LTC 156-2007 Committee of the Whole Meetingm MIAMIBEACH
OFFICE OF THE CITY MANAGER
NO. LTC # 156-2007
LETTER TO COMMISSION
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TO: Mayor David Dermer and Members of the City Commission ~ c T1
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FROM: Jorge M. Gonzalez, City Manage ~ ~ 'r1
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DATE: July 5, 2007 N = ~
5uB1ECT: COMMITTEE OF THE WHOLE MEETING o N
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This memorandum requests your attendance at a Committee of the Whole meeting
scheduled for Wednesday, July 11th, 2007, 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 2007/08 proposed
operating budget request for the Office of the Mayor and City Commission, and an
update on the FY 2007/08 General Fund budget.
JMG\KGB
c: Jose Smith, City Attorney
Robert Parcher, City Clerk
Attachment -Proposed Office of the Mayor & City Commission Budget Request
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m MIAMIBEACH
PROPOSED DEPARTMENTAL WORK PLAN
Department Name:
fiscal Year: 2007/08
Date Prepared/Updated: February 28,2007
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
znaio~ Page 1
~-
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 wmmunity members,
dignitaries, and visitors.
Administrative &
Personnel Services
rcesses the payroll and leave/attendant
~cesses billing and travel expenditures; Overser
record management functions -fling for office
sting files; serves as secretary for
mmissioners; Prepares all fnancial paperwo
rvel, direct payments, petty cash, releases ar
eivere); keeps all accounts balanced througho
year.
Clerical & Support Services
Forms a variety of responsible general secrets
es including: typing, filing, copying, schedul
ointments and meetings, screening telephc
:, handling incoming/outgoing mail, assisting
or typing projects as assigned; Opera
rdard offce, word processing, and data en
ipment; Sets up filing systems; Revie
rterly gift disclosure form and tracking
rplimentary tickets; Screens vistors a
phone calls directed to the executive; order off
Commission Aides
/zes speeches, written documents; resear
lituent wmplaints. Composes consul
roses; develops granUresearch papers, le
the City Manager; Proofreads M;
missioner speeches, letters, requests to
Manager, internal/external mail; trains
rees internship program; coordinates sp
cts for respeMive Commissioners.
8
0
Im MIAMI BEACH
PROPOSED DEPARTMENTAL WORK PLAN
Department Name:
Fiscal Year: 2007/08
Date Prepared/Updated: February 28,2007
Fiscal Environment:
The Office of the Mayor and Commission is supported by General Fund dollars $1,418,860
million estimated in FY 2006/2007.
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.
maim Page 2
i
.f
m MIAMI BEACH
PROPOSED DEPARTMENTAL WORK PLAN
Department Name:
Fiscal Year: 2007/08
Date Prepared/Updated: February 28,2007
Significant Prior Accomplishments:
• Sexual Offender and Sexual Predators Ordinance 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.
• Charity fund raising by means of "Rescuers in the Ring", the Mayor's Boxing Event.
• . Cultural & Business Exchange Program with China
• Expansion of the New World Symphony.
• Bicycle, Pedestrian and Greenway Projects
• Growth in Film and Television Industry
• Washington Avenue Project
• Vote Miami Beach Project
Critical Success Factors:
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.
znsro~ Page 3
\;~
u
MIAMI BEACH
PROPOSED DEPARTMENTAL WORK PLAN
Department Name:
Fiscal Year: 2007/08
Date Prepared/Updated: February 28,2007
Planned Reductions:
Revamping of the Commission Meeting schedule to address city matters in a more
efficient and timely manner.
Mayor not renewing his membership to the U.S. Conference of Mayors
Zero budget to professional services, repairs & maintenance and local mile
reimbursement line accounts in the Office Operating Expenditures.
znsro~
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.
Page 4
~.
m MIAMI BEACH
PROPOSED DEPARTMENTAL WORK PLAN
Department Name:
Fiscal Year: 2007/08
Date Prepared/Updated: February 28,2007
Citywide Key Intended Outcomes supported by the Department:
o Increase resident satisfaction with employee contact.
znaio~
Page 6
m- MIAMI BEACH
PROPOSED DEPARTMENTAL WORK PLAN
Department Name:
Fiscal Year: 2007/08
Date Prepared/Updated: February 28,2007
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.
o0ur 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
o0ur 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
o0ur Values communicate to all levels of our organization the manner in which we expect atl
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
o0ur 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
oWe 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).
oKey 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.
oCifywide 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.
znsio~ Page 5
0
DEPARTMENTAL POSITION DETAILS
AMENDED FILLED AS OF
FY 06/07 6-75-07 Variance
MAYOR 6 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 2.00 (1.00)
Office Associate V 8.00 8.00 0.00
Office Associate III 1.00 1.00 0.00
Office Mana er 1.00 1.00 0.00
DEPARTMENT TOTAL 20.00 19.00 1.00
Office Manaoer
Luis Wong
Secretaries (Exec OA Il
Sandra Mayer
Vacant
Francis Frances
Aides (OA V)
A.C. Weinstein
Diana Martinez Fontani
John C. Heffernan
Yvonne Welcker Sepulveda
Wanda Ortiz
Enid Rodriguez
Maria Alfonso
Marle Lorraine Taylor
Receptionist (OA IV)
Karl-Eugene Boehm
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m MIAMI BEACH
CITY OF MIAMI BEACH
NOTICE.OF A COMMITTEE OF THE 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, July 11th, 2007, during the Commission meeting lunch break, regarding the
Fiscal Year (FY) 2007/08 proposed operating budget request for the Office of the Mayor and
City Commission, and an update on the FY 2007/08 General Fund budget.
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 N442)
MB MiamiHeraldcom/Neighbors I THE MIAMI HERALD I THURSDAY, JULY 5, 2001 I N
22