96-22124 RESO
RESOLUTION NO.
96-22124
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
OF MIAMI BEACH, FLORIDA, ADOPTING BUDGETS FOR
GENERAL, ENTERPRISE, AND INTERNAL SERVICE FUNDS
FISCAL YEAR 1996/97.
CITY
THE
FOR
BE IT DULY RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, that the City of Miami Beach hereby adopts
the following budgets for the General, Enterprise, and Internal
Service Funds for Fiscal Year 1996/97.
REVENUES
INTERNAL CATEGORY
GENERAL ENTERPRISE SERVICE TOTALS
GENERAL OPERATING REVENUES
Ad-Valorem Taxes $44,102,496 $ 44,102,496
Other Taxes 16,666,550 16,666,550
Licenses and Permits 6,663,800 6,663,800
Intergovernmental Revenues 9,059,433 9,059,433
Charges for Services 1,851,080 1,851,080
Fines and Forfeits 849,663 849,663
Interest 5,983,901 5,983,901
Rents and Leases 838,660 838,660
Miscellaneous 3,847,999 3,847,999
Other 8.907.696 8.907.696
Subtotal $98.771.278 $98.771 .278
DEBT SERVICE
Ad Valorem Taxes $11.028.582 $11.028.582
Subtotal $11.028.582 $11. 028. 582
FUND TOTAL $109.799.860 $109.799.860
ENTERPRISE FUNDS
Convention Center/TOPA $15,611,376 $ 15,611,376
Parking 12,860,317 12,860,317
Sanitation 3,800,514 3,800,514
Water Operations 14,590,835 14,590,835
Sewer Operations 25,261,474 25,261,474
Storm Water 3 416.246 3.416.246
FUND TOTAL $75 540.762 $75.540.762
INTERNAL SERVICE FUNDS
Central Services 571,245 571,245
Conmunications 5,086,358 5,086,358
Fleet Management 6,284,069 6,284,069
Property Management 4,408,008 4,408,008
Risk Management 12.852.309 12.852.309
FUND TOTAL $29.201.989 $29.201.989
TOTAL - ALL FUNDS $109.799 860 $75.540.762 $29.201.989 $214.542.611
APPROPRIATIONS
INTERNAL DEPARTMENT
DEPARTMENT/FUNCTION GENERAL ENTERPRISE SERVICE TOTALS
ADMINISTRATION
MAYOR AND COMMISSION $ 637,983 $ 637,983
CITY MANAGER 1,193,225 1,193,225
CITY ATTORNEY 2,511,370 2,511,370
CITY CLERK 869,635 869,635
CHILDREN'S AFFAIRS 81,110 81,110
MEDIA RELATIONS 225,000 225,000
FILM/PRINT/SPECIAL EVENTS 239,044 239,044
FINANCE 1,821,690 1,821,690
MANAGEMENT & BUDGET 464,260 464,260
INTERNAL AUDIT 302,609 302,609
HUMAN RESOURCES 909,127 909,127
RISK MANAGEMENT $ 12,852,309 12,852,309
COMMUNITY SERVICES & DEVELOPMENT
BUILDING SERVICES 3,816,430
Building 2,122,747
Code Compliance 1,693,683
DEVELOPMENT, DESIGN AND HISTORIC
PRESERVATION 1,945,963
Economic Development 716,410
Log Cabin Training Center 88,706
Planning & Design 1,140,847
CONVENTION CENTER/TOPA $15,611,376 15,611,376
PARKING 12,860,317
Administration 1,719,099
On-Street Parking 4,596,350
Off-Street Parking 5,717,572
Debt-Service 827,296
BASS MUSEUM OF ART 672,765 672,765
RECREATION, CULTURE & PARKS 14,231,379
Administration 244,744
Beach Patrol 3,554,731
Landscape Maintenance 2,833,553
Parks Maintenance 2,521,157
Recreation 5,077,194
PUBLIC PROPERTY MANAGEMENT
GENERAL SERVICES 18,039,426
Computers 1,200,332
Procurement 489,414
Central Services 571,245
Property Management 4,408,008
Conmunications 5,086,358
Fleet Management 6,284,069
PUBLI C WORKS 45,283,972
Administration 355,362
Environmental Resource Mngt 127,917
Streets/Streetlights 1,532,138
Sewer 25,261,474
Storm Water 3,416,246
Water 14,590,835
ENGINEERING & CONSTRUCTION MNGT 1,349,562 1,349,562
SAN IT A TI ON 3,800,514 3,800,514
PUBLIC SAFETY
FIRE 18,991,594 18,991,594
POLICE 36,571,777 36,571,777
CITYWIDE ACCOUNTS 8.231.592 8.231.592
SUBTOTALS $98.771.278 $75.540.762 $29.201.989 $203.514.029
DEBT SERVICE
Debt Service $11.028.582 $ 11 028 582
TOTAL ALL FUNDS $109.799.860 $75 540.762 $29.201.989 $214 542.611
Passed and adopted this 25th day of September, 1996.
Attest by:
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CITY CLERK
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FORM APPRO\'i'.~
L GAL DEPT.
By
Date _ q /'u, l"fb
CITY OF
MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH FLORIDA 33139
Commission Memorandum No. .s '7 8- 9 h
TO:
Mayor Seymour Gelber and
Members of the City Commission
DATE: September 25, 1996
FROM:
Jose Garcia-Pedrosa
City Manager
(
i
t
SUBJECT: A RESOLUTION ADOP G BUDGETS FOR THE GENERAL, ENTERPRISE, AND INTERNAL
SERVICE FUNDS FO FY 1996/97
ADMINISTRATION RECO:MMENDA TION
Adopt the Resolution
The Resolution contained herein recommends certain changes that are responsive to the requests of
the City Commission and that will not impact the total General Operating Budget of $98,771,278 that
was tentatively adopted on September 12, 1996 after the first public hearing. Also included in the
Resolution is the restoration of the budget for Central Services Division ($571,245) as an Internal
Service Fund;- this budget will have no financial impact on the General Fund. Changes impacting
budgets are highlighted in underlined italics.
PROCEDURE
Pursuant to Florida Statutes 200.065, budgets for the General, Enterprise, and Internal Service Funds
were tentatively adopted on September 12, 1996 following a first public hearing and adoption of a
Resolution setting millage rates. To complete the process, the Resolution establishing budgets for
FY 1996/97 must be adopted, again, after a second public hearing and final adoption of the millage
rates. (See accompanying agenda item R-7-E-l)
DISCUSSION
During the first public hearing held on September 12, 1996, members of the public and the City
Commission raised certain issues and requested responses from the Administration. The following
is in response to those issues:
1. General Services - Following the proposed elimination of Construction Management and
General Services Administration, the remaining divisions of this department will be: Central
Agenda Item ~ l E ~
Date
9 - 2.S. 't(..
FY 1996/97 Budget
September 25. J 996
Page 20/5
Servicesl, Computers and Communications, Procurement, Fleet Management, and Property
Management. The remaining divisions will maintain current staffing levels of 115 personnel
positions; the divisions proposed for the transfer of 6 positions to Engineering and
Construction Management and the elimination for 4 positions.
Communications - The proposed budget for FY 96/97 will increase by $665,951 or 15%
over the current year's amount of $4,420,407. The primary reasons for this are: $227,600
in increased capital expenditures to upgrade radios and application software; $155, 352 in
salaries due to full year-funding and transfer of personnel between the divisions of Computers
and Communications; $120,000 for increased depreciation requirements for equipment
acquired during the current year; $120,000 in telephone charges for increased number
telephone lines and high-speed datalines used for the City's wide area network (WAN); and,
$80,554 for increased self-insurance charges.
Fleet Management -The proposed budget for FY 96/97 will increase by $611,754 or 11%
over the current year's amount of$5,672,315. The primary reasons for this are: $219,812
in salaries due to the transfer of 5 positions from Procurement to Fleet Management and
negotiated cost-of-living increases; $230,000 for increased depreciation charges; and,
$165,999 for increased replacement vehicle purchases.
2. Public Works - The creation of the Engineering and Construction Management Department
results from the consolidation of related functions that previously were assigned in both the
Public Works and General Services Departments. There were no increases in managerial
positions to accomplish the consolidation. In the Administration Division of Public Works,
staffing level is recommended to remain at 4 positions despite implementation of a
Geographic Information System (GIS) and the addition of over $59 million in water and
sewer projects. (Please see No. 1 above indicating the elimination of the General Services
Administration Division. Also it must be noted that the position for the General Services
Director has been eliminated.)
TheFY 1996/97 Public Works budget of$45,418,514 is an increase of$1,482,457 over the
current year projected amount of $43,936,057. The primary reason is an increase of
$1,775,220 in the Sewer Enterprise Fund Budget; of this amount is $1,410,044 is for
increased sewer treatment fees to Dade County and $333,029 in self-insurance charges.
3. Risk Management - The proposed budget for FY 96/97 will increase by $2,513,387 or 24%
over the current year's amount of $10,338,922. The primary reason for this is: costs for
retiree health benefits ($1,815,473), employees occupational health contract ($98,700),
unemployment compensation ($70,000), and, the administration of employee benefits
($50,000) were previously supported entirely by the General Fund. Accounting for all
charges through the Self-Insurance Fund, with each fund (Enterprise and Internal Service)
paying a proportionate share, will result in the General Fund savings of $472,572.
lCentral Services was originally proposed to be eliminated.
FY 1996/97 Budget
September 25, 1996
Page 30/5
Self-insurance funding for FY 1996/97 is based on the latest actuarial requirement, without
the margin. The actuarial firm of Nv1I Risk Consultants, Inc., has since confirmed, in writing,
that funding the required amounts, without the margin, would not jeopardize the fund. .
4. Development, Design, and Historic Preservation - The Administration has reviewed the
departmental structure and believes that the Community Development Division should be
combined with the Economic Development Division to create one division. Staffing
adjustlJ1ents will be made to accommodate the new structure and eliminate any potential
duplication. Since the funding involved is not the General Fund, these adjustments will not
impact the General Fund adoption process, however, they will be done to improve efficiency
and accountability.
5. CITYWIDE
A. Old City Hall - Funding of $183,000 for Old City Hall is provided for utilities,
janitorial, security costs, and property taxes. A separate report on the uses for Old City
Hall will be presented to City Commission.
B. Normandy Shores - Funding of $90,000 is a transfer of funds for the Normandy
Shores Neighborhood Improvement Dependent Taxing District to provide security
servIces.
C. Venetian Landscape - Funding of $100,000 was originally recommended for
continuing planning and design of the master landscape plan. Funding is no longer
being recommended since remaining funds of$93,000 are expected to be sufficient to
fund development of the master plan. The City Commission recently authorized the
Administration to enter into negotiations with the number one ranked firm responding
to the RFP.
D. Middle Beach - This is the third year contribution to continue the master planning for
the landscaping of middle beach. Funds are not for landscape maintenance.
E. External Labor Counsel - Pursuant to a suggestion from the City Commission and
discussions with the City Attornev. aooropriations of $250.000 for external labor
counsel will be transferred to the Office of the City Attornev. This change will not
adversely impact the General Fund Budget.
6. Service Districts - Consistent with a request for consideration from the City Commission,
the following appropriation changes are being recommended:
A. Police - The Police Deoartment 's budget would be reduced bv 5252.968. This permits
the General Fund to make a contribution to suoport the consolidated "Oceanfront
District"
B. Landscape l\'laintenance - The Recreation. Culture and Parks budget would be
reduced bv 5237.500. This oermits the General Fund to make a contribution to support
the consolidated "Oceanfront District ".
590
FY 1996/97 Budget
September 25. 1996
Page 40f5
C. Citywide - Transfers aut of the General Fund will be increased bv $490.468 to vermit
this contribution to the "Oceanfront District".
D. Sanitation - A new line item in the Sanitation Department's budget. entitled
"Contributions" would be created with an amount of $2 39.934 for which there would
be like reductions in other line-items. so that the department's over-all budget remains
unchanged
7. Public Information - Please see Attachment "A" for a "cost per function" matrix based on
the proposed budget for FY 1996/97. Included in the matrix are the following: 1)
identification and cost for each position; 2) functions and responsibilities for each position;
and, 3) impact statements resulting from the elimination of any position.
Pursuant to the request of the City Commission, this matrix will be presented to the Budget
Advisory Committee at its meeting on September 24, 1996 for discussion and
recommendation. It is also presented here for your consideration.
8. Building Permit Fees - This category includes Building, Electrical, Elevator, Mechanical,
and Plumbing permits. Current year's projections of $2,620,000 is a decrease of6% from the
budgeted amount of $2,780,000. Revenue estimate for FY 96/97 is $2,595,000 and is a
further decrease of 1 % from current year's projected.
Budget staff and the Building Director reviewed the revenue projections for the current year
and that for the next fiscal year. The Building Director is confident that the total revenue
projections are accurate and not inflated.
9. Youth at Risk - A request for the Recreation, Culture and Parks Department to determine
whether it was possible to establish new programs for youths "at-risk" within the existing
budget was made. As of the agenda deadline, a final determination has not yet been made;
however, the Parks and Recreation Director has indicated that it is possible to work in
cooperation with the Police Athletic League (PAL) to introduce some programs on a limited
basis. The City Commission will be advised when the analysis and proposal for programming
is completed.
10. Energy Efficiency Audit - The City received a proposal from Johnson Controls to conduct
an "Energy Efficiency Audit" to determine what guaranteed energy saving may be realized
due to retrofitting lighting and/or air conditioning equipment in major city-owned facilities.
Johnson Controls currently provides maintenance services to the City and understands that
such an audit would be required the issuance of an RFP.
Property Management is in the process of preparing an RFP for such an audit and would
include all electrical equipment and not only light fixtures and air conditioning. equipment.
Telephones - A contingency audit of the City telephones bills for service and equipment for
the 2-year period ending December 1995 was recently completed by Utility Analysis Group.
Approximately $1,000,000 of expenditures wpre audited and resulted in a $4,000 refund.
FY 1996/97 Budget
September 25, 1996
Page 50f5
11. Historic Preservation Planner - As of agenda deadline a final recommendation has not been
made regarding the addition of a Historic Preservation Planner position to focus on
demolitions. A meeting between the Building Department and the Planning Division was
scheduled for Friday, September 20, 1996. Any decisions leading to a recommendation will
be reported to the City Commission on September 25th, prior to the opening of the public
hearing on the budget.
12. Venettan Landscape - Please see "5C" above.
OTHER
1. Central Services - The original Proposed Budget contemplated the out-sourcing of the
printing, major copying services, and mailing functions of Central Services. Inter-office mail
would be transferred to the Office of the City Clerk. An RFP for these services was issued;
however, there were no responsive bids. The RFP is being revised to re-solicit bids for
printing services, only.
As a result it is necessary to retain the Central Services Division to continue their services to
other departments. Based on prior expenditure history and a projection for proposed services
to be continued, an aooropriation of $571.245 for FY 1996/97 is necessary. Funding for
this division is gained through charges to departments for services rendered.
Budget
Positions
Current
FY 1995/96
$702,300
7
Projected
to 9/30/96
$693,945
7
Recommended
FY 1996/97
$571,245
5
This amount includes funding for 3 positions previously included in the Office of the City
Clerk to collect and distribute U.S.lInter-mail. This change will result in a reduction of
$65.246 in the O(fice of the City Clerk and a corresponding increase in the unallocated
oortion of the Citylvide accounts.
2. Lien Fees - Revenues of $7.500 from Lien Fees was incorrectlv categorized under the
"Other" category: this amount will be tTansferred to the "Miscellaneous" category and has
no imoact on the General Fund Budget.
3. Resort Taxes - For your information, a projection of Resort Tax collections and
disbursements for the 7 -year period between FY 1996/97 to FY 2002/03 is included as
Attachment "B".
SUMMARY
The foregoing discussion and proposed revisions to the budgets for FY 1996/97 as in response to
issues and requests made by members of the public and City Commission during the first public
hearing on the proposed property tax rates and budgets held on September 12, 1996. All the
proposed revisions to the tentatively adopted budgets are contained in Attachment "C".
PFLme
PositionlBudget
Public Information Coordinator
Salaries $63,000
Fringe Benefits 7.491
Subtotal $70.491
Public Information Officer
Salaries $42,000
Fringe Benefits 7.165
Subtotal $49.165
Office Associate IV
Salaries
Fringe Benefits
Subtotal
$24,950
4.877
$29.827
Office Associate IV
Salaries -
Fringe Benefits
Subtotal
$22,859
4.611
$27.470
Media Specialist
Salaries $23,551
Fringe Benefits 777
Subtotal $24.328
(Please note that 50% of cost is
carried in the Office of the City
Clerk)
Variable Ollerating Expenses
Other Fringe Benefits $5,540
Media Relations $27,187
Broadcast 20,837
Capital 5.000
Subtotal $58.564
Fixed Operating Expenses
Other Fringe Benefits $5,766
Internal Service Charges 58.957
Subtotal $64.723
Total Budget
$324,568
City Of Miami Beach
Office of Public Information
FY 1996/97 Proposed Budget
FunctionlResponsi bilities
Liaison to the press; City
spokesperson. Coordinate
marketing and publicity;
administration and supervision of
office; prepares press releases;
attends meeting, workshops, etc. to
become aware of what is
happening in City.
Researches, writes, coordinates
and distributes press releases;
prepares meeting notices and event
invitations; prepares employees
and retirees newsletters; Hispanic
Affairs Liaison; Internet liaison;
prepares press kits and brochures;
and, produces" Al Dia".
Newspaper clippings; payroll and
purchasing; maintains Master
Calendar of Events for network
and Internet access; receptionist;
produces monthly reports of
activities.
Assists Media Specialist in
live/taped broadcast of programs;
creates programming schedule;
processes production requests for
videotaping, photography,
dubbing, tape copying, etc.
Operates broadcast equipment for
live/taped programming on cable-
television; minor maintenance of
broadcast equipment; City
photographer; maintains historic
film! photo file
Attachment A
Impact of Reduction
Lack of central contact person for
media; 75% reduction in press
releases; lack of coordinated public
affairs contact; elimination of staff
supervision and coordination with
other City departments.
75% reduction in press releases;
lack of centralized advertising for
scheduled meetings requiring
public notice; inability to
communicate with Hispanic media;
unavailability of media kits;
eliminate public affairs program-
ing to Hispanic population; and,
elimination of newsletters.
No historic file of news clippings;
departments required to do their
own media follow-up. Master
Calendar maintenance would be
reassigned to another department.
No receptionist for walk-in visitors
or telephone calls.
Eliminate back-up support for live
cable broadcasting; eliminate all
MBTV programming except
designated meetings. Limited
ability to provide tape copying
services.
Eliminate all cable television
broadcast of Commission,
Planning, Zoning meetings and
special workshops. Eliminate
photography services for all
"events" .
This category consists of variable operating expenses that are impacted
by the types and levels of services to be provided. It consists of
expenditure for items such as: general office supplies; photocopy
equipment: supplies, equipment, maintenance, and repair for video and
photographic equipment; telephone toll calls; printing; postage, etc.
This category consists of an allocation of the City's fixed costs which are
not reduced or saved due to the elimination or reduction of any service.
ATTACHMENT B
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Attachment C
City of Miami Beach
Recommended Revisions
FY 1996/97
Adopted Increase/ Revised
9/12/96 (Decrease) 9/25/96
GENERAL FUND
REVENUES
Ad Valorem Taxes $44,102,496 $44,102,496
Other Taxes 16,666,550 16,666,550
Licenses and Permits 6,663,800 6,663,800
Intergovernmental Revenues 9,059,433 9,059,433
Charges for Services 1,851,080 1,851,080
Fines and Forfeits 849,663 849,663
Interest 5,983,901 5,983,901
Rents and Licenses 838,660 838,660
Miscellaneous 3,840,499 (7,500) 3,832,999
Other 8,915,196 7,500 8,922,696
Total Revenues $98,771,278 $0 $98,771,278
APPROPRIATIONS
Mayor & Commission $637,983 $637,983
City Manager 1,193,225 1,193,225
City Attorney 2,261,370 250,000 2,511,370
Childrens Affairs 81,110 81,110
City Clerk 934,881 (65,246) 869,635
Media Relations 324,568 324,568
Film/Print/Special Events 239,044 239,044
Finance 1,821,690 1,821,690
Management & Budget 464,260 464,260
Internal Audit 302,609 302,609
Human Resources 909,127 909,127
Building Services 3,816,430 3,816,430
Dever, Design & Hist Preservation 1,915,963 1,915,963
Recreation, Culture & Parks 14,231,379 (237,500) 13,993,879
Bass Museum of Art 672,765 672,765
General Services 1,689,746 1,689,746
Public Works 2,015,417 2,015,417
Engineering & Construction Mngt 1,349,562 1,349,562
Fire 18,991,594 18,991,594
Police 36,571,777 (252,968) 36,318,809
Citywide Accounts 8,346,778 305,714 8,652,492
Total Appropriations $98,771,278 $0 $98,771,278
INTERNAL SERVICE FUND
Central Services $0 $571,245 $571,245
C:\OATAISSIBUD9719697GE-1'wB3