LTC 175-2007 Materials Distributed at the July 19, 2007 Finance and Citywide Projects CommitteeR~C.;F1~'1,.D
m MIAMIBEACH
OFFICE OF THrrE CITY MANAGER
NO. LTC # 1~J - aZ~~
1001 JUL 2 3 PM I2~ 17
C4TY CL~F~~°S 01= ~=ICI::
LETTER TO COMMISSION
TO: Mayor David Dermer and Members of the City Commission
FROM: Jorge M. Gonzalez, City Manager
r
DATE: July 20, 2007
SUBJECT: Materials Distributed at the July 19, 2007 Finance and Citywide Projects
Committee
This LTC is to provide the Mayor and City Commission with a copy of the materials that were
distributed at the July 19, 2007 Finance and Citywide Projects Committee.
The items that are struck-through mean that they were discussed at the Committee meeting
and were agreed by the Committee to not include as budget proposals or to be revised as
indicated.
Should you have any questions or need any additional information, please feel free to
contact me.
JMG/KGB/ri
F:\cmgrl$ALL\LTC.07\Finance Committee Meeting Materials.doc
SUMMARY STATUS
• Almost $22 million in impact addressed to date
• The remaining $ 5.5 million will be harder, and will have service impacts to a lesser or
greater extent.
• As more revenue enhancements are selected, fewer service reductions are needed.
Increased Current Service Level revenues
_.. _
Current Service Level operating cost reductions ~ ~
Elimination of additional transfers to the 11 percent reserve
Elimination of the one time water and sewer fee payment,
__
Elimination of funding for the Homeowners Dividend
_ _
Elimination of risk management transfer
Potential additional cuttin efficiencies, reor anizations, etc. $
_
~ $
~,__ _
$
~ $
$
t $
$ 7,600,000
2,000,000
__ _
3,300,000_
1,000,000
4,900,000
_.
1,000,000
2,000,000
Subtotal $ 21,800,000
Balance to Address __.
Service Reductions TBD
Revenue Enhancemerrts TBD
Sub-total $ 5,437,287
Revenue Enhancement Alternatives
GENERAL FUND
Fiscallmpact Cumulative
Department
Impact
TCD
Light pole banner fees $ 72,050 $ 72,050
$ 'I-~7;4~ $ 189,535
~$~~`~ $ 233,860
$---~38,~A9 $ 372,860
Parks and Recreation
$~99 $ 'I.7'-r'~
Revised to memberships and driving rage fees only ($125,000)
Public Works
$--~33
Increase ROW ermit fees b 25% $ 56,000 $ 428,333
Cumulative
City Impact
$ 372,860
550,560
$ 978,893
Fire Rescue
EMS Trans ort Fee Increase MDFD to increase in Jul $ 720,000 $ 720,000 $ 1,698,893
MINIMAL SERVICE IMPACT ALTERNATIVES, INCLUDING REOGANIZATIONS, ETC.
Positions
Cum. Dept. Total Proj. Mgt 8 Non
Im ct Im act Im ct Vacant Filled Admin M t.
GENERAL FUND
Ma r 8 Commission
Eliminate secretarial sition $ 47,000 $ 47,000 -1 -1 -1
Finance
Eliminate 1 position in liens as a result of self-serve electronic uncertified
lien search to be implemented in the 4th quarter of FY 2006/07
$ 52,153 $ 52,153 -1 -1 -1
Eliminate 1 position in accounts payable due to decentralization to be
implemented in the 4th quarter of FY 2006/07 resulting in decreased
turnaround time for check issuance $ 89,161 $ 141,314 -1 -1 -1
Eliminate 2 positions in licensing to be offset by web module
implementation allowing for self service $ 79,769 $ 221,082 -2 _2 _2
Eliminate 1 cashier position increasing wait time for paying customers -
use a cesh kiosk and 24 hour drop box as a partial offset $ 43
272
, $ 264,354 -1 -1 -1
Eliminate 1 position in resort tax eliminating one on one service at the
wunter and delaying monthly data entry and reporting by 45 days $ 64
71
,
1 $ 329,065 -1 -1 -1
Procurement
Replace Assistant Director position with lower level position (e.g.
Procurement Coordinator) $ 14,668 $ 14,668 0 1 -1
Nei hborhood Services
Eliminate Special Projects Coordinator Position and Merge with Code
Compliance Division Director $ 74,942 $ 74,942 -1 -1 -1
Parks 8 Recreation
Eliminate 2 Facilities Mana ers $130,639 $130,639 -2 -2 _2
Public Works
Eliminate Asst. Director
$ 141,224 $ 141,224 -1 -1 -1
Eliminate Traffic Engineer Position with offsetting increase for outside
traffic engineering consultant services $ 18,493 $ 159,717 -1 -1 _1
Eliminate Engineering Assistant II assisting plan review as functions
already absorbed by other positions $ 43,163 $ 202,880 -1 -1 _1
Charge 5% allowable for PTP administration $ 140,000 $ 342,880 0
Charge 1 environmental position to Stormwater Fund
$ 67,715 $ 410,595 0
Shift 50% of Street Superintendent expense to Stormwater Fund as
position supervises both SVeets/SVeetlights and Stormwater Division $ 43,601 $ 454,196 0
Charge Parking Fund for annual contract maintenance for approximate)
700 parking lot lights @ $11.00 per light per month $ 93,000 $ 547,196 0
Police
Reduce 2 Complaint Operator II positions (Technical Service
Communications)with minimal impact. $ 76,162 $ 76,162 -2 -2 -2
Restructure to eliminate 1 Assistant Chief of Police. Administrative
responsibilities will be assumed by remaining Assistant Chief and Chief
$ 160,578 $ 236,740 -1 -1 -1
Restructure the staffing for the Backgrounds unit by eliminating four (4)
Police Officers and hiring four (4) civilian personnel to conduct employees'
background investigations (Support Services, Backgrounds).
$ 82,374 $ 319,114 0 4 -4 0
Eliminate Captain of Police (PaVol, Field Support). Functions o
specialized paVol units will be dispersed to the patrol shifts reporting to
district captains. $ 125,391 $ 444,506 -1 -1 -1
Eliminate one Police Fleet Specialist (Support Services/Property Unit).
Duties will be distributed between remaining Property Unit personnel and
Fleet personnel. $ 42,213 $ 486,719 -1 -1 -1
Reduce Dispatchers by four (4) (Technical Services/ Communications).
Appropriate staffing can be accomplished with remaining positions. $ 156,895 $ 643,614 -4 -4 _4
Reduce by one Police Officer for position coordinating the police response
at the 63 St./Bridge renovation project. This project will be completed
prior to his retirement. $ 67,031 $ 710,645 -1 -1 -1
Fund one Property Evidence Technician supporting tow duties from
Parking Fund $ 34,850 $ 745,495 0
Fire
Reduce one Assistant Fire Chief mid-year $ 87,062 $ 87,062 -1 -1 -1
Ci ide
Reduce health insurance contingency based on recent Humana
estimates $ 461,000 $ 461,000 0
Total $ 2,437,067 -24 -14 -10 -15 -9
TOTAL POTENTIAL REDUCTIONS
De artment $ Im ct Position Im acts
eneral Fund
in CSL
Efficiency
Reor .Etc. o en a
Service
Reductions
Total
Total
Im ct
Proj.
Vac.
Filled
Mgt 8
Admin
Non
M t
Ma r & Commission $ - $ 47,000 $ - $ 47,000 -1 -1 0 -1 0 3.2%
Ci Mana er $ 42,200 $ - $ 205,355 $ 247,555 -2 -1 -1 -2 0 9.6%
Communications $ 26,628 $ - $ 59,331 $ 85,959 -1 -1 0 0 -1 6.3%
OBPI $ 13,956 $ - $ 209,102 $ 223,058 -2 -1 -1 -2 0 10.5%
Finance $ 51,050 $ 329,065 $ 138,581 $ 518,697 -8 -1 -7 -8 0 10.4%
Procurement $ 12,925 $ 14,668 $ 6,293 $ 33,886 0 1 -1 0 0 3.5%
Human Resources $ 20,190 $ - $ 113,030 $ 133,220 -2 0 -2 -2 0 8.4%
Labor Relations $ 6,868 $ - $ 54,187 $ 61,055 -0.5 0 -0.5 -0.5 0 15.5%
Ci Clerk $ 36,336 $ - $ 28,437 $ 64,773 -1 -1 0 -1 0 3.6%
Ci Attome $ 50,000 $ - $ 142,580 $ 192,580 -1 -1 0 -1 0 4.3%
Economic Develo ment $ 3,650 $ - $ 56,027 $ 59,677 -1 0 -1 0 -1 6.0%
Buildin $ 150,000 $ - $ - $ 150,000 0 0 0 0 0 1.8%
Plannin $ 73,294 $ - $ 11,000 $ 84,294 0 0 0 0 0 2.5%
TCD $ 128,551 $ - $ 117,407 $ 245,958 -1 0 -1 -1 0 7.0%
Nei hborhood Services $ 121,181 $ 74,942 $ 368,185 $ 564,308 -7.5 -3 -4.5 -3 -4.5 9.3%
Parks 8 Recreation $ 936,054 $ 130,639 $ 445,587 $ 1,512,280 -17 -14 -3 -3 -14 5.0%
Public Works $ 125,000 $ 547,196 $ 265,479 $ 937,675 -7 -6 -1 -2 -5 13.1%
CIP $ 33,990 $ - $ - $ 33,990 0 0 0 0 0 1.0%
$ -
POlice $ - $ 745,495 $ 713,778 $ 1,459,273 -24 -17 -7 $ -18 1.9%
Fire $ 387,614 $ 87,062 $ 1,832,489 $ 2,307,165 -6 3 -9 -2 -4 4.9%
Ci 'de $ 25,000 $ 461,000 $ 405,183 $ 891,183 0 0 0 0 0 7.2%
Ci 'de Securi $ 144,805 $ 144,805
Subtotal $ 2,244,487 $ 2,437,067 $ 5,316,837 $ 9,998,391 4.5%
Eliminate Transfer for WASD Fees $ 1,000,000 $ 1,000,000 100.0%
Eliminate Addtl. Transfers to 11% $ 3,338,419 $ 3,338,419 100.0%
Homeowners Dividend $ 4,900,000 $ 4,900,000 100.0%
Addtl. Transfers to Risk Fund $ 1,000,000 $ 1,000,000 100.0%
Total General Fund $ 6,582,906 $ 2,437,067 $ 11,216,837 $ 20,236,810 -82.0 -43.0 -39.0 -34.5 -47.5 8.1%
internal Service Funds
Information Technolo $ 548,000 $ - $ 226,482 $ 774,482 -3 -3 0 -3 0
Risk Mana ement $ 273,453 $ - $ 51,990 $ 325,443 -0.5 0.0 -0.5 -0.5 0.0
Central Services $ 10,725 $ - $ - $ 10,725 0 0 0 0 0
Pro Mana ement -still under review $ 98,404 $ - $ 101,015 $ 199,419 -4 -2 -2 0 -4
Fleet Mana ement $ 7,000 $ - $ 91,940 $ 98,940 -1 -1 0 0 -1
Total Internal Service Funds $ 937,582 $ - $ 471,427 $ 1,409,009 -8.5 -6.0 -2.5 -3.5 -5.0
Total $ 7,520,488 $ 2,437,067 $ 11,688,264 $ 21,645,819 -90.5 -49.0 -41.5 -38.0 -52.5
as of 7/19/07
SERVICE REDUCTION ALTERNATIVES
Positions
Cumulative
Im ct Department
Im act Total
Im act Proj.
Vacant
Filled Mgt 8
Admin Non-
Admin
GENERAL FUND
Ci Mana er
Eliminate Office Associate N
Eliminate Chief of Staff merging function with Human
Resources/Labor Relations $ 48,852
$ 156,503 $ 48,852
$ 205,355 -1
-1 -1
-1 -1
-1
Communications
Eliminate Public Information Specialist position providing reduced
support to Cultural Arts, Tourism and other departments $ 59,331 $ 59,331 -1 -1 _1
OBPI
Eliminate facilitation training for department liaisons, including
licensed dvd, printing, supplies, etc
$ 6,885
$ 6,885
0
Reduce Grants Travel and Training to Grants Presentations only -
reducing networking opportunities with granting organizations, etc.
$ 2,700
$ 9,585
0
Reduce non-profd and internal audits by eliminating outside
consultants $ 12,000 $ 21,585 0
Eliminate budget position -will reduce level of analysis possible,
reduce turn around times, and reduce level of budget book
documentation -including support costs $ 114,193 $ 135,778 -1 -1 _1
Eliminate 1 position reducing staff available for best practice reviews,
performance improvement studies, surveys, etc. incliding support
costs $ 69,346 $ 205,124 -1 -1 -1
Eliminate Sterling Training 8 Conference $ 3,978 $ 209,102 0
Finance
Eliminate 1 position in the Revenue Section delaying reconciling o
revenues by 45 days and the annual audit by 45-60 days
iminate 1 position responsible for Fixed Assets, delaying recording
of faed assets in the general ledger and delaying the year-end closing
and annual audit b 90 da $ 52,764
$ 85,818 $ 52,764
$ 138,581 -1
-1 _1
-1 _1
-1
Procurement
Eliminate Professional Services for independent review of contractor's
litigation history -absorbed by staff to the extent possible $ 6,293 $ 6,293 0
Human Resources
Additional salary savings due to merging Chief of Staff function with
Human Resouroes/Labor Relations $ 25,486 $ 25,486 0
Eliminate 1 HR Administrator position -Staff will be reassigned
responsibilities during restructuring. Remaining Specialist,
Technicians and Assistant Director will have to assume
responsibilities. However, Background Processing, Recruitments,
Testing and Audit needs may be reduced due to decreased
recruitment $ 73,435 $ 98,921 -1 -1 -1
Eliminate OAII added in FY 2006/07 for filing etc. $ 14,109 $ 113,030 -1 -1 -1
Labor Relations
Merge labor relations specialist position and safety training function $ 51,990 $ 51,990 -0.5 -0.5 -0.5
Reduce training and awards which would affect the ability to sta
informed on Employee 8 Labor Relations issues $ 2,197 $ 54,187 0
Ci Clerk
Eliminate Admin Aide I $ 28,437 $ 28,437 -1 -1 -1
Ci Attome
Additional reduction to Outside Counsel $ 10,000 $ 10,000 0
Reduce misc. (outside counsel, temp labor, telephones, office
supplies, subscriptions, dues 8 memberships, training, etc.) $ 21,888 $ 31,888 0
Temporary freeze one of two vacant First Assistant City Attorney
Positions $ 110,692 $ 142,580 -1 -1 -1
Economic Develo ment
Reduce roe a reisals $ 5,000 $ 5,000 0
Eliminate 1 osition for field monitorin of Concessions and Markets $ 51,027 $ 56,027 -1 -1 -1
Plannin
Professional services for Planning Intern -initiatives for North Beach
and other neighborhoods may be affected $ 11,000 $ 11,000 0
Positions --
Cumulative
Department Total Proj. Mgt 8 Non-
Im act Im ct Im act Vacant Filled Admin Admin
TCD
Eliminate the de artment rece tionist $ 42,407 $ 42,407 -1 _1 _1
Eliminate overtime at the Bass Museum $ 10,000 $ 52
407 0
Eliminate a anded arts education ro ram in schools $ 65,000 ,
$ 117,407 0
Nei hborhood Services
Eliminate Business Liaison PositioNComm Res Coor $ 71,120 $ 71,120 -1 -1 _1
Eliminate fundin for Resident Guide $ 17,000 $ 88,120 0
Eliminate Graffiti Eradication ram $ 50,000 $ 138,120 0
Eliminate Code Director $ 77,193 $ 215,313 -1 _1 _1
Eliminate Code Ombudsman $ 66,060 $ 281,373 -1 -1 -1
Eliminate Answer Center staffin $ 86,812 $ 368,185 -3.5 -3.5 -3.5
Parks 8 Recreation
Eliminate Recreation Vacant Positions (1 Supervisor 1, 4 Rec Leade
(Part-time), 4 Customer Service Representatives (FT), 2 Concession
Attendants (PT), 1 Office Associate 3 (FT)) -may impact participation
levels and cleanliness $294,209 $294,209 -12 -12 -1 -11
Reduce DJ's, Rentals, and other miscellaneous expenses- The
recreation department has historically used unallocated funds to
make up the difference when the division holds additional events and
pro rams not previously anticipated. $67,500 $361,709 0
Do not fund Cheerleaders' trip -The cheerleaders have historically
fund raised in order to attend their competitions. $19,500 $381,209 0
6eRSetidate ~ ~arae & ~'st ~xae J?ssgraars iate ~ Jesatiea - +
yregraras fec fire skeet sFiildrea offered fraaa S arw to fleen at
FJaaaiager AleRa Sgere aaA t~Auss 9aFke - Fedusiag 3
i
~+
+e'as-- 7 -3 -3 -3
Defer court re-surfacing- this money is to help fund and help
refurbish and maintain existing tennis and basketball courts
throughout the city. Fairway Park $18,000 $435,587 0
Reduce advertising budget- less advertising to our residents abou
available ro rams ma reduce artici ation. $10,000 $445,587 0
Public Works
Eliminate Clerk Typist by consolidating functions with other clericals in
Department- Increase in clerical workload by 40%. $ 41
297
, $ 41,297 -1 -1 -1
~lireipate Favireaaaeatat Sgeciaalicst Jay seaselidatiag fuastier~s with
JeavireRmeaiat ~Aaaagec - tesus wiN Jae AIRBES aad r+aay Jimit
fs prejests soak as taeaakr ~ 6iuae resteratiea,
~~ X15 S 1J~g,^ :~' -~ ~
Eliminate ADA Coordinator position $ 82,993 $ 192,005 -1 -1 _1
Eliminate 1 of 2 Capital Project Coordinator Positions used to suppo
new CIP projects including Indian Creek W&S, North Beach Rec
Corridor, Beachwalk South of 5th, 16th Street Improvements, Bridges,
etc. -potentially delaying projects and reducing oversight which may
lead to increased cost $ 73,474 $ 265,479 -1 -1 _1
Police
Eliminate eight Public Safety Specialists (Patrol, Community
Outreach). In doing this, the Community contacts will be replaced by
increased activi from remainin PSS's and Patrol Officers. $ 344,031 $ 344,031 -8 -8 _g
Eliminate one data entry position (Technical Services/Records). The
impact may cause delays on the entries beyond 10 day target. $ 30,228 $ 374,259 -1 -1 -1
Eliminate Special Projects Coordinator (Chiefs Admin.).
Administrative duties will be distributed to remaining personnel.
Timeliness and accuracy may be compromised. $ 88,559 $ 462,818 -1 -1 -1
Eliminate one Crime Prevention Specialist Crime prevention
responsibilities will be assumed at the district level. The City-Wide
Crime Watch function may be reduced. (Patrol Division) $ 59,410 $ 522,228 -1 -1 -1
Eliminate one Communication Operator position (Technical Service
Communications). Our current staffing level for Communication
Operator (CO) is 16, we could reduce that position by one which
would leave us with 15 and face minimal impact. Current filled
postions = 13. We would not have forced overtime and we would re-
adjustour employees days off to cover the work week. $ 36,972 $ 559,201 -1 -1 -1
Eliminate one Captain of Police (Support Services, Personnel
Resources). Functions will be combined in Support Services Section. $ 125,391 $ 684,592 -1 -1 -1
Eliminate one Clerk Typist position (CID/Administration) $ 29,186 $ 713,778 -1 -1 -1
P ositions
Cumulative
Department Total Proj. Mgt 8 Non-
Im act Im act Im act Vacant Filled Admin Admin
Fire
Eliminate 1 of 3 preventive maintenance mechanics $ 60 497 $
60 497 1 1 1
3- -~--a~69;AA8 3- -~6~487 9
Eliminate one Iffeguard tower between 72 St. and 87 St. by re-spacing
remaining 6 towers based on utilization $ 125,000 $ 285,497 -3 -3 _3
Ckaage tke Asean iZeceue 8wasien schedule to 9a to by during
Eliminate the Executive Assistant to the Chief $ 114,134 $ 714,631 -1 -1 -1
i2edusa ti+e Fwe i2essue Aver;wne iiudgets t>y red++eiag miairaum
~ 3- --a,956,6A6 3- ~4,g34• A
Nse state ser#if+ed inspesterc fer €aFe inspestien Pregraaa
i~PH~ ;~ ~ $400,244 -net of pension saving
ws~lts in General Frond savxags of $07,808. ~qis increases to
3280,808 in year ~ savings Sense pension savings are realised in
Genofal and increases faRt+er in fature years due to
inearafive insreases and pension differential up to 3Fi88s088
3- ---~,8a8 3- ~;8.~488 9 7 -7 g
Ci 'de
Eliminate Hazard Mitigation Grant Match $
3-
3 200,000
-4,C-93
--3~1~ $
3
$-- 200,000
-~A4,G83
-~p~8F6
3-
$
Cultural Arts Council -reduction to FY 2004105 level offset with $ ---2,4&6
4,004
50,000 ~
$-~
$ --~08:O~b
----218,6
260,686
growth in Quality of Life funding
~~
$--
---~0A8
3
--~si6
C
86 Confirm offset from QOL
Eliminate funding for Homeless job program unspent in prior year
lADR6 $
~
3-
3
$ 45,000
--CAB
--6066
-~s068 $
~--
~
$--- ,
r
335,686
---~r186
-346~8C
-~i~~
~~
South Beach Food and Wine --
3--
3-
3
$~
3 ---589
-b,899
--x,718
-1,668
~15,000
1~,~4g 3-
$--
~
s-- -gG6
---364;930
--~306sg30
936
-~o~,~3
ncreased to $25,000
Minimal reductions in Security for Boardwalk, N. End Parks, Pool,
Youth Center with $50,000 offset for contingencies $ 144,805 $ 144,805
Homeowners Dividend $ 4,900,000 $ 4,900,000
Eliminate Risk Management Transfers -used to reduce deficit in $ 1,000,000 $ 5,900,000
IBNR liabilities
Total -5 - - - - - -
P ositions
Cumulative
Department Total Proj. Mgt 8 Non-
Im act Im act Im act Vacant Filled Admin Admin
INTERNAL SERVICE FUNDS
Information Technolo
imm~te etwo mmistretor osition rom
Telecommunications Team, which was to be filled by a Security
Administrator. (impacts the City by reducing auditing,Vacking and
remediation of security related issues as it relates to R,
Telecommunications (VOIP), Application security exposure, and
Infrastructure vulnerabilities leaving the City exposed to issues
alread raised b external auditors in the ast. $ 69,608 $ 69,608 -1 -1 -1
Eliminate 1 Systems Analyst Position from the Applications Team
(impacts the ability to support over 1,000,000 lines of code currently in
use by City Web Applications currently running and the ability to
develop new Web Applications that may reduce the impact felt from
C' ide labor force reductions. $ 59,209 $ 128,818 -1 -1 -1
Eliminate 1 Senior Systems Analyst Position from the Applications
Team (impacts the ability to coordinate ERP modules implementation
between clients and the Vendor) $ 97,664 $ 226,482 -1 -1 -1
Risk Mana ement
Merge labor relations specialist position and safety training function $ 51,ggp $ 51,990 -0.5 -0.5 -0
5
Eliminate funding to reduce Fund BalancelRetained Earnings Defici .
with offsetting reduction in transfer from the General Fund. Failure to
properly fund the Self-Insurance balance may ultimately effect the
City's financial ratings. Based on Actuarial estimates, the Curren
liabilities are $19,581,820. The current fund balance is approximately
$8,000,000. $ 51,990 0
Pro Mana ement
immate posibons un by eigh ervices ra dU
rem $ - -2 -1 -1 -2
Eliminate Graffiti Coordinator Position - An MSW III would be $ 63,886 63,886
assigned to perform supervisory functions. This would reduce the
graffiti cleaning capacity by 1 employee. -1 -1 -1
Eliminate Storekeeper Position -Reduces the ability to order and $ 37,129 101,015
issue supplies. Eliminates the ability to handle warehouse functions
when storekeeper II is out on leave. _1 -1 1
Additional review of trades ositions undervva 101,015
Fleet
Eliminate Holiday Overtime Coverage for Special Events - No
Support for departments during non-business hours. Major impact to
end user. Increased "Downtime". This is similar to service provided
during non-special event weekends - We will also evaluate
privatization of this function $ 34,500 $ 34,500 0
Eliminate General Overtime forAuctions -potential impact on revenue
from auctions held during normal business hours. $ 12,000 $ 46,500 0
Eliminate one Mechanic II -Diminished Technician support, delays in
repairs and increased downtime may result. Coverage for employees
on vacation, out sick or training may be impacted. $ 45,440 $ 91.940 _1 -1 -1