2014-28469 Reso RESOLUTION NO. 2014-28469
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF
THE CITY OF MIAMI BEACH, FLORIDA, ADOPTING THE FIRST
AMENDMENT TO THE GENERAL FUND, ENTERPRISE,
INTERNAL SERVICE AND SPECIAL REVENUE FUNDS
BUDGETS FOR FISCAL YEAR (FY) 2013/14
WHEREAS, $354,000 was set aside from FY 2012/13 General Fund surplus for
encumbrances from FY 2012/13 for goods or services which had been procured but not received and
expended at year end that the Administration is recommending be carried over to the FY 2013/14
operating budget; and
WHEREAS, there were also approximately $568,000 in projects in the General
Fund that were budgeted in FY 2012/13 and which have not yet been expended or encumbered and
the funding is recommended to be carried forward and spent in FY 2013/14; and
WHEREAS, there is $1,010,000 in Enterprise Fund encumbrances, and $358,000
in Internal Service Fund encumbrances, and $928,000 in Special Revenue Fund encumbrances from
FY 2012/13 for goods or services which were procured in FY 2012/13 but not yet received and
expended, which the Administration also recommends be carried over to the respective FY 2013/14
operating budgets; and
WHEREAS, there were also approximately$35,000 in projects in Enterprise Funds
and $25,000 in projects in Internal Service Funds that were budgeted in FY 2012/13 and which have
not yet been expended or encumbered, which the Administration recommends to be carried forward
and spent in FY 2013/14; and
WHEREAS, prior year appropriations fully fund the prior year encumbrances and
projects; and
WHEREAS, enhancements are recommended that total $1.3 million in the General
Fund, $255,000 in the Enterprise Funds, $117,000 in the Internal Service Funds; and
WHEREAS, reorganizations are recommended that realign $110,000 in the
General Fund between departments; and
WHEREAS, the Code for America project needs to be appropriated in the
Information and Communications Technology Fund; and
WHEREAS, the City's financial policies adopted pursuant to Resolution 2006-
26341 and Resolution 2002-24764 require one-time revenues (such as the year-end surplus) must be
used for non-recurring expenses, and that at least half of each annual year-end surplus must be
allocated to the City's Capital Reserve Fund; and
WHEREAS, it is recommended that the Commission waive the policy that requires
that at least half of the FY 2012/13 year-end surplus be used to fund the City's Capital Reserve Fund;
and
WHEREAS, in the General Fund it is recommended that $2.1 million be set aside
in a reserve for Future-Building Department needs and $1.7 million be set aside in a reserve for FY
2014/15 Budget Shortfalls.
NOON, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the policy is waived for FY
2013/14 requiring that fifty percent of year-end surplus in the General Fund be used to increase
funding in the City's Capital Reserve Fund; and that the first amendment to the FY 2013/14 General
Fund, Enterprise Fund, Internal Service Fund, and Special Revenue Funds, budgets is adopted as
shown on the following pages:
Carryforward Carryforward of
FY 2013114 Encumbrances from Appropriations from Proposed FY 2013114 Proposed
GENERAL FUND Adopted Budget FY 2012113 FY 2012113 Enhancements Other Amended Budget
REVENUES
OPERATING REVENUES
Ad Valorem Taxes $105,229,000 $ 105,229,000
Ad Valorem Taxes-South Pointe Costs 10,201,000 10,201,000
Ad Valorem Taxes-Capital R&R 1,981,000 1,981,000
Ad Valorem Taxes-Normandy Shores 147,000 147,000
Other Taxes 22,765,000 22,765,000
Licenses and Permits 23,383,000 160,000 23,543,000
Intergovernmental 10,214,000 10,214,000
Charges for Services incl.Golf Courses 10,315,000 10,315,000
Fines and Forfeits 2,639,000 2,639,000
Interest 2,921,000 2,921,000
Rents and Leases 6,945,000 6,945,000
Miscellaneous 12,441,000 12,441,000
Resort Tax Contributions 32,965,000 32,965,000
Other 8,516,000 8,516,000
Reserves-Building Department Operations 1,500,000 1,500,000
Prior Year Set Aside 2,700,000 2,700,000
Prior Year Set Aside for Pension Credit 831,000 831,000
Prior Year Surplus from Parking Operations Funi 8,400,000 8,400,000
Additional Surplus Fund Balance from FY 2012/13 354,000 568,000 3,788,000 4,710,000
Total General Fund $264,093,000 $ 354,000 $ 568,000 $ 160,000 $ 3,788,000 $ 268,963,000
Carryforward Carryforward FY 2013114
FY 2013114 Adopted Encumbrances from Appropriations from Proposed Proposed
GENERAL FUND Budget FY 2012113 FY 2012/13 Enhancements Reorg's Amended Budget
APPROPRIATIONS
Department
MAYOR&COMMISSION $ 1,719,000 $ 19,000 $ 1,738,000
CITY MANAGER 2,911,000 337,000 (37,000) 3,211,000
COMMUNICATIONS 836,000 73,000 909,000
BUDGET&PERFORMANCE IMPROVE 1,922,000 150,000 128,000 2,200,000
ORG DEV&PERFORMANCE INITIATIVE 392,000 3,000 395,000
FINANCE 4,644,000 37,000 4,681,000
PROCUREMENT 1,137,000 3,000 128,000 1,268,000
HUMAN RESOURCES/LABOR RELATION: 1,822,000 118,000 1,940,000
CITY CLERK 1,344,000 1,344,000
CITY ATTORNEY 4,684,000 158,000 4,842,000
REAL ESTATE,HOUSING&COMM.DEV 1,843,000 5,000 1,848,000
BUILDING 11,945,000 285,000 12,230,000
PLANNING 3,467,000 3,467,000
TOURISM&CULTURAL DEVELOPMENT 2,905,000 2,905,000
CODE COMPLIANCE 4,876,000 4,876,000
COMMUNITY SERVICES 492,000 492,000
PARKS&RECREATION 30,059,000 38,000 99,000 (73,000) 30,123,000
PUBLIC WORKS 6,735,000 132,000 80,000 6,947,000
CAPITAL IMPROVEMENT PROJECTS 4,967,000 4,967,000
POLICE 98,435,000 18,000 24,000 98,477,000
FIRE 61,581,000 90,000 87,000 61,758,000
Citywide Accounts-Normandy Shores 225,000 225,000
Citywide Accounts-Operating Contingency 1,000,000 1,000,000
Citywide Accounts-Other 8,842,000 65,000 394,000 9,301,000
Sub Total General Fund $ 258,783,000 $ 354,000 $ 568,000 $ 1,439,000 $ - $261,144,000
TRANSFERS
Capital Investment Upkeep Fund $ 216,000 $ 216,000
Info&Comm Technology Fund 395,000 395,000
Set Aside Reserve 1,318,000 (1,279,000) 39,000
Pay-As-You-Go Capital Fund 1,400,000 1,400,000
Reserve-Set Aside for Future Bldg Needs 2,101,000 2,101,000
Reserve-Set Aside for FY 2014/15 1,687,000 1,687,000
CAPITAL RENEWAL&REPLACEMENT 1,981,000 1,981,000
Sub Total Transfers $ 5,310,000 $ - $ - $ (1,279,000) $3,788,000 $ 7,819,000
Total General Fund $ 264,093,000 $ 354,000 $ 568,000 $ 160,000 $3,788,000 $268,963,000
Carryforward Carryforward
FY 2013114 Adopted Encumbrances from Appropriations from Proposed FY 2013114 Proposed
Budget FY 2012113 FY 2012113 Enhancements Amended Budget
ENTERPRISE FUNDS
REV/EXP APPROPRIATIONS
Convention Center $ 12,726,000 $ 20,000 $ 12,746,000
Parking 48,427,000 189,000 48,616,000
Sanitation 17,915,000 35,000 17,950,000
Sewer Operations 38,132,000 137,000 38,269,000
Stormwater Operations 12,097,000 399,000 12,496,000
Water Operations 31,522,000 265,000 31,787,000
Total Enterprise Funds $ 160,819,000 $ 1,010,000 $ 35,000 $ - $ 161,864,000
INTERNAL SERVICE FUNDS
REV/EXP APPROPRIATIONS
Central Services $ 948,000 $ 948,000
Fleet Management 10,369,000 49,000 10,418,000
Information Technology 15,527,000 242,000 7,000 15,776,000
Property Management 9,325,000 116,000 18,000 9,459,000
Risk Management . 13,935,000 13,935,000
Medical and Dental Insurance 25,377,000 25,377,000
Total Internal Service Funds $ 75,481,000 $ 358,000 $ 25,000 $ 49,000 $ 75,913,000
Carryforward
FY 2013114 Adopted Encumberances FY 2013114 Proposed
Budget from FY 2012/13 Other Amended Budget
SPECIAL REVENUES
REV/EXP APPROPRIATIONS
Resort Tax $ 59,507,000 $ 51,000 $ - $ 59,558,000
7th Street Garage Operations 2,161,000 - - 2,161,000
5th&Alton Garage-City's Share of Shortfall 602,000 - - 602,000
Art in Public Places 729,000 39,000 - 768,000
Tourism and Hospitality Scholarship Pgms 142,000 - - 142,000
Information and Communications Tech. Fund 0 - 50,000 50,000
Education Compact 111,000 - - 111,000
Green/Sustainability Funds 225,000 - - 225,000
Red Light Camera Fund 420,000 - - 420,000
E-911 Fund 489,000 - - 489,000
Cultural Arts Council 1,470,000 141,000 - 1,611,000
People's Transportation Plan Fund 1,501,000 107,000 - 1,608,000
Police Confiscation Trust-Federal 489,000 30,000 - 519,000
Police Confiscation Trust-State 282,000 560,000 - 842,000
Waste Hauler Addtl Svcs and Public Benefit 77,000 - - 77,000
Total Special Revenue Funds $ 68,205,000 $ 928,000 $ 50,000 $ 69,183,000
PASSED and ADOPTED this 15th day of January, 2014.
ATTEST: ��`� 4
CftY CLERK INCORP ORAI-ED
CH APPROVED AS TO
FORM & LANGUAGE
&FnR EXECUTION
(&-.Ci ttorney Date
COMMISSION ITEM SUMMARY
Condensed Title:
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH,
FLORIDA, ADOPTING THE FIRST AMENDMENT TO THE GENERAL FUND, ENTERPRISE FUND,
INTERNAL SERVICE FUND AND SPECIAL REVENUE FUND BUDGETS FOR FISCAL YEAR (FY)
2013/14
Key Intended Outcome Supported:
rEnsure expenditure trends are sustainable over the long term
improve the Cit s overall financial health and maintain overall bond rating
Item Summa /Recommendation:
The year-end analysis for FY 2012/13 shows a preliminary operating budget surplus of$4.7 million or 1.8
percent of the amended General Fund operating budget. Of the $4.7 million surplus, it is proposed to
reserve$354,000 to be rolled-over into FY 2013/14 to cover purchase orders that were encumbered, but
not spent during FY 2012/13 due to timing issues between fiscal years. Similarly, it is proposed to reserve
$568,000 for projects that were budgeted, but not completed during FY 2012/13, to carry forward the
appropriation for these projects into FY 2013/14. Further, it is proposed to reserve an additional $2.1
million in the reserve for Future Building Department needs to cover the additional surplus attributable to
Building Department net revenues over expenditures as State law requires that Building fees (and any
related investment earnings)be used solely for carrying out the local governments responsible in enforcing
the Florida Building Code. Administration also recommends that the Capital Reserve transfer requirement
be waived for the FY 2012/13 year-end surplus and that the balance of the General Fund surplus,
approximately $1.7 million, be proposed to be set aside in a reserve to help balance the FY 2014/15
budget.
There are$1,010,000 of encumbrances in the Enterprise Funds and $358,000 in Internal Service Fund
encumbrances, for goods or services which were procured in FY 2012/13, but not yet received and
expended,which are recommended to be carried over to the respective FY 2013/14 operating budgets.
Similarly, it is proposed to carry forward appropriation of$35,000 in the Enterprise Funds and$25,000 in
the Internal Service Funds into FY 2013/14 for projects that were budgeted, but not completed during FY
2012/13. Prior year appropriations fully fund the encumbrances and projects. In the Enterprise Funds,
$301,000 of enhancements are proposed to be funded as well as$84,000 in the Internal Service Funds.
There are $928,000 of encumbrances in the Special Revenue Funds for goods or services which were
procured in FY 2012/13, but not yet received and expended,which are recommended to be carried over to
the respective FY 2013/14 operating budgets. A change impacting the FY 2013/14 budget for Special
Revenue Funds includes appropriating $50,000 in the Information and Communications Technology
Projects Fund for the Code for America Program project.
The FY 2013/14 Adopted Work Plan and Budget included$1,318,000 of proposed enhancements in the
General Fund that were set aside in a reserve pending further review by the City Commission. The
proposed enhancement list has been updated to reflect both the organization and community's highest
priorities. The proposed enhancement list for the General Fund totals$1,279,000($175,000 is offset by
additional building permit revenue), which is $39,000 less than the original list. The proposed
enhancements across all funds totals $2,077,000, which is $60,000 less than the original list of
$2,137,000. The enhancements are budgeted on a full-year basis and since many of the new positions will
be hired at least 8 months into the fiscal year, there should be resulting savings in departments with
position enhancements.
Staff continually reviews the organization for opportunities and several reorganizations are proposed to
improve efficiency and effectiveness.
Financial Information:
Source of Amount Account
Funds: FY 2013/14 $4,870,000 General Fund
@� $1,300,000 Enterprise Funds
$500,000 Internal Service Funds
OBPI $978,000 Special Revenue Funds
Financial Impact Summary:
Sign-Offs:
pepartmVpI Director Asq:LsJpntAfy Manager f(GENIDA ty Manager
ITEM 9-7 C
MIAMIBEACH DATE
�-�5-
MIAMI B EAC H.
City of Miami Beach, 1700 Convention Center Drive,Miami Beach, Florida 33139,www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Mayor Philip Levine and Members o the City mission
FROM: Jimmy L. Morales, City Manager
DATE: January 15, 2014
SUBJECT: A RESOLUTION OF THE MAYOR ND CITY COMMISSION OF THE CITY OF MIAMI
BEACH, FLORIDA, ADOPTING TH FIRST AMENDMENT TO THE GENERAL FUND,
ENTERPRISE FUND, INTERNAL SERVICE FUND AND SPECIAL REVENUE FUND
BUDGETS FOR FISCAL YEAR(FY)2013/14
ADMINISTRATION RECOMMENDATION
Adopt the resolution amending the FY 2013/14 General Fund, Enterprise Funds, Internal
Service Funds, and Special Revenue Funds budgets.
GENERAL FUND ANALYSIS
The preliminary year-end analysis for FY 2012/13 shows that, overall, the General Fund has a
negligible deficit of approximately $58,000 due to a reporting requirement to recognize
investments as if they were immediately liquidated on September 30th. However, this reporting
requirement has a non-cash impact. Net of this non-cash impact, the General Fund is estimate
to have a preliminary operating budget surplus of $4.7 million or 1.8 percent of the amended
General Fund operating budget. The detailed year-end analysis was distributed by LTC on
January 9, 2014.
Adopted Budget as Preliminary FY
amended through 2012-13
General Fund November,2013 Year-End Difference
Revenues $ 257,670,000 $ 253,005,848 $ (4,664,152)
Expenditures 257,670,000 253,063,575 (4,606,425)
Surplus/(Deficit) $ - $ (57,727) $ (57,727)
Non-Cash Impact Adjustment 4,768,100 4,768,100
Net Surplus/Deficit $ 4,710,373 $ 4,710,373
Of the $4.7 million surplus, it is proposed to reserve $354,000 to be rolled-over into FY 2013/14
to cover purchase orders that were encumbered, but not spent during FY 2012/13 due to timing
issues between fiscal years.
First Amendment to the FY 2013/14 General Fund, Enterprise, Internal Service and Special Revenue Funds Budgets
Page 2
Similarly, it is proposed to reserve $568,000 for projects that were budgeted, but not completed
during FY 2012/13, to carry forward the appropriation for these projects into FY 2013/14.
Further, it is important to note that a significant portion of the surplus is due to Building
Department revenues in excess of budget by $3.0 million, resulting in a surplus of $2.1 million
attributable to Building rather than a loss of $1.7 million as budgeted. This surplus is without a
budgeted transfer of $1.5 million from Building Reserve into the General Fund. Instead, it is
proposed to reserve an additional $2.1 million in the reserve for Future Building Department
needs to cover the additional surplus attributable to Building Department net revenues over
expenditures. The General Fund still owes a $4.8 million balance of Building Department
revenues from prior years.
The City's financial policies require that one-time revenues (such as the year-end surplus) must
be used for non-recurring expenses, and that at least half of the annual year-end surplus must
be allocated to the City's Capital Reserve Fund. However, the Administration recommends that
the Capital Reserve transfer requirement be waived for the FY 2012/13 year-end surplus and
that the balance of the General Fund surplus, approximately $1.7 million, be proposed to be set
aside in a reserve to help balance the FY 2014/15 budget. This compares to $3.5 million in
prior year funds used to help balance the FY 2013/14 budget.
RECOMMENDED CHANGES IN APPROPRIATIONS
Projected Surplus $ 4,710,000
(excluding non-cash impact of losses on investments)
Changes in Expenditure Appropriations
Reserve-Encumbrances 354,000
Reserve-Set Aside for FY 2012/13 Projects in FY 2013/14 568,000
Reserve-Set Aside for Future Building Department Needs 2,101,000
Reserve-Set Aside for FY 2014/15 Budget Shortfalls 1,687,000
Revised Net Surplus $ (0)
The resulting changes to General Fund revenues and appropriations shown below also include
proposed enhancements and reorganizations discussed in further detail in following sections.
First Amendment to the FY 2013/14 General Fund, Enterprise, Internal Service and Special Revenue Funds Budgets
Page 3
..........................._......................._................................................_._......._..-..._._.........................................._......_........_.............._..._-..-...-........_.-_.........__.................._......._....._.........._..._......._._..-..._......_........................._....._._.......................,..._._.._...............
FY 2012113 Carryforward Carryforward of Additional FY 2013114
Adopted Encumbrances Appropriations € Building Proposed
GENERAL FUND Budget from FY 2012113 from FY 2012113 Revenue Other (Amended Budget
:REVENUES
....................... ._..__..............................................._.................._..............-.....-..-..._......;........................._.........._......_._.._....._......_..................................................._._......_..............._._.:... ..................................
...._._.-.....-....._..................-...-......._...;
OPERATING REVENUES
_ ......
Ad Valorem Taxes $105,229,000 ?$ 105,229,000
Ad Valorem Taxes-South Pointe Costs 10,201,000 t 10,201,000
.._..._......._.._...................................._........_._..-..-........................................................._................_......._...,..........................._................__................_......._._............................................._....................._._............_..................._........_.. ................
Ad Valorem Taxes-Capital R&R 1,981,000' 1,981,000
...,._..__...._.__...__._._,._.,._.._.._.._......................_,....,..,....,._-,.,,..,_...._........,................................__....,..__.w_,_,......,._.,...--------------w._.------------____,.._,,......................,..:....,_.,...,........_..............,._...._.__e......_...........,......
_,..._.__:...,..,_._..__.___._W.__
Ad Valorem Taxes-Normandy Shores 147,000' [ 147,000
_.... .
Other Taxes 22,765,000 22,765,000
Licenses and Permits 23,383 000 160,000 23,543,000
Intergovernmental 10,214,000 10,214,000
... .._._
:<
:Charges for Senaces incl.Golf Courses 10,315,000 10,315,000
Fines and Forfeits 2,639,000 2,639,000
..__.._..._._...................................................._..._.._.._._.__...._......................._......_...............:.................__................................_._............_..........._....-......_...__._.._....._.......__..__................_.............................._............... ..._....................__..._._ __..
... ...,
.Interest 2,921,000 2,921,000
.Rents and Leases 6,945,000: 6,945,000
_._._..... - _. .........
Miscellaneous 12,441,000: 12,441,000
Resort Tax Contributions 32,965,000 32 ..................................... .................... ....................
Other 8,516,000: <= 8,516,000
. . . ........ .............................. .....
Reserves-Building Department Operations 1,500,000 1,500,000
Prior Year Set Aside 2,700,000 ? 2,700,000
m..............._...._.................................._...._.........................._...................._...._...._.._.._.._.._' _.............._. .__.._.
x_.
Prior Year Set Aside for Pension Credit 831,000 831,000
_....,__,.....,_........_..,......_................._.,..._.,.._,....._......,..,, W.. ,..........._ . ..,_,..,__
Prior Year Surplus from Parking Operations Fun 8,400 000 8,400,000
........ ._._._...._ ..._.._. .._..._._ ........._ .._._..__
.Additional Surplus Fund Balance from FY 2012/13 354,000 568,000 3,788,000 4,710,000
:Total General Fund $264,093,000:$ 354,000. $ 568,000 $ 160,000 $ 3,788,000 1$ 268,963,000
First Amendment to the FY 2013/14 General Fund, Enterprise, Internal Service and Special Revenue Funds Budgets
Page 4
Carryforward Carryforward FY 2013114
FY 2013/14 Adopted Encumbrances from Appropriations from Proposed Proposed
GENERAL FUND Budget FY 2012113 FY 2012113 Enhancements Reorg's Amended Budget
APPROPRIATIONS
Department
MAYOR&COMMISSION $ 1,719,000 $ 19,000 $ 1,738,000
CITY MANAGER 2,911,000 337,000 (37,000) 3,211,000
COMMUNICATIONS 836,000 73,000 909,000
BUDGET&PERFORMANCE IMPROVE 1,922,000 150,000 128,000 2,200,000
ORG DEV&PERFORMANCE INITIATIVE 392,000 3,000 395,000
FINANCE 4,644,000 37,000 4,681,000
PROCUREMENT 1,137,000 3,000 128,000 1,268,000
HUMAN RESOURCES/LABOR RELATION! 1,822,000 118,000 1,940,000
CITY CLERK 1,344,000 1,344,000
CITY ATTORNEY 4,684,000 158,000 4,842,000
REAL ESTATE,HOUSING&COMM.DEV 1,843,000 5,000 1,848,000
BUILDING 11,945,000 285,000 12,230,000
PLANNING 3,467,000 3,467,000
TOURISM&CULTURAL DEVELOPMENT 2,905,000 2,905,000
CODE COMPLIANCE 4,876,000 4,876,000
COMMUNITY SERVICES 492,000 492,000
PARKS&RECREATION 30,059,000 38,000 99,000 (73,000) 30,123,000
PUBLIC WORKS 6,735,000 132,000 80,000 6,947,000
CAPITAL IMPROVEMENT PROJECTS 4,967,000 4,967,000
POLICE 98,435,000 18,000 24,000 98,477,000
FIRE 61,581,000 90,000 87,000 61,758,000
Citywide Accounts-Normandy Shores 225,000 225,000
Citywide Accounts-Operating Contingency 1,000,000 1,000,000
Citywide Accounts-Other 8,842,000 65,000 394,000 9,301,000
Sub Total General Fund $ 258,783,000 $ 354,000 $ 568,000 $ 1,439,000 $ - $261,144,000
TRANSFERS
Capital Investment Upkeep Fund $ 216,000 $ 216,000
Info&Comm Technology Fund 395,000 395,000
Set Aside Reserve 1,318,000 (1,279,000) 39,000
Pay-As-You-Go Capital Fund 1,400,000 1,400,000
Reserve-Set Aside for Future Bldg Needs 2,101,000 2,101,000
Reserve-Set Aside for FY 2014/15 1,687,000 1,687,000
CAPITAL RENEWAL&REPLACEMENT 1,981,000 1,981,000
Sub Total Transfers $ 5,310,000 $ - $ - $ (1,279,000) $3,788,000 $ 7,819,000
Total General Fund $ 264,093,000 $ 354,000 $ 568,000 $ 160,000 $3,788,000 $268,963,000
First Amendment to the FY 2013/14 General Fund, Enterprise, Internal Service and Special Revenue Funds Budgets
Page 5
ENTERPRISE AND INTERNAL SERVICE FUNDS FY 2013/14 BUDGET AMENDMENT
There are $1,010,000 of.encumbrances in the Enterprise Funds and $358,000 in Internal
Service Fund encumbrances, for goods or services which were procured in FY 2012/13, but not
yet received and expended, which are recommended to be carried over to the respective FY
2013/14 operating budgets.
Similarly, it is proposed to carry forward appropriation of $35,000 in the Enterprise Funds and
$25,000 in the Internal Service Funds into FY 2013/14 for projects that were budgeted, but not
completed during FY 2012/13. Prior year appropriations fully fund the encumbrances and
projects.
In the Enterprise Funds, $255,000 of enhancements are proposed to be funded as well as
$117,000 in the Internal Service Funds. All of the enhancements except Fleet's were already
included in a reserve and will be realigned in the existing approved budget.
Carryforward Carryforward
FY 2013114 Adopted Encumbrances from Appropriations from Proposed FY 2013114 Proposed
Budget FY 2012/13 FY 2012/13 Enhancements Amended Budget
ENTERPRISE FUNDS
REVIEXP APPROPRIATIONS
Convention Center $ 12,726,000 $ 20,000 $ 12,746,000
Parking 48,427,000 189,000 48,616,000
Sanitation 17,915,000 35,000 17,950,000
Sewer Operations 38,132,000 137,000 38,269,000
Stormwater Operations 12,097,000 399,000 12,496,000
Water Operations 31,522,000 265,000 31,787,000
Total Enterprise Funds $ 160,819,000 $ 1,010,000 $ 35,000 $ - $ 161,864,000
INTERNAL SERVICE FUNDS
REVIEXP APPROPRIATIONS
Central Services $ 948,000 $ 948,000
Fleet Management 10,369,000 49,000 10,418,000
Information Technology 15,527,000 242,000 7,000 15,776,000
Property Management 9,325,000 116,000 18,000 9,459,000
Risk Management 13,935,000 13,935,000
Medical and Dental Insurance 25,377,000 25,377,000
Total Internal Service Funds $ 75,481,000 $ 358,000 $ 25,000 $ 49,000 $ 75,913,000
SPECIAL REVENUE FUNDS FY 2013/14 BUDGET AMENDMENT
There are $928,000 of encumbrances in the Special Revenue Funds for goods or services
which were procured in FY 2012/13, but not yet received and expended, which are
recommended to be carried over to the respective FY 2013/14 operating budgets.
A change impacting the budget for Special Revenue Funds includes appropriating $50,000 in
the Information and Communications Technology Projects Fund from available fund balance for
the Code for America Program project. This project is one of eleven projects approved for FY
2013/14. These projects are usually budgeted as Capital projects, but the Code for America
project did not meet the criteria for a capital project and now needs to be appropriated as an
operating budget item.
Code for America is a new non-profit which aims to import the efficiency of the Internet into
government. The City was recently selected as a finalist for the Fellowship Program which
First Amendment to the FY 2013/14 General Fund, Enterprise, Internal Service and Special Revenue Funds Budgets
Page 6
provides open source Web programmers for one year to create web applications that serve the
community. The Code for America Team will create a mobile application that can be accessed
by smart phone. The Miami Beach app will display information such as free events taking
place in the area, nearest parks and recreational facilities, nearest parking lots and garages
and availability of spaces, locations of hotels, dining and entertainment establishments, nearest
rental bicycle stands, art galleries and museums, local transportation schedule, and information
on local weather.
carryforward
FY 2013114 Adopted Encumberances FY 2013114 Proposed
Budget from FY 2012113 Other Amended Budget
SPECIAL REVENUES
REV/EXP APPROPRIATIONS
Resort Tax $ 59,507,000 $ 51,000 $ - $ 59,558,000
7th Street Garage Operations 2,161,000 - - 2,161,000
5th&Alton Garage-City's Share of Shortfall 602,000 - - 602,000
Art in Public Places 729,000 39,000 - 768,000
Tourism and Hospitality Scholarship Pgms 142,000 - - 142,000
Information and Communications Tech.Fund 0 - 50,000 50,000
Education Compact 111,000 - - 111,000
Green/Sustainability Funds 225,000 - - 225,000
Red Light Camera Fund 420,000 - - 420,000
E-911 Fund 489,000 - - 489,000
Cultural Arts Council 1,470,000 141,000 - 1,611,000
People's Transportation Plan Fund 1,501,000 107,000 - 1,608,000
Police Confiscation Trust-Federal 489,000 30,000 - 519,000
Police Confiscation Trust-State 282,000 560,000 - 842,000
Waste Hauler Addtl Svcs and Public Benefit 77,000 - - 77,000
Total Special Revenue Funds $ 68,205,000 $ 928,000 $ 50,000 $ 69,183,000
PROPOSED ENHANCEMENTS
The FY 2013/14 Adopted Work Plan and Budget included $1,318,000 of proposed
enhancements in the General Fund that were set aside in a reserve pending further review by
the City Commission. The proposed enhancements were listed in Attachment E to the City
Manager's Budget Message.
The proposed enhancement list has been updated to reflect both the organization and
community's highest priorities. To help track the changes from the original list, new items have
been underlined and changes are shown in italics and strikethrough text. The updated list of
enhancements helps further three key priorities: (1) increasing public cleanliness and safety, (2)
focusing on customer service to our residents, businesses, and visitors, and (3) improving the
administrative operations critical to service delivery.
The proposed enhancement list for the General Fund totals $1,279,000 ($175,000 is offset by
additional building permit revenue), which is $39,000 less than the original list. The proposed
enhancements across all funds totals $2,077,000, which is $60,000 less than the original list of
$2,137,000. The enhancements are budgeted on a full-year basis and since many of the new
positions will be hired at least 8 months into the fiscal year, there should be resulting savings in
departments with position enhancements.
Details regarding the proposed enhancements can be found in the following table.
First Amendment to the FY 2013/14 General Fund, Enterprise, Internal Service and Special Revenue Funds Budgets
Page 7
.................... ... ....................................................... _. .......... ...... .....I... ...._... ...-...... . .... ........ ............................... .
PROPOSED ADDITIONS AND SERVICE ENHANCEMENTS
---------- Fiscal Impact Cumulative Total Positions
_..-........._........._......._..._._....______._......__.........._..._..._..._.............._...._._......_...........................__..................._._......_._...__...................................._....._____.......... Impact FT PT
GENERALFUND
Police
This enhancement has already been addressed and the
cost will be absorbed by vacancies generating savings in personnel services. - - 0.0 0.0
0 AGumbents deployment on an-t-hoe M-lit—ary d*. Position vas eliminated thFeugh the
D Th' ha .. ment Wmally adds this position into the u dget
as�eso.�s-AAaAager. �.,..........__..._...._... .., _------- ------------------�--
This enhancement will be addressed during the FY 2014115 budget process. - - 1 0.0 0.0
Fire
Building Offirffial's F;ew4y implemented plans Feview times(10 days versus 30 days)by-
. This enhancement is on-hold and will be re-evaluated following
the filling of a vacant management position - - 0.0 0.0
budget presess/ This enhancement is proposed to be addressed through a policy
change requiring businesses to show proof of inspection annually. - - 0.0 0.0
Upgrade the replacement of three sedans to high clearance 4x4 vehicles to better respond
to floodina and other emergencies. 35,000 35,000 0.0 0.0
Reinstate the Ocean Rescue Chief position to be offset by the reduction of a full-time
lifeguard position that was ultimately added to offset positions working out of class to
compensate for the deletion of the Chief position.[Restores one Ocean Rescue Chief
sidon eliminated during the FY 2007-08 bud-get ocess] 52,000 87,0001 0.0 0.0
Buildin
Enhance enforcement of Unsafe Structures by providing funding for demolition of unsafe
structures.Covers Six(6)identified properties in the North end(one-time expense,
funded by Bui1cffn_q revenues) 125,000 212,000 0.0 0.0
Improve turnaround times and overall performance and customer satisfaction by adding
two positions including a Senior Plumbing Inspector and Permit Clerk to address
increases in demand. The cost of these positions are offset by higher than budgeted
increases in building develo ment revenues. 1 160,0001 372,000 1 2.01 0.0
Community Services
Add supplemental ndds for-Pld
I__ ___eF R;eal I)Fegrams t4a supplant Federal funds that VMFe lost-
(10),Stella MaFiS 3,Seuth ShOFe Community GeRteF(20),FedeFati
T-GVMFS(10)',fGF a total of 58 meals peF day This enhancement was funded
through December from Contingency and the balance will be funded from the Mayor's
donated personnel and operating funds. - 372,000 0.01 0.0
Procurement
Improve procurement compliance and reduce solicitation backlog by adding a
Procurement Coordinator[Restores one Procurement Coordnator position converted
to rt-time during the FY 2011-12 budget process] 68,000 440,000 1.0 0.0
Strengthen the Capital and Infrastructure Contracting Team to expedite contracting
activities for capital progects by adding a Procurement Technician position. 60,000 500,000 1.0 0.0
Human Resources
Address backlog and improve turnaround times for reclassifications by adding a Human
Resources Specialist position [Restores one Human Resources Specialist position
eliminated during the FY 2009-10 budriet jEocessl 64,000 564,000 1.0 0.0
Enhance customer service and improve clerical support by converting a part-time Office
Associate III position to a full-time position. [Restores one Office Associate H position
eliminated during the FY 2007-08 budget processl 1 24,0001 588,0001 1.0 1.0
Fundinq for em to ee events to im rove employee engagement and recognition. 30,0001 618,0001 0.01 0.0
First Amendment to the FY 2013/14 General Fund, Enterprise, Internal Service and Special Revenue Funds Budgets
Page 8
Office of Budget and Performance Improvement
Improve financial oversight of Capital Budget process(including Renewal and Replacement
projects)and increase departments capacity for proactive analyses,process improvement
and performance initiatives by adding a Management and Budget Analyst.[Restores one
Management&Bud!jet Analyst position eliminated during the FY 2007-08 budget
process] 71,000 689,000 1.0 0.0
Enhance monitoring of existing grants and research of new grant opportunities,for
example Emergency Management grants,by adding a Grants Position.(future offset by
revenue/grant fundng)[Restores partial support provided by a Management
Consultant position eliminated dkiring the FY 2009-10 budget process] 57,000 746,000 1.0 0.0
Public Works
Improve transportation planning and transit operations by adding a Transportation
Operations Supervisor position This position will be responsible for planning developing
implementing and monitoring_daily operations of privately operated municipal circulator
s stems. 80,000 826,000 1.0 0.0
Parks&Recreation
Expedite and improve on the implementation of capital projects park improvements
program analyses contract management and fiscal oversight by adding a Senior
Mani ement Anatist position. 99,000 925,000 1.0 0.0
City Attorney
Recruit a Senior Assistant City Attorney to handle additional volume of transactional work.
[Restores one Senior Assistant City Attorney position eliminated during the FY 2008-
09 budget process] 109,000 1 034 000 1.0 0.0
Increase hours for Legal Secretary from 30 hours to 40 hours to support new Senior
Assistant City Attorney[Restores one Legal Secretary position eliminated during the
FY 2009-10 budget process] 32,000 1,066,000 0.0 0.0
Move Receptionist formerly split between City Manager,City Attorney and
Mayor/Commission[Restores one Receptionist position eliminated during the FY 2010-
11 bud t ocess 17,000 1 083 000 0.3 0.0
Cftv Manager's Office
Dedicated Receptionist to effectively manage the daily flow of inquiries and requests
received by the City Manager's Office(Current receptionists will be moved back to solely
City Attorney Office and Mayor/Commission Office)[Restores one Receptionist position
eliminated during the FY 2010-11 budget process] 11,000 1,094,000 0.3 0.0
0 1,094,000 0.0 0.0
Add an Ethics Hotline contract to provide an efficient and independent means of identifying
and reporting concerns regarding potential misconduct. 41,
The cost of the Hotline contract is estimated and
will be determined when put out to bid.Finance and Citywide Projects Committee
recommendation. 70,000 1,164,000 0.0 0.0
Establish a Resiliency Program to address climate change&sea level rise,emergency
management and environmental issues through contract services and temporary staff.
Land Use&Development Committee recommendation. 190,000 1,354,000 0.01 0.0
Improve the Management of Lincoln Road infrastructure by the addition of a Manager. The
initial focus of the position will be Lincoln Road and over time it may also support other
business areas like Washington Avenue,Ocean Drive,etc. TM°°°duties will be abse.be.�
by 50%of an e)dstinq postion in the City Manager-'s QW4Ge-. 56,000 1,410,000 0.5 0.0
Security assessment for City hall campus to identify necessary security upgrades and
enhancements. 10,0001 1.420,0001 0.01 0.0
Mayor/Commission
Move Receptionist formerly split between City Manager,City Attorney and
Mayor/Commission[Restores one Receptionist position eliminated during the FY 2010-
11 budget process] 19,000 1,439,000 0.3 0.0
Total General Fund Enhancementsl $ 1 439 000 r$ 1 439 000 1 12.5 1 11.0
Total General Fund Not Offset By Revenuesl $ 1,279,000 $ 1,279,000 10.5 1.0
Total Enhancements Offset by Building Department Fundingi $ 160,000 1 $ 160,000 1 2.0 1 0.0
First Amendment to the FY 2013/14 General Fund, Enterprise, Internal Service and Special Revenue Funds Budgets
Page 9
INTERNAL SERVICE FUNDS
Property Management
Add a Construction Manager to oversee Capital Renewal&Replacement Capital Projects
related to City Facilities over and above routine maintenance. This position will oversee
work on all aspects of the projects including design,construction,inspection and
renovation. The year one impact of this postion will be charged to fund balance;the year
two impact will be$68,000 of which$48,000 impacts the General Fund.-(Ais sestwil�
be Gff-set by Renewal and ReplaGement fundino (Restores one Construction
Mana-ger posidon eliminated during the FY 2009-10 budget process] 68,0001 68,0001 1.0 0.0
Fleet Mana ement
Improve delivery of fleet services and enhance administrative support by adding an Office
Associate IV position. Estimated year one impact to the General Fund of$32,000 will be
offset by reducing contingency,if necessary. 49,000 117,000 1.0 0.0
Total Internal Service Funds $ 117,000, $ 117,000 2.0 0.0
Stormwater
Enhance Stormwater Pump Station Maintenance-Due to the increased number of pump
stations(4),additional maintenance is critical to meet the demands of effective stornwvater
control. Additional maintenance costs are already being incurred and this enhancement
properly funds this key function. 175,000 175,000 0.0 0.0
Parkin
Some of the PFGjeGtS that aF8 GUFFently OR queue aFe;
R96idents)
7.Valet A-AfG-FGeA48Rt handheld appliGatiGA
This enhancement will be handled through use of
temporary services. 175,000 000 1 0.0
Improve the management and coordination of all aspects of the maintenance of parking
facilities including handling the contracts with vendors that perform related work by adding
a Property Management Contracts Coordinator 80,000 255,000 1.0 0.0
Total Enterprise Funds $ 255,000 255,000 1.0 0.0
New police squad for the RDA,which will provide 24 hour coverage,particularly on Lincoln
Road and surrounding areas. This new squad will include one(1)Sergeant and two(2)
Police Officers. The cost of this enhancement will be offset by$254,000 from the
current security contract which will be discontinued. 55,000 55,000 3.0 0.0
Improve the Management of Lincoln Road infrastructure by the addition of a Manager. The
initial focus of the position will be Lincoln Road and over time it may also support other
business areas like Washington Avenue,Ocean Drive,etc. These d6lbeS will be abSGFb
112,000 167,000 0.5 0.0
Improve ability to quickly address code issues on Lincoln Road by addition of two
dedicated code officers 1 99,000 266,000 2.0 0.0
Total RDA 266 000 $ 266,000 5.5 0.0
;Total All Funds _..... _._..._.__.._ _.__ _. $ $_2,077,000 21.0 (1.0)
First Amendment to the FY 2013/14 General Fund, Enterprise, Internal Service and Special Revenue Funds Budgets
Page 10
REORGANIZATIONS
Staff continually reviews the organization for opportunities to improve efficiency and
effectiveness.
As part of an overall effort to consolidate public information in a central function, a Public
Information Specialist position and $73,000 of associated budget is proposed to be moved from
the Parks Department to the Communications Department.
In addition, a Call Center Manager position is proposed to be realigned from the City Manager's
Office to the Finance Department to more accurately reflect the duties of the position. The
associated budget is $37,000 as half of the position's salary is covered by the Building
Department and is pro-rated through the rest of the year.
In the Mayor & Commission Office, several positions have changed as follows: a Commission
Aide position has been converted into a Chief of Staff position, an Executive Office Associate I
position has been converted to a Secretary position, and a new Branding Manager position has
been created. All of these changes have been accomplished within budget with a net addition
of one position to the adopted position count. The position count also includes one
enhancement from the Proposed Enhancements list, which funds a full-time Office Associate IV
position instead of partial funding of a Receptionist position.
............................................................
Adopted............_....._................_............_...Amended........
MAYOR&COMMISSION OFFICE OF FY 2013/14 Changes FY 2013/14
General Fund
._......................._...._....................................._........................................_................................_._--_........__.._._.................................................................................
.........
............................................._............................_._... ............................................................................................................................................................................._......
Mayor._.._._...._............................................................._............................_........._... 1.00 1.00...
Vice...Mayor ..........................._._._....._.............._...... - 1.00._........._................................._...._..._..._..............00
Commissioner 5.00 5.00
.............._._._._.._........................_..._._.........................._...._...._..................................................._...----................_....................._.._._......_......_._.._..............................
Chiefof Staff ........... ..__....__.............................__._.........._....................._._.....
Commissioner/ConstitutentAide 8.00 (1.00) 7.00
... -..._._. ............ _._. .._...
Mayor&Commission Branding ....._..............0.00
Executive Office Associate 1 1.00 (1.00) 0.00„
..................._._._.._........................................._._.........................._._....._........................................................_.._._._.._....................._.....
Office Associate V 0.00 0.00
Office Associate IV 0.33 0.67 1.00
0.33
Secretary ._...._.__._._ ...._w........:_:..:W_. .._._._.. 0.00 100._ _ ._._._.__._1:00
Ma or&Commission Office Manager 1.00 1.00
DEPARTMENT TOTAL 1 17.661 1.34 1 19.00
First Amendment to the FY 2013/14 General Fund, Enterprise, Internal Service and Special Revenue Funds Budgets
Page 11
POSITION CHANGES
The Adopted FY 2013/14 Position by Department list has been updated below to reflect the
changes resulting from the proposed enhancements and reorganizations.
Departmental FY 2013/14
Adopted Budget Enhancements Reorganizations Amended Budget
DEPARTMENT FT PT FT PT FT PT FT PT
MAYOR&COMMISSION. 17.7 - 0.3 _._ _.._._1 0..._..... 19.0 0.0
....... _._... ...................... ...................... ........ .. ....... ......... _ .... .._..... . ...... .............. .................................. .._...... --
ADMINISTRATIVE SUPPORT
City Manager..-. _.. 13.2 1.3 (0.5) ... 14.0 0.0
Communications 4.0 1.0 5.0 0.0
Budget&Performance Improv..... . .......... 15.8 ........... ...... .__2.0 - .... ............ 17.8 0.0
Orgazational Dev&Performance Initiatives_.......... 2.2 ....................... ....._. ........................................_.. . . ........ ........ ...... 2 2
Finance _. .._. .. - _. 36.5 ._.._...._._. . ... . ....._.. . 0.5_... 37.0 0.0
Information Technology. _.. ..36.0 36.0 0.0
Human Resources -..... 14.6 ... 1.0 2.0 (1.0) 16.6 0.0
Risk Management ......_ 5.2 5.2 . 0.0
Medical&Dental Insurance 1.3 + ....._.___.._....._._..............._.._.__.____._._................_..... 1.3 0.0
.......... .._..........._..._........_..._.................__................_........_..._....................................._........... ......._..._.._.._......................................._.__._.....
CityClerk .. .._....._.............._.....__.._........_..........._......_._......................_.... _..... ....9.6 _ ........ .. 9.6 0.0
Central Services _._..... 4.4 4.4 0.0
Procurement 8.0 1.0 2.0 10.0 1.0
_..
CITY ATTORNEY 18.7 0.0..._._..._...__.._._13.......__... - ..._............................._......_......._......................._......._...._20.0 0.0
._...... ...... ... .. __.._ . ........ ....
_ ... . _.. _ ._._ ....._.
ECON DEV&CULTURAL ARTS 0.0 0.0
Real Est,Housing&_Comm Dev ... . ..__ ... .. _.._ 11.0 2.0 11.0 2.0
Building 72.5 - 2.0 74.5 0.0
Planning. 25 0 _.... .........25.0 0.0
Tourism Cultural&Economic..Development.......___ ......_.. _21.0 2.0_._..- ........_ __ ......._ -- ......... .........21.0 2.0
_.._.-
OPERATIONS 0.0 0.0
..Community Services....__ _......_.__._ .4.0 4.0 0.0
Code Compliance ._ ...,-_ .__._.-...,_ .-_. _. 42.0 12 0 ------ 2.0.. __..._ ___-__. _. .__ .44.0 12.0
Parks&Recreation 167.0 139.0 1.0 (1.0) 167.0 139.0
-......._... __. ... _...... ......_
Public Works. 149.R............__.............._.._......_._._..1.0 ......... ......... ......... ...150.0 0.0
Sanitation 178.0 178.0 0.0
Property Management ......... ........ .50.0 . 1.0 51.0 0.0
Capital Improvement Projects _ 36.0 36.0 0.0
Parking _.... .. .. ....... . ........_......110.5.--.29.0-- -- --1.0 _..... .. 111.5 29.0
Fleet Management 22 0 (2 0)..._.._ 1..0 __...._ ........23.0 (2.0)
PUBLIC SAFETY
Police 539.0 __14.0.. _ 3.0 ... ... 542.0 14.0
Fire 303.0 48.0 303.0 48.0
TOTALS 1917.0 246.0 21.0 1.0 1.0 0.0 1939.0 245.0
CONCLUSION
The resolution amending FY 2013/14 budgets will allow the first amendment to the departmental
appropriations within the General Fund, Enterprise Funds, Internal Service Funds and Special
Revenue Fund budgets to be enacted. This action is necessary to allow for the funding of
encumbrances for good and services procured, but not yet received and expended at the end of
FY 2012/13, as well as projects that were budgeted in FY 2012/13, but had not been expended
or encumbered. The amendment also realigns appropriation to fund additions and service
enhan ments as well as reorganizations and other items.
JLM: K B/JW
a �
CQ 1 0'1 m
8 � s�
ZI
all
io
z � o � �
� s�
g m qC� g s
cm
! LLo a
g al °
I m $E o LT Nit
m a
OEM s 08
co Z5
LL
T ..�J;j m
LL
I T. LL
W LY •
W751 11 0
ifl
N wa 44 y' 110,124
!+ e ?• C
' ,
co
E LL
a
I i • _ w p
�! E a
9 a d
-cc 01 m
QQ QQ
EI .
. 4
f