2012-28073 Reso RESOLUTION NOj 2012 -28073 i
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH,
FLORIDA, ADOPTING THE THIRD AMENDMENT TO THE FISCAL (FY) 2011/12 GENERAL
FUND BUDGET AND THE SECOND AMENDMENT TO THE ENTERPRISE, INTERNAL
SERVICE AND SPECIAL REVENUE FUNDS BUDGETS
WHEREAS, the Administration has performed a preliminary review of year -end actual
revenues and expenditures and it is anticipated that the General Fund will have an overall initial operating
budget surplus of $5.2 million; and
WHEREAS, this surplus is net of the $2.2 million from the one -time pension credit in FY
2011/12 reserved as a set aside for the FY 2012/13 General Fund Budget; 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, however, the City's Capital Reserve was established in FY 2005 /06 at a time
when the industry was at a peak, with project bids often coming insignificantly higher than budgeted; today
is a very different market, with construction bids being received significantly under project budgets; and the
Capital Reserve has accumulated approximately $11 million in funding; and
WHEREAS, as a result, it is recommended that the Commission waive the policy that
requires that at least half of the FY 2011/12 year -end surplus be used to fund the City's Capital Reserve
Fund; and
WHEREAS, there are $535 in General Fund from FY 2011/12, attributable to Building
revenues in excess of budgeted expense; and
WHEREAS, there are $440,000 in General Fund encumbrances from FY 2011/12 for
goods or services which were procured but not yet received and expended that the Administration is
recommending be set aside to be carried over to FY2012/13; and
WHEREAS, the Administration is further recommending that $950,000 in General Fund be
set aside in FY 2011/12 for projects budgeted but not expended or encumbered and for the severance pay
for the former City Manager, although this has not been finalized; and
WHEREAS, the Administration is recommending that funding for the above referenced
encumbrances be set aside to be carried over into the FY 2012/13 operating budget; and
WHEREAS, the FY 2012/13 General Fund budget adopted on September 27, 2012,
included the carry-over of a $2.2 million in revenue for the one -time pension credit in FY 2011/12, and
WHEREAS, it is recommended that a $2.7 million in surplus from FY 2011/12 be reserved
as a set aside for the FY 2013/14 General Fund Budget and
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYORAND CITY COMMISSION
OF THE CITY OF MIAMI BEACH, FLORIDA, that the policy is waived for FY 2011/12 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 third amendment to the FY 2011/12 General Fund budget, and the second amendment
to the Enterprise Funds, Internal Service Funds, and Special Revenue Funds' are adopted as shown on
the following pages.
i
GENERALFUND
FY 2011112 Changes in Recommend FY 2011112
Amended Rev /Exp Additional Amended
2 -08 -12 Appropriation Appropriation 11 -14 -12
REVENUES
Operating Revenues
Ad Valorem Taxes $ 98,198,923 $ 29,077 $ $ 98,228,000
Ad Valorem Taxes -S Pte Costs 10,439,424 3,576 10,443,000
Ad Valorem Cap.Renewal & Replace. 1,755,752 248 1,756,000
Ad Valorem Taxes -Norm Shores 108,469 531 109,000
Other Taxes 24,278,385 211,615 24,490,000
Licenses and Permits 17,686,553 4,460,447 22,147,000
Intergovernmental 10,091,000 (130,000) 9,961,000
Charges for Services 4,879,252 (120,252) 4,759,000
Charges for Services incl. Golf Courses 5,805,119 (507,119) 5,298,000
Fines and Forfeits 2,574,000 482,000 3,056,000
Interest 3,430,000 (687,000) 2,743,000
Rents and Leases 6,034,143 (14,143) 6,020,000
Miscellaneous 12,423,449 151,551 12,575,000
Other - Resort Tax contribution 26,965,440 26,965,440
Other - Non Operating revenues 7,981,502 (502) 7,981,000
Reserve- Building Department Ops. 1,546,709 (1,546,709)
Prior Year -End Surplus Set Aside 4,253,401 4,253,401
Prior Year Surplus from Parking Operation Fund 7,200,000 7,200,000
Total General Fund $ 245,651,521 $ 2,333,320 $ 247,984,841
APPROPRIATIONS
Department
Mayor and Commission $ 1,583,448 $ $ $ 1,583,448
City Manager 2,335,776 (100,000) 2,235,776
Communications 909,730 (40,000) 869,730
City Clerk 1,566,868 (200,000) 1,366,868
Finance 4,275,479 (110,000) 4,165,479
Office of Budget & Perf Improve. 1,917,136 (100,000) 1,817,136
Human Resources /Labor Relations 1,772,358 (130,000) 1,642,358
Procurement 962,664 (90,000) 872,664
City Attorney 4,159,498 4,159,498
Real Estate, Housing & Comm Dev 815,091 (10,000) 805,091
Community Services 434,834 434,834
Homeless Services 921,844 (100,000) 821,844
Building 10,655,841 (250,000) 10,405,841
Code Compliance 4,355,491 (190,000) 4,165,491
Planning 3,208,324 (60,000) 3,148,324
Tourism & Cultural Development 2,427,086 (120,000) 2,307,086
Parks and Recreation 21,894,546 (714,373) 21,180,173
Golf Courses 6,198,289 (280,000) 5,918,289
Public Works 6,557,821 (600,000) 5,957,821
Capital Improvement Program 4,777,185 (700,000) 4,077,185
Fire 59,001,680 (900,000) 58,101,680
Police 91,993,213 (2,300,000) 89,693,213
Citywide Accounts 9,255,695 3,444,305 12,700,000
Citywide Acc-Operating Contingency 951,612 (951,612)
Citywide Accounts - Normandy Shore 166,875 166,875
Sub Total General Fund $ 243,098,384 $ (4,501,680) $ $ 238,596,704
TRANSFERS
Citywide Accounts- Transfers 797,385 797,385
Capital Renewal & Replacement 1,755,752 1,755,752
Reserve - Future Building Dept Needs 535,000 535,000
Reserve - Carryforward Pension Credit Surplus to FY 2012/13 2,210,000 2,210,000
Reserve - Encumbrances 440,000 440,000
Reserve - Set Asides Carried forward to FY 2012/13 950,000 950,000
Reserve - Set Aside for FY 2013/14 Budget Shortfalls 2,700,000 2,700,000
Sub Total Transfers $ 2,553,137 $ 2,210,000 $ 4,625,000 $ 9,388,137
Total General Fund $ 245,651,521 $ (2,291,680) $ 4,625,000 $ 247,984,841
FY 2011/12 Changes in FY 2011/12
Amended Rev /Exp Additional Amended
ENTERPRISE FUNDS 1 -11 -12 Appropriation Appropriation Budget
REV /EXP APPROPRIATIONS
Convention Center $ 13,478,680 $ $ $ 13,478,680
Parking 44,739,057 44,739,057
Sanitation 15,936,393 15,936,393
Sewer Operations 34,478,643 340,761 34,819,404
Stormwater Operations 14,588,982 14,588,982
Water Operations 33,549,062 33,549,062
Total Enterprise Funds $ 156,770,817 $ 340,761 $ $ 157,111,578
FY 2011/12 Changes in FY 2011/12
Amended Rev /Exp Additional Amended
INTERNAL SERVICE FUNDS 1 -11 -12 Appropriation Appropriation Budget
REV /EXP APPROPRIATIONS
Central Services $ 886,850 $ $ 886,850
Fleet Management 8,180,390 548,610 8,729,000
Information Technology 15,535,011 15,535,011
Property Management 8,234,967 8,234,967
Risk Management 21,750,296 21,750,296
Total Internal Service Funds $ 54,587,514 $ 548,610 $ $ . 55,136,124
FY 2011/12 Changes in FY 2011/12
Amended Rev /Exp Additional Amended
SPECIAL REVENUE FUNDS 1 - 11 -12 Appropriation Appropriation Budget
REV /EXP APPROPRIATIONS
Resort Tax $ 47,605,327 $ 1,869,390 $ 49,474,717
7th Street Garage Operations $ 2,144,000 2,144,000
'5th & Alton Garage - City's share of Shortfall $ 343,300 343,300
Art in Public Places $ 1,342,387 1,342,387
Tourism and Hospitality Scholarship Programs $ 89,850 89,850
Information and Communications Techn. Fund $ 28,814 28,814
Education Compact $ 129,560 129,560
Green /Sustainability Funds $ 6,335 . 6,335
Waste Hauler Additional Services and Public Benefit 64,000 64,000
Total Special Revenue Funds $ 51,753,573 $ 1,869,390 $ - $ 53,622,963
Passed and adopted this 14 day of November, 2012.
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ATTEST: :INCORR "Fiff
_• �y �L c APPROVED AS TO
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FO ECUTION
City Clerk 17/
tomep�_ Date
,;:
COMMISSION ITEM SUMMARY"
Condensed Title:
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA,
ADOPTING THE THIRD AMENDMENT TO THE FY 2011/12 GENERAL FUND BUDGET AND THE SECOND
AMENDMENT TO THE ENTERPRISE, INTERNAL SERVICE AND SPECIAL REVENUE FUNDS BUDGETS FOR
FISCAL YEAR (FY) 2011/12
Key Intended Outcome Supported:
Ensure expenditure trends are sustainable over the long term
Improve the City's overall financial health and maintain overall bond ratin
Supporting Data (Surveys, Environmental Scan, etc.):
The $3.4 million in prior years surplus set -aside for FY 201/13 will not be available for FY 2013/14, immediately
creating a gap that will need to be addressed in FY 2013/14.
Item Summary/Recommendation:
Overall, there is a preliminary estimated operating budget surplus of $5,162,214 (2.2 percent) in the
General Fund. A significant portion of the surplus is due to Building Department revenues in excess of
budget by $3.8 million, resulting in a surplus of $535,000 attributable to Building rather than a loss of $2.3
million as budgeted. As a result, it is recommended that $535,000 be set aside for building department
reserves to offset future Building Department needs, in accordance with state law.
The estimated expenditures include $2.2 million set aside for FY 2012/13 to help offset increases in
pension costs as anticipated during the preparation of the FY 2012/13 budget. This $2.2 million was
derived from the pension savings in each department in FY 2011/12 based on the annual required
contribution (ARC) to the City's pension plans that was less than budgeted due to a one -time pension
credit pursuant to a rule from the State Division of Retirement which was subsequently rescinded.
Additionally, there are $440,000 in encumbrances from FY 2011/12 for goods or services which have been
procured but not yet received and expended, which will need to be re- appropriated in FY 2012/13. There
are also approximately $530,000 in projects that were budgeted in FY 2011/12 and which have not yet
been expended or encumbered and the funding is recommended to be carried forward to be spent in FY
2012/13 along with a set aside for the severance pay for the former City Manager's although this has not
yet been finalized. The amendment of the FY 2012/13 Budget for these items will require a separate
budget amendment which will be brought to the Commission for consideration once the year -end close -out
process is complete. As a result of the reserves required for these encumbrances and set asides, the
surplus is reduced from $5.2 million to $3.2 million. Since it is still very early in the annual close -out
process, an additional $500,000 is held as contingency for the close -out process and $2.7 million in
surplus be carried forward to FY 2013/14. This, similarly, will require a separate budget amendment which
will be brought to the Commission for consideration once the year -end close -out process is complete.
Only the Sewer Fund Enterprise Fund requires a budget amendment primarily due to increased sewer
treatment expenses, although funded by associated increased revenues. Only the Fleet Management
Internal Service Fund requires a budget amendment primarily due to increases in contributions for "Other
Post Employment Benefits ", fuel and fuel - related costs, repair and maintenance cost, and increased debt
service. The 2 percent Resort Tax Fund expenditures are in excess of budget due to payments to the
Visitor's Convention Authority (VCA) which are based on a percent of revenues exceed budget and
enhanced efforts for Memorial Day, Spring Break, and other special events. The 1 percent Resort Tax
Fund expenditures are in excess of budget due the debt service and transfers for capital projects and arts
and cultural programs which increase as revenues increase.
Financial Information:
Source of Am - ,.;fir :y Account"
Funds: : , FY.2011/12 $2,333,320 General Fund
$340,761 Enterprise Funds
$1,869,390 Resort Tax Fund
OBPI $548,610 Internal Service Funds
Financial Impact Summary:
Sign -Offs:
^' :'Department Direcfor Assistant`City Manager Manager'; ,,,...
LJ M I A M"I PC`) EACH
AGENDA ITEM R7 L,
DATE
MIAMI BEACH
City of Miami Beath, 1700 Convention Center Drive, Miami. Beach, Florida 33139, www.miamibeachfi.gov
COMMISSION MEMORANDUM
TO: Mayor Matti Herrera Bower and Members of the City Commission
FROM: Kathie G. Brooks, Interim City Manager /G �
DATE: November 14, 2012
SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
.MIAMI BEACH, FLORIDA, ADOPTING THE THIRD AMENDMENT TO THE FISCAL
(FY) 2011112 GENERAL FUND BUDGET AND THE SECOND AMENDMENT TO
THE ENTERPRISE, INTERNAL SERVICE AND SPECIAL REVENUE FUNDS
BUDGET
ADMINISTRATION RECOMMENDATION
Adopt the resolution amending the FY 2011/12 General Fund, Enterprise Funds, Internal
Service Funds, and Special Revenue Funds budgets.
GENERAL FUND ANALYSIS
The Fiscal Year 2011/12 year -end budget to preliminary actual comparisons is presented in the
following pages. It is important to note that the Finance Department is still preparing year -end
accruals and adjustments through November 15, 2012, as part of the year -end accrual process.
The proposed budget amendment represents the budget amendment required by state law for
departments or accounts that exceed their appropriated authority.
In past years, the preliminary year -end analysis has been prepared in the early part of the next
calendar year. In an effort to provide this information on a more timely basis, the analysis and
recommended amendments presented herein are therefore still subject to change. However,
staff in the Office of Budget and Performance Improvement and the Finance Departments has
worked to identify any major adjustments that might be needed, particularly in the expenditure
area that would impact the required appropriation authority. We will continue to refine the
estimate and present an update once the year -end close -out process is complete, typically in
the March timeframe.
The following comparisons show that, overall, there is a preliminary estimated operating budget
surplus of $5,162,214 (2.2 percent) in the General Fund.
Third Amendment to the FY 2011/12 General Fund Budget and Second Amendment to the FY 2011/12 Enterprise,
Internal Service and Special Revenue Funds Budgets
Page 2 i
Adopted Budget as Preliminary FY
amended through 2011 -12
General Fund February 8, 2012 year -end Budget/ Projected
Revenues $ 245,651,521 $ 247,984,841 $ 2,333,320
Expenditures* 245,651,521 242,822,627 (2,828,894)
Surplus /(Deficit) $ $ 5,162,214 $ 5,162,214
Note: Excludes $1,031,000 in unrealized gains on investments
Includes $2.21 million pension credit surplus to be set aside for FY 2012/13
It is important to note that the estimated revenues are more than the third quarter projections
primarily due to increases in Property Taxes, and Licenses and Permits revenues. The third
quarter projections included a decline of approximately $2 million in property taxes due to the
difference between the certified taxable value used for calculations of property tax revenue in
the adopted budget and the final taxable value after value adjustments. The preliminary year-
end revenues do not reflect a decline from budget, despite the six percent decline in values,
which will need to be researched further as part of the year -end close -out process.
Further, it is important to note that a significant portion of the surplus is due to Building
Department revenues in excess of budget by $3.8 million, resulting in a surplus of $535,000
attributable to Building rather than a loss of $2.3 million as budgeted. As a result, it is
recommended that $535,000 be set aside for building department reserves to offset future
Building Department needs, in accordance with state law.
The estimated expenditures include $2.2 million set aside for FY 2012/13 to help offset
increases in pension costs as anticipated during the preparation of the FY 2012/13 budget. This
$2.2 million was derived from the pension savings in each department in FY 2011/12 based on
the annual required contribution (ARC) to the City's pension plans that was less than budgeted.
Beginning in FY 2010/11, the State Division of Retirement began monitoring employer
contribution payments based on percent of payroll, and is now requiring that City's adjust their
ARC at year -end based on this calculation. In the Fire and Police Pension Plan, this resulted in
a credit at year -end of $1.7 million that was applied to the FY 2011/12 ARC payment. The
MBERP pension plan has. a similar credit of $0.5 million applied to the FY 2011/12 ARC
payment. However, this approach by the State Division of Retirement was subsequently
suspended and no further credits of this nature are anticipated.
Additionally, there are $440,000 in encumbrances from FY 2011/12 for goods or services which
have been procured but not yet received and expended, which will need to be re- appropriated in
FY 2012/13. There are also approximately $530,000 in projects that were budgeted in FY
2011/12 and which have not yet been expended or encumbered and the funding is
recommended to be carried forward to be spent in FY 2012/13. We are further recommending
that $420,000 be set aside for the severance pay for the former City Manager's contract
although this has not yet been finalized. The amendment of the FY 2012/13 Budget for these
items will require a separate budget amendment which will be brought to the Commission for
consideration once the year -end close -out process is complete.
As a result of the reserves required for these encumbrances and set asides, as well as the
additional Building operations reserve, the surplus is reduced from $5.2 million to $3.2 million.
1
Third Amendment to the FY 2011/12 General Fund Budget and Second Amendment to the FY 2011/12 Enterprise,
Internal Service and Special Revenue Funds Budgets
Page 3 i
Projected Surplus $ 5,162,214
Changes in Expenditure Appropriations
Reserve - Set Aside for Future Building Department Needs $ 535,000
Reserve - Encumbrances 440,000
Reserve - Set Aside for FY 2011/12 Projects in FY 2012/13, and
former City Managers Severance 950,000
Revised Net Surplus $' 3,237,214
Historically, surplus funds at year -end have been reserved for future years' budgets. The FY
2010/11, FY 2011/12, and FY 2012/13 budgets have included the use of $3.7 million, $3.6
million, and $3.4 million, respectively. It is recommended that approximately $0.5 million remain
in department budgets to address any unforeseen items that may arise through the year -end
close -out process since it is still very early in the process, and that $2.7 million in surplus be
carried forward to FY 2013/14. This, similarly, will require a separate budget amendment which
will be brought to the Commission for consideration once the year -end close -out process is
complete.
Although the estimated net surplus is similar to the $3.4 million projected as of the third quarter,
there are some three major differences in the components: 1) a difference of $2 million in
property tax revenues as described above; 2) An increase in Citywide Accounts expenditures
(excluding transfers and operating contingency) of $2.7 million above the 3rd quarter report (and
$3.4 million above budget), and 3) offsetting decreases in department expenditures due to
department vacancies as well as a slowdown in department spending.
The increase in Citywide Accounts expenditures was driven by a significant increase in leave
liability payouts which has two primary components:
• The most significant portion of this increase was due to an increase in leave used for
pension buybacks. This was impacted by the 2010 pension plan changes that came into
effect on June 27, 2012 with the Third District Court of Appeal unanimous decision that the
collective bargaining process set out in the Public Employee Relations Act is the final word
on implementing the collective bargaining rights guaranteed by the Florida Constitution.
Included in the negotiated pension changes was the ability for a member to exercise their
right to buyback prior creditable service upon vesting (ten years of service) compared to the
previous pension benefit that provided the ability for a member to buyback prior creditable
service upon twenty years of creditable service with the City. The 225 members that had
ten or more years of creditable pension service time as of September 30, 2010, were
notified that they had until September 30, 2013, to exercise their right to purchase these
buybacks. As a result, there was an influx of members who exercised this right and
purchased creditable pension service time immediately following the Third District Court of
Appeal's decision. Given the potential for additional purchases in FY 2012/13, this will need
to be closely monitored over the next year, but thereafter would be expected to decline to
prior year levels.
• The City also had significant increases in leave payouts due in part to higher numbers of
police and fire fighters retiring as well as payouts to several high level, long -term City
employees, including the former City Manager.
i
Third Amendment to the FY 2011/12 General Fund Budget and Second Amendment to the FY 2011/12 Enterprise,
Internal Service and Special Revenue Funds Budgets
Page 4
As in FY 2008/09, FY 2009/10, and 2010/11 no use of the General Fund surplus is
recommended to address the City's FY 2011/12 accrued liability for post employment benefits
(primarily health insurance) pursuant to recently enacted reporting requirements of
Governmental Accounting Standards Board Statement #45 (GASB 45).
An explanation of major variances are provided on the following pages, as well as a summary of
estimated actual FY 2011/12 revenues and expenditures.
GENERAL FUND OPERATING REVENUE AND EXPENDITURE VARIANCES
Revenues
On the revenue side, approximately $3.4 million in additional revenues are reflected in the City's
financials, of which $1,031,000 are a result of unrealized gains on investments reflected on the
City's financials which have a non -cash impact for FY 2011/12. Governmental Accounting
Standards Board Statement #31 (GASB 31) implemented in 1997 requires the City to report its
investments at fair market value as if they were immediately liquidated on September 30 each
year, and to recognize these impacts as "unrealized gains or losses on investments" on the
City's financials, even though there is no cash impact until the investments are actually
liquidated in the future. Estimated preliminary year -end actual revenues net of these unrealized
gains total $247,984,841; $2.4 million or 1 percent higher than the amended FY 2011/12
budget. The $2.4 million is primarily due to increases in Licenses and Permit fees, Fines and
Forfeitures and Miscellaneous revenues. These were offset by declines in Charges for Services
— Golf Course revenues, declines in Interest Earnings (net of the unrealized gains), not using
the Building Department Operations Reserve, and minor declines in Intergovernmental
revenues, Charges for Services — Other, and Rents and Leases.
Detailed comments on those revenue categories with significant variances over $300,000 or 10
percent are shown in the following section.
1. Licenses and Permits - This category is comprised of licenses and building and special
use permits. In total, the actual collections for Licenses and Permits exceeded budget by
$4.5 million, or 25.2 percent. The majority of this increase was from building development
process fee revenues, as a result of an increased number of permits and larger projects.
2. Fines and Forfeits - Year -end collections are above budget by 18.7 percent or $482,000.
This is mainly due to a $0.5 million settlement for a past violation for the Museum Walk
project.
3. Charges. for Services'— Golf Courses — Year -end collections are below budget by
approximately $.5 million consistent with third quarter projections due primarily to a wet
spring and summer which resulted in lower green fees and cart fees.
4. Interest - Year -end collections are below budget by 20.0 percent or $687,000. This is due
to unrealized gains in the amount of $1 million.
5. Reserve — Building Department Operations - As detailed above, no funds from the
Building Department Operations Reserve have been used in FY 2011/12.
Third Amendment to the FY 2011/12 General Fund Budget and Second Amendment to the FY 2011/12 Enterprise,
Internal Service and Special Revenue Funds Budgets
Page 5
Operating Expenditures
Preliminary year -end actual expenditures are approximately $2.8 million (1.2 percent) less than
the amended budget or $242,822,627. The department expenditures reflect the savings in each
department associated with the one -time pension credit of $2.2 million, offset by the set aside to
be carried forward to FY 2012/13. Even if - this pension credit had not occurred, no department
would have exceeded its budget. Some departments were more than $300,000 or 10 percent
under budget as shown below. These departments are highlighted below.
1. City Clerk
.... Amended Budget Preliminary Actual Difference % Over/ (Under)
Ex enditures $1,566,868 $1,320,000 $246,868 - 15.8%
In addition to the pension credit savings of approximately $7,000, the department is preliminarily
estimated to be below budget by approximately $240,000. $67,000 saving in salaries resulted
from the vacancies in the City Clerk and Assistant City Clerk for part of the year and
replacement of these positions with a lower salaried position and a part -time position for the
Assistant City Clerk, pending recruitment of a full -time position. In addition, there are estimated
to be $72,000 savings in professional services as the department did the majority of Spanish
translations in -house and a $97,000 savings in advertising, which is utilized as- needed.
2. Homeless Services
Amended Budget : Prelimina Actual Difference : %Over / Under
!........... ................. �........ )
Expenditures $921,844: $820,000 $101,844 - 11.1%
In addition to the pension credit savings of $2,356, the department is estimated to ' have
$143,949 in salary savings. The FY 2011/12 adopted budget included an enhancement
package, which provided Homeless Services with three new part -time positions; two Case
Worker Its and an Office Associate II which were vacant for much of the fiscal year.
Additionally, there were two full -time Case Worker II positions that were vacant during the early
part of the fiscal year due to resignations and layoffs.
3. Parks and Recreation — Excluding Golf Courses
Amended Budget Preliminary Actual Difference % Over/ (Under)
Ex enditures $21,894,546 $21,200,000 $ 694, 546 .. ...., ...................... -3.2%
In addition to the pension credit savings of $92,000, the department is estimated to have salary
savings of approximately $400,000 primarily due to vacancies within the Recreation and the
Greenspace Management divisions some of which were held during the management transition
process. Approximately $250,000 in estimated savings in the professional services line item
were mostly due to savings associated with the independent contractor agreements, utilizing in-
house employees in certain areas rather using independent contractors as well as utilizing more
grant funding to cover expenditures normally covered by the general fund.
4. Public Works
Amended Budget Preliminary Actual : Difference % Over/ (Under)
....................... . , .................... .
Expenditures $6,557,821 $5,900,000 $633,128 -10.0%
Third Amendment to the FY 2011/12 General Fund Budget and Second Amendment to the FY 2011/12 Enterprise,
Internal Service and Special Revenue Funds Budgets
Page 6
In addition to the pension credit savings of approximately $25,000, the department is estimated
to be below budget by approximately $630,000 primarily due to $375,000 saving in salaries
which resulted from vacancies throughout the year including the City Engineer, the Streets
Operations Supervisor (position eliminated in the FY2012/13 budget), and the Environmental
Resource Manager. In addition, the department experienced a $142,000 saving in professional
services, which are utilized on an as needed basis only. The department's budget also included
an appropriation of $132,000 for the building assessments, which they have requested to be
rolled over to the FY2012/13 budget and is part of the recommended set aside for funding to be
carried forward to FY2012/13.
5. Capital Improvements Program
Amended Budget Preliminary Actual Difference % Over/ (Under)
Expenditures $4,777,185 $4,066,872 $679,806 -14.8%
In addition to the pension credit savings for the Capital Improvement Projects Department of
approximately $28,000, the department also had salary saving of approximately $548,000. This
was primarily as a result of the vacancies during the fiscal year including: Assistant Director,
the Special Assistant to the City Manager, Financial Analyst I, two Capital Project Coordinators
positions, Performance /Scheduling Analyst and a Records Supervisor.
6. Fire
Amended Budget Preliminary Actual Difference % Over / (Under
Expenditures $59,001,680 $58,000,000 $1,001,680 ) 1 -1.7%
In addition to the pension credit savings for the Fire Department of approximately $811,000, the
department also had savings of $133,648 in holiday pay and $66,000 in uniforms which was
partially offset by $145,267 in overtime. Total operating expenditure savings of $233,354 due to
moving the cost of maintenance for beach restrooms and showers to Citywide Accounts were
offset. by $193,890 in excess internal service charges largely due to increased fuel costs and
vehicle repairs and maintenance charged back to the department via fleet management.
i
7. Police
Amended Budget Preliminary Actual Difference %Over / d Under)
.
Ex enditures $91,993,213 $89,600,000 $2,393,212
In addition to the pension credit savings of approximately $1.1 M, the department is preliminarily
estimated to be below budgeted by approximately $1.3M primarily due to a $1.4M savings in
salaries which resulted from vacancies throughout the department caused by retirements,
resignations and some restructuring throughout the department. This saving was offset by a
$950,000 increase in overtime over the budget, primarily to cover vacancies, especially in the
Patrol division. The department also experienced savings in repairs and maintenance
($85,000), holiday pay ($70,000), contract maintenance ($85,000), other operating expenses
($101,000); and court overtime ($25,000) which are utilized on an as- needed basis. The
department also experienced $248,000 savings in professional services, as they did not
sponsor Officers to the Police Academy and $99,000 in rental expenses, due mainly to the
reimbursement of some rental expense by two outside agencies for five rental vehicles used by
our detectives while assisting other Task Forces.
Third Amendment to the FY 2011/12 General Fund Budget and Second Amendment to the FY 2011/12 Enterprise,
Internal Service and Special Revenue Funds Budgets
Page 7
FY 2011/12
FY 2011/12
FY 2011/12 FY 2011/12 FY 2011/12 Preliminary
Adopted Amended Amended Estimated
Budget 1 -11 -12 2 -08 -12 Actual Over /(Under)
REVENUES
Ad Valorem Taxes $ 98,198,923 $ 98,198,923 $ 98,198,923 $ 98,228,000 $ 29,077
Ad Valorem Taxes -S Pte Costs 10,439,424 10,439,424 10,439,424 10,443,000 3,576
Ad Valorem Cap.Renewal & Replace. 1,755,752 1,755,752, 1,755,752 1,756,000 248
Ad Valorem Taxes -Norm Shores 108,469 108,469 108,469 109,000 531
Other Taxes 24,278,385 24,278,385 24,278,385 24,490,000 211,615
Licenses and Permits 17,074,053 17,074,053 ' 17,686,553 22,147,000 4,460,447
Intergovernmental 10,091,000 10,091,000 10,091,000 9,961,000 (130,000)
Charges for Services 4,879,252 " 4,879,252 4,879,252 4,759,000 (120,252)
Golf Courses 5,805,119 5,805,119 5,805,119 5,298,000 (507,119)
Fines and Forfeits 2,574,000 2,574,000 2,574,000 3,056,000 482,000
Interest 3,430,000 3,430,000 3,430,000 2,743,000 (687,000)
Unrealized Gains/ (Losses)- Investment 1,031,000 1,031,000
.............
. . . . .
. . . . . . . . ... . . . . . .
Rents and Leases . . 6,034,143 6,034,143 6,034,143 6,020,000 (14,143) .
Miscellaneous 12,423, 449 12, 423,449 12, 423,449 12, 575, 000 151,551
Other - Resort Tax contribution 26,965,440 26,965,440 26,965,440 ® 26,965,440
Other- Non Operating revenues 7,981,502 7,981,502 7,981,502 7,981,000 (502)
Reserve- Building Department Ops. 1 1,546,709 1,546,709 (1,546,709)
Prior Year -End Surplus Set Aside 3,551,120 " 4,253,401 4,253,401 ' 4,253,401
Prior Yr Surplus from Parking Oper Fd 7,200,000 7,200,000 7,200,000 7,200,000
TOTAL REVENUES $ 244,336,740 $ 245,039,021 $ 245,651,521 $ 249,015,841 $ 3,364,320
Total Net of Unrealized Gains/ (Losses) $ 244,336,740 $ 245,039,021 $ 245,651,521 $ 247,984,841 $ 2,333,320
EXPENDITURES
Mayor and Commission 1,583,448 1,583,448 1,583,448 1,550,000 $ (33,448)
City Manager 2,335,776 2,335,776 2,335,776 2,210,000 (125,776)
Communications 909,730 909,730 909,730 860,000 (49,730)
City Clerk 1,560,178 1,566,868 1,566,868 1,320,000 (246,868)
Finance 4,275,284 4,275,479 4,275,479 4,160,000 (115,479)
Office of Budget & Perf Improve. 1,917,136 1,917,136 1,917,136 1,810,000 (107,136)
Human Resources /Labor Relations 1,772,358 1,772,358 1,772,358 1,640,000 (132,358)
Procurement 962,664 962,664 962,664 870,000 (92,664)
City Attorney 4,159,498 4,159,498 4,159,498 4,120,000 (39,498)
Real Estate, Housing & Comm Dev 815,091 815,091 " 815,091 800,000. (15,091)
Community Services 434,834 434,834 434,834 430,000 (4,834)
Homeless Services 921,844 921,844 921,844" 820,000 (101,844)
Building 9,975,047 10,043,341 10,655,841 10,400,000 (255,841)
Code Compliance 4,355,491 4,355,491 4,355,491 4,160,000 (195,491)
Planning 3,187,333 3,208,324 3,208,324: 3,140,000 (68,324)
Tourism & Cultural Development 2,426,925 2,427,086 2,427,086 2,300,000 (127,086)
Parks and Recreation 21,894,546 21,894,546 21,894,546 21,200,000 (694,546)
Golf Courses 6,198,289 6,198,289 6,198,289 5,910,000 (288,289)
Public Works 6,378,093 6,557,821 6,557,821. 5,900,000 (657,821)
Capital Improvement Program 4,744,094 4,777,185 4,777,185. 4,070,000 (707,185)
Fire 58,942,391 59,001,680 59,001,680 58,000,000 (1,001,680)
Police 91,992,541 91,993,213 91,993,213 89,600,000 (2,393,213)
Citywide Accounts 8,922,525 9,255,695 9,255,695 12,700,000 3,444,305
Citywide Acc-Operating Contingency 951,612 951,612 951,612 (951,612)
Citywide Accounts - Normandy Shore 166,875 166,875 166,875 166,875
Citywide Accounts - Transfers 797,385 797,385 797,385 720,000 (77,385)
Capital Renewal & Replacement 1,755,752 1,755,752 1,755,752 1,755,752
Reserve - Canyforward Pension Credit Surplus 2,210,000 2,210,000
TOTAL EXPENDITURES $ 244,336,740 $ 245,039,021 $ 245,651,521 $ 242,822,627 $ (2,828,894)
EXCESS OF REVENUES OVER/
(UNDER) EXPENDITURES $ 0 $ 0 $ 0 $ 5,162,214 $ 5,162,214
Third Amendment to the FY 2011/12 General Fund Budget and Second Amendment to the FY 2011112 Enterprise,
Internal Service and Special Revenue Funds Budgets
Page 8
GENERAL FUND BUDGET FY 2011/12 AMENDMENT
Although the total General Fund expenditure is below budget, Florida Statues require that actual
expenditures not exceed budget at the level at which the budget is adopted, which in Miami
Beach is at the Department level. Therefore, a budget amendment is required for departments
that overspent their appropriation and to allow the transfer to the set aside amounts for future
years' budgets.
ENTERPRISE FUNDS FY 2011/12 BUDGET AMENDMENT
The City accounts for proprietary operations in Enterprise Funds. Convention Center, Parking,
Sanitation, Sewer, Stormwater, and Water are in this grouping. As highlighted in prior quarterly
projections, the Sewer Fund requires a budget amendment as the FY2011/12 year end
expenses are projected to exceed the adopted budget by approximately $341,000. This is
primarily due to sewer treatment expenses exceeding the budget by $1.6M (offset by other
expenses being under budget including personnel costs and other operating expenses). Since
the sewer treatment expense is driven by consumption, the department also experienced a
significant increase in revenue over budget, thus allowing for a projected surplus of
approximately $450,000.
ENTERPRISE FUNDS
Sewer
Revenue Appropriation $ 34,478,643
Charges for Service 35,269,399
Total Revenue Increase $ 790,756
Expenditure Appropriation $ 34,478,643
Payroll and Fringes (268,154)
Operating Costs 633,631
Funded for Future Renew al & Replacement 0
Sewer Treatment 1,594,029
Operating Contingency (988,302)
Internal Service Charges 23,388
Capital & Debt Service (653,831)
Total Expenditure Increase $ 340,761
All other Enterprise funds are anticipated to be under budget despite absorbing increases in
contributions for "Other Post Employment Benefits" (OPEB).
INTERNAL SERVICE FUNDS FY 2011112 BUDGET AMENDMENT
The City accounts for those goods and services provided by one department to other
departments citywide on a cost reimbursement basis. Central Services, Fleet Management,
Information Technology, Property Management, and Risk Management (Self Insurance) are
included in this grouping.
All Internal Service Funds are anticipated to be under budget, except Fleet Management.
Third Amendment to the FY 2011/12 General Fund Budget and Second Amendment to the FY 2011/12 Enterprise,
Internal Service and Special Revenue Funds Budgets
Page 9
Despite absorbing increases in contributions for "Other Post Employment Benefits" (OPEB).
Fleet Management is anticipated to have expenditures in excess of budget by approximately
$660,000 primarily due to increases in contributions for "Other Post Employment Benefits"
(OPEB), increased fuel costs (including associated increases in tire costs), and increased
repairs and maintenance, and debt service. These increases are offset by personnel cost
savings due to vacancies and turnover.
INTERNAL SERVICE FUNDS
FLEET
MANAGEMENT
Additional Revenue Appropriation
Interdepartmental Revenues $ 548 ,610
Total Revenue Increase $ 548,610
Additional Expenditure Appropriation
Payroll and Fringes $ (46,220)
Operating Costs 308,926
Internal Services (37,190)
Depreciation -
Capital & Debt 323,094
Total Expenditure Increase $ 548,610
SPECIAL REVENUE FUNDS 2011/12 BUDGET AMENDMENT
The City's Resort Tax Fund is primarily supported by resort taxes collected pursuant to Chapter
67 -930 (Section 6) of the Laws of Florida, as amended, and Section 5.03 of the City of Miami
Beach Charter, as amended. This legislation authorizes the use of resort taxes for the
promotion of the tourist industry, which includes, but is not restricted to the following: Publicity,
advertising, news bureau, promotional events, convention bureau activities, capital
improvements and the maintenance of all physical assets in connection therewith; and for the
payment of the reasonable and necessary expenses of collecting, handling and processing of
said tax.
The City imposes a two percent tax on the rent of rooms in any hotel, motel, rooming house or
apartment house. This two percent tax is also levied upon the total sales price of all food and
beverages (including alcoholic beverages). In addition to funding collection of the tax,
contributions to the Miami Beach Visitor and Convention Authority, and the Greater Miami
Visitor and Convention's Bureau, the City has considered the following services as "Services
related to the promotion of tourism ":
Police officers serving entertainment areas
• A portion of fire rescue services from Fire Stations 1 &2
• Ocean rescue services
Sidewalk pressure cleaning in south, middle and north beach visitor areas
• South Beach sanitation
• Enhanced code compliance provided to respond to evening entertainment area
violations and staffing of special events
• Other code compliance activities in tourism and visitor related facilities /areas
Third Amendment to the FY 2011/12 General Fund Budget and Second Amendment to the FY 2011/12 Enterprise,
Internal Service and Special Revenue Funds Budgets
Page 10
• Tourism and Culture Department and the Cultural Arts Council
• Museums and Theatres (Garden Center, Bass Museum, Colony)
• Golf courses (net of revenues)
• Memorial Day and other special event costs
• Homeless services
• July 4 Visitor Center funding, Holiday Lights, Festival of the Arts, Jewish Museum,
MDPL, Orange Bowl, Monuments, etc.
These allowable uses have led to increased tourist activities, such as special events, Art Basel,
and various concerts.
An additional one percent resort tax is levied on room rent. The proceeds of the additional one
percent (1 percent) tax are used as follows. Fifty percent of the amount earned is committed to
the payment of a portion of the debt service on the Miami Beach Redevelopment Agency City
Center/ Bonds. The remaining fifty percent is allocated equally among North Beach, Middle
Beach, and South Beach for capital projects that enhance Miami Beach's tourist related areas
and various arts and cultural programs. Actual revenues from the additional one percent that
exceed budget are automatically allocated to these categories, and, therefore, any revenues
collected in excess of budget, result in expenditures in excess of budget, thereby requiring a
budget amendment.
The 2 percent Resort Tax Fund operating revenues are in excess of budget by approximately
$6.3 million and, as a result, payments to the Visitor's Convention Authority (VCA) which are
based on a percent of revenues exceed budget by $300,000. In addition, expenditures related
to Memorial Day, Spring Break, and other special events exceed budget by approximately
$600,000 due to significantly enhanced efforts during these events.
As a result, there is an estimated net operating surplus of approximately $5.7 million 2 percent
Resort Tax revenues and expenditures.
RESORT TAX FUND
Additional Revenue Appropriation
2% Resort Tax $ 488,402
1% Resort Tax 1,300,000
Other Revenues 80
Total Revenue Increase $ 1,869,390
Additional Expenditure Appropriation
Other Operating /Other Uses 447,897
Transfer to Service and Special Improvement Districts Funds
Contributions to VCA and GMCVB 218,993
Marketing (97,500)
Contingency
2% Debt Service
1% Debt Service 650,000
Transfer to Capital and the Arts (1 %) 650,000
Total Expenditure Increase $ 1,869,390
Additional 2% Resort Tax Revenues (Surplus) $ 5,700,000
Third Amendment to the FY 2011/12 General Fund Budget and Second Amendment to the FY 2011/12 Enterprise,
Internal Service and Special Revenue Funds Budgets
Page 11
In addition to the uses of the 2 percent Resort Tax, the proceeds of the additional one percent
(1 percent) tax are used as follows. Fifty percent of the amount earned is committed to the
payment of a portion of the debt service on the Miami Beach Redevelopment Agency City
Center/ Bonds. The remaining fifty percent is allocated equally among North Beach, Middle
Beach, and South Beach for capital projects that enhance Miami Beach's tourist related areas
and various arts and cultural programs. The 1 percent Resort Tax Fund operating revenues in
excess of budget by approximately $1.3 million and, as a result, the debt service and transfers
to North Beach, Middle Beach, and South Beach for capital projects and the transfers to the arts
and cultural programs exceed budget as shown below.
CONCLUSION
It should be noted that this actual is preliminary in nature due to the fact that the City's financial
records will not be closed until after the external auditors complete their review. Historically, this
occurs in April, with the City's Comprehensive Annual Financial Report (CAFR) For the Year
Ended September 30, 2012, usually available in May and the External Auditor's Report
available in July. However, this analysis has considered all year -end entries to date and
adjusted for pending entries where appropriate.
The resolution amending FY 2011/12 budgets will allow the third amendment to the
departmental appropriations within the General Fund, and the second amendment to the
Enterprise Funds, Internal Service Funds and Resort Tax Fund budgets to be enacted. This
action is necessary to comply with Florida Statutes which stipulate that we may not expend
more than our appropriations provide.
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