HomeMy WebLinkAboutcocc_cra_task_assignments_201808Task Assignments for Community Redevelopment Activities by Calendar Year: Last Updated/Approved: 8/17/2018 Month Item Summary Staff Member Task Due Date cocc_task assignments CRA Page 1 of 10 Between February and June Financial Audit Report (FAR) and Annual Financial Report (AFR): F.S. 218.32(d) - Each local governmental entity that is required to provide for an audit under s. 218.39(1) must submit a copy of the audit report and annual financial report to the department within 45 days after the completion of the audit report but no later than 9 months after the end of the fiscal year. F.S. 218.39(1) - Each of the following entities shall have an annual financial audit of its accounts and records completed within 9 months after the end of its fiscal year: (c) Any special district with revenues or the total of expenditures and expenses in excess of $100,000, as reported on the fund financial statements. (h) Each special district with revenues or the total of expenditures and expenses between $50,000 and $100,000, as reported on the fund financial statement, which has not been subject to a financial audit pursuant to this subsection for the 2 preceding fiscal years. [F.S. 189.016(9)] All special districts must also comply with the financial reporting requirements of F.S. 218.32 and 218.39 Finance Director Submit copy of the Financial Audit Report (FAR)* to the Auditor General’s Office and a copy of the Annual Financial Report (AFR) to the Auditor General’s Office and the Department of Economic Opportunity. *For the City of Cape Canaveral the FAR is the Comprehensive Annual Financial Report (CAFR). Also, place copies of each Report in Laserfiche under CRA. Within 45 days after the completion of the audit report but no later than 9 months after the end of the fiscal year (June 30) Note: The annual financial report is not to be confused with the annual financial audit or the annual report of activities. Both documents are to be filed with the DEO Special District Information Program. Additionally, the CRA annual financial report is to be filed with the City’s annual financial report with the Department of Financial Services
Task Assignments for Community Redevelopment Activities by Calendar Year: Last Updated/Approved: 8/17/2018 Month Item Summary Staff Member Task Due Date cocc_task assignments CRA Page 2 of 10 March Meeting Notice: The approved schedule calls for a CRA Board Meeting to be held the third Tuesday of the month. Should there be no business for the Board, the meeting will be canceled CRA Director (CD Dir) Submit Agenda Item(s) or Cancellation Notice to the CRA Clerk By the Agenda Cutoff date for City Council Meetings CRA Clerk (CCO) Post Agenda or Cancellation Notice to public notice board at City Hall and on CRA Page of City Website. Distribute Agenda/ Packet or Cancellation Notice same as City Council Meetings, ensuring Brevard County Manager receives copy By the date Agenda/ Packet is published for City Council Meetings Annual Report of Activities (AROA): F.S. 163.356(3)(c). An agency authorized to transact business and exercise powers under this part shall file with the governing body, on or before March 31 of each year, a report of its activities for the preceding fiscal year, which report shall include a complete financial statement setting forth its assets, liabilities, income, and operating expenses as of the end of such fiscal year. At the time of filing the report, the agency shall publish in a newspaper of general circulation in the community a notice to the effect that such report has been filed with the county or municipality and that Finance Director Produces/provides Financial Report or CAFR, if ready, to the CRA Director (CD Dir) On or before March 10th of each year CRA Director (CD Dir) Prepares the Annual Report and sends to CRA Registered Agent (City Manager) On or Before March 10th of each year CRA Registered Agent (City Manager) Review/approve report No later than 3/30 CRA Director (CD Dir) Submit the Annual Report of Activities (AROA) to City Council, Taxing Authorities, County Commission via Certified Mail with cover letter and post On or Before March 31st of each year
Task Assignments for Community Redevelopment Activities by Calendar Year: Last Updated/Approved: 8/17/2018 Month Item Summary Staff Member Task Due Date cocc_task assignments CRA Page 3 of 10 the report is available for inspection during business hours in the office of the clerk of the city or county commission and in the office of the agency on CRA Page of City Website CRA Director (CD Dir) Submit Advertisement to the CRA Clerk (CCO) Four days before the date ad is required to appear in the newspaper (No later than 3/27) CRA Clerk (CCO) Place Advertisement Three days before the date ad is requested to appear in the newspaper (No later than 3/28) CRA Clerk (CCO) Archive Notice of Publication in Laserfiche Repository Upon receipt from newspaper CRA Director (CD Dir)Staff and CRA Clerk (CCO) Staff Provide Report As requested Annual CRA Audit Report (additional report required by Interlocal Agreement or IA): In addition to the annual CRA audit report required by section 163.387 (8), FS, the CRA shall prepare and submit to the County, in conjunction with the annual CRA audit report in the form set forth in Exhibit A of the County, City and CRA Interlocal Agreement of 7-23-18 (attached herewith). During the CRA Annual Audit, as per Sec. 8 of IA: Independent Auditor must examine/certify all CRA TIF expenditures for the FY being audited have been lawfully Finance Director See attached IA No later than 3/31
Task Assignments for Community Redevelopment Activities by Calendar Year: Last Updated/Approved: 8/17/2018 Month Item Summary Staff Member Task Due Date cocc_task assignments CRA Page 4 of 10 expended. If not lawfully expended, the CRA and the City must take steps to meet compliance. Discussion Meeting: As per Sec. 8, page 3 of 6, in the Interlocal Agreement between the City and County, recorded 7-23-18 in the Clerk of Courts, Brevard County City Manager or Chairperson of the CRA shall meet annually with the County Commissioner in whose District the CRA is located Discuss the annual audit reports, if the annual meeting is requested by said County Commissioner. N/A, depends June Meeting Notice: The approved schedule calls for a CRA Board Meeting to be held the third Tuesday of the month. Should there be no business for the Board, the meeting will be canceled CRA Director (CD Dir) Submit Agenda Item(s) or Cancellation Notice to CRA Clerk (CCO) By the Agenda Cutoff date for City Council Meetings CRA Clerk (CCO) Post Agenda or Cancellation Notice to public notice board at City Hall and on CRA Page of City Website. Distribute Agenda/ Packet or Cancellation Notice same as City Council Meetings, ensuring Brevard County Manager receives copy via email. By the date Agenda/ packet is published for City Council Meetings SEPTEMBER EXPIRATION OF CRA STAFF Registered Agent and key CRA Staff should take necessary steps to dissolve /close the CRA EXPIRATION 09-30-2040
Task Assignments for Community Redevelopment Activities by Calendar Year: Last Updated/Approved: 8/17/2018 Month Item Summary Staff Member Task Due Date cocc_task assignments CRA Page 5 of 10 September Meeting Notice: The approved schedule calls for a CRA Board Meeting to be held the third Tuesday of the month. The CRA Board must approve minutes for any previous meeting; consider a Resolution adopting a budget for the next Fiscal Year; and approve a Meeting Schedule for the next Fiscal Year (*see instructions below). CRA Director (CD Dir) & Finance Director Submit Agenda Item(s) to CRA Clerk (CCO) By the Agenda Cutoff date for City Council Meetings CRA Clerk (CCO) Post Agenda to public notice board at City Hall and on CRA Page of City Website. Distribute Agenda Packet same as City Council Meetings, ensure Brevard County Manager receives copy via email. By the date Agenda/packet is published for City Council Meetings Annual Budget: Annually/each fiscal year the governing body of each special district shall adopt a budget by resolution. The tentative budget must be posted on the special district’s official website at least 2 days before the budget hearing [F.S. 189.016 (3), (4) (5) (6) & (7)]; CRA Director (CD Dir) The tentative budget must be posted on the special district’s official website. (CRA Page of City Website.) F.S. 189.016 (4) The final/adopted budget must be posted on the special district’s official website. (CRA Page of City Website.) F.S. 189.016 (4) At least 2 days before the budget hearing. Within 30 days of adoption. *Regular Meeting Schedule: Each September, a meeting Schedule shall be submitted to the CRA Board for approval. The governing body of the CRA shall annually file a CRA Director (CD Dir) Submit Advertisement to the CRA Clerk (CCO) Immediately after the September Meeting. CRA Clerk (CCO) Place Advertisement Within a week of the September Meeting
Task Assignments for Community Redevelopment Activities by Calendar Year: Last Updated/Approved: 8/17/2018 Month Item Summary Staff Member Task Due Date cocc_task assignments CRA Page 6 of 10 Schedule of its regular meetings with the City and County (via email to County Manager). The Schedule shall include the date, time, and location of each scheduled meeting. The Schedule shall also be published annually in the classified section of a newspaper of general paid circulation (Florida Today). If the meeting is canceled, no newspaper notice is required; however, a notice of cancellation must be posted. (F.S. 189.015) CRA Clerk (CCO) or CRA Director (CD Dir) Send Notice of the Meeting Schedule to the City and County Manager Within a week of the September Meeting CRA Clerk (CCO) Archive Notice of Publication in Laserfiche Repository. Upon receipt from newspaper October Annual Special District Fee: The Registered Agent (City Manager) must review the information on file, update as necessary, sign and date it, and return it with the $175 fee. This information must be up-to-date for use by state and local agencies via the Official List of Special Districts Online with the Florida Dept. of Economic Opp. (DEO) Registered Agent (City Manager) & CRA Director (CD Dir) Complete/update paper/electronic forms; submit for payment; send payment and paper form to DEO Within 30 days of receipt of Invoice from DEO November Meeting Notice: The approved schedule calls for a CRA Board Meeting to be held the third Tuesday of the month. Should there be no business for the Board, the Meeting will be canceled. CRA Director (CD Dir) Submit Agenda Item(s) or Cancellation Notice to CRA Clerk (CCO) By the Agenda Cutoff date for City Council Meetings CRA Clerk (CCO) Post Agenda or Cancellation Notice to public notice board at City Hall and on CRA Page of City Website. Distribute Agenda/ By the date Agenda/packet is published for City Council Meetings
Task Assignments for Community Redevelopment Activities by Calendar Year: Last Updated/Approved: 8/17/2018 Month Item Summary Staff Member Task Due Date cocc_task assignments CRA Page 7 of 10 Packet or Cancellation Notice same as City Council Meetings, ensure Brevard County Manager receives copy Other item as needed Special Meeting Notice: The governing body of the CRA shall advertise the day, time, place, and purpose of any meeting other than a regular meeting or any recessed and reconvened meeting of the governing body, at least 7 days before such meeting, in a newspaper of general paid circulation in the county or counties in which the special district is located. (Florida Today Classified Section) (F. S. 189.015) *Note: If Special Meeting contains Plan Amendment, advertising requirements move to 10 days prior to meeting [F.S. 166.041(3)(a)] and 15 days registered letters must be sent to the Taxing Authorities 15 days prior to the meeting (F.S.163.346). CRA Director (CD Dir) Submit Agenda Item(s) and a newspaper advertisement to CRA Clerk (CCO)*. 11 days before date of Special Meeting* CRA Clerk (CCO) Publish ad in the Classified Section of the Newspaper 7 days before the Special Meeting Date* CRA Director (CD Dir) Send Notice of Special Meeting to the City and County* 7 days before the Special Meeting Date* CRA Clerk (CCO) Post Agenda to public notice board at City Hall and on CRA Page of City Website. Distribute Agenda Packet, same as City Council Meetings. Ensure County Manager receives copy 7 days before the Special Meeting Date* CRA Clerk (CCO) Archive Notice of Publication in Laserfiche Repository Upon receipt from newspaper Other item as needed Emergency Meeting Notice: When a bona fide emergency situation exists, a meeting to deal with the CRA Director (CD Dir) Submit Agenda Item(s) to the CRA Clerk (CCO) As soon as possible
Task Assignments for Community Redevelopment Activities by Calendar Year: Last Updated/Approved: 8/17/2018 Month Item Summary Staff Member Task Due Date cocc_task assignments CRA Page 8 of 10 emergency may be held as necessary, with reasonable notice, so long as it is subsequently ratified by the governing body. No approval of the annual budget shall be granted at an emergency meeting (F. S. 189.015.) (No ad is required for this meeting) CRA Director (CD Dir) Send notice of Emergency Meeting to the City and County As soon as possible CRA Clerk (CCO) Post Agenda to public notice board at City Hall and on CRA Page of City Website. Distribute Agenda Packet, same as City Council Meetings. Ensure County Manager receives copy As soon as possible CRA Director (CD Dir) Places item on next meeting for ratification Next meeting of the CRA Board Other item as needed: Modification or amendment to CRA creation documents or the CRA Plan: F.S. 189.016(2) Any amendment, modification, or update of the document by which the district was created, including changes in boundaries, must be filed with the department within 30 days after adoption. The department may initiate proceedings against special districts as provided in s. 189.067 for failure to file the information required by this subsection. However, for the purposes of this section and s. 175.101(1), the boundaries of a district shall be deemed to include an area that has been annexed until the completion of CRA Director (CD Dir) Prepare Modification and send to CRA Registered Agent (City Manager) and CRA Attorney for review As needed Registered Agent (City Manager) & CRA Attorney Review Document and return to CRA Director (CD Dir) As needed CRA Director (CD Dir) Submits Agenda item and any applicable Notices/newspaper advertisement to CRA Clerk (CCO) As needed/required by cited Statutes CRA Clerk (CCO) Publish ad in the Classified Section of the Newspaper; post Agenda to public notice board at City Hall and As needed/required by cited Statutes
Task Assignments for Community Redevelopment Activities by Calendar Year: Last Updated/Approved: 8/17/2018 Month Item Summary Staff Member Task Due Date cocc_task assignments CRA Page 9 of 10 the 4-year period specified in s. 171.093(4) or other mutually agreed upon extension, or when a district is providing services pursuant to an interlocal agreement entered into pursuant to F.S. 171.093(3) The Plan Amendment should be Noticed pursuant to section 166.041(3)(a), which means at least 10 days prior to adoption in a newspaper of general circulation in the City. The notice of proposed enactment must state the date, time, and place of the meeting; the title or titles of the resolution amending the CRA plan; and the place or places within the municipality where such proposed resolution/plan amendment may be inspected by the public. The notice shall also advise that interested parties may appear at the meeting and be heard with respect to the proposal. Additionally, please note that the City also needs to provide notice to the County per section 163.346, Florida Statutes, which requires that at least 15 days before the proposed action, the City must mail by registered mail a notice to each taxing authority which levies ad on CRA Page of City Website. Distribute Agenda Packet, same as City Council Meetings. Ensure County Manager receives copy CRA Director (CD Dir) Schedules item for City Council Meeting. As needed/required by cited Statutes CRA Director (CD Dir) Notifies Department of Economic Opportunity (DEO) of the Plan Amendment. F.S.189.016(2) Within 30 days of adoption.
Task Assignments for Community Redevelopment Activities by Calendar Year: Last Updated/Approved: 8/17/2018 Month Item Summary Staff Member Task Due Date cocc_task assignments CRA Page 10 of 10 valorem taxes on taxable real property contained within the geographic boundaries of the redevelopment area. Other item as needed Budget Amendment: The governing body of each special district at any time within a fiscal year or within 60 days following the end of the fiscal year may amend a budget for that year. If the governing body of a special district amends the budget pursuant to paragraph 189.016 (6)(c), the adopted amendment must be posted on the official website of the special district within 5 days after adoption CRA Director (CD Dir) If the governing body of a special district amends the budget pursuant to paragraph 189.418 (6)(c), the adopted amendment must be posted on the official website of the special district within 5 days after adoption. F.S. 189.418 (7) Within 5 days after adoption