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LTC 128-2006 Committee of Whole Meeting May 4, 2006 lD MIAMI BEACH OFFICE OF THE CITY MANAGER NO. LTC # 128-2006 LETTER TO COMMISSION FROM: Mayor David Dermer and Members of the City Commission Jorge M. Gonzalez, City Manager" ,J'- ~ May 4, 2006 ,U TO: DATE: SUBJECT: COMMITTEE OF THE WHOLE M This memorandum requests your attendance at a Committee of the Whole meeting scheduled for Wednesday, May 10th, 2006, during the Commission meeting lunch break. The meeting shall be held in the City Manager's Large Conference Room. The purpose of the meeting will be to discuss the Fiscal Year 2006/2007 proposed operating budget request for the Office of the Mayor and City Commission. 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(ONOvIOOC\lNOl..-MC\l(\') C"t Lri' ~ ~ Lri' ci N ~ ..-- v- ..-- Lei o::i cD N C>> 10 ""vQ)N.....C\l.....C\lO> CD 1.0 ..... ..... &') ..... ~ c 0_ :;::OC :J Q.l :g E $ .9. m ciU' ~~.L:: Q.l en o a.. cc:en ~en ~ ~c;.-g Q.l ~&l~ ~~ ~ 0 ~ 0 U .Q Q.l E UJX .~ ~_ vUlD C_ ClQ.l m I I I Q.l~<( C~ C Ol~ C en C C C 0 Q.l 'C 0 C Z .~ 2 .2 .2 lij =<(0 ~ I;: ocj ~ Qj ~ ~ ro w ~ 'm en en ~ Q.l Q.l en E > ~ ~.~ e:-m ~ 5i 5i ~ ro ~= ~ e ~ ~2 co wcna..a.a..c:uwooa..t-OC:u ii - o ~ o C\l o C\l o C\l ..- C\l II) c o i: II) o D.. '0 Q) - Q) C) '0 :J m to MIAMIBEACH PROPOSED DEPARTMENTAL WORK PLAN Department Name: Fiscal Year: 2006/07 Date Prepared/Updated: May 3, 2006 Department Mission/Purpose Statement The Office of the Mayor and Commission is committed to developing policy and providing direction to meet the needs of constituents by providing leadership that enhances and improves the quality of life for those who live, work and play in the City of Miami Beach. Department Description Miami Beach operates as a "Council/City Manager" form of government. The Miami Beach City Commission consists of a Mayor and six Commissioners who serve as the Legislative branch of the City of Miami Beach government. On a rotating basis, the Commission selects one its members to serve as Vice Mayor for a three month term. Voters elect the Mayor and Commissioners as city-wide representatives through non-partisan elections held in odd- numbered years with the Mayor elected to serve two-year terms with a limit of three consecutive terms. Commission terms are staggered so that not all Commissioners are up for reelection at the same time. As elected officials, the Mayor & Commissioners respond to citizens who seek their assistance in matters involving the governance and operation of the City of Miami Beach. Through the enactment of ordinances and resolutions, the review and approval of bids and contracts, and the awarding of certificates and proclamations, the City Commission works to improve quality of life, economic development, and enhanced communication between city government and the community. Working to complement the efforts of the City Commission, office personnel serves to bridge elected officials to their constituency as well as working directly with the City Administration to address the problems and issues brought forth by the community. Customer service and timely responsiveness are the key responsibility of all staff members. See attached Table of Organization 3/11/05 Page 1 to MIAMIBEACH PROPOSED DEPARTMENTAL WORK PLAN Department Name: Fiscal Year: 2006/07 Date Prepared/Updated: May 3, 2006 Fiscal Environment: The Office of the Mayor and Commission is supported by General Fund dollars $1,309,651 million in FY 2005/2006. Business Environment: The Office of the Mayor and Commission holds Commission Meetings and Commission Workshops to discuss and decide on issues facing the City of Miami Beach. Commissioners also serve on the Commission Committees (Community Affairs/Neighborhoods Committee, Finance and Citywide Projects Committee, and Land Use & Development Committee), and discuss referral items as well as gather community input. The Mayor also serves as the Chairperson of the General Obligation Bond Oversight Committee to help ensure that projects are fairly carried out as proposed, and that the community's needs are met. Commissioners additionally work on issues affecting the City of Miami Beach and Miami-Dade County as a whole by serving on Non-City Commission Committees including Miami-Dade. County Homeless Trust Board, Miami-Dade League of Cities, Metropolitan Planning' Organization, Performing Arts Center Trust and Miami-Dade Tourist Development Council, Miami Beach Transportation Management Association, Dade Cultural Alliance and Greater.. Miami Convention and Visitors Bureau. 3/11105 Page 2 (9 MIAMIBEACH PROPOSED DEPARTMENTAL WORK PLAN Department Name: Fiscal Year: 2006/07 Date Prepared/Updated: May 3, 2006 Significant Prior Accomplishments: . Resort tax collections increased 27.6 percent between 2000 and this past year. . Reconstruction Ordinance to better protect contributing buildings in the Historic District. . Demolition Ordinance to outline the procedures for non-designated structures. . Groundbreaking Legislation which separates convicted sexual predators from where children gather to learn and play. . Removal of fees from our numerous recreational facilities. . Providing more workforce housing. . Fiscal success resulting in returning surplus tax dollars to more than sixteen thousand residents ($200). . Charity fund raising by means of "Rescuers in the Ring", the Mayor's Boxing Event. . Moving forward with a competitive pilot program to offer free wireless internet service within some high density and tourism corridors. . Expansion of the New World Symphony. . Improvements to the Byron Carlyle and Colony Theaters. . Growth in Film and Television Industry due to internet-based one-stop permitting process (170 millions dollars into the economy). . New Condo Reform Task Force. . Lummus Park Improvement Project. . Vote Miami Beach Project Critical Success Factors: o Improved Customer Service: Although the City of Miami Beach has a City Manager form of government, the Office of the Mayor & Commission plays an integral role in channeling the concerns and perspectives of the community to the appropriate administrative agencies. The Mayor & Commission Office staff is charged with responding to a large volume of telephone calls, facsimile communications, electronic and written correspondence. These responses are handled by both our elected officials and their office staff, which acts on behalf of individual Commissioners or the Office of the Mayor and Commission as a whole. o Ensure timely and accurate responses and follow-up to community inquiries- failure to provide accurate information in a timely manner will result in unsatisfied residents, businesses and visitors. o Enhanced communication between the Office of the Mayor & Commission and City Manager's Office- greater communication between these two offices will enable more timely and accurate service for the community. 3/1 1105 Page 3 (g MIAMIBEACH PROPOSED DEPARTMENTAL WORK PLAN Department Name: Fiscal Year: 2006/07 Date Prepared/Updated: May 3, 2006 Planned Reductions: o Completed in FY 2005/06: . Revamping of the Commission Meeting schedule to address city matters in a more efficient and timely manner. Future Outlook: As it pertains to the handling of constituent concerns, it is the goal of the Office of the Mayor & Commission staff to work with the Administration in order to improve response-related issues, such as response turnover time for incoming communication. In addition to improving communication with the Administration in order to provide more timely and accurate responses, the Office of the Mayor & Commission staff will also strive to improve internal communication. Monthly staff meetings will be scheduled to discuss concerns, ideas, and suggestions in order to more effectively share information regarding upcoming issues and events. JllllOS Page 4 ~ MIAMIBEACH PROPOSED DEPARTMENTAL WORK PLAN Department Name: Fiscal Year: 2006/07 Date Prepared/Updated: May 3, 2006 Miami Beach Strategic Planning Framework The Department Work plan is aligned with Citywide strategic outcomes and initiatives established through extensive community input. The City's strategic planning process provides a framework at a broad level of where we want to go, how we get there, and how we measure our progress along the way. The process ensures increased communications at all levels of City government using consistent terms. oOur Citywide Vision communicates the community's shared vision for the best possible future for the City of Miami Beach: Cleaner and Safer, Beautiful and Vibrant, Mature Stable Residential Community with Well Improved Infrastructure, Urban and Historic Environment, Cultural, Entertainment and Tourism Capital, International Center for Innovation oOur Citywide Mission statement communicates the role of our government in achieving this vision: We are committed to providing excellent public services and safety to all who live, work, and play in our vibrant, tropical, historic community oOur Values communicate to all levels of our organization the manner in which we expect all decisions, interactions and activities to be performed: We maintain the City of Miami Beach as a world-class city. We work as a cooperative team of well-trained professionals. We serve the public with dignity and respect. We conduct the business of the City with honesty, integrity, and dedication. We are ambassadors of good will to our residents, visitors, and the business community oOur Identified Priorities communicate activities that are essential to help us achieve our vision: Capita/Improvement Program, Strategic Planning and Economic Development, Organizational Deve/opment, Neighborhood Services, and Investment in Technology o We have developed Key Intended Outcomes across all City Departments. These are the results the City plans to achieve towards accomplishing its Vision. These outcomes are from the customer/community perspective (e.g. quality of service provided, customer satisfaction). o Key Performance Indicators express the City's Key Intended Outcomes in measurable terms. Departments monitor additional performance indicators (Department Performance Indicators) that support these Citywide Key Performance Indicators. o Citywide Initiatives are undertaken by cross-departmental city teams to drive the performance level for a key performance indicator. oDepartment Activities or Programs are actions or groups of actions will be undertaken by a particular department in a specific fiscal year in order to achieve an Outcome. 3/11105 Page 5 m - 3/11105 MfAMIBEACH Department Name: Fiscal Year: 2006/07 Date Prepared/Updated: May 3, 2006 PROPOSED DEPARTMENTAL WORK PLAN Citywide Key Intended Outcomes supported by the Department: o Increase resident satisfaction with employee contact. Page 6 ~ MIAMIBEACH - PROPOSED DEPARTMENTAL WORK PLAN Department Name: Fiscal Year: 2006/07 Date Prepared/Updated: May 3, 2006 Department Mission/Purpose Statement The Office of the Mayor and Commission is committed to developing policy and providing direction to meet the needs of constituents by providing leadership that enhances and improves the quality of life for those who live, work and play in the City of Miami Beach. Department Description Miami Beach operates as a "Council/City Manager" form of government. The Miami Beach City Commission consists of a Mayor and six Commissioners who serve as the Legislative branch of the City of Miami Beach government. On a rotating basis, the Commission selects one its members to serve as Vice Mayor for a three month term. Voters elect the Mayor and Commissioners as city-wide representatives through non-partisan elections held in odd- numbered years with the Mayor elected to serve two-year terms with a limit of three consecutive terms. Commission terms are staggered so that not all Commissioners are up for reelection at the same time. As elected officials, the Mayor & Commissioners respond to citizens who seek their assistance in matters involving the governance and operation of the City of Miami Beach. Through the enactment of ordinances and resolutions, the review and approval of bids and contracts, and the awarding of certificates and proclamations, the City Commission works to improve quality of life, economic development, and enhanced communication between city government and the community. Working to complement the efforts of the City Commission, office personnel serves to bridge elected officials to their constituency as well as working directly with the City Administration to address the problems and issues brought forth by the community. Customer service and timely responsiveness are the key responsibility of all staff members. See attached Table of Organization 3/11105 Page 1 m MIAMIBEACH PROPOSED DEPARTMENTAL WORK PLAN Department Name: Fiscal Year: 2006/07 Date Prepared/Updated: May 3, 2006 Fiscal Environment: The Office of the Mayor and Commission is supported by General Fund dollars $1,309,651 million in FY 2005/2006. Business Environment: The Office of the Mayor and Commission holds Commission Meetings and Commission Workshops to discuss and decide on issues facing the City of Miami Beach. Commissioners also serve on the Commission Committees (Community Affairs/Neighborhoods Committee, Finance and Citywide Projects Committee, and Land Use & Development Committee), and discuss referral items as well as gather community input. The Mayor also serves as the Chairperson of the General Obligation Bond Oversight Committee to help ensure that projects are fairly carried out as proposed, and that the community's needs are met. Commissioners additionally work on issues affecting the City of Miami Beach and Miami-Dade County as a whole by serving on Non-City Commission Committees including Miami-Dade County Homeless Trust Board, Miami-Dade League of Cities, Metropolitan Planning Organization, Performing Arts Center Trust and Miami-Dade Tourist Development Council, Miami Beach Transportation Management Association, Dade Cultural Alliance and Greater Miami Convention and Visitors Bureau. 3/11105 Page 2 ~ MIAMIBEACH - PROPOSED DEPARTMENTAL WORK PLAN Department Name: Fiscal Year: 2006/07 Date Prepared/Updated: May 3, 2006 Significant Prior Accomplishments: . Resort tax collections increased 27.6 percent between 2000 and this past year. . Reconstruction Ordinance to better protect contributing buildings in the Historic District. . Demolition Ordinance to outline the procedures for non-designated structures. . Groundbreaking Legislation which separates convicted sexual predators from where children gather to learn and play. . Removal of fees from our numerous recreational facilities. . Providing more workforce housing. . Fiscal success resulting in returning surplus tax dollars to more than sixteen thousand residents ($200). . Charity fund raising by means of "Rescuers in the Ring", the Mayor's Boxing Event. . Moving forward with a competitive pilot program to offer free wireless internet service within some high density and tourism corridors. . Expansion of the New World Symphony. . Improvements to the Byron Carlyle and Colony Theaters. . .Growth in Film and Television Industry due to internet-based one-stop permitting process (170 millions dollars into the economy). . New Condo Reform Task Force. . Lummus Park Improvement Project. . Vote Miami Beach Project Critical Success Factors: o Improved Customer Service: Although the City of Miami Beach has a City Manager form of government, the Office of the Mayor & Commission plays an integral role in channeling the concerns and perspectives of the community to the appropriate administrative agencies. The Mayor & Commission Office staff is charged with responding to a large volume of telephone calls, facsimile communications, electronic and written correspondence. These responses are handled by both our elected officials and their office staff, which acts on behalf of individual Commissioners or the Office of the Mayor and Commission as a whole. o Ensure timely and accurate responses and follow-up to community inquiries- failure to provide accurate information in a timely manner will result in unsatisfied residents, businesses and visitors. o Enhanced communication between the Office of the Mayor & Commission and City Manager's Office- greater communication between these two offices will enable more timely and accurate service for the community. 3/1l/0S Page 3 m MIAMIBEACH - PROPOSED DEPARTMENTAL WORK PLAN Department Name: Fiscal Year: 2006/07 Date Prepared/Updated: May 3, 2006 Planned Reductions: o Completed in FY 2005/06: . Revamping of the Commission Meeting schedule to address city matters in a more efficient and timely manner. Future Outlook: As it pertains to the handling of constituent concerns, it is the goal of the Office of the Mayor & Commission staff to work with the Administration in order to improve response-related issues, such as response turnover time for incoming communication. In addition to improving communication with the Administration in order to provide more timely and accurate responses, the Office of the Mayor & Commission staff will also strive to improve internal communication. Monthly staff meetings will be scheduled to discuss concerns, ideas, and suggestions in order to more effectively share information regarding upcoming issues and events. 3/11105 Page 4 lD MIAMIBEACH PROPOSED DEPARTMENTAL WORK PLAN Department Name: Fiscal Year: 2006/07 Date Prepared/Updated: May 3, 2006 Miami Beach Strategic Planning Framework The Department Work plan is aligned with Citywide strategic outcomes and initiatives established through extensive community input. The City's strategic planning process provides a framework at a broad level of where we want to go, how we get there, and how we measure our progress along the way. The process ensures increased communications at all levels of City government using consistent terms. oOur Citywide Vision communicates the community's shared vision for the best possible future for the City of Miami Beach: Cleaner and Safer, Beautiful and Vibrant, Mature Stable Residential Community with Well Improved Infrastructure, Urban and Historic Environment, Cultural, Entertainment and Tourism Capital, International Center for Innovation oOur Citywide Mission statement communicates the role of our government in achieving this vision: We are committed to providing excellent public services and safety to all who live, work, and play in our vibrant, tropical, historic community oOur Values communicate to all levels of our organization the manner in which we expect all decisions, interactions and activities to be performed: We maintain the City of Miami Beach as a world-class city. We work as a cooperative team of well-trained professionals. We serve the public with dignity and respect. We conduct the business of the City with honesty, integrity, and dedication. We are ambassadors of good will to our residents, visitors, and the business community oOur Identified Priorities communicate activities that are essential to help us achieve our vision: Capital Improvement Program, Strategic Planning and Economic Development, Organizational Development, Neighborhood Services, and Investment in Technology o We have developed Key Intended Outcomes across all City Departments. These are the results the City plans to achieve towards accomplishing its Vision. These outcomes are from the customer/community perspective (e.g. quality of service provided, customer satisfaction). o Key Performance Indicators express the City's Key Intended Outcomes in measurable terms. Departments monitor additional performance indicators (Department Performance Indicators) that support these Citywide Key Performance Indicators. o Citywide Initiatives are undertaken by cross-departmental city teams to drive the performance level for a key performance indicator. oDepartment Activities or Programs are actions or groups of actions will be undertaken by a particular department in a specific fiscal year in order to achieve an Outcome. 3/11/05 Page 5 lD MIAMIBEACH PROPOSED DEPARTMENTAL WORK PLAN Department Name: Fi seal Year: 2006/07 Date Prepared/Updated: May 3, 2006 Citywide Key Intended Outcomes supported by the Department: o Increase resident satisfaction with employee contact. 3/11/05 Page 6 Mayor and Commissioners Formulate policy; enact ordinances, hold public hearings, approve contracts; serve as the Legislative branch of the City of Miami Beach government; meet with constituents, business community members, dignitaries, and visitors. 7 o Administrative & Personnel Services Processes the payroll and leave/attendance; processes billing and travel expenditures; Oversees all record management functions - filing for office - creating files; serves as secretary for 2 Commissioners; Prepares all financial paperwork (travel, direct payments, petty cash, releases and receivers); keeps all accounts balanced throughou the y.ear. 1 o Commission Aides Analyzes speeches, written documents; researches constituent complaints. Composes constituent responses; develops granVresearch papers, letters to the City Manager; Proofreads Mayor Commissioner speeches, letters, requests to the City Manager, internal/external mail;trains and oversees internship program; coordinates special projects for respective Commissioners. 8 o Clerical & Support Services Performs a variety of responsible general secretarial duties including: typing, filing, copying, scheduling appointments and meetings, screening telephone calls, handling incoming/outgoing mail, assisting in major typing projects as assigned; Operates standard office, word processing, and data entry equipment; Sets up filing systems; Reviews quarterly gift disclosure form and tracking 0 complimentary tickets; Screens visitors and telephone calls directed to the executive; order office supplies. 4 o DEPARTMENTAL POSITION DETAILS ADOPTED FY 05/06 FILLED 5101/06 Variance MAYOR & COMMISSION, OFFICE OF General Fund Mayor 1.00 1.00 0,00 Vice Mayor 1.00 1,00 0.00 Commissioner 5.00 5.00 0.00 Executive Office Associate I 3.00 3.00 0.00 Office Associate V 8.00 7.00 (1.00) Office Associate III 1.00 1.00 0.00 Office Manaqer 1.00 1.00 0.00 DEPARTMENT TOTAL 20.00 19.00 (1.0m Mayor Dermer Hefferman, John C. 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"0 II) :l It) :l It) :l It) ::] :l It) :l Q) co Q co Q CD Q co Q aJ Q CD 0 ...J Q ...J Q ...J Q ...J Q ...J Q ...J " C/} Q C/} Q C/} Q C/} Q C/} C? C/} ca I I I ,- U Q U Q U Q U Q U Q U '3 co 0 co Q co Q co Q co Q co E 0 .... 0 ..... 0 .... 0 .... 0 ..... 0 ... 0 >- Q >- Q >- Q >- Q >- 0 >- I I . I I LL u. ..... u. ..... u. .... u. .... u. .... U. "0 ..... ~ 0 "0 .... > 0 "0 .... > 0 u .... ~ 0 "0 .... > 0 "0 II Q 0 Q - 0 Q - 0 Q 0 Q - 0 Q) 0 c:i Q) 0 ci Q) 0 ci Q) 0 ci Q) 0 c:i Q) 0. 0. 0. a. 0. 0. 0 .. 0 0 0 0 0 "0 "0 ~ "0 .~ "0 ! u ~ "0 3= "0 Q) <( Q) <( Q) <( <( Q) <( Q) <( lO: .~ .~ .~ 'S; .:; > Q) Q) c: a:: 0:: 0:: 0:: 0:: ~ ii: a: a: - a: D.. m 10 10 10 m 0 0 0 0 0 :> II . ..... ..... ~:.:rrcrrr''':I;r:t1 "HURSDAV, APRIl. 27, 2006 I EDITOR: JIM MURPH V I 305'376-2036 I MiamiH.rald.com MA" <!:ht :fBiaml Ht1'al~ ~ MIAN\IBEACH CITY OF MIAMI BEACH NOTICE OF A COMMITTEE OFTHE WHOLE MEETING NOTICE IS HEREBY given that the City Commission of the City of Miami Beach, Florida, sitting as the Committee of the Whole, will hold a meeting in the City Manager's Large Conference Room, 4th Floor, City Hall, 1700 Convention Center Drive, Miami Beach, Florida, on Wednesday, May 10th, 2006, during the Commission meeting lunch break, regarding the Fiscal Year 2006/2007 proposed operating budget request for the Office of the Mayor and City Commission. , Inquiries may be directed to the Mayor's Office at 305-673-7030. . Robert E. Parcher, City Clerk City of Miami Beach Pursuant to Section 286.0105, Fla. Stat., the City hereby advises the public that: if a person decides to appeal any decision made by the City Commission with respect to any matter considered at its meeting or its hearing, such person must ensure that a verbatim record of the proceedings is made, which record includes the testimony and evidence upon which the appeal is to be based. This notice does not constitute consent by the City for the introduction or admission of otherwise inadmissible or irrelevant evidence, nor does it authorize challenges or appeals not otherwise allowed by law. In accordance with the Americans with disabilities Act of 1990. persons needing special accommodation to participate in this proceeding should contact the City Clerk's Office no later than four days prior to the proceeding. Telephone (305) 673-7411 for assistance; if hearing impaired, telephone the Florida Relay Service numbers, (800) 955-8770 (VOICE), for assistance. (Ad 371) MB MiamiHerald.com I THE MIAMI HERALD I THURSDAY, APRil 27. 2006 I fl: