LTC 169-2012 Interim Changes in Organizational Responsibilities ® MIAMI BEACH
OFFICE OF THE CITY MANAGER
NO. LTC# ' 169-2012 LETTER TO COMMISSION
TO: Mayor Matti Herrera Bower and Members of the City Commission
FROM: Kathie G. Brooks, City Manager //� •
DATE: July 9, 2012
SUBJECT: Interim Changes in Organizational Responsibilities
The purpose of this Letter to the Commission (LTC) is to inform the Mayor and City
Commissioners of the changes being implemented due to a number of vacancies which have
created supervisory gaps that must be addressed in order to continue serving the needs of our
organization and community. These changes will become effective Monday, July 9, 2012.
There are currently two (2) Assistant City Manager vacancies, one attributed to Duncan
Ballantyne who is out on Family Medical Leave (FML) and the second Assistant City Manager
position, which becomes vacant with the resignation of Hilda Fernandez. During this transitional
period, I have appointed Max Sklar, who currently is the City's Tourism and Cultural
Development (TCD) Director, to serve as Acting Assistant City Manager. In the interim, Max will
continue to assume the responsibilities and duties of the TCD Director; however, during this
transitional period, I will be assessing the current organizational structure of TCD to determine
how best to assign the responsibilities of the department to ensure that our residents, businesses
and visitors continue to receive the highest levels of services.
To help address the needs of the Assistant City Manager vacancies, I have also asked Patricia
Walker, Chief Financial Officer, to assume oversight of the Parking Department. As mentioned
in my interview, as I transition into the role of Interim City Manager, I intend to backfill my position
of the Director of the Office of Budget and Performance Improvement (OBPI). However, until
such time as my position is filled, Ms. Walker will also assume additional responsibilities in
assisting me with the immediate budgetary issues as we continue to prepare for the
FY2012/2013 budget.
The Code Compliance Division will report directly to, Stephen Scott, Building Department
Director. The oversight of the Fleet Management Division will fall under the Public Works
Department, directly reporting to Jay Fink, Public Works Assistant Director.
In addition, I have assigned Carla Gomez, Labor Relations Specialist, to serve as the Special
Projects Coordinator in the City Manager's Office. Her responsibilities and duties shall include
but are not limited to: serving as the liaison between the Administration and the Mayor and City
Commission to ensure timely. coordination and consistent dissemination of all information
requests made by the Office of the Mayor and City Commission; researching and preparing the
Administration's responses to various issues such as, inquiries from residents and community
groups; and responsibility of various special projects as I assign as needed. Carla will also
continue to provide assistance to the Labor Relations Division of the Human Resources
Department as we begin to prepare for the collective bargaining process with the City's five (5)
labor unions.
LTC re:Organizational Realignment of City Administration
July 9,2012
Page 2
Due to the demanding workload of OBPI during the City's budget preparations for FY12/13,
Jennifer White, who has been serving as my administrative support as OBPI Director, will
physically move to OBPI to provide much needed administrative support during the budget
process over the next several months. As a result, for the time being, Pauline Walters, Executive
Office Associate II, will continue to provide administrative support to the City Manager's Office
and will be responsible for scheduling my appointments and providing direct administrative
support to me.
The following provides the interim organizational reporting structure:
Kathie G. Brooks, Interim City Manager
• City Manager's Office
• Office of Budget Performance and Improvement (OBPI)
• Police Department o
• Fire Department —'<
• Human Resources Department
• City Clerk's Office 7- ; -n
• Jorge Gomez, Assistant City Manager(ACM) cn
• Building Department (including Code Compliance Division) o _
• Planning Department -,
Public Works (including Fleet Management Division)
• Capital Improvement Projects (CIP) r-
• Max Sklar, Assistant City Manager(ACM)
• Tourism and Cultural Development (Department Director Duties still assigned to
Max)
• Parks and Recreation Department
• Office of Real Estate, Housing and Community Development
• Community Outreach
• Office of Communications
• Patricia Walker, Chief Financial Officer(CFO)
• Finance Department
• Procurement Division
• Informational Technology
• Parking Department
As I begin my tenure as your interim City Manager, it is my priority to pursue a seamless
transition to ensure that all of our employees are responsive, efficient and continuously providing
excellent services to our residents and our entire community. I will keep you informed as the
need for additional organizational changes arise.
Should you have any questions or need any additional information, please feel free to contact
me.
KGB/cg