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2019.11.05 EDA Meeting PacketAGENDA ECONOMIC DEVELOPMENT AUTHORITY OF THE CITY OF CRYSTAL • REGULAR MEETING • TUESDAY, NOVEMBER 5, 2019 6:30 P.M. CRYSTAL CITY HALL COUNCIL CHAMBERS 1. Call to order * 2. Roll call * 3. Approval of minutes from the October 15, 2019 meeting 4. Consider amending the 2019 contract with Center for Energy and the Environment to increase the amount for Home Improvement Grants 5. Other business * 6. Adjournment * *Items for which no materials are included in the packet Page 1 of 3 Minutes of the Economic Development Authority of the City of Crystal Regular Meeting October 15, 2019 1. Call to Order President LaRoche called the regular meeting of the Economic Development Authority of the City of Crystal (EDA) to order at 6:45 p.m. 2. Roll Call Upon call of the roll, the following members were present: Jim Adams, Brendan Banks (arrived 6:50), John Budziszewski, Julie Deshler, Therese Kiser, Nancy LaRoche and Olga Parsons. The following staff were present: Executive Director Anne Norris, Deputy Executive Director John Sutter and City Attorney Troy Gilchrist. 3. Approval of Minutes Moved by Commissioner Adams (Budziszewski) to approve the minutes of the September 17, 2019 regular meeting. Motion carried. 4. Public Hearing - Consider a resolution authorizing the sale of 5417 35th Avenue North to Elin Marco Group. Mr. Sutter presented the staff report and answered questions from the board. President LaRoche opened the public hearing. There being no persons desiring to appear and testify, President LaRoche closed the public hearing. Moved by Commissioner Parsons (Adams) to adopt a resolution authorizing the sale of 5417 35th Avenue North to Elin Marco Group. Motion carried. 5. Information item - Potential train horn quiet zone at the Bass Lake Road crossing on the BNSF Mr. Sutter presented information to and answered questions from the board. 6. Other Business There was no other business. Page 2 of 3 7. Adjournment Motion by Commissioner Budziszewski (Banks) to adjourn. Motion carried. The meeting adjourned at 6:57 p.m. Page 3 of 3 These minutes of the October 15, 2019 meeting of the Crystal Economic Development Authority were approved by the Authority on ________________ ____, 20___. ______________________________ Nancy LaRoche, President ATTEST: ______________________________ Julie Deshler, Secretary ___________________________________________________________________________ FROM: John Sutter, Community Development Director ___________________________________________________________________________ DATE: October 31, 2019 TO: Anne Norris, Executive Director (for November 5 EDA meeting) SUBJECT: Consider amending the 2019 contract with Center for Energy and the Environment to increase the amount for Home Improvement Grants In 2018, after the closing of the Housing Resource Center, several of its client cities switched their locally funded home improvement programs to Center for Energy and the Environment (CEE). Due in part to this transition, program usage was relatively low in 2018 but has rebounded in 2019: Expenditure Summary: 2017 full year 2018 full year 2019 @ 10/28 (HRC) (CEE) (CEE) Number of Projects 84 27 43 Grant Expenditures $134,185 $89,325 $125,465 Administration Expenditures $39,250 $12,089 $20,945 Total Expenditures: $173,435 $101,414 $146,410 The 2019 contract has a budget for this program of $189,870. As of October 28, the 2019 budget is 77% expended. This is about where it should be at this time of year. Please see the attached spreadsheet. Because this is an ongoing program, many applications are submitted while one annual contract is in effect (2019) but the expenditure won’t occur until the following year. CEE is concerned that they are being asked to accept, review and approve applications in 2019 when they don’t yet know whether there will be a 2020 contract. (The 2020 contract won’t be approved by the EDA until its December 3 meeting when the final budget and tax levy are adopted.) There are three ways to solve this timing issue while preserving the annual nature of the EDA’s contract with CEE: EDA STAFF REPORT Amend 2019 Home Improvement Grant Contract 1. Have CEE stop accepting applications as soon as the annual amount is obligated, and not resume accepting applications until January of the following year when the next annual contract goes into effect. In 2019, CEE would have had to stop accepting applications in September. (CEE acknowledges that they should have brought their concerns to staff sooner, but here we are.) X Staff does not recommend this approach because it would negatively impact homeowners’ ability to initiate projects in the last 3-4 months of each year. 2. Move each annual contract approval earlier in the prior year, say in August-September. X Staff does not recommend this approach because: • It requires the EDA to enter into a contractual obligation before the final budget and tax levy are adopted. • It’s too late to do this for the current contract. 3. Add a “cushion” to each annual contract’s amount to account for the overlap of grants approved in one year but not expended until the next year.  Staff recommends this approach and a $50,000 cushion because: • Actual expenditures will be still subject to the annual budget and financial management policies of the city. • If the EDA decides to not renew the contract, the cushion will allow applications received in the last several months of the contract year to still receive the grant before the program is closed out early in the following year. Staff requests authorization to execute the attached amendment to the 2019 contract with CEE. Note: When staff brings the 2020 contract to the EDA on December 3, it will have the same “cushion” as the amended 2019 contract, for the same reason. 2019 Home Improvement Grant Program As of 10/28/2019 Snapshot as of 10/28/2019: Grants Admin Total Subtotal -$107,765 $18,290 $126,055 37 Closed Grants, City Invoiced & Paid Closed Grants $17,700 $2,655 $20,355 6 Closed Grants, City Invoice Pending Subtotal -$18,768 $2,815 $21,583 4 Approved Grants, not yet closed $13,971 $2,096 $16,067 5 In Process, with bids $45,636 $6,845 $52,481 15 In Process, no bids yet $203,840 $32,701 $236,541 67 Total EXPENDITURE BASIS: Budget Closed Grants Remaining $163,800 -$125,465 =$38,335 $26,070 -$20,945 =$5,125  $189,870 $146,410 $43,460 77%Expended 2019 Closed 2019 Budget as of Budget Grants Remaining 10/28/2019 OBLIGATION BASIS: #Actual era Forecast st Avg Closed (thru 10/29)43 $125,465 # Approved (not closed)4 #$18,768 In Process, with bids 5 #$13,971 # In Process, no bids yet 15 $45,636 ! $125,465 +$78,375 =$203,840 +$32,701 =$236,541 -$189,870 =$46,671 Grant Admin Fee Total 2019 Forecast Obligations Obligations Obligations Contract Expenditures Forecast Forecast Forecast for Grants > Contract Snapshot as of 10/28/2019: Budgets are by calendar year: Contracts are also by calendar year, but some grants approved under the 2019 contract may not be expended until the following year: The proposed amendment to the 2019 contract is for this overlap between the 2019 and 2020 contracts. 2019 2020… 2019 2020… Span of 2019 Contract $189,870 Span of 2020 Contract… $189,870 Span of 2019 Budget Span of 2020 Budget… Closed Grants + Admin $146,410 Grants Approved or In Process + Admin $90,131 2019 2020… 43 $146,410 24 $90,131 Grants Approved or In Process Home Improvement Grants Administration Fees Closed Grants Grants Approved or In Process, not yet closed Amendment to Home Improvement Program Origination Agreement between Economic Development Authority of the City of Crystal and Center for Energy and the Environment This Amendment, dated _______________________________, 2019, is made by and between the ECONOMIC DEVELOPMENT AUTHORITY in and for the City of Crystal, with offices at 4141 Douglas Dr N, Crystal, MN 55422 (“Authority”), and CENTER FOR ENERGY AND ENVIRONMENT, with offices at 212 3rd Avenue North, Suite 560, Minneapolis, Minnesota, 55401 (“CEE”). RECITALS A.The Authority and CEE entered into a Home Improvement Program Origination Agreement for calendar year 2019 dated December 13, 2018. B.To ensure the seamless availability of funds for projects in the City of Crystal, the Authority and CEE desire to amend Exhibit B1 of said Agreement to increase the amount available for Home Improvement Grants under said Agreement. NOW, THEREFORE, the parties agree as follows: 1.The total program budget is increased from $215,620 to $265,620. 2.The grant budget is increased from $189,870 to $239,870. 3.The amended Exhibit B1 is attached and made part of this Amendment. IN WITNESS WHEREOF, the parties have executed this Amendment as of the date first written above. ECONOMIC DEVELOPMENT AUTHORITY in and for the City of Crystal By: Its: Print Name Date: CENTER FOR ENERGY & ENVIRONMENT By: Its: Date: Tax ID # 41-1647799 Exhibit B - #______ EXHIBIT B1 TOTAL PROGRAM BUDGET $265,620 CRYSTAL PROGRAM BUDGET A.Crystal Grant Budget Allocation (includes Grants plus Annual Fee, Post-Installation Inspection Fees and Grant Origination Fees): $239,870 MHFA Interest Subsidy Program Budget Allocation (includes Interest Subsidy plus Origination Fees): $25,750 Budget Notes: 1.CEE shall submit monthly invoices for origination fees, interest subsidy and post-installation inspections for that period. 2.Services performed by CEE will initially be funded from the Total Program Budget as stated above and paid in accordance with the following schedule. (1)Annual Admin Fee $500 (2)Origination Fee: Grant 15% per grant closed (3)Origination Fee: MHFA Interest Subsidy $125 (4)MHFA Interest Subsidy $varies (5) Post-Installation Inspection Fee $100 3.Marketing Marketing efforts outside of CEE’s website and loan information are not included in the administrative budget. Hourly rates are inclusive of all overhead expenses and will be charged only for hours directly related to the labor of all additional program marketing. CEE will also be reimbursed by City of Crystal for any non-labor, out-of-pocket expenses relating to these services on a dollar-for-dollar basis.