LTC 198-2012 Update to the Vacancy Report m MIAMI BEACH
OFFICE OF THE CITY MANAGER
NO. LTC #( 198 -2012 1 LETTER TO COMMISSION
TO: Mayor Matti Herrera Bower and Members of the City Commission
FROM: Kathie G. Brooks, Interim City Manager
DATE: July 31, 2012'
SUBJECT: UPDATE TO THE VACANCY REPORT OF JULY 24, 2012 _
Cn
The purpose of this Letter to Commission (LTC) is to provide an update vacancy report
of all vacancies in the City, including the value of the salary budgeted for each vacant
position and the length of time the position has been vacant. An earlier version of the
vacancy report was transmitted to the Mayor and 'Commission via LTC # 187 -2012 on
July 24, 2012 (a copy of this LTC is attached).
The updated vacancy report highlights those vacant positions that are being proposed
for elimination as an efficiency (positive or minimal service impact) for Fiscal Year (FY)
2012/13 as presented at the July 25, 2012 Finance and Citywide Projects Committee
(FCWPC) meeting (Attachment 1). In addition, pursuant to the Fire. Department
reorganization that was negotiated as part of the 2009 -2012 Collective Bargaining
Agreement between the City and the International Association of Firefighters, Local 1510
(IAFF), effective May 26, 2011 (when the Firefighter II promotional expired); the City
ceased promoting employees from the Firefighter I classification into the classification of
Firefighter II. Therefore, the four (4) vacant ' Firefighter II positions that were initially
reflected in the July 24, 2012 vacancy report have been removed.
As in the past, I will continue to evaluate requests to fill for the remaining vacant
positions, focusing on positions that are critical to ongoing operations. If you have any
questions or need any additional information, please feel free to contact me.
Attachment
KGB
ATTACHMENT 1
LISTING OF POSITIONS VACANT AND NOT FILLED BY CONTRACT OR
TEMPORARY
as of 7/30/12
Number of
Number of Months Annual Salary
Department Position Name Positions Vacant of Vacanc
GENERALFUND
Budget & Performance Improvement
OBPI Director 1 1 184,870
OBPI Sr. Management Consultant 1 1 71,652
Code Compliance Code Compliance Administrator 1 10 55,588
Code Compliance Code Compliance Officer 1 2 69,394
Code Compliance Code Compliance Officer -PT 1 1 31,200
Finance Financial Analyst 1 2 53,371
Human Resources /Labor HR Assistant Director 1 3 124,488
Planning Planning Director 1 34 170,000
Public Works City Engineer 1 3 92,316
Public Works Streets Operations Supervisor 1 56 65,957
Parks Urban Forrester 1 4 103,018
Parks MSW III PT 1 64 20,897
Parks Rec Leader 1 1 2 32,471
Parks Rec Leader I PT Year Round 1 2 13,299
Police Police Captain 1 9 92,316
Police Security Specialist 1 7 56,076
Police ITSpecialist II 1 4 62,964
Police Police Commander 1 1 146,776
Police Public Safety Specialist 1 2 49,868
Police Administrative Aide 1 1 1 40,534
Police Crime Scene Technician II 1 4 55,588
Police School Crossing Guard PT 5 1 -23 66,273
Police Police Officer 7 1 -6 376,287
Police Complaint Operator 1 3 64,168
Procurement Procurement Division Director 1 4 148,776
Procurement Procurement Coordinator 1 8 56,076
Fire Fire Inspector I 1 1 49,713
Fire Clerk Typist PT 1 5 16,484
CIP Assistant Director - CIP 1 34 92,316
CIP Special Assistant to City Manager 1 21 92,316
CIP Financial Analyst 1 1 13 58,930
CIP Capital Projects Coordinator 2 3 -16 156,388
Real Estate, Housing and
Community Dev incl. Office
of Community Services Administrative Aide 1 1 12 25,225
Total General Fund 44 $ 2,795,595
INTERNAL SERVICE FUNDS
Information Technology System Analyst 1 12 60,930
Fleet Management Fleet Service Representative 1 2.5 34,457
Fleet Management Mechanic II 1 2.5 50,434
Total Internal Service
Funds 3 $ 145,821
ENTERPRISE FUNDS
WR
Parkinq 7 65
Parking Parking Operations Supervisor 1 10 65,957
Parking Parking Enforcement Specialist I 3 8-.33 114,738
Parking Parking Enforcement Specialist 1 1 7 38,246
Parking Parking Enforcement Specialist I PT 6 2 -12 114,660
Parking Painter 1 22 40,560
Sanitation Waste Driver Supervisor 1 113 49,348
Sanitation Heavy Equipment O erator 1 3 4 -46 136,243
Sewer Pumping Operations Supervisor 1 7 71,672
Sewer Clerk 1 10 31,096
Sewer Masonry Helper 1 12 33,982
Sewer I Sewer Supervisor 2 17-48 98,696
Sewer Assistant Pumping Mechanic 2 4--22 83,587
Sewer MSW 1 1 11 32,576
Water Electronics /Instrumentation Supervisor 1 4 83,675
Water Water Meter Tech 2 1 -5 66,420
Water MSW II 2 3 -8 72,701
Stormwater Environmental Specialist 1 4 60,930
Stormwater MSW II 1 69 35,397
Total Enterprise Funds 33 $ 1,351,346
RDA
Police jPolice Officer 1 7 54,016
Total RDA 1 $ 54,016
Grand Total 81 $ 4,346,778
Grant - Funded Positions are not included in this analysis.
Highlights indicate positions that are listed under efficiencies.
§;
HAG
OFFICE OF THE CITY MANAGER
No. LTC # 187 -2012 LETTER TO COMMISSION
To: Mayor Matti Herrera Bower and Members of the City Commission
FROM: Kathie G. Brooks, City Manager�/
DATE: July 24, 2012
SUBJECT: VACANCY REPORT AS OF JULY 24, 2012
During discussion of the FY 2012113 preliminary Current Service Level (CSL) budget at
a previous meeting of the Finance and Citywide Projects Committee (FCWPC), the
Commission directed the administration to provide an report of vacancies in the City,
including the value of the salary budgeted for each vacant position, and the length of
time the position has been vacant.
BACKGROUND
A review of vacancies in the City reflects a snapshot at a point in time as positions are
constantly filled and others are leaving for retirement, discipline reasons or positions with
other employers.
Attachment 1 provides a summary of the current vacancies in the City, based on a June,
2012 analysis of the personnel system and updated for recent changes. It is important
to note that, while a budgeted City position may be vacant, the position may be filled with
an outside agency employee or contracted professional services. In those cases, the
positions are not listed as vacant. Further, some of these positions have been filled since
the June 2011 report was run.
ANALYSIS
The report shows a total of 39 full time and 9 part time vacant positions in the General
Fund (and 85 total positions across all funds) which have not been filled by outside
temporary agency positions or professional services. Approximately half of these
positions (28 in the General Fund and 56 positions Citywide) have been vacant for more
than 6 months. The budgeted FY 2012/13 annual value for all current vacant positions is
$3.1 million in the General Fund, and approximately $4.7 million Citywide.
It is important to keep in mind that, over the last several years since the economic
decline, the City has taken pro - active initiatives to reduce expenses below the adopted
budget each year, including holding off on hiring for less essential positions, in order to
close -out each fiscal year in a positive position and generate carryover that can be made
available for future years when we anticipated further declines in property values,
increasing pension costs, etc.
Further, vacancies are often used to accommodate employees when the City eliminates
positions due to efficiencies or service reductions. At the July 25, 2012 Finance and
LTC — Vacancy Report as of July 24, 2012
Page 2
Citywide Projects Committee meeting, the Committee is scheduled to review the
potential list of efficiencies and service reductions for FY 2012113.
CONCLUSION
The Administration continually reviews positions that may be eliminated, including
vacant positions. At the July 25, 2012 Finance and Citywide Projects Committee
meeting, the Committee is scheduled to review the potential list of efficiency and service
reductions for FY 2012113, some of which are vacant positions on the attached reports.
Attachment.
KGB
ATTACHMENT 1
City of Miami Beach
Summary Vacancy Report
as of 7123!12_ 4 ,
Number
Ql
�t r, µ
rasitFvns frit � � � - M
txd 4 _ yy 4�y.,+ 4'"' {Frrtpl4#tra8a orb Nel +f. „ t
ta, x'a'.fi: i,.5:''k .. ..: '.rtt , =uttltzitt .'Pts�sfll 'Y, 'rrl, nrt
FT ,'PT FT .. PT FT PT 5
General Fund
Mayor, anti Commission
City Manager
Communications
oBFi 2 2 - 256,522
Finance 1 1 - .53,371
Procurement- 2 2 204
Human Resources!! -ahbr 1 1 - i24,d88+
City Clerk 1 1
City Attorney -
Real Estate, Housing,and'
Community Oev inci 6ffice of
Communi}y'Servldes l' 1 25,225
Building
Planning 1 ] 170,000
TCD
Code Compliance 2 1 2' 1 156,1$2
Parks &.Recreation 2 2 2 2 169;685
Public Works 2 7 158,273
GIP 5 5 39'3.95011
Police is 5 15 5 1,070,851
Fire/ Oman Rescue 5 `1 5 1 '385;415
Total;General a1_ . , 9 2 39 9' 3,114814
internal Service Funds
Information Technology 1 1 50,930
Risk Management 1 1 -
tentril Services
-
Property Management.
Fleet. 2 2 84,891°
Total,Internal Service Funds 4. ], 3 145,821
Enterprise Funds
Convention°Center
Sanitation 71 67 4- 185,591
Sewer 9 9` 406,5
Water S 5 222,796
Stormwater 2 2 96,327
Parking 7 6 7 6 440,119
Total Enterprise! Funds 94 61 67 27 6 1,351
RDA
Police 1 1 54,416
Sanitation
Greenspace
Operati
Total RDA 3 1 54,016
GRAND TOTAL 1 70 151 4,665,997
N•B, Gr ant-Funded Pcsitlon5 are not included in this analysis.
ATTACHMENT 2
LISTING OF POSITIONS VACANT AND NOT FILLED BY CONTRACTOR TEMPORARY
as of 7123112
� „rte Nctrnber ofltlo i1t Salryr�a
a ".
Ctee rt eret, �„ . ` "situ. arne': �. �.RFttarssacat
acanc rrae'
GENERAL FUND
Budget & Performance Improvement
OBPI Director 1 1 84;870
OBPI Sr Management Consultant 1 1 71,662
Corte Compliance Code`Compl_iancp Administrator 1 16 55,588
Code Compliance Code Compliance Officer 1 2 69,394
Code Compliance Code Compliance Officer - -PT 1 1 31,200
Finance Financial Analyst 1 2 53,371
NumanResources /Labor HR Assistant Director 3, 3 124,488
Position frozen in
Planning Plannirig Director 1 34 17a 000 FY 2019112
PUblic.Works City Engineer 1 3 92,316
Public Works Streets Opperations Supervisor 1 56 65,957
Parks Urban 'Forrester 1 4 103,018
Parks MSW. 111 PT 1 64 20,897
Parks Rec Leader - I 1 2 32,471
Parks' Rec Leader.l PT Year Round 1 2 13,299
Police Police captain. ! 9' 92,316
Police Security Specialist 1 7 66,076
Police IT Specialist 11 3 4 G2,A4
Polio Pol mCorrimander 1 1'' 146;776
Police Public Safety Spec alist° 1 2 49,868'
Police Administrativ`e Atdet 1 1 40,534
Police Crime.Scene'Techftl6n 11 1 4 55;688,
Police School Crossing Guard (PT) 5 1 -23 66
Police Police Officer 7 1-6 ' 376,287
Police Complaint 0 erator 1 3 641
Procurement Procurement Division Director 1 4 148
Procurement Procurement Coordinator 1 8 56076
Firer Firefighter 11 4 2 =3 . 319219
Fire Fire Inspector '1 1 1 49, "713
Fire Cierk Typist'OT # 5 16
PI Assistant "Director - CIP 1 34 92;318'
Special Assistant to City.Manager 1 21 92,316
GIP Financial Analyst 1 1 13 58,930
CIP Capital Prajedts Coordinator 2 33 'i6 156,388
Real Estate, Housi rig .and
Community Dev Incl. Office
of Commun` y Se rvices. Administrative Aidel 1 1'2 _ 25,225'
Total General Fund 413. $ 3,114,814
INTERNAL SERVICE
Position frozen' in'
Information Technology System Analyst 1 12 .60 FY.2011/12
:Fleet Management Fleet Service Representative 1 25 34,457
Fleet Mana ement ' Mechanic II: 1 2.5 ? 50,434,
Totat 1lntemal Service
Funds 3 $ 1145,821
I
ENTERPRISE FUNDS
Parking Parking Operations Supervisor 2 7; 10 131,915
Parking Parking Enforcement Specialist 1 4 8 -33 152,984 '
Parking Parking Enforcement Specialist I PT 6 2 -12 114,660
Parking Painter 1 22 40,560
Sanitation Waste Driver Supervisor 1 113 49,348
Sanitation Heavy Equipment Operator 1 3 4 -46 136,243
Sewer Pumping Operations Supervisor 1 7 71,672
Sewer Clerk 1 10 31,096
Sewer Masonry Helper 1 12 33,982
Sewer Sewer Supervisor 2 17.48 98,696
Sewer Assistant Pumping Mechanic 3 4-64 138,491
Sewer MSW I 1 11 32,576
Water Electronicsllnstrumentation Supervisor 1 4 83,675
Water Water Meter Tech I 2 1 -5 66,420
Water MSW II 2 3 -8 72,701
Stormwater Environmental Specialist 1 4 60,930
Stormwater MSW it 1 69 35,397
Total Enterprise Funds 33 $ 1,351,346
RDA
Police Police Officer 1 7 54,016
Total RDA 1 $ 54,016
Grand Total 85 $ 4,665,997