Memo 015-2012 Response to your Questions MIAMI BEACH
"' 2012 J(' � �:� o.
MEMORA (6& I
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TO: Jerry Libbin, Commissioner
FROM: Kathie G. Brooks, Interim City Manager/
DATE: July 24, 2012
SUBJECT: Responses to Your Questions
Responses to your questions to Patricia Walker, Chief Financial Officer and Ramiro
Inguanzo , Human Resources Director; are offered below.
1 — Risk Mgt Fund — Are the increases also allocated to enterprise funds?
Yes, the Risk Management budget is allocated to all funds (including enterprise).
2 - July 9 Finance & Citywide Projects Committee — How was the $1.4 Million Pay—as—you-
go allocated to projects?
The $1.4M Paygo allocation was provided to General Fund capital projects with
201212013 funding requests that did not qualify for either Quality of Life (to support
tourism- eligible capital projects in north, south and mid - beach), Miami Dade County
— CDT (municipal resort tax eligible expenditures), on Capital Reserve funding (to
support previously approved capital projects with funding requirements due to
change orders, over budget bids or unforeseen items).
First priority was given to existing neighborhood projects that were previously funded
that had 201212013 funding requests:
• Neighborhood Right of Way Improvement projects that required additional
funding for above ground (millage and resurfacing etc) work that was part of
the original scope of the project (Bayshore Central Bid Pack A ($246,006),
Bayshore Lake Pancoast BPC ($14,000), Bayshore Neighborh000d Sunset
Island 3 & 4 BPD ($745,000).
• Property Management Facility - Flamingo neighborhood's request to relocate
the Property Management Division outside Flamingo Park ($130,996).
Second priority was given to future projects that had already been adopted in the
current CIP budget but required funding in 201212013:
• Fire Station #2 Training Annex ($82,200)
• Polo Park Playground Renovation ($146,500)
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• Muss Park Kayak Launch (204, 750)
• Seawall Muss Park rehabilitation ($674, 000)
We are committed to providing excellent public service and safety to all who live, work, and.play in our vibrant, tropical, historic community.
3 — Pension — Did IAFF and FOP have an increase in employee pension cost percentage
like everyone else? If not, why? What is a.2% increase in the employee percentage worth?
What percentage does each group pay?
FOP and IAFF did not have an increase in the employee contribution in the current contract.
Their employee contribution percentage is 10 %. A 2% increase for FOP is approximately
$823, 000 for 1 year and for IAFF is $443, 000 for 1 year.
General employees had an increase of 2% to their employee rate which continues today.
Unclassified employee's contribution rate increased January 2010, AFSCME and GSA
employees contribution rate increased in July 2010 and CWA employees contribution rate
increased in November 20.10.
The General employee's contribution percentages increased from 10% to 12% for
employees who were generally employed prior to 1993 and from 8% to 10% for employees
hired after 1993.
4 — Why was Fire overtime increased by $200,000?
Please see attached LTC dated July 24, 2012.
5 — What would be our savings if we did not provide health insurance until an employee
passes probation or is here 90 days? Please provide 3 years back info.
We analyzed the 90 day waiting period for medical /dental insurance for newly hired
unclassified employees (consistent with classified employees). This analysis covered a
three year period (2009 -2012) with the average savings over the 3 year period (had we
waited the 90 day period) being approximately $27,500 per year.
Please see attached Schedules 1 -4.
6- RDA — Assessed values increased this year. How much additional tax will that generate
and what will it be used for?
The City Center RDA will generate an $1.9 million of the proposed millage
rate of 6.1122. RDA tax revenues are used to support RDA related expenses.
Remaining revenue over and above RDA expenses is either left in the RDA fund as
fund balance or is transferred out to the capital projects fund for use in funding RDA
capital projects.
7 — What has been the actual discount taken in our property tax collections over the past 5
years? (2007 — 2011)
The actual discounts by year for property tax collections, including delinquencies,
value adjustments, etc. are: FY 2006107 6.17 %, FY 2007108 6.28 %, FY 2008109 i
7.2 %, FY 2009110 6.35 %, and FY 20101116.43%.
We are committed to providing excellent public service and safety to all who live, work, and play in our vibrant, tropical, historic community.
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8 — Specifically how we get to the different millage levels .
See attached spreadsheet Schedule, 5.
9- Fines and Forfeitures are lower this year, why?
Fines & forfeitures are lower in several categories, mostly in red light camera
revenue, building code violations, code compliance fines, county court fines- parking,
fire code violations, and local ordinance fines.
10 — In consideration of the proposal to boot vehicles of those who owe the City money for
any reason — How much of what is owed to the City each year is collected ?( Percentage)
Please provide 3 years history.
Fiscal Year Billings Collections % Collected
2009 $108,236,109 $106,480,497 98%
2010 $114,723,069 $112,792,825 98%
2011 $112,990,335 $108,534,661 96%
11 — What is in Other revenues?
Included in Other Revenues are management fees payable to the General Fund, and
transfers in from other funds (such as the resort tax fund).
12 —What is this year's projected surplus?
- This year's projected surplus will be presented in the quarterly financial update to the
Commission which will be completed in the near future.
13 — How much was collected from FOP for take home cars for the last three years?
The User fees for FOP Take Home Cars were set by the user's home location as follows:
Miami Beach $0 bi- weekly
Miami Dade County $25.00 bi- weekly
Broward County $30 bi- weekly
Palm beach County $75 bi- weekly (currently 3 employees)
The amounts collected by the City were as follows:
FY 2009110 - $194,4 10
FY 2010111- $264,337 ( includes $7 additional user fee which began in Aug 2010 for 18
months which expired in Feb 2012.
FY 2011112 - $161,298 (includes the $7 additional fee for 5 months of this period)
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We are committed to providing excellent public service and safety to all who live, work, and play in our vibrant, tropical, historic community.
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14 — What was the cost to the City for FY 2008/09, FY 2009/10 and FY 2010/11 for gas and
what was the usage for those three years?
Please see attached Schedule 6 which shows the cost of fuel by month and the total
purchased per month for the three year period.
Please see Schedule 7 which reflects the volume usage and cost by Department for
October 2008.
CC: Mayor Matti Herrera Bower and the City Commission
KGB :PDW:TF
Attachments
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We are committed to providing excellent public service and safety to all who live, work, and play in our vibrant, tropical, historic community.
MIAMI BEACH
OFFICE OF THE CITY MANAGER
NO. LTC # 188 -2012 LETTER TO COMMISSION
TO: Mayor Matti Herrera Bower and Members of the City Commission
FROM: Kathie G. Brooks, Interim City Manager ,
DATE: July 24, 2012
SUBJECT: Analysis of Fire Department Overtime and Unanticipated Leave Usage - Quarter 3 FY 2011/12
This Letter to Commission (LTC) provides information regarding Fire Rescue Overtime and Unscheduled
Leave Usage.
Fiscal Year 2012/13 Overtime Com2arison
The budgeted overtime (both regular overtime and holiday overtime) for all divisions in FY 2011/12 was $1.8
million. The following table shows a comparison between the budgeted overtime for FY 2011112 and proposed
current service level for FY 2012/13. The overall increase between years is 8 %, with decreases in all
categories except Suppression, which is increasing by 85 %. The increase in FY 2012113 overtime in the
Suppression Division is based on year to date trends. While there is an increase in overtime from FY 2011/12
to FY 2012/13, - the FY 2012/13 amount is still less than prior year actuals.
Proposed
Budget CSL Budget FY13 - FY12
Division FY 2009/10 FY 2010/11 FY 2011/12 FY 2012/13 Difference
Ocean Rescue 346,286 193,736 307,031 193,000 (114,031) -37%
Suppression 1,184,472 1,142,855 571,610 1,057,918 486,308 85%
Rescue 805,898 684,291 629,498 582,687 (46,811) -7%
Prevention 110,614 67,078 167,454 72,080 (95,374) -57%
Support Services 57,632 29,076 166,750 90,000 (76,750) -46%
Total 2,504,902 2,117,036 1,842,343 1,995,685 153,342 8%
Fiscal Year 2091/12 Overtime Results to Date for Sulspression and Rescue
Results for the first three quarters of FY 2011/12 show that the actual overtime expense for Fire Suppression
and Rescue is $1.3 million, which represents 107% of the annual budget of $1.2 million. The table below
shows the overtime budget for the two divisions, compared to the actual overtime usage by quarter for the first
three quarters of the year. For Fire Suppression the percent used is 142% and for Rescue 75 %.
Fiscal Year FY Actual YTD % of
2011/12 Budget I Q1 02 Q3 Q4 Total YTD Bud et
Overtime $'s
Suppression 571,610 319,522 295,241 194,197 808,960 142%
Rescue 629,498 175,930 144,001 150,744 470,675 75%
Total 1,201,108 495,452 439,242 344,941 1,279,635 107%
Unanticipated leave (hrs)
EVAC 1.099 2,239 1.722 5,060
SICK 2,441 2,214 3,058 7,713
Total 3,540 4,453 4,780 12,773
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Analysis of Fire Department Unanticipated Leave Usage and Overtime
Quarter 3 FY 2011/12
Page 2of9
Emergency Vacation and Sick time for Suppression and Rescue Divisions
Comparing the 3` quarter over the last three (3) years, unscheduled leave usage has fluctuated over the last
two years from 197 shifts in FY 2009/10 to 192 shifts in FY 2010/11 to 199 shifts in FY 2011/12. During April
and May 2012, the average unscheduled leave use was 1,200 hours of sick time and 500 hours of emergency
vacation, which resulted in approximately 1,100 hours of overtime. Conversely, in June, the average
unscheduled leave use was approximately 700 hours of sick and 550 of EVAC, resulting in approximately 365
hours of overtime. This drop in sick usage coincides with the graduation of new recruits in late May. This may
indicate that the higher number of available personnel allows more flexibility in scheduling approved leave and,
therefore, lowers the tendency toward abuse of sick leave. Another trend that is noticeable is that almost 50
percent of the frequent users are personnel in the Deferred Retirement Option Plan (DROP).
Sick Leave usage and emergency leave usage decreased in each of the first two quarters of FY 2011/12
compared to the prior two years, with the third quarter being similar to the two prior years, with associated
decreases in overtime. The analysis of this data demonstrates that the increased staffing, including the three
additional firefighter positions added in FY 2010111 as a pilot program, has had an impact in decreasing the
overtime expenditure and in the use of unscheduled leave. Further, as shown in the charts on the following
pages,. the trend of unscheduled leave being significantly higher on weekends continued, resulting in the
continued need for additional overtime to backfill on those days.
The tables and graphs on the following pages provide three years of data on overtime, emergency vacation
and sick time usage by day of week.
Q3 THREE YEAR COMPARISON
01311/12 Sunday Monday Tuesday Wednesday Thursday Friday Saturday TOTAL
EVAC 14.8 9.8 3.0 3.2 8.4 13.8 18.8 71,8
SICK 16.5 16.9 17.5 21.9 14.7 20.0 19.9 127.4
Tots! shifts 31:3 26.7 20.5 25 1 23 33 8 38 1
OT 27.9 8.3 5.3 15.3 8.4 25.8 31.9 122.9
Q310 /11 Sunday Monday Tuesday Wednesday Thursday Friday Saturday TOTAL
EVAC 13.0 6.6 7.0 9.3 12.5 6.8 23.4 79.6
SICK 21.6 8.0 9.8 15.2 17.5 15.6 25.5 113.2
total s#iifts 34.5 1 16.8 24 4 30:0` 22 1 8
OT 23.5 8.1 16:8 17.1 11.7, 25:6 50.6 153.5
Q3 09/10 Sunday Monday Tuesday Wednesday Thursday Friday Saturday TOTAL
EVAC 12.9 13.5 7.2 10.3 11.9 17.8 19.0 92.6
SICK 19.5 10.0 11.6 8.0 17.2. 18.0 20.0 104.4
Total shifts 32.4 2 S 2 8 ]1 3 2 1 35 8 33 0 396 9
OT, 21.6 15.7 14.8 8.5 14:5 30:5 3i:9 143.5
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Analysis of Fire Department Unanticipated Leave Usage and Overtime
Quarter 3 FY 2011/12
Page 3 of 9
FY 11/12
0111112 Sunday Monday Tuesday Wednesday Thursday Friday Saturday Yearly Q1-
TOTAL Total Q3
EVAC 3.0 7.4 6.3 4.0 2.8 13.7 8.6 4S.8'
SICK 13.0 10.9 9.8 11.S 15.8 15.8 .24.9 101.7
Total 26.0 1_8.3 16 1 15 S -18.6 29.5 33 5 1 5
shifts
OT 13.2 7.8 12.4 5.8 12.0 20.9 37.6 109.7
Q211/12 Sunday Monday Tuesday Wednesday Thursday Friday Saturday TOTAL
EVAC 10.5 9.8 9.6 9:2 5.7 17.6 31.0 93.3
SI 11.4 6.0 11.6 17.7 6.0 21.1 18.5 92.3
*ota! _
shifts 22 9 15.8 21.2 26 L1 7 38 7 4 185.5
OT 22.1 9.9 15.6 15.3 8.4 25.8 31.9 129.0
Q311/12 Sunday Monday Tuesday Wednesday Thursday Friday Saturday TOTAL
EVAC 14.8 9.8 3.0 3.2 8.4 13.8 18.8 71.8 210.9 210.9
SICK 16.5 16.9 17.5 21.9 14.7 .20.0 19.9 127,4 321.4 321.4
30tal 31.3 26:7, 20.5, 25251 231 33,8 3 7 1 99 2
shifts 532.3 532.3
OT 27.9 8.3 5.3 15.3 8.4 25:8 31.9 122.9 361.6 361.6
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Analysis of Fire Department Unanticipated Leave Usage and Overtime
Quarter 3 FY 2011/12
Page 4 of 9
FY 1 ®/11 _
Q110 /1i Sunday Monday Tuesday Wednesday Thursday Friday Saturday Yearly Q1
TOTAL Total Q3
EVAC 18.2 8.0 7.4 3.1 6.5 9.5 19.5 72.2
Sick 24.S 19.3 14.0 13.3 16.2 25.0 34.9 147.3
Iota! 42 7 27 3 214 16.4 22 7 34.5' S4 44 219:4
shifts
OT 46.1 20.6 21.8 17.3 17.9 33.9 70.9 228.3
Q210/11 Sunday Monday Tuesday Wednesday Thursday Friday Saturday TOTAL
EVAC 18.2 8.0 7.4 3.1 6.5 9.5 19.5 72.2
Sick 24.5 19.3 14.0 13.3 16.2 25.0 34.9 147.3
Total 2 7 27:3 21.4 26.4 2 34 5 44 219 4
shifts
OT 46.1 20.6 21.8 17.3 17.9 33.9 70.9 Zy8:3
Q310/11 Sunday Monday Tuesday Wednesday Thursday Friday Saturday TOTAL
EVAC 13.0 6.6 7.0 9.3 12.S 6.8 23.4 78.6 223.0
SICK 21.6 8.0 9.8 15.2 17.S 15.6 25.5 113.2 407.7
1'Total 34.6 14:5 36.8 24.4 30:0 22 4,_8 4 191.
:4 8 630.7
sh
6T 23.5 8.1 16.8 17.1 11.7 25.6 50.6 153.5 610.1
Q410/11 Sunday Monday Tuesday Wednesday Thursday Friday Saturday TOTAL-
EVAC 6.6 6.4 4.0 4.0 4.5 13.6 13.0 52.1 275.1
SICK 15.9 13.3 14.0 10.5 12.5 17.2 16.0 99.4 507.1
Total 225 19.7, X18 00 1 5 17.0 30.8 29.0 1515 782.2
shi
OT 9.8 6.5 8.7 3.8 12.6 25.6 21.5 88.5 698.6
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Analysis of Fire Department Unanticipated Leave Usage and Overtime
Quarter 3 FY 2011/12
Page 5 of 9
FY 09/10
Q109 /10 Sunday Monday Tuesday Wednesday Thursday Friday Saturday Yearly Q1-
TOTAL Total Q3
EVAC 13.3 10.5 4.0 6.1 1.7 17.0 18.3 70.9
SICK 23.0 19.0 17.4. 11.4 22.0 35.4 24.5
152.8
Total 36.3 29:5 21:4 57:5 z 52.5 4 8 2 3 7
shifts
OT 35.3. 37.3 13.1 17.Z 24.1 53.3 44.4 225.2
Q2 09/10 Sunday Monday Tuesday Wednesday Thursday Friday Saturday TOTAL
EVAC 19.0 6.1 17.2 6.6 11.4 17.8 29.0 107.2
SICK 16.0 14.0 16.9 10.0 14.2 16.5 14.5 102.2''
Total 35.0 20:2 34:i 16.6 25.6 3 33 209.3
sh ifts
OT 28.6 15.5 16.6 12.2 17.3 41.1 34.7 166.0
Q3 09/10 Sunday Monday Tuesday Wednesday Thursday Friday Saturday TOTAL
EVAC 12.9 13.5 7.2 10.3 11.9 17.8 19.0 92.6 270.6
SICK 19.5 10.0 11.6 8.0 17.2 18.0 20.0 104.4. .359.3
Total _
shifts 32.4 23.5 18:8 18.3 29:1. 3 8 39:0 1 69 9 629.9
OT 21.6 15.7 14.8 8.5 14.6 30.5 37.9 143.5 534.7
Q4 09/10 Sunday Monday Tuesday Wednesday Thursday Friday Saturday TOTAL
EVAC 14.9 5.8 5.1 5.9 6.0 8.0 14.0 59.7 330.3
.SICK 22.3 17.0 18.0 21.4 21.5 27.0 34.8 161.9 521.2
Total 371 22:8 23.1' 27 3 27.5 35 0 g8 221.6 851.5
shifts
OT 28.5 29.2 27.6 11.9 22.6 33.9 41.3 195.0 729.7
Analysis of Fire Department Unanticipated leave Usage and Overtime
Quarter 3 FY 2011/12
Page 6of9
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Analysis of Fire Department Unanticipated Leave Usage and Overtime
Quarter 3 FY 2011/12
Page 7 of g
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Analysis of Fire Department Unanticipated Leave Usage and Overtime
Quarter 3 FY 2011/12
Page 8 of 9
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UNLEADED FUEL BY MONTH SCHEDULE 6 _
MOM Gallons Amount Per /Gal
Sep -11 66,275 $226,248 $3.41 $2,531,505 Total FY 10/11
Aug -11 67,410 $233,424 $3.46 776,615 gallons
Jul -11 63,786 $229,804 $3.60
Jun -11 1 63,893 $222,114 $3.48
May -11 67,855 $248,392 $3.66
Apr -11 65,786 $240,966 $3.66
Mar -11 70,670 $236,852 $3.35
Feb -11 61,196 $187,181 $3.06
Jan -11 61,598 $181,994 $2.95
Dec -10 61.704 $179,349 $2.91
Nov -10 61,158 $168,478 $2.75
0ct -10 65 $176,703 $2.71
Sep -10 1 66,335 1$169,893
$2.561 $1,980,375 Total FY 09J10
Aug -10 1 67,071 $172,140 $2.57 773,049 gallons
Jul -10 1 66,776 1$171,493 $2.57
Jun -10 64 $166 $2.56
May -10 70,478 1$191,178 $2.71
Apr -10 64 1$175,035 $2.71
Mar -10 67,533 $179,718 $2.66
Feb -10 58,298 $146 $2.51
Jan -10 1 61,721 $151,216 $2.45
Dec -09 60,809 1$148,982 $2.45
Nov -09 59,289 1 $148,223 $2.50
Oct -09 65,168 1$159,662 $2.45
Sep -09 64,823 1$152,334 $2.35 $1,608,608 Total FY 08/09
Aug -09 62,477 j $156,193 $2.50 767,943 gallons
Jul -09 66,732 1$153,484 $2.30
Jun -09 64,344 1$160,860 $2.50
May -09 68,732 $147,774 $2.15
Apr -09 64,978 $120,209 $1.85
Mar -09 69,425 $128,436 $1.85
Feb -09 58,439 $102,268 $1.75
Jan -09 63,306 $110,786 $1.75 I
Dec -08 60,905 $91,358 $1.50
Nov -08 57,488 $109,227 1 $1.90
Oct-08 66,294 $175,679 $2.65
i
SCHEDULE 7
October 2008 by department - -� -_ - --
- Unleaded -
Volume Cost
DEPARTMENT ACCOUNT NUM13ER $2.65
City Managers Office 011 - 0310 - 000503 11.25 $29.81
Community Services 011 - 0320 - 000503 193.29 S512.22
Community Relations 011 -0350- 000503 23.50 $62.28
Arts, Culture & Entertainment 011- 0380 - 000503 12.85 $34.05
Water Operation Maintenance 425- 0410 - 000503 2,347.64 $6,221.25
Sewer O peration Maint enance 425- 0420 - 000503 945.51 $2.505.60
Storm Water _ 427 -0427- 000503 29135 S773.14
Sanitation 435 -0430- 000503 3,277.35 $8,684.98
Convention Center 440 -0441- 000503 215.75 5571.74
Parking - A dministration 480 - 0461 - 000503 14.00 $37.10
Parkin - On- Street 480 -0462- 000503 3,563.89 S9,444.31
Parkin - Off Street 480- 0463 - 000503 600.76 S1,592.0
Plan,Dsgn & Hist Pres 011- 0520- 000503 22.70 _$60.16
Economic Development 011- 0530 - 000503 600 S0.60
Neighborhood Services 011- 0560 - 000503 0.00 $0.00
Computers 550 -0630- 000503 19.54 $51.78
Pub Works -Admin 011 - 0810 - 000503 192.10 $509.07
Pub Work- 011- 0815 - 000503 131.39 $348.18
CIP 011 -0820- 000503 220.85 $585.25
Environmental Resource 011 - 0830 - 000503 68.99 $182.82
Pub Works- Streets 011- 0840 - 000503 464.94 $1,232.09
Transportation Concurrence 0 - 0870- 000503 0.00 $0.00
Parks & Recreation Admin 011- 0920 - 000503 19.44 551.52
Bass Museum 011- 0930 - 000503 20.04 $53.11
Parks - Maintenance 011- 0940 - 000503 2 $7,474.75
Parks &'R ecreation 011 -0950- 000503 546.05 $1,447.03
Fire - Ocean Rescue 011- 0960- 000503 884.88 $2,344.93
Miami Beach Golf Ccurse 011- 0970 - 000503 700.00 S1,855.00
Normandy Golf Course 011- 0975 - 000503 0.00 $0.00
Community Resource Dev. 011- 0980 - 000503 6.80 $18.02
Police - Office of Chief 011 - 1110- 000503 1,567.49 $4,153.85
Police - Patrol 011- 1120-000503 29,338.25 $77,746:36'
Police - RDA South Pointe 011 -1122- 000503 295.49 $783.05
Police - RDA City Center 168 - 1124 - 000503 53.30 $141.25
Police Support Sery 011 - 1130 - 000503 1,386.28 $3,673.64
Police - Crim Invest 011- 1140- 000503 . 7,252.29 $19,218.57
Police- Technical Services 011- 1150 - 000503 435.09 S1,152.99
Fire_- Suppression 0 11- 1210 - 000503 152.94 $405.29
Fire - Rescue 011 -1220- 00050 244.74 $648.56
Fire - Prevention 011 - 1230 - 000503 685.83 $1,817.45
Fire - Support Sery 011- 1240 - 000503 159.73 $423.28
Office of City Attorney 011 - 1410 - 000503 ' 78.20 $207.23
Building Division 011 -1510- 000503 746.82 S1,979.07
Code Compliance 011 - 1520 - 000503 888.86 52,355.48
Propert Management 520 - 1720 - 000503 2,562.33 S6,790.17
Communications 550 - 1750 - 000503 216.65 $574.12
Central Services 530- 1760 - 000503 102.50 $271.63
Fleet Management 510 - 1780 - 000000 277.24 $734.69 I
Risk Management 540- 1790 - 000503 0.00 $0.00
Parkin - RDA City Center 463 - 1990 - 000503 0.00 $0.00
South Beach Service Team 435 - 9962 - 000503 1,463.98 $3,879,55
Property M mt. South Beach 011 - 9964 - 000503 51.85 $137.40
Mid Beach Service Team 435 - 9968 - 000503 0.00 $0.00
North Beach Service Team 435- 9969- 000503 718.05 $1,902.83
66,293.83 $175,678.65