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HomeMy WebLinkAbout08201997 CITY OF SEBASTIAN CITIZEN ADVISORY TASK FORCE MINUTES OF SPECIAL MEETING WEDNESDAY, AUGUST 20, 1997 Chairman Dabrowski called the meeting to order at 5:30 P.M. ROLL CALL: PRESENT: Thomas Connelly Chron. Dabrowski George Reid UNEXCUSED ABSENCE: Cindy Lou Dierkes ALSO PRESENT: Robert Massarelli, Community Development Director Ann Brack, Recording Secretary APPROVAL OF MINUTES: (July 29, 1997) MOTION by Neglia/Reid I move to accept the minutes of July 29th meeting. A voice vote was taken. 6 - 0 motion carried. OLD BUSINESS: None NEW BUSINESS: PRESENTATION BY RICK STOUTS FROM D.C.A. ON THE C.D.B.G. Anthony Donini Sal Neglia Chuck Neuberger (a) Mr. Massarelli gave a brief presentation about the Community Development Block Grant. He also touched on the point system used in this type of grant. He noted that looking into the future, after the monies from the present grant are spent, the City would be eligible for other grants, and we need to find out what the steps are so plans can be made now. Mr. Massarelli then introduced Mr. Rick Smuts, a Planning Manager in the Community Development Block Grant Program from the State of Florida Dept. of Community Affairs. Mr. Smuts has spent eight (8) years in the Depamnent and proceeded to give more information on his background. He is also involved with the downtown redevelopment portion of the program that provides the grant that Sebastian has. He noted that he is very familiar with Sebastian's CDBG He went on to explain the point issue, when it is possible to move monies from one item to another within the original specifications of the Grant, what causes the score to go down, and what procedures must be followed in fulfilling the requirements of this Grant. He explained that issues CITIZEN ADVISORY TASK FORCE MINUTES OF SPECIAL MEETING OF AUGUST 20, 1997 identified in the Grant application must be completed. The point issue is involved each time, and the total score must never fall lower than at the time of approval, especially since Sebastian had the lowest score of the approved qualifying Grants. He offered to work with the City in working out any questions or issues. Hypothetical scenarios were presented by several Task Force members and Mr. Smuts explained each one. He also noted that there are optional items, not listed in budget, but mentioned as needing to be done, and he explained that any monies remaining after budgeted items are completed would be applied toward this optional list. He also pointed out that street paving does not score high, and could result in a loss of points. On the issue of using any Grant money toward an activity that was not identified on the Grant, Mr. Smuts replied that this can not be done. Mr. Smuts also gave an example of a community that returned funds by de-obligating some activity or activities from the Grant that could obviously have been done, and closing it out. He noted that the Division Director was very upset because they had put $750,000 into this Community and they were sending $200,000 back, when there were obvious needs to be undertaken. A program had been developed and City Council was choosing to not honor the terms and conditions of the contract that it had with the Department. Since then, there have been significant penalties against the next application that comes, should a local government fail to undertake activities that plainly and obviously could be done within the terms and conditions of the contract. Mr, Smuts also explained the procedure for obtaimng amendments or extensions on the Grant. There was discussion on the amendment process. Mr. Connelly mentioned that new members have come on this Task Force, and he wanted to know what each member's responsibility is, how much power does he have. Mr. Smuts responded that that is up to City Council. He noted that the CATF is required by DCA for this Grant, and that they be involved in the application process, and involved when and if significant amendments to the contract occur, after the contract is signed. He pointed out that the CATF is an advisory group, governed by the City Council, and DCA does not get involved in any other issues related to this Task Force. Mr. Reid summarized this discussion by remarking that CATF is an advisory board, but City Council doesn't have to take their advice. Mr. Smuts agreed. In other discussion, Mr. Smuts noted that in reference to landscaping, the number of plants can be more or less than originally planned, as long as landscaping is accomplished. He also noted that in his experience, most amendments are usually generated by City Council or City Staff. He noted that up to four (4) extensions can be issued before a penalty would be imposed at the time of a fiRh extension request. Any penalties imposed would apply to the next Grant applied for and would result in a reduction of 15 points. He noted issues that constitute penalties: exceeding the number of four (4) amendments, not getting annual audit by deadline, and not doing a closeout CITIZEN ADVISORY TASK FORCE MINUTES OF MEETING OF AUGUST 20, 1997 within forty-five (45) days of the end of the project. Mr. Smuts commented that DCA's process is dictated by the legislature for scoring and ranking applications, and it is based on facts, and not subjective in any way. He also noted that the next application deadline for 1998 funding will be somewhere between the end of February and the first of April. Mr. Tom Frame, City Manager, asked if another Grant in some other category could be applied for before the present one is closed out. Mr. Smuts responded that the present Grant is under "Coinmercial Revitalization", and the only other category that could be applied under at the same time would be "Economic Development". In response to a question from Mr. Neglia, Mr. Smuts responded that after this Grant is completed and closed out, another Grant can be applied for in the exact same area with the original research and documentation used in the original Grant. Mr. Frame brought up the subject of the Louisiana Avenue area and suggested that it is an area that should be used as a basis for a Grant. In discussion with Mr. Smuts, it was determined that a "Neighborhood Redevelopment" Grant is tremendously different from the "Commercial Revitalization" Grant, and mainly needs an economic survey. Mr. Neuberger noted that if costs skyrocket so much that there is not enough money in the Grant to accomplish the activities listed, where would that leave the City? Mr. Smuts replied that since the parking lot is the highest goal point activity, if you dropped everything else and sent all the money back, except for what was done in the parking lot, you would still remain within the fundable range; parking lot and streetlights would also keep you in the fundable range. Mr. Smuts noted that an extension needs to be applied for when it is determined that the project will not be completed in the time allotted. Mr. Massarelli noted that the information received tonight was needed for development of the budget and some concepts, then time projections can be made in cooperation with DOT and thc sidewalk. Mr. Connelly thanked Mr. Smuts for coming and giving technical information and presentation. STAFF MATTERS: Mr. Massarelli noted that he was not quite ready for the next regular meeting on August 26, 1997 and it was determined that he would see where the next meeting would fit his schedule best, then notify all members of the date. The date of September 9th was mentioned but not definitely scheduled. CITIZEN ADVISORY TASK FORCE MINUTES OF MEETING OF AUGUST 20, 1997 Mr. Neglia brought up the subject of a tax increment district. It was determined that Mr. Neglia and Mr. Massarelli would discuss this at the Community Development Director's office. The meeting was adjourned at 6:25 P.M. (8/26/97 AB) CITIZEN ADVISORY TASK FORCE MINUTES OF MEETING HELD APPROVED AT MEETING HELD ~/3o/~ ~ ANN BRACK, RECORDING SECRETARY GERRY KUBES, SECRETARY City of Sebastian 122`5 MAIN STREET [] SEBASTIAN, FLORIDA 329`58 TELEPHONE (`561) `589-`5`537 [] FAX (`561) ,589-2,566 AGENDA CITIZEN ADVISORY TASK FORCE WEDNESDAY, AUGUST 20, 1997 5:30 P.M. 1. CALL TO ORDER: 2. ROLL CALL: 3. MINUTES A. APPROVAL OF MINUTES OF JtJ-LY 29, 1997 4. OLD BUSINESS: 5. NEW BUSINESS: A. PRESENTATION BY RICK STOUTS FROM D.C.A. ON THE C.D.B.G. 6. PUBLIC iNPUT: 7. CHAIRMAN'S MATTERS: 8. MEMBERS MATIERS: 9. STAFF MATTERS: 10. ADJOURN: NOTE: IN COMPLIANCE WITH THE AMERICANS WITH DISABILITIES ACT (ADA), ANYONE WHO NEEDS A SPECIAL ACCOMMODATION FOR THIS MEETING SHOULD CONTACT TI~ CITY'S ADA COORDIANTOR AT 589-5330 AT LEAST 48 HOURS IN ADVANCE OF THE MEETING. AGENDA.DOC City of Sebastian 1225 MAIN STREET [] SEBASTIAN, FLORIDA 32958 TELEPHONE (561) 589-$$37 [] FAX (561) 589-2566 PUBLIC MEETING CITY OF SEBASTIAN 1225 MAIN STREET INDiAN RIVER COUNTY FLORIDA THE CITIZEN ADVISORY TASK FORCE OF THE CiTY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA, WILL HOLD A SPECIAL MEETING ON WEDNESDAY, AUGUST 20, 1997, AT 5:30 P.M. IN THE CITY COUNCIL CHAMBERS. GERRY KI_~, SECRETARY ANN BP, ACK, RECORDING SECRETARY CITIZEN ADViSORY TASK FORCE NOTE: IF ANY PERSON DECIDES TO APPEAL ANY DECISION MADE ON THE ABOVE MATTERS, HE/SHE WILL NEED A RECORD OF TIIE PROCEEDINGS, AND FOR SUCH PURPOSES, HE/SHE MAY NEED TO ENSURE THAT A VERBATiM RECORD OF THE PROCEEDINGS IS MADE, WHICH RECORD INCLUDES ~ TESTiMONY IN EVIDENCE ON WHICH THE APPEAL IS BASED. NOTE: IN COMPLIANCE WITH THE AMERICANS WITH DISABILITIES ACT (ADA), ANYONE WHO NEEDS A SPECIAL ACCOMMODATION FOR THIS MEETING SHOULD CONTACT THE CITY'S ADA COORDINATOR AT 589-5330 AT LEAST 48 HOURS IN ADVANCE OF THE MEETING. TWO OR MORE CITY COUNCIL MEMBERS MAY BE IN ATTENDANCE OF THIS MEETING. PUBMTG.DOC