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R7E-Set Public Hearing Adopt Fourth Amendment To Budgets For FY 2013-14COMMISSION ITEM SUMMARY Ensure expenditure trends are sustainable over the long term. Supporting Data: N/A Condensed Title: A Resolution Setting a Public Hearing to Adopt the Fourth Amendment to the General Fund, Enterprise Fund. lnternal Service Fund, and Special Revenue Fund Budgets For Fiscal Year (FY) 2013114. Item Su mmary/Recommendation : The budgets for the General Fund, Enterprise Funds, lnternal Service Funds, and Special Revenue Funds for Fiscal Year 2013114were approved on September 30, 2013, with the adoption of Resolutions No. 2013- 28351 and No. 2013-28355. The First Amendment to the General Fund, Enterprise Funds, lnternal Service Funds, and Special Revenue Funds budgets tor FY 2013114 was approved on January 15, 2014, by resolution 2014-28469. The Second Amendment to the General Fund, Enterprise Funds, lnternal Service Funds, and Special Revenue Funds budgets for FY 2013114was approved on April 23,2014, by resolution 2014-28564. The Third Amendment to the General Fund, Enterprise Funds, lnternal Service Funds, and Special Revenue Funds budgets for FY 2013114 will be considered on June 11,2014. Section 166.241(4Xc.), Florida Statutes, requires that a municipality's budget amendment must be adopted in the same manner as the original budget. The Fourth Amendment would fund all or a portion of two key technology projects, Munis and EnerGov. The City implemented the Eden ERP System in October, 2004. The Eden ERP system integrates and provides necessary functionality across all of the City's core business processes, including financials, budgeting, procurement and human resources. Since the time the Eden ERP was implemented, the City has advanced its technological platform and offerings to ensure business process efficiencies and maximum service to constituents. However, Tyler Technologies, the parent company of Eden, has instructed the City that the system is end of life and that Tyler will no longer dedicate development resources to achieve significant improvements to its functionality. As a result, many of the current functional requirements of the City can no longer be supported by Eden ERP. Tyler Technologies has also instructed the Administration that its development resources will be dedicated to the Munis ERP, its flagship ERP solution for municipalities. Several of Eden ERP using municipalities have already completed or begun the transition from Eden ERP to Munis ERP. Another Tyler Technologies solution, Energov, would improve the City's permitting and licensing modules, which integrates seamlessly with its Munis ERP solution. Anyother necessary amendments to the operating budgets in the General Fund, Enterprise Funds, lnternal Service Funds, and Special Revenue Funds will also be addressed as part of the Fourth Amendment. Financial lnformation: Source of Funds @ Amount Account John Woodruff, OBPI Director 46ENDA ITEM DATE(s MIAMIBEACH RlE b-jt-lT-636 g MIAMIBEACH City of Miomi Beqch, 1700 Convention Cenler Drive, Miomi Beoch, Florido 331 39, www.miomibeochfl.gov COMMISSION MEMORANDUM TO:Mayor Philip Levine and Members o Jimmy L. Morales, City Manager June 1'|.,2014 MIAMI BEACH, FLORIDA! SETTING A PUBLIC HEARING TO ADOPT THE FOURTH AMENDMENT TO THE GENERAL FUND, ENTERPRISE FUND, INTERNAL SERVICE FUND AND SPECIAL REVENUE FUND BUDGETS FOR FrscAL YEAR (FY) 2013t',t4 ADMINISTRATION RECOMMENDATION Adopt the Resolution and Set the Public Hearing for July 23,2014. KEY INTENDED OUTCOME SUPPORTED Ensure expenditure trends are sustainable over the long term. ANALYSIS The budgets for the General Fund, Enterprise Funds, lnternal Service Funds, and Special Revenue Funds for Fiscal Year 2013114 were approved on September 30, 201 3, with the adoption of Resolutions No. 2013-2835'1 and No. 2013-28355. The First Amendment to the General Fund, Enterprise Funds, lnternal Service Funds, and Special Revenue Funds budgets for FY 2013114 was approved on January 15,2014,by resolution 2014-28469. The Second Amendment to the General Fund, Enterprise Funds, lnternal Service Funds, and Special Revenue Funds budgets for FY 2013114 was approved on April 23, 2014, by resolution 2014-28564. The Third Amendment to the General Fund, Enterprise Funds, lntemal Service Funds, and Special Revenue Funds budgets for FY 2013114 will be considered on June 11,2014. Section 166.241(a)(c.), Florida Statutes, requires that a municipality's budget amendment must be adopted in the same manner as the original budget. The Fourth Amendment would fund all or a portion of two key technology projects, Munis and EnerGov. The City implemented the Eden ERP System in October, 2004. The Eden ERP system integrates and provides necessary functionality across all of the City's core business processes, including financials, budgeting, procurement and human resources. Since the time the Eden ERP was implemented, the City has advanced its technological platform and offerings to ensure business process efficiencies and maximum service to constituents. However, Tyler Technologies, the parent company of Eden, has instructed the City that the system is end of life and that Tyler will no longer dedicate development resources to achieve significant improvements to its functionality. As a result, many of the current functional requirements of the City can no longer be supported by Eden ERP. Tyler Technologies has also instructed the Administration that its development resources will be the City Clmmissioni-\/uFROM: DATE: SUBJECT: 637 Foudh Amendmenl to the FY 2013/14 Ceneral Fund, Enterprise, lntemal Service, and Special Revenue Funds Budgets Page 2 dedicated to the Munis ERP, its flagship ERP solution for municipalities. Several of Eden ERP using municipalities have already completed or begun the transition from Eden ERP to Munis ERP. Another Tyler Technologies solution, Energov, would improve the City's permitting and licensing modules, which integrates seamlesslywith its Munis ERP solution. Any other necessary amendments to the operating budgets in the General Fund, Enterprise Funds, lnternal Service Funds, and Special Revenue Funds will also be addressed as part of the Fourth Amendment. The City of Miami Beach provides a wide range of municipal services including Police; Fire- Rescue; Parks and Recreation; Water, Sewer, Stormwater, and Sanitation; and Public Works. The City's annual operating budget allows us to address the needs of the community and includes: . The General Fund. General Obllgation Debt Service Fund. Enterprise Funds. Transfers to the Redevelopment Agency. lnternal Service Funds. Other Special Revenue Funds The General Fund is the primary operating fund for the City and includes much of the usual activities of any municipality including Police, Fire, Parks and Recreation, Public Works Streets and Engineering, Building, Tourism and Culture as well as general administrative functions, and the Office of the Mayor and Commission. Within the General Fund, Citywide Accounts reflect expenditures that do not fall under the purview of a particular Department such as accumulated leave payments, grants to social service agencies, non-profits, and special studies. They are monitored by the Office of Budget and Performance lmprovement and the City. General Obligation Debt is the debt service funding required for voter-approved bonds issued with the belief that a municipality will be able to repay its debt obligation through taxation or revenue from projects. No assets are used as collateral. The Enterprise Fund Budget is comprised of Departments that use revenues received for services provided to the general public on a continuing basis and are primarily financed through user charges. The criteria used to determine if an operation should be an enterprise fund includes: 1) that it generates revenues; 2) that it provides services to the community; and 3) that it operates as a stand-alone entity, without subsides from taxes etc. The City's Enterprise Fund Departments are: Convention Center, Sanitation, Stormwater, Water, Sewer, and Parking. The City of Miami Beach Redevelopment Agency is a separate entity, whose Chairperson and Board of Directors are also the City's Mayor and City Commission. lnternal Service Funds are used to account for the financing of goods and services provided by one department to other departments on a cost-reimbursement basis. lnternal Service Fund rates are set to recover the full cost of providing a particular service. The lnternal Service Funds budgeted expenditures are completely offset by revenues received from the General Fund, Enterprise Fund Departments and Special Revenue Funds. The City's lnternal Service Fund Departments are lnformation Technology, Central Services, Risk Management, Property Management, and Fleet Management. 638 Foutth Amendment to the FY201Y14 General Fund, Enterprise, lntemal Sevice, and Special Revenue Funds Budgets Page 3 Special Revenue Funds include the Resort Tax Fund as well as 7th Street Garage Operations; 5m & Alton Garage Operations; Art in Public Places; Tourism and Hospitality Scholarship Program; Green/Sustainability Fund; Waste Hauler Additional Services and Public Benefit Contribution Fund; Education Compact Fund; Red Light Camera Fund; Emergency 91 1 Fund; lnformation and Communications Technology Fund; People's Transportation Plan Fund; Concurrency Mitigation Fund; Miami Beach Cultural Arts Council; Police Special Revenue Account; Police Confiscation Trust Funds (Federal and State); and Police Training and School Resources Fund. The Resort Tax Fund is supported primarily by taxes levied on hotel, motel, rooming house and short term apa(ment room rents as well as on food and beverages sold at retail in any restaurant, as authorized by State Statute, and is used to fund tourism-eligible expenditures. CONCLUSION The Administration recommends that the Mayor and City Commission set a public hearing to be held on July 23, 2014 to adopt the Fourth Amendment to the General Fund, Enterprise Fund, lnternal Service Fund, and Special Revenue Fund Budgets for Fiscal Year (FY) 2013t14. JLM:JW @ 639 RESOLUTION NO. A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, SETTING A PUBLIC HEARING TO ADOPT THE FOURTH AMENDMENT TO THE GENERAL FUND, ENTERPRISE FUND, INTERNAL SERVICE FUND, AND SPECIAL REVENUE FUND BUDGETS FOR FISCAL YEAR (FY) 2013114. WHEREAS, the budgets for the General Fund, Enterprise Funds, lnternal Service Funds, and Special Revenue Funds for Fiscal Year 2013114 were approved on September 30,2013, with the adoption of Resolution Nos.2013-28351 and 2013-28355; and WHEREAS, the First Amendment to the General Fund, Enterprise Fund, lnternal Service Fund, and Special Revenue Fund budgets for Fiscal Year 2013/14 was approved on January 15,2014, with the adoption of Resolution No. 2014-28469; and WHEREAS, the Second Amendment to the General Fund, Enterprise Fund, lnternal Service Fund, and Special Revenue Fund budgets for Fiscal Year 2013114was approved on April 23,2014, with the adoption of Resolution No. 2014-28564; and WHEREAS, the Third Amendment to the General Fund, Enterprise Fund, lnternal Service Fund, and Special Revenue Fund budgets for Fiscal Year 2013114 will be considered on June 11,2014;and WHEREAS, the Administration requests that the Mayor and City Commission set a public hearing to be held on July 23, 2014 to adopt the Fourth Amendmenl to the Fiscal Year (FY) 2013114 budgets for the General Fund, Enterprise Fund, lnternal Service Fund, and Special Revenue Fund budgets; and WHEREAS, the City of Miami Beach provides a wide range of municipal services including Police; Fire-Rescue; Parks and Recreation; Water, Sewer, Stormwater, and Sanitation; and Public Works; and WHEREAS, the City's annual operating budget allows the needs of the community to be addressed and includes: the General Fund; General Obligation Debt SeMce Fund; Enterprise Funds; Transfers to the Redevelopment Agency; and Other Special Revenue Funds; and WHEREAS, the General Fund is the primary operating fund for the City and includes much of the usual activities of any municipality including Police, Fire, Parks and Recreation, Public Works-Streets and Engineering, Building, Tourism and Culture as well as general administrative functions, and the Office of the Mayor and Commission; and WHEREAS, within the General Fund, Citywide Accounts reflect expenditures that do not fall under the purview of a particular Department such as accumulated leave payments, grants to social service agencies and non-profits, and special studies; and 640 WHEREAS, General Obligation Debt is the debt service funding required for voter-approved bonds issued based upon the belief that a municipality will be able to repay its debt obligation through taxation or revenue from projects, and no assets are used as collateral; and WHEREAS, the Enterprise Funds Budget is comprised of Departments that use revenues received for services provided to the general public on a continuing basis and are primarily financed through user charges, and the criteria used to determine if an operation should be an Enterprise Fund includes: 1) that it generates revenues; 2) that it provides services to the community; and 3) that it operates as a stand'alone entity, without subsides from taxes, or other sources; and WHEREAS, the City's Enterprise Fund Departments are: Convention Center, Sanitation, Stormwater, Water, Sewer, and Parking; and WHEREAS, the City of Miami Beach Redevelopment Agency is a separate entity, whose Chairperson and Board of Directors are also the City's Mayor and City Commission; and WHEREAS, Special Revenue Funds include the Resort Tax Fund as well as 7th Street Garage Operations; 5s & Alton Garage Operations; Art in Public Places: Tourism and Hospitality Scholarship Program; lnformation and Communications Technology Fund; Education Compact Fund; Green/Sustainability Fund; Red Light Camera Fund, Emergency 911 Fund; Miami Beach Cultural Arts Council; People's Transportation Plan Fund; Police Confiscation Trust Funds (Federal and State); Waste Hauler Additional Services and Public Benefit Contribution Fund; Concurency Mitigation Fund; Police Special Revenue Account; and Police Training and School Resources Fund; and WHEREAS, the Resort Tax Fund is supported primarily by taxes levied on hotel, motel, rooming house and short term apartment room rents, as well as on food and beverages sold at retail in any restaurant, as authorized by State Statute, and is used to fund tourism-eligible expenditures; and WHEREAS, lnternal Service Funds are used to account for the financing of goods and services provided by one department to other departments on a cost- reimbursement basis and lntemal Service Fund rates are set to recover the full cost of providing a particular service, and the lnternal Service Funds budgeted expenditures are completely offset by revenues received from the General Fund, Enterprise Fund Departments, and Special Revenue Funds; and WHEREAS, the City's lnternal Service Fund Departments are lnformation Technology, Central Services, Risk Management, Property Management, and Fleet Management; and WHEREAS, the Administration recommends that the Mayor and City Commission of the City of Miami Beach, Florida, set a public hearing to adopt the Fourth Amendment to the General Fund, Enterprise Fund, lnternal Service Fund, and Special Revenue Fund Budgets for Fiscal Year (FY) 2013114; and WHEREAS, the key intended outcome supported by the Fourth Amendment to the Budgets for Fiscal Year (FY) 2013114 for the General Fund, Enterprise Fund, lnternal Service Fund, and Special Revenue Fund is to ensure expenditure trends are sustainable over the long term. 641 NOW THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CIry COMMISSION OF THE CITY OF MIAM! BEACH that the Mayor and City Commission hereby set a public hearing on July 23, 2014, to adopt the Fourth Amendment to the General Fund, Enterprise Fund, lnternal Service Fund, and Special Revenue Fund Budgets for Fiscal Year (FY) 2013114. PASSED and ADOPTED this 1 t h day of June, 201 4. ATTEST: PHILIP LEV]NE, MAYOR RAPHAEL E. GRANADO, CITY CLERK City Attorney Date APPROVEDASTO FORM E LANGUAGE & FOREXECUTION 642 THIS PAGE INTENTIONALLY LEFT BLANK 643