WebLink AboutSEOPW-CRA-Discussion Item 18• • SOUTHEAST OVERTOWN/PARK WEST AND OMNI COMMUNITY REDEVELOPMENT AGENCIES INTER -OFFICE MEMORANDUM To: Chairman Arthur E. Teele, Jr. and . ' Members of the CRA Board of Directors From: Frank K. Rollason Executive Director CRA Board of Directors Meeting June 28, 2004 ITEM 18 Date: in File: Subject: Budget Report at Direction of CRA Chairman at the April 26, 2004 CRA Board of Directors Meeting References: Enclosures: Resolution, Supporting Documentation At the April 26, 2004 CRA Board of Directors Meeting, Chairman Teele requested a report dealing with the necessity of transferring $1,000,000 (per SEOPW/CRA R-03-102 - attached) from the FY '04 SEOPW Tax Increment Fund (TIF) Land Acquisition line item to Professional Services - Other ($218,924) and Construction in Progress ($781,076) for the purpose of making payments on already delivered services and construction on projects previously designated to receive CDBG direct payments or reimbursements. There were three projects involved in this transaction: 1) 9th Street Pedestrian Mall Extension Project (NW 2nd to 3rd Avenues) 2) Overtown Sidewalk, Curb, & Gutter Project 3) Grand Promenade Interim Renovation Project Project #1 was ruled ineligible because the HUD Environmental did not include the underground FPL conversion work. Project #2 was ruled ineligible because construction work was conducted simultaneously with HUD Environmental work. Project #3 was eventually ruled eligible and CRA has submitted reimbursement packet to CD ($49,854.51 to be returned to the Land Acquisition line item once received from CD). Attached, please see Community Development (CD) memo dated May 24, 2004 explaining HUD rejections. At this point, only the $49,855 from the approved Grand Promenade Project is recoverable from CD to be deposited in the Land Acquisition line item per the language of SEOPW/CRA R-03-102 - the rest will remain paid by TIF and not reimbursable. Attached, you will find a pink and yellow chart which depicts the total outstanding invoices ($978,877.31) at the time of the transfer and the current status of payments for those outstanding invoices ($806,453.27 paid to date with $172,424.04 still outstanding). The question was raised on why Budgeted Reserves were not utilized to make these payments instead of using the budgeted funds for Land Acquisition. In response to this question, please note that the FY '04 SEOPW CRA Budget allocated $30,332 to Budget Reserves which was not adequate to cover the expenditures required to make payment on the outstanding invoices. The only account that had enough available cash to cover the expenses was the Land Acquisition account ($1 million). In addition, there was no unbudgeted Fund Balance in the FY'04 Budget - all funds were budgeted. DISCUSSED FKR/eh e L -- SOUTH EAST OVERTOWN PARK WEST OUSTANDING CAPITAL PROJECT INVOICES IN FISCAL YEAR 2003 UNBILLED UNBILLED .".-CONSTRUCTIQN,- CONSTRuCTlbN,.;, PROFESSIONAL PROFESSIONAL I �;:.CONtRACT`l, CONTRACT CAPITAL PROJECT . � , . 1, I ' ' I �-.,-QUTSTANDING- OUTSTANDING :, '. . :� PAYMENT PAYMENTS SERVICES - SERVICES - "" '4mouk*'- AMOUNT - :1 - , ! IN'fY266,t OUTSTANDING PAYMENTS MADE fidh CONSTROO, PROFESSIONAL INVOICES IN FY 2004 ., 2 ; --JNJY, 004-- SERVICES IN FY A 7 2004 9 THE STREET PEDESTRIAN MALL 524,167.90 401,805.01 177,946.00 177,946.00 122,362.89 EXTENSION PROJECT 9 THE STREET PEDESTRIAN MALL EXPANSION PROJECT - 204,659.10 176,847.75 22,249.80 27,811.35 22,24.9.80 SIDEWALKS, CURB AND GUTTER GRAND PROMENADE INTERIM RENOVATION - - 49,854.51 49,854.51 PROJECT SUBTOTAL 728,827.00 578,652.76 250,050.31 227,800.51 150,174.24 22,249.80, TOTAL - CONSTRUCTION AND PROFESSIONAL SERVICES - - 978,877.31 OUTSTANDING INVOICES IN FY 2003 TOTAL - CONSTRUCTION AND PROFESSIONAL SERVICES - (806,453.27) PAYMENTS MADE IN FY 2004 TOTAL - CONSTRUCTION AND PROFESSIONAL SERVICES - UNBILLED 172,424.04 CONTRACT AMOUNT IN FY 2004 ip 0 T� LD CITY OF MIAMI, FLORIDA C\J INTER -OFFICE MEMORANDUM TO: Frank Rollason, Executive Director DATE: May 24, 2004 Department of Community Redevelopment SU C HUD Funds for CRA FROM: Barbara Gomez -Rodriguez, re r REFERENCES: Department of Community De nt ENCLOSURES: • FILE : The purpose of this memo is to confirm that the balance of the dollars allocated to the CRA (approximately $2.4 million) will be reallocated to a new project(s). This decision comes as a result of a meeting with the local CPD office of the U.S. Housing and Urban Development Department. The previously identified 91h Street Mall expansion and extension projects were mired in problems involving the required environmental review. Unfortunately the original scope of work for which the environmental review was conducted did not include some of the actual underground utility work that was part of the project. As a result, the City of Miami would have had to request a waiver from HUD. Given our city's history regarding environmental reviews, this department's administration felt it best not to pursue the waiver request. Instead, we would opt to work with the CRA to identify a new project for which the previously allocated dollars could be used. It is imperative that in the identification of a new p'roject(s), that the full scope of work intended to be performed be fully disclosed so that a complete environmental review can be performed in accordance with federal regulations. We look forward to' working with the CRA in order to capitalize on available federal dollars to meet, your agencies immediate and long term goals. Should you have any questions, please feel free to contact me at (305) 416-1978. 9 4 4-- rl • • ITEM 11 12/.08/03 0 3 — 102 RESOLUTION NO. SEOPW/CRP, R- A RESOLUTION OF THE BOARD OF DIRECTORS OF THE SOUTHEAST' OVERTOWN/PARK WEST COMMUNITY REDEVELOPMENT AGENCY ("CRA") AUTHORIZING THE EXECUTIVE DIRECTOR TO TRANSFER FUNDS IN THE AMOUNT OF $1,000,000.00 FROM SEOPW. TIF ACCOUNT ,CODE NO. 689001.550108.6.810, ENTITLED "LAND," TO SEOPW TIF ACCOUNT CODE NO. 689001.550108.6.270, ENTITLED "PROFESSIONAL SERVICES OTHER," IN THE AMOUNT OF $218,924.00 AND TO SEOPW TIF ACCOUNT CODE NO. 689001.550108.6.860, ENTITLED "CONSTRUCTION IN.PROGRESS," IN THE AMOUNT OF $781,076.00, FOR THE PURPOSE OF PAYING OUTSTANDING INVOICES ASSOCIATED WITH THE DESIGN, ENGINEERING, PROJECT. MANAGEMENT,, AND. CONSTRUCTION OF THE FOLLOWING PROJECTS: THE 3RD AVENUE EXTENSION TO THE N.W. 9TH STREET .PEDESTRIAN MALL, THE N.W. 9TH STREET PEDESTRIAN MALL EXPANSION - SIDEWALKS, CURB AND GUTTER, AND THE N.W. 9TH STREET PEDESTRIAN MALL EXPANSION - GRAND PROMENADE INTERIM RENOVATION; AMENDING RESOLUTIONS NO. SEOPW/CRA R-01-45, R-02-132,, R-03-32, R-03-44, R-03-54, R-03-55, R-03762 TO REFLECT THE CHANGE IN FUNDING FROM CDBG CAPITAL IMPROVEMENT ACCOUNT CODE NO. 799126.452502.6.930; AND FURTHER, DIRECTING THE EXECUTIVE DIRECTOR TO PURSUE CDBG FUNDING ON, A REIMBURSEMENT BASIS OF ALL PROJECT RELATED EXPENSES FROM THE CITY OF MIAMI DEPARTMENT OF COMMUNITY DEVELOPMENT. ®�. �R a WITH ANY FUNDS RECEIVED TO BE USED TO uSSED REPLENISH SEOPW TIF ACCOUNT CODE -�- NO. 689001.550108.6.810. v Page 1 of 6 WHEREAS, the Board of Directors. of the Southeast Overtown Park/West Community Redevelopment Agency ("CRA".). adopted the following Resolutions authorizing Capital Improvement Projects and associated professional .services: 1. SEOPW/CRA Resolution No. R-01-45, passed and adopted on May 21, 2001, authorizing: Florida Power and Light to . perform underground. electrical conversion.work for the. 3rd Avenue Extension to. the N:W. 9th Street Pedestrian Mall. 2. SEOPW/CRA Resolution No. R-02-132, passed and adopted on May 21, 2001, awarding a contract for construction of the 3rd Avenue Extension to the N.W. 9th Street Pedestrian Mall to Community Asphalt. 3. SEOPW/CRA Resolution No. R-03-32, passed and adopted on March 31, 2003, authorizing reimbursement to the City of Miami for the construction of Sidewalks, Curbs, and Gutter under City -Wide Curb Replacement Project 2003, B-4661 and further .authorizing the City of Miami Public Works Department to serve as Project Manager for this phase of the N.W. 9th Street Pedestrian Mall Expansion. 4. SEOPW/CRA Resolution No. R-03-44, passed and adopted on April 28, 2003, awarding a contract to Metric Engineering, Inc., for professional services, for the 3rd Avenue Extension to the N.W. 9th Street Pedestrian Mall. 5. SEOPW/CRA Resolution No. R-03-54, passed and.. adopted on May 19, 2003, awarding a contract to. T.Y.LIN/H.J. Ross for Professional Services forin-CR flss the 3rd Avenue Extension to the. N.W. 9th Street Pedestrian Mall. _ Page 2 of 6 ZE • 6. SEOPW/CRA Resolution No. R-03-55, passed and adopted on May 19, 2003., awarding T.Y.LIN/H.J.. Ross a contract for professional services for the N.W. 9th Street Pedestrian -Mall Expansion = Grand Promenade Interim Renovation. 7. SEOPW/CRA. Resolution No. R--03-62, passed and adopted on July 15, 2003, authorizing issuance of a work order to Magnum Construction Management Corp., D/B/A/ MCM Corporation for construction manager -at -risk. services for the N.W. 9th. Street Pedestrian Mall Expansion .- Grand Promenade Interim Renovation. WHEREAS,. each of these resolutions provided that funding was to be from CDBG Capital Improvement Account Code No. 759126.452502.6.930; and WHEREAS, notice toproceed has been ;issued to the various.contractors and designers on these projects; and WHEREAS, the various contractors and designers have begun, and in some cases completed, their work without .payment; and WHEREAS, the City of Miami Department of Community Development has indicated that funding to pay the various contractors and designers will_, be unavailable within a commercially reasonable amount of time; and WHEREAS the Board of Directors of the CRA desires to transfer funds "sufficient to make payment for these projects pending receipt of Community Development Block DISCUSSED Page 3 of 6 . 2.mrWtmor Grant ("CDBG") funding from the City of Miami Department of Community Development. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF DIRECTORS OF THE SOUTHEAST OVERTOWN/PARK WEST. COMMUNITY` REDEVELOPMENT AGENCY OF 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 Board of Directors authorizes the Executive Director to. transfer funds in the amount of $1,000,000.00 from SEOPW TIF Account Code No. 689001.550108.6.810, entitled "Land,." to SEOPW TIF Account Code No. 689001.550108.6.270 entitled "Professional Services Other" in the amount of $218,924.00 and SEOPW TIF Account Code No. 689001.550108.6.860 entitled "Construction In Progress" in the amount of $781, 076. 00, for the purpose of paying outstanding invoices associated with the design, engineering, project management, and construction of the following projects: the 3rd Avenue Extension to the N.W. 9th Street Pedestrian Mall, the N.W. 9th Street Pedestrian Mall Expansion,- Sidewalks, Curb and Gutter, and the N.W. 9th Street Pedestrian Mall Expansion - Grand Promenade Interim Renovation. # Page 4 of 6 - - 0. Section 3. Resolutions number SEOPW/CRA R-0.1-45 R-02-132, R-03-32, R-03-44, R-03-541 R-03-55, R-03-62 are hereby amended to reflect the change. in funding .from CDBG Capital Improvement Account Code. No 799126.452502.6.930 to appropriate account codes:, as determined by the Executive Director. Section 4. The Executive Director is hereby directed to pursue CDBG funding, on a reimbursement basis, of all project related expenses from the City of Miami Department of Community Development with any funds.received to be used to replenish SEOPW TIF Account Code No. 689001.550108.6.810. Section 5. This Resolution shall become effective immediately upon its adoption. PASSED AND ADOPTED this 8th day of December, 2003.. > A] ' f .ATTEST: iPRISCILLA A. THOMPS CLERK OF THE BOARD UR E. TEELE, JR., CIQLJRMAN ®I'S C'U'S S E D 4TinUWIC - Page 5 of 6 • Page 6 of 6