LTC 307-2003
CITY OF MIAMI BEACH
Office of the City Manager
Letter to Commission No. Jt1'c2P03
m
From:
Mayor David Dermer and
Members of the City Commission
Jorge M. Gonzalez ~ Co- /'
City Manager rI" {)
ORGANIZATIONAL NHANCEMENTS
Date: December 23, 2003
To:
Subject:
The purpose of this LTC is to advise you of recent enhancements that have been made
to the organization that will become effective on January 5, 2004. As you know, one of
my priorities since I became your City Manager has been the organizational
development of the Administration and continuously refining the organizational structure
as appropriate to ensure that we are responsive, efficient, and continuously improving to
provide better services to our residents and community.
Critical to the success of the City's direct service delivery departments are a number of
internal services and functions that support all operating departments. In order for our
entire organization to continue to improve, an enhanced focus on these internal support
mechanisms must be made. The organizational enhancements I am making will
principally focus on these areas.
The most significant component is the creation of a new office that will focus on
strategic planning, performance, accountability and results. While this new area will
continue to perform a variety of current support services, it will also be a focal point for
an expanded organizational improvement initiative. This office will be specifically tasked
with the review, analysis and development of internal systems, processes, management
techniques, and approaches to help the entire organization stay continually focused on
how we can be better at what we do, both internally and externally. The significance of
this new office is that they will have the ongoing responsibility to address citywide
performance issues. While each department and individual staff member is already
responsible for this, all too often in the pursuit of specific department goals and problem
resolution, the attention to process or procedure improvement is lost. This new area will
have this focus as an ongoing assignment and will give a strategic view of cross
departmental issues to the entire organization. This area will be called the Office of
Budget and Performance Improvement and will include Budget, Internal Audit, Grants
Management, and the Organizational Development group. The office will be staffed by
existing positions with no new created positions.
Through the creation of this office, one key area, the budget process, will be enhanced
in order to better embrace the direction of the City Commission, and the needs and
desires of our citizens. The budget process will become an even more informed
decision-making process and will incorporate performance and outcome measures so
that decisions of the City Commission are priority based and the delivery of our services
are consistent with those priorities. The budget function will also grow to include on-
going review analysis during the operating fiscal years to assist all departments with
areas for improvement.
The expanded budget role fits together with an expanded Internal Audit, Grants
Management, and Organizational Development role that will all work together to be the
internal review and analysis function of the City's various activities and services so as to
continually strive to improve and add value. This focus on organizational assessment
and development will significantly assist the entire organization to change and improve
as we move forward in accomplishing our vision and goals. The Office of Budget and
Performance Improvement will be directed by Martha Dempsey.
As part of this restructuring, the Assistant City Manager position currently held by Mayra
Diaz-Buttacavoli will be vacated. This vacant ACM position will remain unfilled at this
time. Mayra has accepted the responsibility of directing the Human Resources
Department, including Labor Relations and Risk Management.
For now, the Procurement Division will report to the Finance area managed by the Chief
Financial Officer, Patricia Walker. This area will now encompass Finance and
Accounting Services, Information Technology and Procurement. The movement of
Procurement to this area will enable a more complete integration of the City's
procurement and financial services so as to improve and better support all of the City's
operating departments.
The Fleet Management Division will be moved into the Operations area managed by
Assistant City Manager, Robert C. Middaugh. Fleet Management will join the Capital
Improvements Projects Department, the Neighborhood Services Department, the Parks
and Recreation Department and the Public Works and Operations Department. The
location of the Fleet Management Division in this operational area will also allow for
improved focus and coordination of the services and activities delivered and provided by
Fleet Management.
I expect that the overall organizational enhancements being made will continue to
improve the alignment of services in the City and, more importantly, positions the City of
Miami Beach to continue to change in positive ways over time for the benefit of our
entire community.
Attached is an updated reporting chart that outlines the new organizational structure. I
plan to share with each of you more specific details about the organizational
enhancements being made. If you should have any questions before then, please feel
free to contact me.
Attachment
F:\cmgr\$ALL\L TC03\OrgEnhancmentsltc.doc
Electronic Copy: Leadership Team
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