Item G05 G.5
County of Monroe P W
;� w 1rJ� BOARD OF COUNTY COMMISSIONERS
r,�� Mayor Craig Cates,District 1
The Florida Keys Mayor Pro Tem Holly Merrill Raschein,District 5
y Michelle Lincoln,District 2
James K.Scholl,District 3
Ij David Rice,District 4
County Commission Meeting
February 15, 2023
Agenda Item Number: G.5
Agenda Item Summary #11689
BULK ITEM: No DEPARTMENT: Land Authority Governing Board
TIME APPROXIMATE: STAFF CONTACT: Christine Hurley (305) 295-5180
9:25 AM
AGENDA ITEM WORDING: Approval of a resolution regarding the execution of all warrants,
legal documents and papers, and other instruments on behalf of the Land Authority.
ITEM BACKGROUND: This resolution is needed to conform to Resolution 01-2023, which was
adopted on January 18, 2023.
PREVIOUS RELEVANT GOVERNING BOARD ACTION: This is an annual action by the
Board. Resolution 23-2022 was adopted on December 7, 2022.
CONTRACT/AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATION: Approval
DOCUMENTATION:
Proposed Resolution
MCLA Resolution 01-2023
FINANCIAL IMPACT:
Effective Date:
Expiration Date:
Total Dollar Value of Contract:
Total Cost to County:
Current Year Portion:
Budgeted:
Source of Funds:
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G.5
CPI:
Indirect Costs:
Estimated Ongoing Costs Not Included in above dollar amounts:
Revenue Producing: If yes, amount:
Grant:
County Match:
Insurance Required:
Additional Details:
REVIEWED BY:
Christine Hurley Completed 01/26/2023 3:55 PM
Lindsey Ballard Completed 01/26/2023 3:58 PM
Board of County Commissioners Pending 02/15/2023 9:00 AM
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G.5.a
RESOLUTION NO.
A RESOLUTION OF THE MONROE COUNTY
COMPREHENSIVE PLAN LAND AUTHORITY REGARDING THE
EXECUTION OF ALL WARRANTS, LEGAL DOCUMENTS AND
PAPERS, AND OTHER INSTRUMENTS ON BEHALF OF THE
LAND AUTHORITY.
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WHEREAS, the members of the Governing Board of the Monroe County Comprehensive Plan
Land Authority have elected a Chairman and Vice Chairman; and
WHEREAS, it is necessary to authorize the Chairman and Vice Chairman of said Board to sign U)
all warrants, legal documents and papers, and other instruments on behalf of the Monroe
County Comprehensive Plan Land Authority, NOW, THEREFORE,
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BE IT RESOLVED BY THE MONROE COUNTY COMPREHENSIVE PLAN LAND a
AUTHORITY:
Section 1. That Chairman David Rice and Executive Director Christine Hurley, are hereby 0
authorized to sign warrants, legal documents and papers, and other instruments on behalf of the
Monroe County Comprehensive Plan Land Authority in accordance with the internal control
requirements of Resolution 01-2023 and staff is directed to prepare a facsimile stamp of the
Chairman's signature in furtherance thereof. The Monroe County Comprehensive Plan Land
Authority Office Manager is hereby authorized to use the facsimile stamp for signing warrants,
legal documents and papers, and other instruments on behalf of the Chairman.
Section 2. That in Chairman David Rice absence, Vice Chairman Michelle Lincoln and
Executive Director Christine Hurley are hereby authorized to sign warrants, legal documents
and papers, and other instruments on behalf of the Monroe County Comprehensive Plan Land
Authority in accordance with the internal control requirements of Resolution 01-2023.
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Section 3. That the presently authorized signatures validating Land Authority checks are hereby
continued for sixty days from this date in order to meet payroll and other necessary obligations. ,M
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G.5.a
PASSED AND ADOPTED by the Monroe County Comprehensive Plan Land Authority at a
regular meeting on this 15th day of February, 2023.
Chairman David Rice
Vice Chairman Michelle Lincoln
Commissioner Craig Cates
Commissioner Holly Rachein °
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Commissioner Jim Scholl 0
(Seal)
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ATTEST: MONROE COUNTY COMPREHENSIVE
PLAN LAND AUTHORITY
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Christine Hurley Chairman David P. Rice
Executive Director 0
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Approved as to form and legality:
Gregory S. Oropeza, Esquire
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G.5.b
RESOLUTION NO. 01-2023
A RESOLUTION OF THE MONROE COUNTY
COMPREHENSIVE PLAN LAND AUTHORITY REPEALING
PREVIOUS RESOLUTIONS AND ESTABLISHING BANK
ACCOUNTS, SIGNATURE AUTHORITY, AND BANKING
PROCESSES.
WHEREAS, the Monroe County Comprehensive Plan Land Authority (hereinafter "Land
Authority") previously established banking policies and signature authority in Resolutions 001-
1987, 002-1987, 06-1988, 04-1989, 05-1989, and 04-1997; and
WHEREAS, banking practices and services have changed so that Land Authority processes
can be streamlined; and 0
WHEREAS, manual check writing and mailing checks is resulting in Land Authority funds being
held by banking institutions, without the benefit of earning interest which could be remedied by
wiring or sending funds electronically; and 0
WHEREAS, the Land Authority is purchasing properties more frequently, which necessitates a
change in business processes, including banking; and
WHEREAS, the Land Authority wishes to adopt certain internal controls to reduce the agency's
exposure to risk of theft;
NOW, THEREFORE, BE IT RESOLVED BY THE MONROE COUNTY COMPREHENSIVE
PLAN LAND AUTHORITY: E
Section 1. Resolutions 001-1987, 002-1987, 06-1988, 04-1989, 05-1989, and 04-1997 are
hereby repealed. 0
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Section 2. The Land Authority shall have three bank accounts. M
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Section 3. Operating Account. The first account, held by First State Bank of the Florida Keys, ra
is the standard operating account which, in general, shall be kept at a balance close to 0
500,000. In general, this account is used for vendor payments and payroll. The authorized
signature for check writing for the operating account shall be by the joint signatures of the
Chairman and the Executive Director of the Land Authority. Checks are pre-numbered and kept
in a locked file cabinet. The paymaster imprinter and the facsimile stamp bearing the Q
Chairman's signatures for this purpose is kept locked and only used by the Office Manager to leg
assure to First State Bank the legitimacy of the check.
Furthermore, Automated Clearing House (ACH) Services (electronic payments) may be used
from this account. The authorized process for ACH for the operating account shall be where the
Office Manager enters the requested payment and the Executive Director approves the
payment, as an internal dual control.
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Section 4. Special Account. The second account, held by First State Bank of the Florida ..
Keys, is an account which, in general, shall be used for land purchases or affordable housing
construction funding and shall be kept at a balance close to $500,000 with transfers into this
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account being made from the SBA account when land purchase amounts are greater than
$500,000 or the balance kept in this account. The authorized signature for check writing for the
operating account shall be by the joint signatures of the Chairman and the Executive Director of
the Land Authority. Checks are pre-numbered and kept in a locked file cabinet. The paymaster
imprinter and the facsimile stamp bearing the Chairman's signatures for this purpose is kept
locked and only used by the Office Manager to assure to First State Bank the legitimacy of the
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check. 0
Furthermore, Automated Clearing House (ACH) Services (electronic payments) may be used 0
from this account. The authorized process for ACH for the special account shall be where the .0
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Office Manager enters the requested payment and the Executive Director approves the 0
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payment, as an internal dual control.
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In addition, Electronic Funds Transfer (EFT) may be used from this account. The authorized
process for EFT shall be where the Office Manager would initiate the wire online and the 0
Executive Director would log in from their own account and approve the wire, as an internal dual
control.
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Section 5. Local Government Surplus Funds Trust Fund (Florida PRIME) Account. The third
account was created by an Act of the Florida Legislature in 1977, known as the Florida State
Board of Administration (SBA), which is utilized when the Land Authority has excess funds on
hand to obtain the highest yield consistent with proper safeguards. The Executive Director is
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authorized to transmit/withdraw such funds to/from Florida Prime (SBA) Account to be invested
according to applicable laws of the State of Florida consistent with the needs of the Land
Authority.
The Land Authority Chairman and Executive Director are authorized to notify the SBA of
changes in account information. This authorization shall be continuing in nature until revoked
by the Land Authority.
Section 6. For purposes of dual internal control, when an Office Manager is in training or in 0
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the absence of the Office Manager, there may be a 2nd "Acting" Office Manager designated by
the Executive Director, for authorizations and initiation of processing of payments and banking
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purposes. 0
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G.5.b
PASSED AND ADOPTED by the Monroe County Comprehensive Plan Land Authority at a
regular meeting on this 18th day of January 2023.
Commissioner Craig Cates Yes
Commissioner Michelle Lincoln Yes 0
Commissioner Holly Raschein Yes
Commissioner Jim Scholl Yes
Chairman David Rice Yes
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S'T: MONROE COUNTY
COMPREHENSIVE PLAN LAND
AUTHORITY
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Christine Hurley, AICP David Rice
Executive Director Chairman �
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Approved as to form and legality:
Greg Oropeza, Esquire
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