R7C-Adopt First Amendment General Enterprise Internal And Special RevenueCOMMISSION ITEM SUMMARY
Condensed Title:
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH,
FLORIDA, ADOPTING THE FIRST AMENDMENT TO THE GENERAL FUND, ENTERPRISE FUND,
INTERNAL SERVICE FUND AND SPECIAL REVENUE FUND BUDGETS FOR FISCAL YEAR (FY)
2013/14
Item Summary/Recommendation:
The year-end analysis for FY 2012/13 shows a preliminary operating budget surplus of $4.7 million or 1 .8
percent of the amended General Fund operating budget. Of the $4.7 million surplus, it is proposed to
reserve $354,000 to be rolled-over into FY 2013/14 to cover purchase orders that were en cum be red, but
not spent during FY 2012/13 due to timing issues between fiscal years. Similarly, it is proposed to reserve
$568,000 for projects that were budgeted, but not completed during FY 2012/13, to carry forward the
appropriation for these projects into FY 2013/14. Further, it is proposed to reserve an additional $2.1
million in the reserve for Future Building Department needs to cover the additional surplus attributable to
Building Department net revenues over expenditures as State law requires that Building fees (and any
related investment earnings) be used solely for carrying out the local governments responsible in enforcing
the Florida Building Code. Administration also recommends that the Capital Reserve transfer requirement
be waived for the FY 2012/13 year-end surplus and that the balance of the General Fund surplus,
approximately $1.7 million, be proposed to be set aside in a reserve to help balance the FY 2014/15
budget.
There are $1,010,000 of encumbrances in the Enterprise Funds and $358,000 in Internal Service Fund
encumbrances, for goods or services which were procured in FY 2012/13, but not yet received and
expended, which are recommended to be carried over to the respective FY 2013/14 operating budgets.
Similarly, it is proposed to carryforward appropriation of $35,000 in the Enterprise Funds and $25,000 in
the Internal Service Funds into FY 2013/14 for projects that were budgeted, but not completed during FY
2012/13. Prior year appropriations fully fund the encumbrances and projects. In the Enterprise Funds,
$301 ,000 of enhancements are proposed to be funded as well as $84,000 in the Internal Service Funds.
There are $928,000 of encumbrances in the Special Revenue Funds for goods or services which were
procured in FY 2012/13, but not yet received and expended, which are recommended to be carried over to
the respective FY 2013/14 operating budgets. A change impacting the FY 2013/14 budget for Special
Revenue Funds includes appropriating $50,000 in the Information and Communications Technology
Projects Fund for the Code for America Program project.
The FY 2013/14 Adopted Work Plan and Budget included $1,318,000 of proposed enhancements in the
General Fund that were set aside in a reserve pending further review by the City Commission. The
proposed enhancement list has been updated to reflect both the organization and community's highest
priorities. The proposed enhancement list for the General Fund totals $1,279,000 ($175,000 is offset by
additional building permit revenue}, which is $39,000 less than the original list. The proposed
enhancements across all funds totals $2,077,000, which is $60,000 less than the original list of
$2,137,000. The enhancements are budgeted on a full-year basis and since many of the new positions will
be hired at least 8 months into the fiscal year, there should be resulting savings in departments with
position enhancements.
Staff continually reviews the organization for opportunities and several reorganizations are proposed to
improve efficiency and effectiveness.
Financial Information·
Source of Amount Account
Funds: FY 2013/14 $4,870,000 General Fund
i@J I $1,300,000 Enterprise Funds
$500,000 Internal Service Funds
OBPI $978,000 Special Revenue Funds
Financial Impact Summary:
MIAMI BEACH F\7C.
DATE 1-IS-IY 760
MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachR.gov
COMMISSION MEMORANDUM
TO: Mayor Philip Levine and Members o theCit~n
FROM: Jimmy L. Morales, City Manager
DATE: January 15, 2014
SUBJECT: A RESOLUTION OF THE MAYOR NO CITY COMMISSION OF THE CITY OF MIAMI
BEACH, FLORIDA, ADOPTING TH FIRST AMENDMENT TO THE GENERAL FUND,
ENTERPRISE FUND, INTERNAL SERVICE FUND AND SPECIAL REVENUE FUND
BUDGETS FOR FISCAL YEAR (FY) 2013/14
ADMINISTRATION RECOMMENDATION
Adopt the resolution amending the FY 2013/14 General Fund, Enterprise Funds, Internal
Service Funds, and Special Revenue Funds budgets.
GENERAL FUND ANALYSIS
The preliminary year-end analysis for FY 2012/13 shows that, overall, the General Fund has a
negligible deficit of approximately $58,000 due to a reporting requirement to recognize
investments as if they were immediately liquidated on September 30 1h. However, this reporting
requirement has a non-cash impact. Net of this non-cash impact, the General Fund is estimate
to have a preliminary operating budget surplus of $4.7 million or 1.8 percent of the amended
General Fund operating budget. The detailed year-end analysis was distributed by LTC on
January 9, 2014.
Adopted Budget as Preliminary FY
amended through 2012-13
General Fund November, 2013 Year-End Difference
Revenues $ 257,670,000 $ 253,005,848 $ (4,664,152)
Expenditures 257,670,000 253,063,575 (4,606.425)
Surplus/( Deficit) $ -$ (57,727) $ (57,727)
Non-Cash Impact Adjustment 4,768,100 4,768,100
Net Surplus/Deficit $ 4,710,373 $ 4,710,373
Of the $4.7 million surplus, it is proposed to reserve $354,000 to be rolled-over into FY 2013/14
to cover purchase orders that were encumbered, but not spent during FY 2012/13 due to timing
issues between fiscal years.
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First Amendment to the FY 2013/14 General Fund, Enterprise, lntemal Service and Special Revenue Funds Budgets
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Similarly, it is proposed to reserve $568,000 for projects that were budgeted, but not completed
during FY 2012/13, to carry forward the appropriation for these projects into FY 2013/14.
Further, it is important to note that a significant portion of the surplus is due to Building
Department revenues in excess of budget by $3.0 million, resulting in a surplus of $2.1 million
attributable to Building rather than a loss of $1.7 million as budgeted. This surplus is without a
budgeted transfer of $1.5 million from Building Reserve into the General Fund. Instead, it is
proposed to reserve an additional $2.1 million in the reserve for Future Building Department
needs to cover the additional surplus attributable to Building Department net revenues over
expenditures. The General Fund still owes a $4.8 million balance of Building Department
revenues from prior years.
The City's financial policies require that one-time revenues (such as the year-end surplus) must
be used for non-recurring expenses, and that at least half of the annual year-end surplus must
be allocated to the City's Capital Reserve Fund. However, the Administration recommends that
the Capital Reserve transfer requirement be waived for the FY 2012/13 year-end surplus and
that the balance of the General Fund surplus, approximately $1 . 7 million, be proposed to be set
aside in a reserve to help balance the FY 2014/15 budget. This compares to $3.5 million in
prior year funds used to help balance the FY 2013/14 budget.
RECOMMENDED CHANGES IN APPROPRIATIONS
Projected Surplus
(excluding non-cash impact of losses on investments)
Changes In Expenditure Appropriations
Reserve -Encumbrances
Reserve -Set Aside for FY 2012/13 Projects in FY 2013/14
Reserve-Set Aside for Future Building Department Needs
Reserve -Set Aside for FY 2014/15 Budget Shortfalls
Revised Net Surplus
$
$
4,710,000
354,000
568,000
2,101,000
1,687,000
(0)
The resulting changes to General Fund revenues and appropriations shown below also include
proposed enhancements and reorganizations discussed in further detail in following sections.
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First Amendment to the FY 2013/14 General Fund, Enterprise, Internal Service and Special Revenue Funds Budgets
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FY 2012113 Ca rrylorwa rd Carryforward of Additional FY 2013114
Adopted Encumbrances Appropriations lilulldlng Proposod
GENERAL FUND liludget from FY 2012113 from FY 2 012113 Revenue Othef Arrnmdud Budget
'c "~ •. ··--~-,~·· •..
·REVENUES
OPERATING REVENUES
Ad Valorem Taxes $105,229,000 $ 105,229,000
Ad Valorem Taxes -South Pointe Costs 10,201,000 10,201,000
Ad Valorem Taxes-Capital R & R 1,981,000 1,981,000
Ad Valorem Taxes ·Normandy Shores 147,000 147,000
Other Taxes 22,765,000 22,765,000
Licenses and Permits 23,383,000 160,000 23,543,000
lntergo~mmental 10,214,000 10,214,000
Charges for Ser.ices incl. Golf Courses 10,315,000 10,315,000
Fines and Forfeits 2,639,000 2,639,000
Interest 2,921,000 2,921,000
Rents and Leases 6,945,000 6,945,000
'Miscellaneous 12,441,000 12,441,000
Resort Tax Contributions 32,965,000 32,965.000
Other 8,516,000 8,516,000
Res~ -Building Department Operations 1,500,000 1,500,000
Prior Year Set Aside 2,700,000 2,700,000
Prior Year Set Aside for Pension Credit 831,000 831,000
Prior Year Surplus from Parking Operations Fun 8,400,000 8,400,000
Additional Surplus Fund Balance from FY 2012/13 354,000 568,000 3,788,000 4,710,000
Total General Fund $264,093,000 $ 354,000 $ 568,000 $ 160,000 $ 3,788,000 $ 268,963,000
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First Amendment to the FY 2013/14 General Fund, Enterprise, lntemal Service and Special Revenue Funds Budgets
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Conyfarward Conyfarword FY2013/14
FY 2013/14Adoptad Encumbrances from Appropriations from Propoaed Proposed
GENERAL FUND Budget FY 2012113 FY 2012/13 enhancements Roorg's Amended Bud98l
APPROPRIATIONS
Department
MAYOR & COMMISSION $ 1,719,000 $ 19,000 $ 1,738,000
CITY MANAGER 2,911,000 337,000 (37,000) 3,211,000
COMMUNICATIONS 836,000 73,000 909,000
BUDGET & PERFORMANCE IMPROVE 1,922,000 150,000 128,000 2,200,000
ORG DEV & PERFORMANCE INITIATIVE 392,000 3,000 395,000
FINANCE 4,644,000 37,000 4,681,000
PROCUREMENT 1.137,000 3.000 128,000 1,268,000
HUMAN RESOURCES/LABOR RELATION: 1,822,000 118,000 1,940,000
CITY CLERK 1,344,000 1,344,000
CITY ATTORNEY 4,684,000 158,000 4,842,000
REAL ESTATE, HOUSING & COMM. DEV 1,843,000 5,000 1,848,000
BUILDING 11,945,000 285,000 12,230,000
PLANNING 3,467,000 3,467,000
TOURISM & CULTURAL DEVELOPMENT 2,905,000 2,905,000
CODE COMPLIANCE 4,876,000 4,876,000
COMMUNITY SERVICES 492,000 492,000
PARKS & RECREATION 30,059,000 38,000 99,000 (73,000) 30,123,000
PUBLIC WORKS 6,735,000 132,000 80,000 6,947,000
CAPITAL IMPROVEMENT PROJECTS 4,967.000 4,967,000
POLICE 98,435,000 18,000 24,000 98,477,000
FIRE 61,581,000 90,000 87,000 61,758,000
Citywide Accounts-Normandy Shores 225,000 225,000
Citywide Accounts-Operatil'lg Col'llingency 1,000,000 1,000,000
Citywide Accounts-Other 8,842,000 65,000 394,000 9,301,000
Sub Total General Fund $ 258,783,000 $ 354,000 $ 568,000 $ 1,439,000 $ $261 '144,000
TRANSFERS
Capital Investment Upkeep Fund $ 216,000 $ 216,000
Info & Comm Technology Fund 395,000 395,000
Set Aside Reserve 1,318,000 (1 ,279,000) 39,000
Pay-As-You-Go Capital Fund 1,400,000 1,400,000
Reserve-Set Aside for Future Bldg Needs 2,101,000 2,101,000
Reserve-Set Aside for FY 2014115 1,687,000 1,687,000
CAPITAL RENEWAL & REPLACEMENT 1,981,000 1,981,000
Sub Total Transfers $ 5,310,000 $ $ $ (1,279,000) $3,788,000 $ 7,819,000
Total General Fund $ 264,093,000 $ 354,000 $ 568,000 $ 160,000 $3,788,000 $268,963,000
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First Amendment to the FY 2013/14 General Fund, Enterprise, Internal Service and Special Revenue Funds Budgets
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ENTERPRISE AND INTERNAL SERVICE FUNDS FY 2013/14 BUDGET AMENDMENT
There are $1,010,000 of encumbrances in the Enterprise Funds and $358,000 in Internal
Service Fund encumbrances, for goods or services which were procured in FY 2012/13, but not
yet received and expended, which are recommended to be carried over to the respective FY
2013/14 operating budgets.
Similarly, it is proposed to carry forward appropriation of $35,000 in the Enterprise Funds and
$25,000 in the Internal Service Funds into FY 2013/14 for projects that were budgeted, but not
completed during FY 2012/13. Prior year appropriations fully fund the encumbrances and
projects.
In the Enterprise Funds, $255,000 of enhancements are proposed to be funded as well as
$117,000 in the Internal Service Funds.
ENTERPRISE FUNDS
REV/EXP APPROPRIATIONS
Convention Center
Parking
Sanitation
Sewer Operations
Slormwater Operations
Water Operations
Total Enterprise Funds
INTERNAL SERVICE FUNDS
REVIEXP APPROPRIATIONS
Central Services
Fleet Management
Information Technology
Property Management
Risk Management
Medical and Dental Insurance
Total Internal Service Funds
Canyfo<w1rd C1rryforward
FY 2013/14 Adopted Eneumbronees r..om Appropnlllons from Proposld FY 2013/14 Propoud
Budgtl FY 2012113 FY 2012113 Enhlntemtnts Amonclld Budge!
$ 12,726,000
48,427,000
17,915,000
38,132,000
12,097,000
31,522,000
$ 160,819,000
$ 948,000
10,369,000
15,527,000
9,325.000
13,935,000
25,377,000
$
$
$ 75,481,000 $
20,000
189,000
137,000
399,000
265,000
1,010,000
242,000
116,000
$
358,000 $
35,000
35,000
7,000
18,000
$
$ 12,746,000
80,000 48,696,000
17,950,000
38,269,000
175,000 12,671,000
31,787,000
255,000 $ 162,119,000
$ 948,000
49,000 10,418,000
68,000
15,776,000
9,527,000
13,935,000
25,377.000
25,000 $ 117,000 $ 75,981,000
SPECIAL REVENUE FUNDS FY 2013/14 BUDGET AMENDMENT
There are $928,000 of encumbrances in the Special Revenue Funds for goods or services
which were procured in FY 2012/13, but not yet received and expended, which are
recommended to be carried over to the respective FY 2013/14 operating budgets.
A change impacting the budget for Special Revenue Funds includes appropriating $50,000 in
the Information and Communications Technology Projects Fund from available fund balance for
the Code for America Program project. This project is one of eleven projects approved for FY
2013/14. These projects are usually budgeted as Capital projects, but the Code for America
project did not meet the criteria for a capital project and now needs to be appropriated as an
operating budget item.
Code for America is a new non-profit which aims to import the efficiency of the Internet into
government. The City was recently selected as a finalist for the Fellowship Program which
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First Amendment to the FY 2013/14 General Fund, Enterprise, lntemal Service and Special Revenue Funds Budgets
Page 6
provides open source Web programmers for one year to create web applications that serve the
community. The Code for America Team will create a mobile application that can be accessed
by smart phone. The Miami Beach app will display information such as free events taking
place in the area, nearest parks and recreational facilities, nearest parking lots and garages
and availability of spaces, locations of hotels, dining and entertainment establishments, nearest
rental bicycle stands, art galleries and museums, local transportation schedule, and information
on local weather.
Canyforward
FY2013114Adgphd En~umbera1110e• FY 2013114 Prop-
Budgot from FY 2012113 OII>or Anlondod BudgOI
SPECIAL REVENUES
REVIEXP APPROPRIATIONS
Resort Tax $ 59,507,000 $ 51,000 $ -$ 59.558.000
7th Street Garage Operations 2,161,000 2.161.000
5th & A~on Garage-City's Share of Shortfall 602,000 602,000
Art in Public Places 729,000 39,000 768,000
Tourism and Hospitality Scholan~hip Pgms 142,000 142,000
Information and Communications Tech. Fund 0 50,000 50,000
Education Compact 111.000 111,000
Green/Sustainability Funds 225,000 225.000
Red Light Camera Fund 420,000 420,000
E-911 Fund 489,000 489,000
Cultural Arts Council 1,470,000 141,000 1,611,000
People's Transportation Plan Fund 1,501,000 107,000 1,608,000
Police Confiscation Trust-Federal 489,000 30,000 519,000
Police Confiscation Trust-State 235,000 560,000 795,000
Waste Hauler Addtl Svcs and Public Benefit 77,000 77,000
Total Special Revenue Funds $ 68,158,000 $ 928,000 $ 50,000 $ 69,136,000
PROPOSED ENHANCEMENTS
The FY 2013/14 Adopted Work Plan and Budget included $1 ,318,000 of proposed
enhancements in the General Fund that were set aside in a reserve pending further review by
the City Commission. The proposed enhancements were listed in Attachment E to the City
Manager's Budget Message.
The proposed enhancement list has been updated to reflect both the organization and
community's highest priorities. To help track the changes from the original list, new items have
been underlined and changes are shown in italics and strikethrough text. The updated list of
enhancements helps further three key priorities: (1) increasing public cleanliness and safety, (2)
focusing on customer service to our residents, businesses, and visitors, and (3) improving the
administrative operations critical to service delivery.
The proposed enhancement list for the General Fund totals $1,279,000 {$175,000 is offset by
additional building permit revenue), which is $39,000 less than the original list. The proposed
enhancements across all funds totals $2,077,000, which is $60,000 less than the original list of
$2,137,000. The enhancements are budgeted on a full-year basis and since many of the new
positions will be hired at least 8 months into the fiscal year, there should be resulting savings in
departments with position enhancements.
Details regarding the proposed enhancements can be found in the following table.
766
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First Amendment to the FY 2013/14 General Fund, Enterprise, Internal Service and Special Revenue Funds Budgets
Page 7
PROPOSED ADDITIONS AND SERVICE ENHANCEMENTS
• •• m I Flscallrr.,act Cumulative I Total Positions I
Impact FT I PT .. I
Police :·: . : :.;••:::.:',c.<:· .:~· :.c 2: ~;:~·: :._:.·,:.·•·.;£· .. :.·:: · ... ~, ..
AddfEISS Galal'}' GEII'Ilf'II'EISSIEW'l faf Pallse Captains I'EISI.lltil'l!l ffam pay lllspaflties bet\•.een
wpper FRaAagemeAI ldASiassifiea eFRpleyees aAII slassifiell! llargaiAiAg wAit eFRpleyees
!M!If se>Jefal yeafs ($81l,()()()). This enhancement has already been addressed and the
cost will be absorbed by vacancies generating savings In personnel services. - -
0.0 0.0
Reserlls YRit li!AI'IaAsemeAI li!Aswre IRe apprepriate FRaAageFReAI aAel elis11esi~eA el'
affisial palise l'eGards, IRGI~o~di119 #le samplelian Elf IJI'Iifafm Gl'ime Repal'ti119 faf #le State.
Reinslales aRe t~) Reserels MaAager pesi~eA •1Jilisl'l 'NBS •~asateel iA ~003 elwe te IRe
ins~o~mllenfs eeplayment an asti•.e milita1y dilly. Pasitian •Nas eliminated #lfaugl'l #le
li!waget I!FeSeSS. blpEW'l l'lis relwrA freFR asti•.e llwt>,•, IRe City 1!F9'Aeleel l'!iFR wiiR !'lis pesi1ieA
as a Rasarels Managef. lhis enl'lansemel'll farmal~< adds IRis pasilian il'lla #le il~o~dget
,.,n., .......,, . This enhancement will be addressed during the FY 2014115 budget process. --0.0 0.0
Fire '.: ···:> : :.c::: . ·. ·:.::•;: :.:: !: ;:·:.···'·t •.:c: ," :,.·
lmpre•IEI #le efl:isieAsy et: #le ~ire QepaFIFAefll!s Pire PrewA1ieA Eli•AsieA iA ligllt el' IRe
8uik:liRg OOisial's R81o,iy impiBFReRie!lplaRs fENe>'<' limes (Hl days •oefrus 3Q !lays) ily
l'liriAg twa t2) aaelitieAal Pire PrelestieA .l>.Aalysls. ,A,II9\•IS #le aiYisieA te meel #le Ae"'l
tumam~o~Rd limes aRd implemeRt IRe shaRge Elf ileiRg fifsl Ia f81~8\" plaRs al'lead Elf etnefs
lA IRe sl'laiA ($~93.00~. This enhancement is on-hold and will be re-evaluated following
the filling of a vacant management position - -
0.0 0.0
ll'lli)F9'18 IRe ffeqweAGy '*fire iAGI)estiaAS ui#liA #le City fFam QAGe e'ISI')' 2.5 years te
eRGe e•oef}' ~ .5 yeafs u~#l #le hifiA!J Elf t11Kl {:!) additieAal ~ii"B PmtectieA IRSJl9GiafS
($1 €l4 ,QOO) fRestwes eRe s:H:e IR&per;tQ· p9silieR elimiRaled rlt.•FiRg IRe FY :1009 10
budget f11'9Gess} This enhancement is proposed to be addressed tht"oUf/1 a policy
change requiring businesses to show proof of inspection annually. - -
0.0 0.0
Upgrade the replacement of three sedans to high clearance 4x4 whicles to better respond
to floodiiJg and other emergencies. 35000 35000 0.0 0.0
Reinstate the Ocean Rescue Chief position to be offset by the reduction of a full-time
Ufeguard position that was ultimately added to offset positions \Mjl'king out of class to
compensate for the deletion of the Chief position. [Restores one Ocean Rescue Chief
l.oosttton eliminated d.Jrlng the FY 2007·08 budget process}. 52000 87 000 0.0 0.0
Bulkllna . .. .. . :: ·:·:
Enhance enforcement of Unsafe Structures by proliidlng funding for demolition of unsafe
structures. Covers Six (6) identified properties in the 1\brth end (one-time expense,
funded by Bulldna revenues l 125.000 212.000 0.0 0.0
lml!(o~ l!.!rni!!Q!.!!!Q li~!i i!!!Q Q~ri!lll!!ilrfQrmanc~ ang !;Uslor.!!!i:[ :ii!tisfi!!<liQn bl£ i!Qging
two r;!Q!;itions in!;lyding a S~nior Plumbing In~!!:!!: and Permit Clerk!!;:! i!ddress
increases in demand. The cost of these ggsitiQns are offset bl£ higher than budS§ted
in buildin<:1 : rewnues. 160 000 372 000 2.0 0.0
Conmunlty Services . ··. .·· : . .-.".:·.-:·;:.::··:'::: ?i: .:
~ SllJlJlle-lal fuAds faf eldef meal Jlf9!JfaFRS ta Sl:liiJllaAt j;eElefal f~o~Ads #1at "'8f8 lasl
•Aa seqweslef. AEielfesses lest sapasily at IRe fallauiAg siles: Reilesa :fao.•!BFS (~5), CawAsil
Ta••lllfs Sellll'l (Hl), Stella Maris J, S9b11h Sl'lefe CamiRidAily CeAier (:!Q), ~edefalieR
+ewefs (~Q); kif a tetal el' 58 meals J!Eif Elay t$85,()()()). This enhancement was funded
throufl! December from Contingency and the balance will be funded from the Mayor's
donated personnel and operating funds. -372 000 0.0 0.0
Procurement . : .. :. . ·~' ......
lmprow procurement compliance and reduce solicitation backlog by adding a
Procurement Coordinator [Restores one Procurement Cocxdnator position converted
to oart-tlme d.Jrlna the FY 2011-12 bucklet orocessJ 68,000 440,000 1.0 0.0
§trenalhen lb!il Qi!l2!li!l ang lnfri!:ll!:!.!!<JI.!r!il QQnlri!!<ling T§!m IQ elCDedi!!;l !;Qnl!:i!&li!l9
actiliities for caoilal oroiects bv addino a Procurement Technician oosition. 60,000 500,000 1.0 0.0
Human Resources .. " :, .·.
Aggress back!Qg ;;!nd im(;1!:ow turn;;!round ti~!i\ fQr recla~ifi!d!tions bll adding a l-llman
Resoyr!<!il!i S~!<Ji!li:;! t:!Qlii!iQO. [{jfitores Qa!il H11!11i1.n Resourr:<§ Sneciil.li:it, DOsition
eliminated clurlna the FY 2009-10 bucklet orocessl 64000 564 000 1.0 0.0
Enhanc~ cystofT'er service and iugove cleric;;!! suQ~ !:ll£ conloefting a g;!!rt-time Office
Associate Ill r;!Ql1l!iQn !Q i! fyll-!ime 11Q!ii!!Q!!. £R~tores Qa!il Qffi!i!i!. AssociBte II DOSition
eliminated clurina the FY 2007-08 budoet ,,..,....,., 24000 588 000 1.0 {_1.0
Fundina for o ewnts to iiT'Orow emolovee enaaaement and recoanition. 30000 618 000 0.0 00
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First Amendment to the FY 2013114 General Fund, Enterprise, Internal Service and Special Revenue Funds Budgets
Page 8
Offlc8 ·Of Budgafariiffiert"ormanee lmproVel:ii#it '?'oc ; > · .. ;.;g'. .:f. . , ... \ ... ' i<.'' '<' .. ,· .. ,:;::~ '?· . ·:.··:.:;. :::;c;: pic :.·
Improve financial oversight of Capital Budget process (including Renewal and Replacement
projects) and increase departments capacity for proactive analyses, process improvement
and performance initiatives by adding a Management and Budget Analyst {Restores one
Management & Budget Analyst posftion eliminated during the FY 2007-08 buc:vet
laocess1 71 000 689 000 1.0 0.0
Enhance monitoring of existing grants and research of new grant opportunities, for
example Emergency Management grants, by adding a Grants Position. (future offset by
ravenuetvant fundng) {Restores partial support provided by a Management
Consultant DOsifion eliminated ~rlnfl the FY 2009-10 budJ1et aocessJ 57,000 746 000 1.0 0.0
'Public Works···-•·"'·'' · · · . i .••. ;:.·::.:{!\• ··:, .. ,. :;:;•:•:•>!':;:;:· ,;,,,· ·. . .. ' ' .. ···:.:::;:c ,.,: .. , "'""-" __ ,, . .,. .. -""'' f • ~
lmprQl!l:ll!:s!n:.PQ!li!tit!!l J:llli!O!li!lg li!!ltlll:ii!n§it o~rations bl£ adding<! Trans1:1ortation
~rations Su~rvi:i!Qr !!Q§ItiQn. Thl:;; !!Ql>ition will be r~§!!.Qn§ible fQr l!!slnniog Q~l!l:l!2J:liDg
imQI~!Il!i!Oti!lg, li!Otl !!JQOitoriog gai!l£ Q(2!:!rations of grivatelv Ql:!!:!ratecl munic;;loo,l c;;lrc;;ula!Qr
svstems. 80 000 826 000 1.0 0.0
Parks & Recreation · · • .· .. :.:··.:·:>''"';;:;;. , •... :> :•, ''!:' :''i'S::i' '. :· . :•
El!Q!!Qite ;;!nd i!!!Q!:ove on !be i!!lllementation of ca!!!tal grQ~t:i Qii!rk i[!J!rDveme!JJ::i
l!rQg[<lffi <l!lli!h/ses, contract mana~ment and fi§!:;al o~~ght bl£ adding a Senior
Manaaement Analvst oosition. 99000 925 000 1.0 0.0
CitY Attorney· '·'•:::'':·:, :: • . :Ci •• : •••• •;.• . .··· . . ·, ... ... ,,,,~, ..
Recruit a Senior Assistant City Attorney to handle additional wlume of transactional work.
[Restores one Senior Assistant City Attorney position eliminated wring the FY 2008-
09 buc#Qet aocessl 109 000 1 034 000 1.0 0.0
Increase hours for Legal Secretary from 30 hours to 40 hours to support new Senior
Assistant City Attorney {Restores one Legal Secretary position eliminated during the
FY 2009-10 budget process] 32,000 1,066 000 0.0 0.0
l'v'o:>ve Receptionist formerly split between City Manager, City Attorney and
Mayor/Coomission {Restores one Receptionist position eliminated during the FY 2()10..
11 budget process] 17 000 1 083 000 0.3 00
City Man-·s Office .. ·;;·•·.:··. ., ·~ , . . "'"" . ,_,,.,
Dedicated Receptionist to effectively manage the daily flow of inquiries and requests
received by the City Manager's Office (Current receptionists v.ill be moved back to solely
City Attorney Office and Mayor/Commission Office) [Restores one Receptionist position
eliminated ~ring the FY 2010..11 budget 11 000 1 094 000 0.3 0.0
F!maslivel)• inYestigate ani:! al:ll:lfess 100teAiial eem.!(aBBR aRd -~easaRee ll'l' afldiR!i a
t;;:eFRraliaRGe OOieeF J!esilieR. +Refe Is nG east besause these I:IIJlles 'llill be abs9fl:lec:l ~
an el<istingpositian in the City MaAagef's Offise ($119,000). FIRaRGe aRd Citywide
Do 0 1 094 000 0.0 0.0
Add an Ethics Hotine contract to proloide an efficient and independent means of identifying
and reporting concerns regarding potential misconduct. ~
reSj:lOnsibiD~· of the GoRlPiianse OfflseL 1he cost of the Hotline contract is estimated and
will be determined when put out to btd. Finance and Citywide Prajects Committee
recommendation. 70000 1 164 000 0.0 0.0
l;.:iiliil!2ii:lb ii! Resilienc!£ PrQgram Jg S!Qdr!!:SS climate change ~ lim! ~vel rise emergenC!£
manago;1ment ;;!nd environmenl§ll il&!.!!!::i! :t!:!rQugh c;;Qntrac;;t :.!!:IYi~~ aru:l te!OOQrar!£ staff.
I Land Use & Oevelooment Corrmlltaa reconwnandatlon. 190,000 1 354 000 0.0 0.0
lmpro\le the Management of Lincoln Road infrastructure by the addition of a Manager. The
initial focus of the position will be Uncoln Road and over time II may also support other
business areas like Washington Avenue, Ocean Dri\le, etc. These dbl~es 'hill lie ab59flled
"'""' -~ ... "'' ' """'· 56,000 1 410,000 0.5 0.0
S!:!!;"rlll£ ;;!ssessment for Qill£ Hall c;;;;!mpy§, 1Q id!lntify: !!!!:l<~lil><!Ol ~U[ill£ !.!11Qrades and
I enhancements. 10000 1 420 000 0.0 0.0
Mavor/Colllllll$si0rf ;,;":~. ' ::.:;:;::;~ >'' ·' :5' ;,· ·"f::;.;;,-;:t,,., ;, .'; '?=:ta ;;.;: .. :· ·•
l'v'o:>ve Receptionist formerly split between City Manager, City Attorney and
Mayor/Convnission {Restores one Receptionist position eliminated during the FY 2010-
11 budget process] 19 000 1 439000 0.3 0.0
Total General Fund Enhancements! $ 1 439 000 $ 1439 ooo I 12.5 I (1.01
Total General Fund Not Offset By Revenues! $ 1279ooors 1 279 ooo I 10.5 I (1.0)
Total Enhancements Offset by Building Department Funding I S 160 000 $ 160 ooo I 2.0 I 0.0
768
First Amendment to the FY 2013/14 General Fund, Enterprise, Internal Service and Special Revenue Funds Budgets
Page 9
INTERNAL SERVICE FUNDS
Property Management ··.'·· . '"'c. .
Add a Construction Manager to owrsee Gapital Renewal & Replacement Capital Projects
related to City Facilities Oloef and abow routine maintenance. This position 'M'I owrsee
'J'oUk on all aspects of the projects including design, construction. inspection and
renovation. The year one impact of this postion !Mil be charged to fund balance; the year
tVKl impact wll be $68.000 of v.tlich $48,000 impacts the General Fund. -(fills ..a5t wiH
be olfset by Rene.,ral and Rep/a-t funding) {Restores one Construction
Manager position eliminated during the FY 2009-10 budget. -· 68,000 68,000 1.0 0.0
Fleet Mana~ ·c. ,,_.,_ . .,.-"'""' ··.·".:". . .. · :.·.i >: >
II'Jllrow cleliwry of fleet SI!Nces and enhance adminislratiw support by adding an Office
Associate IV position. Estimated year one impact to the General Fund of $32,000 !Mil be
offset by reducing contingency, if necessary. 49000 117,000 1.0 0.0
Total Internal Service Funds $ 117 000 $ 117 000 2.0 0.0 .. -I
Stormwater ···;···········" ..
, .. ;, > ,;:,: ., .. ··i •::·:;:
Enhance Storrn.vater Pui'Tll Station Maintenance·Due to lhe increased nurrber of PUI'Tll
stations ( 4), additional maintenance is critical to meet the demands of effectiw storrn.vater
conlrol. Additional maintenance costs are already being incurred and this enhancement
I property funds this ke.Y. function. 175 000 175 000 0.0 0.0
Parkina :,· :.,:: ·;;:;.~ . ·:; :i :;::.;•.: ~. :.:.:.: ·. •. : ' : :·: ''2:''ii"'i:' .. ;2'; L'cc<: .. . ;;·::'ii':i \. :-':.•:. ::,:::: :.:. .:·:·
IAG~ease ~e seF'oiGes availal:lle llA~Ae ~Y addiA!I a SeRio~ Systems AAalyst ($88,000)
SoR'll! of !tie prejests !Rat are s~.~FreRIIy iA ~~~e~e are;
~. ~ IIOOify G~stllmBF GOYRter .o\flpliGatillA fll~ ~ iAte§raliOA •,•.ilti bF!R eAfefGelllBAt
2. OAiiAe payR'li!At aAd aWl pay for ResiseRiial PeF!Mts 'l,p~JiisalioA ('lisiteFS allll
ResideAts)
3. OAiiAe payR'li!At aAel aWl !Jii'J' for MeR!Rt,• MllRisi~Jal Pe~R"its Q,a~JiisatieA
4. 4 GGess Ca~d PayR'li!AI:s ApplioatioA iAtegration ~It! garage re·.~m~e Genlrel eEj!OiJlR'lBAl
5. Visiter Pari~R!il ,o,pplisatiBR
e. l!l~lk 8illing F!eF!Mts ,A,pplisalieA
7. \lalet eAfllFGSR'li!At l=lall!ll=1eld appliGaliOA
8. Me~ile Jllliflt of sale apJ)IisalieA This enhancement will be handled through use of
temporary services. 175 000 0.0 0.0
II'JllrO~oe the management and coordination of all aspects of the maintenance of parking
facilities including handling the contracts !Mth wndors that perform related v.ork by adding
a Property Management Contracts Coordinator 80 000 255 000 1 0 0.0
Total Enterprise Funds $ 255 000 $ 255 000 1.0 0.0 ...
New police squad for the RDA, v.tlich 'M'II provide 24 hour cowrage, partic!Aarly on Uncoln
Road and surrounding areas. This rrew squad 'M'II include one ( 1) Sergeant and tv.o (2)
Police Officers. The cost of this enhancement will be offset by $254, 000 from the
current security contract which will be discontinued. 55000 55,000 3.0 0.0
II'Jllmlle the Management of Uncoln Road infrastructure by the addition of a Manager. The
initial focus of the position will be Lincoln Road and owr time it may also support other
business areas like Washington Awnue, Ocean Dri\18, etc. These duties ·.~II l:le absorbed
"""' .... ,..., ·~. 112,000 167,000 0.5 0.0
I!'TllmW ability to quickly address code issues on Lincoln Road by addition of tVKl
dedicated code officers 99000 266 000 2.0 0.0
TotaiRDA s 266 000 $ 266 000 5.5 0.0
'!f~IAil F'u~ ••!iii~' ·,. · ·,:~,!JiiL·• . •'•:!f.!}.H.•i .. '.': : :.. •• :::.:..;5.;:• ... $ ;:.~.017.000 .$·:2;0~~ ..•.. 21 .. 0 (1,0)
769
First Amendment to the FY 2013/14 General Fund, Enterprise, Internal Service and Special Revenue Funds Budgets
Page 10
REORGANIZATIONS
Staff continually reviews the organization for opportunities to improve efficiency and
effectiveness.
As part of an overall effort to consolidate public information in a central function, a Public
Information Specialist position and $73,000 of associated budget is proposed to be moved from
the Parks Department to the Communications Department.
In addition, a Call Center Manager position is proposed to be realigned from the City Manager's
Office to the Finance Department to more accurately reflect the duties of the position. The
associated budget is $37,000 as half of the position's salary is covered by the Building
Department and is pro-rated through the rest of the year.
In the Mayor & Commission Office, several positions have changed as follows: a Commission
Aide position has been converted into a Chief of Staff position, an Executive Office Associate I
position has been converted to a Secretary position, and a new Branding Manager position has
been created. All of these changes have been accomplished within budget with a net addition
of one position to the adopted position count. The position count also includes one
enhancement from the Proposed Enhancements list, which funds a full-time Office Associate IV
position instead of partial funding of a Receptionist position.
Adopted Amended
MAYOR & COMMISSION OFFICE OF FY2013114 Chanaes FY2013114
General Fund
Mayor 1.00 1.00
Vice Mayor 1.00 1.00
Comrrissioner 5.00 5.00
Chief of Staff 0.00 1.00 1.00
Corrrnissioner/Constitutent Aide 8.00 (1.00) 7.00
Mayor & Corrrni ssion _Branding Manager 0.00 1.00 1.00
EJ<ecuti-..e Office Associate I 1.00 (1.00) 0.00 . -- ------.
Office Associate V 0.00 . Q.OO
Office Associate IV 0.33 0.67 1.00
Receptionist
A"~ •
0.33 (0.33) 0.00
Secretary 0.00 1.00 1.00
Mavor & Corrmission Office Manaaer 1.00 1.00
DEPARTMENT TOTAL 17.66 1.34 19.00
770
First Amendment to the FY 2013/14 General Fund, Enterprise, Internal Service and Special Revenue Funds Budgets
Page 11
POSITION CHANGES
The Adopted FY 2013/14 Position by Department list has been updated below to reflect the
changes resulting from the proposed enhancements and reorganizations.
FY 2013/14 Departmental Position Details
Adopted Budget Enhancements Reorganizations Amended Budget
DEPARTMENT FT PT FT PT FT PT FT PT
MAYOR & COMMISSION 1,0 19.0 0.0
ADMNISTRATIVE SUPPORT
City Manager 13.2 1.3 (0.5) 14.0 0.0
Communications 4.0 1.0 5.0 0.0
Budget & Performance lmprov 15.8 2.0 17.8 0.0
Orgazational Dev & Performance lnitiatiws 2.2 2.2 0.0
Finance 36.5 0.5 37.0 0.0
Information Technology 36.0 36.0 0.0
Human Resources 14.6 1.0 2.0 (1.0) 16.6 0.0
. . Risk Management 5.2 5.2 0.0
Medical & Dental Insurance 1.3 1.3 0.0
City Clerk 9.6 9.6 0.0
Central SeNices 4.4 4.4 0.0
Procurement 8.0 1.0 2.0 10.0 1.0
CITY ATTORNEY 18.7 0.0 1.3 20.0 0.0
ECON DEV & CULTURAL ARTS 0.0 0.0
Real Est, Housing & CoiTYTl Dev 11.0 2.0 11.0 2.0
Buikling 72.5 2.0 74.5 0.0
Planning 25.0 25.0 0.0
Tourism CuHural & . Economic. Dewlopment 21.0 2.0 21.0 2.0
OPERATIONS 0.0 0.0
Coi'TTTllllily Sen.ices 4.0 4.0 0.0
Code Coi'Jllliance 42.0 12.0 2.0 44.0 12.0
Parks & Recreation 167.0 139.0 1.0 (1.0) 167.0 1390
Public Works 149.0 1.0 150.0 0.0
Sanitation 178.0 178.0 0.0
Property Management 50.0 1.0 51.0 0.0
. Capital lrlllrowment Projects 36.0 36.0 0.0
Parking 110.5 29.0 1.0 111.5 29.0
Fleet Mana~11t ..... :;>2.0 (2.0) ........ ,,1,0 ... 23.0 (2.0)
PUBLIC SAFETY
Police 539.0 14.0 3.0 542.0 14.0
Fire 303.0 48.0 303.0 48.0
TOTALS 1 917.0 246.0 21.0 1.0 1.0 0.0 1 939.0 245.0
CONCLUSION
The resolution amending FY 2013/14 budgets will allow the first amendment to the departmental
appropriations within the General Fund, Enterprise Funds, Internal Service Funds and Special
Revenue Fund budgets to be enacted. This action is necessary to allow for the funding of
encumbrances for good and services procured, but not yet received and expended at the end of
FY 2012/13, as well as projects that were budgeted in FY 2012/13, but had not been expended
or encumbered. The amendment also realigns appropriation to fund additions and service
enhaniihents as well as reorganizations and other items.
JLM: kr:lstJW
~
771
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RESOLUTION TO BE SUBMITTED
773