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LTC 240-2011 Analysis of Vacant Positions as of 9/15/11m MIAMI BEACH OFFICE OF THE CITY MANAGER NO. LTC # 240 -2011 LETTER TO COMMISSION TO: Mayor Matti Herrera Bower and Members of the City Commission FROM: Jorge M. Gonzalez, City Manager " DATE: September 26, 2011 SUBJECT: ANALYSIS OF VACANT POSITIONS AS OF 9/15/2011 At the first budget hearing on Septemberl4, 2011, the Commission directed the administration to look at freezing vacant positions. As I have presented previously, we have been in a modified hiring freeze for some time, whereby all vacancies are evaluated to determine if they are mission critical prior to authorizing hiring and further, evaluated to determine whether they can be filled by a part -time of temporary position, or if they can be outsourced. As outlined in Attachments 1 and 2, as of September 15, 2011, there were 49.25 vacant positions in the General Fund whose salaries were budgeted at $2,767,898. However, of these, 7 positions with a budget value of $491,700 are in the Capital Improvements Office and are fully charged -back to capital projects. Therefore reducing these positions have no impact on the General Fund millage. In addition, 2 of these positions, at a savings of $54,887, are already recommended for reduction as part of the efficiencies and reductions incorporated in the tentatively adopted General Fund budget. The remaining 40.25 positions have a budgeted value of $2,204,398. However, I consider 38.25 of these positions to be mission critical, as reducing them would impact priority service areas for the community or result in increased need for overtime at a higher cost. • 18 positions in Police + 1 homeless services case worker in REHCD + 4 part-time and 3 full -time recreation leaders /supervisor • 1 park -time municipal service worker in Parks and Recreation ■ 4lifeguards • 1 firefighter ■ 1 position in Fire Prevention • 2 positions in Street Operations • 2.25 positions in Public Works Engineering ■ 1 position in Building There are two positions in the General Fund that we can continue to keep unfilled for a year and which could result in savings of approximately $210,000: the Planning Director, and a tree - trimmer position (previously frozen for FY 2010111). LTC Analysis of Vacancies as of 9115111 Page 2 Further, the Internal Service Funds have 3 vacancies for a total budgeted salary of $177,066. The Maintenance and Building Operations Superintendent position and the Building Technician position in Property Management are considered these essential to the maintenance of our facilities. However, we could consider freezing a Systems Analyst position budgeted at $68,886, of which 85 percent is estimated to impact the General Fund charge -backs from Internal Services. Should the Commission recommend freezing these positions, I would recommend setting aside the savings for FY 2012113, to offset what we can reasonably assume will be a built -in shortfall at the beginning of the FY 2012113 budget process due to the use of one -time revenues in the FY 2011112 budget. Attachment JGM /KGB ATTACHMENT 7 City of Miami Beach Summary Vacancy Report # of # of Vacant. Vacant Current positions filled by positions Vacant Vacant temporary filled since Positions Positions employees or # of Vacant report run as of as of utilizing outside Net Vacant Value of All Net Positions in June 7129111 9115111 contract positions Positions Vacancies General Fund Mayor and Commission - City Manager Communications OBPI - - Fnance 1.0 1,0 - - - Procurement 1.0 - 1.0 1,0 1,00 55,836 Human Resource$/Labor Relations - - - - City Clerk - - - City Attorney - - - - - Real Estate, Housing and Community Dev 2.0 2.0 10 2,0 1.00 39,499 Incl. Office of Community Services Building 6.0 - 6.0 4.0 3.0 1.00 103,755 Planning 1.0 1.0 1.0 - 1.00 170,000 TCD 4.0 - 4.0 4.0 4,0 - Code Compliance - - - - - Parks & Recreation 52.0 35.0 17.0 10.0 - 10.00 234,951 Put)I €c Works 3A - 3,0 4,25 - 4.25 270,216 CIP 6.0 - 6.0 7.0 - 7:00 491,700 Police 16,0 9.0 7.0 18.0 - 18,00 1,074,236 Fire 18.0 13.0 5.0 6.0 - 6.00 327,705 Total General Fund 110.0 58.0 52.0 583 9.0 49.25 2,767,898 Internal Service Funds Information Technology - - - 1.0 - 1.00 68,886 Risk Management - - - Central Services - - - - - Property Management 3.0 - 3.0 2.0 2.00 108,180 Fleet - - - Total Internal Service Funds 10 3.0 3.0 3.00 177,066 Enterprise Funds Convention Center - - - - Sanitation 69.0 - 69.0 72.00 58:0 14.00 490,765 2.3 0.3 2.0 4.35 4.35 lau,o "o"'+ Water 43 0.3 4,0 435 4.35 257,378 Stormwater 1.4 0.4 1.0 1.30 130 87,007 Parking 10.0 5.0 5.0 7.00 - 7.00 327,327 Total Enterprise Funds 87.0 6.0 81.0 89.0 5810 31.00 1,353,146 RDA Police 4.0 - 4.0 4.0 - 4.00 209,112 Sanitation - - - Greenspace - - - - - Operations 1.0 1.0 1.0 1.00 39,499 Total RDA 5.0 5.0 5.0 5.00 248,611 ATTACHMENT 2 LISTING OF POSITIONS VACANT AND NOT FILLED BY CONTRACT OR TEMPORARY as of September 15, 2011 artment FUND MENT DEPARTMENT DEPARTMENT PARKS AND RECREATION PARKS AND RECREATION PARKS AND RECREATION PARKS AND RECREATION PARKS AND RECREATION PARKS AND RECREATION PARKS AND RECREATION PUBLIC WORKS (General Fund) PUBLIC WORKS (General Fund) PUBLIC WORKS (General Fund) PUBLIC WORKS (General Fund) PUBLIC WORKS (General Fund) FIRE FIRE FIRE FIRE POLICE (sworn) POLICE (sworn) POLICE POLICE Subtotal General Fund Position Name Procurement Coordinator - See Note (1) Building Operations Supervisor Planning Director Case Worker II Rec Leader I Part- time/Year -round Recreation Program Supervisor Municipal Service Worker Trainee- See Note (2) PT- Municipal Service Worker la Recreation Leader I Recreation Leader II Tree Maintenance Supervisor Street Operations Supervisor Street Lighting Tech I City Engineer Civil Engineer III Transportation Coordinator (funded General Fund (25 %) & 75% PTP funds) Assistant Fire Marshall (budgeted as Fire Inspections Supervisor) Lifeguard I Lifeguard II Fire Fighter I Police Officer Police Major Properly & Evidence Technician I School Guard (PT) Assistant Director Records Supervisor Special Asst to the City Manager Capital Projects Coordinator Field Inspector 1 Financial Analyst I Total CIP (Offset by charge -backs to capital projects) Total General Fund INTERNAL SERVICE FUNDS INFORMATION TECHNOLOGY Systems Analyst PROPERTY MANAGEMENT Maintenance & Operation Superintendent PROPERTY MANAGEMENT Building Services Technician Total Internal Service Funds 68,886 71,328 177 Number of Annual Salary Positions of Vacancy 1 55,836 1 103,755 1 1710,00© 1 39,499 4 52,872 1 40,046 1 15,964 1 28,724 1 26,083 1 31,216 1 40,046 1 49,656 1 31,216 1 91,896 1 77,994 0,25 19,454 1 71,328 2 83,546 2 94,012 1 78,819 12 816,390 1 158,494 1 56,760 42.25 $ 2,276,198 1 91,896 1 51,382 1 91,896 2 155,668 1 40,332 Notes (1) Procurement Coordinator is proposed as a Positive or Minimal Service Impact for F`( 2011/12 to be converted from FT to PT (2) Municipal Service Worker Trainee is eliminted in proposed budget as a Positive or Minimal Service Impact for FY 2011112 Department ENTERPRISE FLINGS SANITATION SANITATION SANITATION SANITATION SANITATION SANITATION WATER WATER WATER WATER WATER STORMWATER STORMWATER PARKING PARKING PARKING PARKING PARKING Total Enterprise Funds RDA OPERATIONS RDA POLICE RDA (swom) Total RDA Number of I Annual Salary Position. Name I Positions f of Vacancy Municpal Service Worker III 4 441,180 Municipal Service Worker II 4 117,811 Municipal Service Worker 1 1 26,438 Heavy Equipment Operator 1 2 73,704 Heavy Equipment Operator II (Note 3) 2 91,586 Waste Driver Supervisor 1 40,046 Asst. Pumping Mechanic 1 33,918 Sewer Supervisor 1 44,046 Masonry Helper 1 41,501 Municipal Service Worker 1 1 28,870 Assistant Director of Pubiic Works 0.35 46,334 Electrician Supervisor 1 58,628 Water Meter Supervisor 1 72,538 Water Meter Technicial 11 1 36,710 Assistant Director of Public Works 0.35 46,334 Municipal Service Worker II 1 43,168 Municipal Service Worker 11 1 47,292 Assistant Director of Public Works 0.30 39,715 Senior Capital Projects Coordinator 1 112,646 Parking Enforcement Specialist 1 2 77,183 Parking Enforcement Specialist I (PT) 2 38,094 Parking Enforcement Specialist 1 1 38,020 Parking Meter Technician 11 1 61,388 31 $ 1.353.146 Office Associate IV Police Officer 1 $ 39,499 Notes 3) 2 Vacant Heavy Equipment Operator II positions proposed as a as a Positive or Minimal Service Impact for FY 2011/12 to be eliminated (Sanitation)