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Home My WebLink AboutCRC-05-21-98Carmel Redevelopment. Commission May 21, 1998 Mil> =S' President Rick Roesch called the meeting to:orderat 5:40, p.m. Members present were Amy Boldt and Ron Carter. Loren looney of H.3. Umbau_ gh & Associates;was also in. attendance. Approval of the minutes of commission: meetings on March 27 and April 15 were tabled due to the:absence of members who attended those meetings. Some wordage on pages 2' and 3 in the minutes from April 15, were clarified, howeyer..Roesch also identified an incorrect "no" on, page2 of the March 27 minutes. These changes will be relfected in the unofficial minutes on the agenda fonapproval at the next commission meeting. Mr. Carter made a motion to approve the minutes of the April-20 meeting. Following a, second by-Ms.. Boldt, the minutes were approved. Under Old,Business, W..Roesch reportedhe haschecked with the Clerk-Treasurer to be sure the City Center.bond,sale was complete, and thatthe proceeds have been received. The money is at Fifth Third Bank, making.possible.ihe payment of billsrpertaining to that project, Mr. Roesch also discussed the set-up of a separate. fund for the City Center.project.. There is no trustee,since these are tax increment bonds, and he plans to meet with the Clerk nextweek to discuss procedures,fo"r setting up the fund. The: money .is-currently invested in a, money market rate of interest.. He also wants to discuss the.statements of bank accounts that we receive from other banks. We probably should.review those, and should discuss-whether we want one commission member to review them, monthly, or whether we want,copies.mailed,to all commission members. Ms. Boldt indicated she would-be more comfortable'if all members can review:such statements. The Clerk is not aware of all our, business-interests. Mr. Roesch will make sure the Clerk provides copies to Ms: Kelsey so they can bermailed with meeting packets. Ms. Boldt inquiredabout Hazeldell Road and;the,bonds. We are, leasing that,project-to the Redevelopment.Authority,per Mr,Roesch. Ms.Boldtwondered 'wherethe Redevelopment Commission's responsibility stands on-this project. Mr. Roesch indicated,it.no longer affects.us unless the Redevelopment Authorty.should do something thatwoul_d violate the terms of our.tease agreement with them. Ms. Boldtwondered what happens if the,project comes in under-budget, and the status on the Hazeldell project. In addition, it seems we should beInformed because there is the perception thatthe Redevelopment Commission is involved in the proceedings. Redev: Comm: 5121198 page' 2 Mr. Roesch plans to contact Rob Bush, the President of the Redevelopment Authority; to get an update; and'Mr, Carter said that' City, Engineer Kate Boyle provides a periodic update on the project for the Common Council. Ms. Kelsey willaask Ms. Boyle about obtaining a copy of a recent/or upcoming update-for commission° members: .Ms.,Rooney offered,to get a"copy of theletter showing threshhdlds of completion within then-year period of time. -Mr. Carter said a large part of the,south Portion, should: be. open in about ten days. A discussion of some portion of Hazeldell bond money" being' used for purchasing land and/or. additional money added 'by the city, which monies paid for improvements, etc, ensued..Ms.,Rooney said there is a.need,idtrack the debt; andmithout research she is unsure of just which fun js were used for which part of the activity. .Mr. Carter suggested a digest of activities of the Redevelopment Commission, to include a paragraph on each item for reference by the members. Ms. Kelsey will prepare,such a iisband ask Mr:-Roesch to review it. Mr. Carter suggeswd:providing:sr ch a report,to the Council every six months. Mr. Roesch.reported that-the city is preparing a financial history of all departments over the last ten years, for'some type of national city financial management organization. TMsds published on an annual basis. As part of that :the Redevelopment Authority and Redevelopment Commission are being audited. Katz Sapper and Miller is conducting the audifof the Redevelopment Authority, The State:Board of Accounts is doing the Redevelopment Commission; per statute. Mr. Roesch said his understanding is that the city. administration decided to do this;' All'the: information will-form abase, which can then be updated on an.annual basis. Under New Business, Mr. Karl Haas of Baker & Daniels has negotiated with. representatives of Kroger; and.ultimely prepared Resolution 13-1998 for our consideration. We took title to the property late lastyear.'Today'.s action provides for the termination of their lease,, and brings income from Kroger for,the:first quarter of.1998. Mr. Carter made a motion to approve Resolution 13-1998 dealing with the termination of the Kroger lease on the property within the City Center project area. Ms. Boldt seconded.. Theresolution passed unanimously., Altmembers,present vrill need to sign this, and we will "need six copies; per Mr..,Roesch. There are bills to be paid. Discussion ensued as to procedure.. Ms. Boldt was concerned about who would review invoices if commission members donot Mr. Carter said this works the same way as:chaims that go through.City Council. Council receives a list of claims every two weeks. At.their d'rscredbn,.members can go to the Clerk's office to review individual invoices. The department heads:have been hired.as good business Redev. Comm. 5121/98 page 3 people, so unless there-is something unusual, Council members-do not see a°eed to go through; individual invoices. They 'understand that each invoice has been reviewed by appropriate persons, but we should certainly review any where questions e:dst: Ms. Bol'dOnquired whether an invoice can be subatitted directly to the Redevelopment Commission? When that happens currently, the invoices are referred to appropriate individuals-for, review before we consider placing it on aft agenda for payment approval. We are allocatingpayments from different bond issues, rather than all,payments coming out of city funds. In the case of Merchants Square, the invoices and approved afftdavit go to the Trustee for payment. Ms., Boldtfeels.the Clerk Treasurer should,be involved in the process. Following, discussion; Ivls. Boldt made a motion to.set.the.following policy for payment of bills on behalf of the Redevelopment-Commission: All bills will be sent to the Clerk Treasurer for initial review. Once the Clerk determines'bills are ready to be paid, she will provide us with ann necessary affidavit to consider. After the commission approves the payments, we will ,natify the Clerk that paytnents,can be made from the appropriate bond issue- Following Mr.-Carter s:second; the motion passed unanimously. Ms. Boldt made a motion to approve the.following Merchants Square invoices,, subject to review by the Clerk Treasurer, and her determination that adequate funds: are available. Mr. Carter seconded the motion, Unanimous approval ensued. Mr_ Roescit,indicated he will sign the affidavit on behalf of the.commimion, once the Clerk gives her approval. City of Carmel $S,OQ9.16 Butler Fairman Seiifert $7;837.60 RQAW Corporation $6;911.00 Mr. Roesch said the commission has received. a request from the IRS for a tax ID number.. Mr. Carter;suggested the legal department do this. Ms. Kelsey, stated Mr. Haney asked her to contact Karl Haas`for an opinion. Mr. Roesch,will discuss this with Mr. Haney and indicate our discomfort.with the.response from Mr. Haas: Mr. Roesch will retrieve all invoices currently held.by.the Redevelopment Commission (in Ms, Kelsey's file), and take;them to Diana Cordray when he meetswith her next week. At that time he will discuss our proposed policy on invoices we receive in the future.. Ms. Rooney presented Umbaugh'.invoices, which will be included in the group Mr. Roesch takes to the Clerk. She also provided an updated letter-related to the recent bond Redev. Comm. 5121198 page 4 issue. It clarifies the use of appropriated monies for:intemst payments. A copy of the letter was faxed to Ms. Cordray, according to Ms. Rooney: We will provide copies of all approved commission minutes to the Clerk Treasurer. Mr. Carter madea motion toadfourn at 7:05 p.m.., Following;asecond'by W. Boldt and approyal bythe commission, the meeting,was officially adjourned. Z..^redevwm\I"8ma}21 minute