The Financial Administration Department
Managing Cash and Debt
Procuring Goods and Services
Accounting and Accounts Payables
Land and Property and Leasing
Special Tax/Assessment Districts
|RECENT FINANCE DEPARTMENT NEWS|
|FINANCIAL REPORTS AND PLANS|
|Budgets and Budget Amendments|
|Capital Improvement 5-Yr Financial Plan|
|Comprehensive Annual Financial Reports|
|Popular Annual Financial Reports|
|Monthly Financial Status Reports|
|Annual Debt Reports|
|Quarterly and Annual Investment Reports|
|Annual Penny Sales Tax Updates|
|Major Revenue Manual|
|FINANCIAL POLICIES AND PROCEDURES|
|Adopted Administrative Regulations|
|Procurement Code of Ethics|
|City Investment Policy|
|Not for Profit Funding Requests Policy|
|Post Issuance Compliance Policy (Bonds)|
|DOING BUSINESS WITH THE CITY OF SARASOTA||CONTACT US:|
|Become a vendor|
|Tax Exempt information||Purchasing and Real Estate:|
|Register for Automatic Cash Handling (ACH)||1565 First Street, Room # 205 Sarasota, FL 34236|
|Current and Future Contract Opportunities||P.O. Box 1058 Sarasota, FL 34230|
|Automatic Notification for Contract Opportunities||# 941-954-4151 Telephone|
|Contractor Forms||# 941-954-4157 Fax|
|NON CITY-WIDE TAXES||All other Financial Administration:|
|Communication Services Tax - Street Address List||1565 First Street, Room # 114 Sarasota, FL 34236|
|Monthly Bottled and Metered Gas Excise Tax||P.O. Box 1058 Sarasota, FL 34230|
|Special Taxing and Assessment Districts||#941-954-4185 Telephone|
MEET THE FINANCIAL ADMINISTRATION DEPARTMENT
Organizational Chart and Contact Information
RECENT FINANCE DEPARTMENT NEWS
Purchasing Recognized for National Excellence (August 2016)
City's 2015 PAFR is released (May 2016)
Deputy Finance Director Selected for Leadership Program (May 2016)
$500,000 Grant awarded to the City (April 2016)
Finance Department wins GFOA Trifecta (February 2016)
Purchasing Receives National Recognition (September 2015)
City Receives Prestigious Budget Award (June 2015)
GFOA Best Practice of the Week (May 2015)
Bond Refunding Saves City $6.4 Million (May 2015)
City Publishes Easy to Read Overview of Finances (March 2015)
City's Bond Ratings Affirmed as AA+ and AA (September 2014)
ANNUAL ADOPTED FINANCIAL PLANS (BUDGETS)
Every year an annual financial plan is created and adopted by the City of Sarasota. Adopting a budget establishes strict spending guidelines and revenue expectations that allow the City to plan for 12 months of operations. Creating the plan involves thousands of hours of input from City departments, weeks of review by City administration, and days of workshops and meetings with the City Commission. The City’s annual Adopted Financial Plan has been nationally recognized for excellence in financial reporting by the Government Financial Officers Association (GFOA) every year since 1990.
Proposed Financial Plan (for the Fiscal Year Beginning October 1, 2017)
► Tues, June 20, 2017 5pm-8pm, City Hall, Commission Chambers: Budget Workshop Day 1
► Wed, June 21, 2017 5pm-8pm, City Hall, Commission Chambers: Budget Workshop Day 2
► Thu, June 22, 2017 5pm-8pm, City Hall, Commission Chambers: Budget Workshop Day 3
► Tue, September 5, 2017, 6pm, City Hall, Commission Chambers, First Public Hearing to Adopt FY 2017-18 Financial Plan
► Mon, September 18, 2017, 6pm, City Hall, Commission Chambers, Final Public Hearing to Adopt FY 2017-18 Financial Plan
Current Fiscal Year:
Previous Fiscal Years:
The City's Fiscal Year 2017 Adopted Financial Plan establishes the budget for all City expenses and revenues occurring between October 1, 2016 and September 30, 2017. If a change to the Adopted Financial Plan is proposed that will result in an increase to the budget, Florida State Statute requires a City Commission Resolution be passed in order to formally amend the previously adopted budget. The current fiscal year’s Budget Amendment Resolutions are provided below:
Resolution#16R-2604 adopted October 3, 2016
Resolution#17R-2606 adopted October 17, 2016
Resolution#17R-2608 adopted November 8, 2016
Resolution#17R-2612 adopted November 21, 2016
Resolution#17R-2613 adopted December 5, 2016
Resolution#17R-2615 adopted January 3, 2017
Resolution#17R-2620 adopted January 17, 2017
Resolution#17R-2624 adopted February 6, 2017
Resolution#17R-2627 adopted February 21, 2017
Resolution#17R-2628 adopted March 6, 2017
Resolution#17R-2623 adopted March 20, 2017
Resolution#17R-2632 adopted March 20, 2017
QUESTIONS ABOUT PROPOSED, ADOPTED, OR AMENDED BUDGETS? Please contact Budget Manager, Michelle Valentich at (941)-926-6426 or Michelle.Valentich@SarasotaFL.gov
ANNUAL ADOPTED CAPITAL IMPROVEMENT PLAN (C.I.P.)
The City meets its needs for creating and maintaining facilities, land, and major equipment by annually adopting a 5-year Capital Improvement Plan. The Plan identifies the next five years’ major purchases and investments (over $50,000) and shows what each project is, when it will begin, and how the City will pay for it.
QUESTIONS ABOUT FUNDING THE CAPITAL IMPROVEMENT PLAN? Please contact Finance Director, Kelly Strickland at (941)-954-4124 or Kelly.Strickland@SarasotaFL.gov
COMPREHENSIVE ANNUAL FINANCIAL REPORTS (CAFR)
The City of Sarasota’s CAFR is a set of financial statements that comply with the accounting requirements endorsed by the Governmental Accounting Standards Board (GASB). The City prepares its CAFR on an annual basis. After it is accepted by the City Commission and submitted to the State of Florida, the 200+ page financial document is also submitted for consideration by the Government Finance Officers Association of the United States and Canada (GFOA) for their ‘Excellence in Financial Reporting’ Award, which it has been awarded every year since 1981 (a Certificate of Achievement is valid for a period of one year only).
QUESTIONS ABOUT THE CAFR? Please contact Deputy Finance Director David Flatt at (941)-954-4199 or David.Flatt@SarasotaFL.gov
POPULAR ANNUAL FINANCIAL REPORTS (PAFR)
The City of Sarasota’s award-winning 200+ page CAFR (Comprehensive Annual Financial Report) is reduced to a 12-page Citizen’s summary aka the City’s Popular Annual Financial Report, or PAFR. The City published its first PAFR in 2014 and has subsequently won the national award for excellence in financial reporting from the Government Finance Officers Association of the United States and Canada (GFOA).
QUESTIONS ABOUT THE PAFR? Please contact the Assistant to the Finance Director, Susan Dodd at (941) 926-6428 or Susan.Dodd@SarasotaFL.gov
MONTHLY STATUS REPORTS: WATER AND SEWER FUND
The City’s Monthly Water and Sewer Financial Status Reports are preliminary/unaudited financial reports that compare the revenues and expenditures of the Water and Sewer Funds of the current fiscal year with those of the previous Fiscal Year.
MONTHLY STATUS REPORTS: OTHER MAJOR FUNDS AND DEPARTMENTS
The City’s Monthly Financial Status Reports are preliminary/unaudited financial reports that compare the revenues and expenditures of a selection of City Funds and Departments of the current fiscal year, with those of the previous Fiscal Year.
QUESTIONS ABOUT MONTHLY STATUS REPORTS? Please contact Accounting Supervisor, Dolly Gamble at (941)-926-6419 or Dolores.Gamble@SarasotaFL.gov
ANNUAL DEBT REPORTS
The City of Sarasota’s Annual Indebtedness Report delivers an overview of all of the City’s currently outstanding debt. The document explains the purpose, principal, and period for every loan, bond, and/or unpaid employee benefit. The City published its first Indebtedness Report in 2012.
QUESTIONS ABOUT DEBT REPORTS? Please contact the Assistant to the Finance Director, Susan Dodd at (941) 926-6428 or Susan.Dodd@SarasotaFL.gov
QUARTERLY AND ANNUAL INVESTMENT REPORTS
The City’s investment partners prepare both quarterly, and annual investment reports that detail the City’s chosen investments, and rates of return, and report on the health of the City’s treasury as a whole.
QUESTIONS ABOUT INVESTMENT REPORTS? Please contact Finance Director, Kelly Strickland at (941)-954-4124 or Kelly.Strickland@SarasotaFL.gov
ANNUAL PENNY SALES TAXES STATUS REPORT
An infrastructure surtax is used in Sarasota County to provide proceeds to “finance, plan, and construct infrastructure” as authorized under Florida State Statutes Section 212.054 and 212.055, and Sarasota County Code Section 114.1. The County divides the revenues between the Sarasota County School Board (25%), and the remainder (75%) is distributed between its municipalities based on population. The 1% surtax has been approved by Sarasota voters three times:
“Phase 1”: A ten year surtax was approved by voters in June 1989 (Phase I: September 1, 1989 - August 30, 1999)
“Phase 2”: A ten year extension was approved by voters in November 1997 (Phase II: September 1, 1999 - August 30, 2009)
“Phase 3”: An additional fifteen-year extension was approved by voters in November 2007 (Phase III: Sept 1, 2009 – Dec 31, 2024)
Phase II Penny Sales Tax Annual Update as of Sept 30, 2014
Phase III Penny Sales Tax Annual Update as of Sept 30, 2014
QUESTIONS ABOUT PENNY SALES TAX REPORTS? Please contact Finance Director, Kelly Strickland at (941)-954-4124 or Kelly.Strickland@SarasotaFL.gov
MAJOR REVENUE MANUAL
The City of Sarasota’s Major Revenue Manual is published by the Finance Department in an effort to inform citizens and other interested parties about the various sources of funds the City receives, that are used to operate the City and municipal organization.
QUESTIONS ABOUT THE REVENUE MANUAL? Please contact the Assistant to the Finance Director, Susan Dodd at (941) 926-6428 or Susan.Dodd@SarasotaFL.gov
FINANCIAL POLICIES AND PROCEDURES
City of Sarasota Financial Administration Policies
City of Sarasota Investment Policy
City of Sarasota Procurement Code of Ethics
Not for Profit Funding Requests Policy and Application
City of Sarasota Grant Policy and Procedures
City of Sarasota Post Issuance Compliance Policy and Procedures
QUESTIONS ABOUT CITY OF SARASOTA FINANCIAL POLICIES? Please contact Deputy Finance Director, David Flatt at (941)-954-4119 or David.Flatt@SarasotaFL.gov
TO REGISTER AS A CITY OF SARASOTA VENDOR please submit the following forms:
Internal Revenue Service Form W-9 (Print and Submit Form)
City of Sarasota form that accompanies Form W-9 (Print and Submit Form)
TO BE NOTIFIED OF FUTURE VENDOR OPPORTUNITIES please subscribe to one or more of the following services:
1. Sign up with the City of Sarasota
Any interested party can sign up to the City’s email subscription list, which allows potential vendors to be alerted by email whenever a City bid has been advertised
2. Sign up with DemandStar
DemandStar is a web subscription service that offers free and paid subscriptions that connects potential vendors to over 89,000 national purchasing offices’ bids. Almost all City of Sarasota bids valued at over $50,000 are advertised via DemandStar.
3. Sign up with Florida Purchasing Group
The Florida Purchasing Group is a web subscription service that offers free and paid subscriptions that connect potential vendors to thousands of Florida purchasing offices’ bids, including the City of Sarasota.
CURRENT VENDOR CONTRACTS
Current contract listing
QUESTIONS ABOUT VENDOR REGISTRATION OR NOTIFICATION? Contact Procurement Specialist, Denise Donahue at (941)-926-6429 or Denise.Donahue@SarasotaFL.gov
RECEIVING PAYMENT FOR GOODS AND SERVICES
Vendors who provide goods and services to the City expect fair and timely payment for their efforts. The City’s Accounts Payable division ensures timely, transparent, and accurate payment of invoices, and follows all policies and procedures that are in place to verify vendor requests and payments are authorized, authenticated, and accounted for. The City is a tax exempt entity and does not pay Florida State Sales Tax. Our FL Tax Exempt # is 68-00-044687-54C.
Sign up to receive electronic payments for goods and services (Print and Submit Form)
QUESTIONS ABOUT VENDOR PAYMENTS? Contact Accounts Payable Administrator, Lisa Shay at (941)-926-6422 or Lisa.Shay@SarasotaFL.gov
DOWNLOAD FORMS FOR PROFESSIONAL CONSULTANTS and CITY PROJECT MANAGERS:
City of Sarasota Sample Request for Proposals (PDF)
City of Sarasota Sample Consultants Competitive Negotiation Request for Proposals (PDF)
City of Sarasota Sample Invitation to Bid (PDF)
City of Sarasota Sample Scope for Solicitation of Architectural or Engineering work (PDF)
City of Sarasota Purchase Order Standard Terms and Conditions (PDF)
City of Sarasota Consultant Checklist (Word doc) A Consultant is to submit this form when their project is in the final design stage.
City of Sarasota Permit Checklist for Consultants (Excel worksheet) Consultant form for determining City permitting costs.
Small Project Consultant Evaluation Form (Word doc) For City Project Managers' use.
Medium Project Consultation Evaluation Form (Excel Worksheet) For City Project Managers' use.
Large Project Consultant Evaluation Form (Excel Worksheet) For City Project Managers' use.
COMMUNICATIONS SERVICES TAX
A complete listing of all street addresses in the City of Sarasota is provided as required by Florida State Statute 202.22 (1)(c)2.a. to allow Communication Service providers to determine the correct jurisdiction of a service address, in order to remit the Communication Services Tax to the proper taxing authority.
Download the 2015 Street Address List (pdf)
QUESTIONS ABOUT THE COMMUNICATIONS SERVICES TAX? Please contact Chief Financial Management Analyst, Marjorie Holman at (941)-954-4114 or Marjorie.Holman@SarasotaFL.gov
BOTTLED AND METERED GAS TAX PAYMENTS
Sellers of bottled liquid gas and metered natural gas within the City of Sarasota must remit a 10% excise tax under the provisions of City Code Section 32-17. The tax on a month’s sales must be remitted before the 20th day of the following month with the City’s Public Service Tax Payment Form (print and send with payment).
QUESTIONS ABOUT GAS TAX PAYMENT? Please contact Chief Financial Management Analyst, Marjorie Holman at (941)-954-4114 or Marjorie.Holman@SarasotaFL.gov
SPECIAL ASSESSMENT AND SPECIAL TAXING DISTRICTS WITHIN THE CITY OF SARASOTA
The City of Sarasota Finance Department oversees the annual budgets of the:
Community Redevelopment Agency The Downtown Community Redevelopment Agency area (CRA) was established in 1986 to utilize City and County Ad Valorem taxes generated from within the CRA towards significant improvements of the CRA, In 2006, the City's CRA was expanded to include the area of Northern Sarasota City referred to as 'Newtown'. The taxes collected from within the Downtown and Newtown CRA are utilized specifically for redevelopment efforts within those areas.
St. Armand's Business Improvement District The St. Armand’s Business Improvement District (BID) was created in 2006 readopted recently? in order for the Commercially-zoned property owners within a specified area of St. Armand’s Key to levy an additional annual property tax against themselves for the purpose of improving the St. Armand’s environs. A Board of Directors manages the expenditure of the levied funds on streetscape improvements, marketing and advertising, grants, and other initiatives.
Golden Gate Point Streetscape Special District The Golden Gate Point Special District was created in 2005 in order to construct significant improvements to the shared public right-of-way on Golden Gate Point in Downtown Sarasota. The cost of the improvements is repaid by Golden Gate Point property owners who have levied an additional annual property tax against themselves.
Downtown Improvement District (DID) The Downtown Improvement District (DID) was created in 2008 in order for the non-residential property owners within a specified area of Downtown Sarasota to levy an additional annual property tax against themselves for the purpose of improving the Downtown environs. A Board of Directors manages the expenditure of the levied funds on streetscape improvements, marketing and advertising, grants, and other initiatives.
QUESTIONS ABOUT THE SPECIAL ASSESSMENT AND SPECIAL TAXING DISTRICT FINANCES? Please contact Finance Director, Kelly Strickland at (941)-954-4124 or Kelly.Strickland@SarasotaFL.gov