HomeMy WebLinkAboutReso 2016-2564 RESOLUTION NO. 2016-2,` o4
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF
SUNNY ISLES BEACH, FLORIDA, APPROVING AMENDED
GUIDELINES FOR THE SUNNY ISLES BEACH SOCIAL
SENIORS EVENTS, INC. FOR FINANCIAL CONTRIBUTIONS
AND RELATED MATTERS; PROVIDING THE CITY MANAGER
WITH THE AUTHORITY TO DO ALL THINGS NECESSARY TO
EFFECTUATE THIS RESOLUTION; PROVIDING FOR AN
EFFECTIVE DATE.
WHEREAS, the Sunny Isles Beach Social Seniors Events, Inc. ("Social Seniors") is a
501(c)(3) charitable organization that offers monthly social and recreational gatherings for senior
citizen residents and guests alike; and
WHEREAS, Social Seniors provides social and recreational activities as well as
informational seminars on medical, financial and other matters of importance to the community;
and
WHEREAS, on September 18, 2014 via Resolution No. 2014-2289 the City Commission
approved a charitable contribution and provided terms and conditions for the Social Seniors; and
WHEREAS, the City now wishes to provide amended guidelines to the Social Seniors.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE
CITY OF SUNNY ISLES BEACH, FLORIDA, AS FOLLOWS:
Section 1. Approval of Amended Guidelines. The City Commission hereby approves the
amended guidelines for the Social Seniors with the following revised terms and conditions:
1. 50% of the $10,000.00 charitable contribution (i.e. $5,000.00) shall be used for
administrative costs and salaries. This means total compensation/salaries shall not
exceed $5,000.00;
2. The remaining 50% of the $10,000.00 charitable contribution (i.e. $5,000.00) shall be
used for program administration costs and expenses not related to salary or any other
form of compensation;
3. The $10,000.00 charitable contribution shall be contributed quarterly (i.e. $2,500.00 per
quarter) initially, with additional funding upon request and approval of the City
Commission;
4. In addition to the monetary donation, the City will continue to provide Social Seniors
marketing information in official City publications, as available;
R2016-Approving Guidelines for Social Seniors
5. Social Seniors shall promote City events and programs at all Social Seniors organized
functions as approved by the City;
6. Social Seniors shall provide residents of the City with special pricing or discounts for
events, and all other non-residents shall pay full cost of programs;
7. Social Seniors shall provide meeting notices and detailed information of all Social
Seniors events and programs to the City so as to assist in marketing Social Seniors
events, however, all ticket/payment requests will be directed to Social Seniors officers;
8. Social Seniors shall name the City as a financial sponsor in all Social Seniors materials;
9. Social Seniors shall be permitted to use certain City facilities based on availability;
10. On a semi-annual basis, Social Seniors shall provide a complete roster of members with
each member's name, address and phone number listed by the end of the year;
11. Social Seniors shall provide the City with the following documentation from the prior
quarter, in advance of issuance of any quarterly (or otherwise) charitable contribution
from the City:
a. Meeting notices and minutes of any Social Seniors 501(c)(3) Board meetings
held;
b. Copies of receipts provided to guests for all cash payments for events (receipts
shall be pre-numbered to facilitate proper tracking);
c. Report detailing the use of funds, as well as the corresponding bank statements
and bank reconciliations;
d. Vendor invoices and corresponding check copies stating purpose for all vendors
paid;
e. Copies of all cancelled checks.
Section 2. Authorization of City Manager. The City Manager is hereby authorized to do all
things necessary to effectuate the terms of this Resolution.
R2016-Approving Guidelines for Social Seniors
1
Section 3. Effective Date. This Resolution shall become effective upon adoption.
iollpPASSED AND ADOPTED this 16th day of June 2016.
George . Scholl, Mayor
ATTEST:, • ' ,
G
tf �I Q
0 •�� .
- Jane A. Hines, City-Clerk, MMC
,
APPROVED AS TO FORM i AND .G SUFFICIENCY:
.iii. /
Ha! . not, CI y Attorney
Moved by: 1010
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Seconded by: 1 tIn6 46,x, t' CDLt v v il/
Vote:
Mayor Scholl ✓(Yes) (No)
Vice Mayor Gatto l (Yes) (No)
Commissioner Aelion (/(Yes) (No)
Commissioner Goldman ✓ es) (No)
Commissioner Levin (Yes) (No)
R2016-Approving Guidelines for Social Seniors
City of Sunny Isles Beach
18070 Collins Avenue
Sunny Isles Beach, Florida 33160
(305) 947-0606 City Hall
FLO
(305) 949-3113 Fax
MEMORANDUM
TO: The Honorable Mayor and City Commission
FROM: Christopher J. Russo, City Manager
DATE: 6/16/2016
RE: Amendment to Charitable Contribution to Sunny Isles
Beach Social Seniors Events, Inc.
RECOMMENDATION:
This Resolution is presented for your consideration.
REASONS:
As you know, the City has been donating a $10,000.00 charitable
contribution to the Sunny Isles Beach Social Senior Events, Inc.
("Social Seniors") annually since 2013-2014 FY At that time, the City
Commission approved a set of terms and conditions for which their
contribution would be subject to, which did not include any
compensation for employees or officers of the not for profit
organization. On October 17, 2013, after discussion between the City
Commission and officers of Social Seniors at a Commission workshop,
the terms and conditions were modified to continue the salary restriction
for the first six (6) months of the 2013-2014 FY.
Then on September 18, 2014, the City Commission approved the
continuation of the $10,000.00 contribution for Social Seniors for the
2014-2015 FY. With the added terms and conditions clarifying that a
maximum of $5,000.00 could be used for compensation/salaries.
However, upon review by the City's Finance Director of the most recent
quarterly report from the Social Seniors President, it appeared that
there were some irregularities. After a meeting with the Social Seniors
President and their accountant, it was determined that the following
59
revised terms and conditions should be approved prior to the City
making any further contribution to Social Seniors:
1. 50% of the $10,000.00 charitable contribution (i.e. $5,000.00) shall
be used for administrative costs and salaries. This means total
compensation/salaries shall not exceed $5,000.00;
2. The remaining 50% of the $10,000.00 charitable contribution (i.e.
$5,000.00) shall be used for program administration costs and
expenses not related to salary or any other form of compensation;
3. The $10,000.00 charitable contribution shall be contributed quarterly
(i.e. $2,500.00 per quarter) initially, with additional funding upon request
and approval of the City Commission;
4. In addition to the monetary donation, the City will continue to provide
Social Seniors marketing information in official City publications, as
available;
5. Social Seniors shall promote City events and programs at all Social
Seniors organized functions as approved by the City;'
6. Social Seniors shall provide residents of the City with special pricing
or discounts for events, and all other non-residents shall pay full cost of
programs;
7. Social Seniors shall provide meeting notices and detailed information
of all Social Seniors events and programs to the City so as to assist in
marketing Social Seniors events, however, all ticket/payment requests
will be directed to Social Seniors officers:
8. Social Seniors shall name the City as a financial sponsor in all Social
Seniors materials;
9. Social Seniors shall be permitted to use certain City facilities based
on availability;
10. On a semi-annual basis, Social Seniors shall provide a complete
roster of members with each member's name, address and phone
number listed;
11. Social Seniors shall provide the City with the following
documentation from the prior quarter, in advance of issuance of any
quarterly (or otherwise) charitable contribution from the City:
a. Meeting notices and minutes of any Social Seniors 501(c)(3) Board
meetings held;
f
b. Copies of receipts provided to guests for all cash payments for
events (receipts shall be pre -numbered to facilitate proper tracking);
c. Report detailing the use of funds, as well as the corresponding bank
statements and bank reconciliations;
d. Vendor invoices and corresponding check copies stating purpose for
all vendors paid;
e. Copies of all cancelled checks.
FUNDING SOURCE:
Funding is appropriated in the General Fund in the City Commissions'
Budget (donations; account number 001-1-5110-48200-00000).
ATTACHMENTS:
Description
Resolution
Item Number: 10.E.
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