1995-1996Fiscal Year 1995 - 1996
Annual Budget
Miami Shores Village
Florida
Councilperson
Cesar Sastre
Councilperson
Michael Boyle
MAYOR
Louis S. Imburgia, Jr.
VILLAGE MANAGER
Michael R Couzzo, Jr.
Finance Director
Patricia Varney
Councilperson
William I Heffernan
Councilperson
Mary Ross Agosta
MIAMI SHORES VILLAGE
ORGANIZATION CHART
VILLAGE ATTORNEY
1995 -1996
VILLAGE CITIZENS
VILLAGE COUNCIL
BOARDS
Handicapped Services
MAYOR LOU IMBURGIA
Planning & Zoning
Pension
VICE MAYOR CESAR SASTRE
Personnel Appeals
COUNCILMAN WILLIAM HEFFERNAN
Code Enforcement
COUNCILMAN MICHAEL BOYLE
Historic Preservation
COUNCILWOMAN MARY ROSS AGOSTA
Library
Fine Arts
Recreation Advisory
Country Club Advisory
Beautification Advisory
VILLAGE MANAGER
VILLAGE CLERK FINANCE DIRECTOR
Administration
Only
POLICE PUBLIC RECREATION LIBRARY
DEPARTMENT WORKS
BUILDING & HUMAN CODE MARKETING
ZONING RESOURCES COMPLIANCE
ICS
GOVERNMENT FINANCE OFFICERS ASSOCIATION
Distinguished
Budget Presentation
Award
PRESENTED TO
Miami Shores Village,
Florida
For the Fiscal Year Beginning
October 1, 1994
2
President E (f7 xecutive Director
The Government Finance Officers Association of the United States and Canada (GFOA) presented
an Award for Distinguished Budget Presentation to the Miami Shores Village, Florida for its annual
budget for the fiscal year beginning October 1, 1994.
In order to receive this award, a governmental unit must publish a budget document that meets
program criteria as a policy document, as an operations guide, as a financial plan and as a
communication device.
The award is valid for a period of one year only. We believe our current budget continues to conform
to program requirements, and we are submitting it to GFOA to determine its eligibility for another
award.
CH
SHORES .
TABLE OF CONTENTS
PAGE
Village Manager Budget Message .......... ............................... 1
INTRODUCTION
Community Profile ...................... ............................... 5
Principal Taxpayers ...................... ..............................8
FY 96 Goals & Budget Development Guidelines .............................. 9
Financial Policies ........................ .............................11
Explanation of Budget Basis & Budget Process .............................. 14
GENERAL FUND
Explanation of General Fund ............. ............................... 16
Millage Rate Trend History (Graph) ....... ............................... 17
1995 Projected Millage & Taxable Value .... ............................... 18
Projected FY 95 Fund Balance - General Fund .............................. 19
Matrices to Show Relationship Between Certain Revenues & Expenses ............ 20
Where the Money Comes From (Graph) .... ............................... 21
Estimated Revenue - By Line Item ......... ............................... 22
Revenue Assumptions .................... .............................24
Where the Money Goes (Graph) ......................................... 26
Estimated Expenditures - By Department .... ............................... 27
Estimated Expenditures - By Line Item ..... ............................... 28
What City Services Cost Per Week? (Graph) . ............................... 30
Expenditure Detail
Mayor and Council ....................... .............................31
Legal Counsel 35
Village Manager ........................38
Marketing............................. .............................45
Human Resources ....................... .............................52
Village Clerk ........................... .............................59
Building & Zoning ..................66
Code Enforcement & Community Affairs . ..... ............................. 73
Finance.............................. .............................80
I Non- Departmental ....................... .............................88
Police................................ .............................91
Public Works ........................... ............................102
1 Waste .............................. ............................108
Parks................... ............................... .......111
Streets.............................. ............................114
Public Works Administration .......... ............................... 118
Recreation Maintenance .............. ............................... 121
Motor Pool ........................... ............................124
Recreation 126
Library............................ ............................... 135
TABLE OF CONTENTS
(CONT'D)
Personnel Costs (Graph) ............... ............................... 144
Summary of Personnel & Positions ....... ............................... 145
CAPITAL PROJECTS FUND
Explanation of Capital Projects Fund .... ............................... 149
Five -Year Capital Improvement Plan ...... ............................... 151
Proposed Capital Expenditures FY 1996 -2000 (Graph) ....................... 153
Projected FY 1995 Fund Balance - Capital Projects Fund ..................... 154
Revenue by Source (Graph) ............. ............................... 155
Estimated Revenue ...................... ............................156
Expenditures by Function (Graph) ........ ............................... 157
Expenditures by Department ............ ............................... 158
Expenditure Detail
Finance............................... ............................159
Non - Departmental ....................... ............................160
Police............................................................ 161
Waste. ............................... ............................162
Parks.. ............................... ............................163
Streets............................. ............................... 164
Recreation Maintenance ................ ............................... 165
Recreation .......................... ............................... 166
Library............................ ............................... 167
STORMWATER UTILITY
Projected FY 95 Fund Balance
FY 96 Revenue Source
FY 96 Expenditures ................... ............................... 169
INSURANCE SERVICE FUND
Projected FY 95 Fund Balance
FY 96 Revenue Source
FY 96 Expenditures ................... ............................... 170
CAPITAL IMPROVEMENT PROJECTS
FY 96 Capital Improvement Projects & Its Operational Impact ................. 171
GLOSSARY....................... ............................... 173
June 30, 1995
Honorable Mayor and Members of the Village Council
Miami Shores Village
r i
In accordance with the Village Charter of Miami Shores Village, I hereby submit the proposed
General and Capital Projects Fund budgets for Fiscal Year 1996 for your review and consideration.
The budget document represents an extensive and comprehensive analysis of Miami Shores Village's
existing conditions, and provides for its financial needs for Fiscal Year 1995 -96. As Village Manager,
I remain steadfast in my commitment to a policy of fiscal conservatism, while simultaneously
maintaining a responsibility to providing a vision and blueprint for the future: A steady course of
action which provides opportunities that will enable Miami Shores Village to meet the challenges of
the future and ensure the community's ability to flourish in coming years.
The proposed General Fund budget is $8,219,552, a decrease of $142,118 compared to the revised
Fiscal Year 1995 budget. This represents an overall decrease of 2% over the previous year. The
proposed Capital Fund budget is $562,286.
The Fiscal Year 1996 proposed budget is comprised of a number of cost efficiencies, including the
use of surplus funds from the previous year. The representative dollars which are being brought
forward is approximately $370,000; $130,000 of which represents a surplus from the IBNR fund.
The proposed budget's overall goal of "NO PROPERTY TAX INCREASE AND NO GARBAGE
FEE INCREASE" has been achieved. This is combined with improved levels of service, increased
funding for repairs to the infrastructure, additional beautification projects, expanded recreational
services, and more efficient procedures within the Village Hall.
New policies regarding cost of living increases and longevity pay have been instituted. A 2% cost
of living adjustment has been budgeted for all FPE and general employees, including those employees
who have reached the top end of their salary ranges. This is a new policy which goes hand -in -hand
with the new longevity pay policy. In past years if an employee had "topped out ", a longevity bonus
equal to 5% of the salary would be paid annually. The new policy stipulates that employees with 7 -13
years of service receive $500, 14 -20 years of service receive $1,000, and 21 years or more of service
receive $1,500.
Additional restructuring of individual department budgets has occurred within the proposed budget.
These allow for more accurate accountability within the budget. I have listed below some of the
Fiscal Year 1996 highlights:
VILLAGE MANAGER
As Mrs. Fugazzi was appointed as the new Village Clerk, her salary has been shifted from the Village
Manager budget to a new, separate department. The Village Manager's salary remains at the Fiscal
Year 1995 level, with only the addition of the 2% cost of living adjustment. Funds have been
included to allow for leasing of a vehicle for the Village Manager. The previously budgeted car
allowance, which had been budgeted in the Training & Per Diem category, has been reallocated to
provide for a leased vehicle.
VILLAGE CLERK
This newly formed department includes the Clerk's salary, as well as support staff for recording of
other Village Committee/Board minutes. Legal advertising of new Ordinances, as set forth in the
Florida State Statutes, is budgeted under Other Current Charges. To begin the clerk certification
process, funds have been budgeted for attendance at the Clerk's Institute in Jacksonville.
HUMAN RESOURCES
A new, separate department has been added to the budget to reflect the recent change in functions.
All costs associated with personnel, including advertising, screening exams, EAP services, etc. will
be funded from the Human Resources Department budget.
POLICE DEPARTMENT
The Village has received federal grant funds through the COPS FAST program to allow for an
additional police officer. The grant funds 75% of the associated costs. The differential will be funded
through the Forfeiture Fund. Upgrading of the Department's communications system will be financed
with no interest charges through Metro Dade. The purchase of the 9990 N.E. 2nd Avenue building
from the Archdiocese plays a major role in the plans for the next fiscal year. Decisions regarding
financing alternatives , renovation studies, architectural design, etc. will need to be analyzed and
addressed. As this project is one of the most important projects the Village has undertaken in many
years, serious consideration will be given to all aspects of the renovation process.
PUBLIC WORKS
Monies derived from the 1/2 mill levied from Fiscal Year 1988 through Fiscal Year 1992 for road -end
beautification, will be exhausted by 9/30/95. $10,000 has been budgeted in this budget for the road -
end beautification. Additionally, salary expenses for an employee to maintain these areas has been
funded in the General Fund beginning with Fiscal Year 1996. Rather than budgeting for the capital
expense of purchasing a new chipper truck, a lease purchase program has been budgeted at $42,800.
The recent completion of a solid waste fee study indicates that the rate we currently charge for
residential pick -up ($420 annually) is equitable. We are looking towards recapturing the multi- family
dwellings (apartments, condos, etc.) and certain commercial accounts, that are currently using
commercial haulers.
MARKETIN G
This newly formed department includes the Director's salary, as well as funding for new promotional
materials which will highlight the benefits of living and working in Miami Shores. Specifically, funds
have been budgeted for a new "Welcome to Miami Shores" brochure, printing of the recently
improved monthly Village Newsletter, advertising, and membership in area Chambers of Commerce.
BUILDING & ZONING
A recent staff study investigated the present permitting fee schedule, comparing neighboring
municipality's fee structures against those of Miami Shores Village. The results indicated that the
Village was below the average in many categories. Therefore, the Village Council adopted an
Ordinance amending the Village Code of Ordinances as they relate to building permit fees. The
projected increase in revenue is approximately $12,000.
FINANCE
Conversion of the outdated mainframe computer system to a PC network system has been budgeted
at $22,400. This will allow for a more efficient response time to inquiries. The Fiscal Year 1995
Budget presentation was the recipient of a prestigious and distinguished award from the Government
Finance Officer's Association. We hope to repeat this accomplishment with this year's presentation.
RECREATION
Assessment of the vacant Recreation Director position is ongoing and a thorough analysis of all
recreational programs and staffing needs is being conducted. Upon completion of the assessment and
analysis, a decision regarding the administration of the Recreation Department will be made.
Upgrading of the tennis court lights have been budgeted at $31,500. Additionally, due to
deterioration, the C. Lawton McCall Community Center roof is in need of replacement.
GENERAL INFORMATION
Miami Shores Village serves 10,123 residents. It is one of the older, well established communities
in South Florida. The Village is fully developed with very little new construction activity. As a
consequence of these conditions, the Village is faced with the problem of a static revenue base. The
Community also supports several churches, the Catholic archdiocese, and a private religion
educational institution which have removed property from the Village's tax rolls. As the educational
institution has expanded, additional taxable land has been removed from the tax rolls. All of those
factors place the Village of Miami Shores in an unfavorable position with respect to future tax
revenues, especially with Amendment 10 effective this October that allows all Homestead properties
to increase the property value by 3% or CPI whichever is lower. The Village currently levies a
millage rate of 8.493, while Florida Statutes impose a cap of 10 mills. The Village administration
continues to investigate the potential for new revenues. Small inroads are being realized with new
businesses as the Marketing Department is working with various Chambers of Commerce and
business leaders to promote Miami Shores Village as a viable alternative to other areas. As Miami
Shores Village is virtually fully developed, building permit revenues are derived from renovation
projects rather than new construction. Diligent work by the Code Enforcement Department will
ensure compliance with permitting regulations to allow for maximum revenue. Management also
continues to look into the possiblility of contracting police services to other communities, annexation,
and performing user fees studies.
The Village's Fund Balance at the start of my tenure with the Village (9/30/93), stood at $1,374,184,
with outstanding debt owed to Barnett Bank of $298,263. This results in net Fund Balance of
$1,075,921. By 9/30/96, the Fund Balance is projected to grow by 22.5 %, or $242,598 to
$1,318,519. This growth is calculated after the Fiscal Year 1996 appropriations have been made and
is based on reimbursing the Fund Balance $193,803 from the General Fund.
I believe that the proposed budget represents a realistic forecast of operating expenses and revenues.
Although I have not proposed an increase in the garbage fees for the second consecutive year, and
have based the Fiscal Year 1996 budget on a mill rate of 8.493 rather than the previous mill rate of
8.66, I have appropriated surplus funds to adequately provide police, recreation, public works, and
code enforcement services to the residents of Miami Shores Village. Additionally, funds have been
budgeted for improvements to Village owned buildings, road resurfacing, and upgraded and new
landscaping.
DEBT SERVICE
The City's debt history is one of conservatism. The last issuance of debt by Miami Shores Village was
October 1, 1991 for a Capital Improvement Revenue Bonds in the amount of $443,782.00. The
Villages' philosophy regarding debt service is to pay -as- you -go policy, although sometimes advanced
funding is appropriated for financing infrastructure and capital improvements. The outstanding
principal balance on the Village indebtedness as of September 30, 1995 is $202,543.00 which is .06%
of the total assessed valuation of the taxable property within the City boundaries.
In FY 1996 the Village has proposed to finance the purchase of $42,800 chipper truck. The Village
has also set up a $500,000 line of credit for emergency expenses that may occur due to hurricanes.
There is no legal debt limits in the State of Florida because any municipality can issue General
Obligation Bond with voters approval, and the financing of the bonds can go beyond the 10 mill cap
allowed by Florida Statutes. As mentioned earlier, since Miami Shores is a conservative community,
no debt limit is set and every debt issue will be discussed in great detail by the Council.
The Fiscal Year 1996 Budget is a reflection of the hard work and dedication shown by the staff of
Miami Shores Village, both in the actual preparation, and more importantly, in the efficient and
economic manner in which the department heads have effectively managed their departments. It is
a tribute to their efforts and cooperation. In addition, I would like to take this opportunity to extend
my appreciation to the Finance Department under the leadership of the Finance Director, Patricia
Varney, for her effort and professional expertise in preparing this budget document.
Sincerely,
Michael R. Couzzo, Jr.
Village Manager
4
MIAMI SHORES VILLAGE
Date of Incorporation
Form of Government
Area
Miles of Streets
Number of Street Lights
Land Use ( o
Residential
Commercial
Recreational
Educational/Religious
Racial Composition (%)
White
African American
Hispanic
Educational Attainment (!/
Less than High School diploma
High School Diploma
Some College, no degree
Associate degree
Bachelor's degree
Graduate or Professional degree
Population
1995
1994
1993
1992
1991
1990
COMMUNITY PROFILE
DEMOGRAPHICS
67.6
5.0
15.2
12.2
66.1
20.4
13.5
14.9
85.1
2.2
8.0
36.7
13.9
10,123
10,125
10,125
10,097
10,095
10,084
5
1932
Council/Manager
2 -1/2 square miles
40
1,038
Age Composition ( %)
Under 5
6.9
5 -14
11.3
15 -19
7.5
20 -29
13.0
30 -39
17.3
40 -49
14.8
50 -59
6.9
59 -64
5.2
65 & over
17.1
Household Income ( %)
Less than $15,000
16.7
$15,000- $24,999
18.7
$25,000- $34,999
6.0
$35,000- $44,999
10.9
$45,000- $54,999
9.6
Over $55,000
38.1
Median household income $41,670
Elections
Registered Voters 5,233
Vote casted last City election 1,369
% voting last City election 25.7
ECONOMICS
Occupation Composition ( %)
Construction Value
Executive /Administrative/Managerial
19.1
FY Commercial
Residential
Professional
20.6
Technicians & support
2.3
94 7,682,079
4,697,261
Sales
13.8
93 1,439,194
6,317,638
Administrative support
18.5
92 1,303,199
3,116,805
Private household
.4
91 1,395,011
3,027,508
Protective service
3.0
90 6,142,111
2,627,706
Service
8.4
Farming, forestry, and fishing
1.1
1995 Property Tax Assessed Valuation
Precision, craft and repair
5.4
Machine operators, assemblers & inspectors
2.3
Real property
$328,044,932
Transportation
2.6
Personal Property
13,238,272
Handlers, equipment cleaners, laborers
2.5
Centrally Assessed
681,979
SERVICE STATISTICS
Fire Protection
Number of Stations 1
Number of Firemen and Officers (operated by Dade County) 7
Police Protection:
Number of Stations 1
Number of Policemen and Officers 34
Education:
1. University:
Number of Classrooms 80
Number of Teachers 456
Number of Students 6,850
2. Elementary School:
Number of Classrooms 71
Number of Teachers 216
Number of Students 1,732
3. Preschool and Centers:
Number of Classrooms 16
Number of Teachers 35
Number of Students 275
D
SERVICE STATISTICS (cont'd)
Recreation/Culture:
Number of Parks
Number of Libraries
Number of Volumes
57,878
Number of Employees 204
MIAMI SHORES VILLAGE, FLORIDA
PRINCIPAL ?TAXPAYERS
TAXPAYER PROPERTY OWNED
Biscayne Kennel Club
Northern Trust Bank
Shores Center
of Florida
Tropical Chevrolet, Inc.
Tropical Chevrolet
Borris Moroz and
9325 Block of Park Dr.
Phil Glassman
Shores Point
Burger King, Eckerd Drugs
George Bennett/
9500 Block of N.E.
Bennett Electric
2nd Avenue residence
Henry Everett
9600 Block of N.E.
2nd Avenue private resident
Sheila McDonald
11 Residential Properties in
Miami Shores
NCNB National Bank
NCNB
Konover Properties, Inc.
Shores Cinema
9800 Block of N.E. 2nd
Ave., and private residence
Thomas T. Lin
Hacienda Motel
Lihsuen Lin
9101 Biscayne Blvd.
8
1995 ASSESSED
VALUATION
7,210,383
2,900,000
2,303,801
2,299,435
1,790,888
1,741,630
1,240,797
965,876
938,465
919,210
$22,310.485
FY 96 GOALS AND .BUDGET DEVELOPMENT GUIDELINES
Overall Longer -Term Municipal Goals
Maintain residential environment within Miami Shores Village.
2. Ensure tax base stability.
3. Upgrade infrastructure with assistance from Dade County and State Revenues.
4. Target to expand recycling program to commercial sector.
5. Increase intergovernmental communications.
6. Increase awareness of Miami Shores Village as a quality urban community.
7. Attract new businesses and encourage use of the Village's business districts.
FY 96 Budget Goals and Guidelines
1. Property Tax Policy: The Village will set property tax rates to roll -back rate. This means
that the tax rate when applied to the current year's adjusted taxable value (across- the -board
or actual reappraisals of existing property and new construction value), generates the same
ad valorem tax revenue as the prior year.
2. New Revenue Options: The Village will continue investigating the possibility of annexing
Bal Mar and Davis Harbor to the Village of Miami Shores. The Village is also looking into
the feasibility of contracting police services to Barry University.
3. Garbage Fees Policy: The Village garbage fees remain stable at $420 per year, per
household. In FY 1996 the Village will recuperate all commercial accounts that are currently
being serviced by outside contractors.
4. Fund Balance Goal: The Village will continue to replenish the Fund Balance of $82,556 for
an appropriation two years ago to pay off a ten -year loan. Any surplus in FY 1995 will be
appropriated to balance FY 1996 budget. The Village will continue to designate 10% of
budget to hurricane expenses.
5. Limit New Positions: In FY 1996 there are no new positions, except (the COPS FAST
Program) as required to respond to federal mandates on public safety. 75% of the funding
is derived from the Federal Grant, and 25% from Forefeiture Fund. The other exception is
two part-time Youth Service attendants for a new recreational program.
6. Increase in Capital Projects funding: For the last two years, the Village has increased
funding to replace and upgrade equipment and to take advantage of new technology to assure
efficiency in Village services. The FY 1996 budget includes $749,174 in capital
improvements, a 3% increase compared to FY 1995. FY 1996 major equipment
replacements include a Radio system for the Police Department, a PC based network
computer system, a chipper truck, a front end loader and a garbage truck. Other major capital
improvements include roof replacements for the Community Center, Tennis Court lighting
and seawall railing.
7. Tight Budget/Continuation of Full Range of Municipal Services: Overall, the budget reflects
a strategy of holding the line on expenses while the property tax rate, garbage and recreation
fees remain unchanged compared to FY 1995. However, FY 1996 budget continues to
provide a full range of Village Programs. These include a new Youth Program which will
provide facilities for children to utilize game room equipment after school hours. Further,
the Village will expand its recycling program to include plastics. The services provided by
Miami Shores Village will continue to reflect a standard of quality and efficiency within a
sound and conservative financial management.
10
FINANCIAL POLICIES
Operating Budget Policies
O The Village will comply with all State and local legal requirements pertaining to the
administration of an operating budget.
O The Village will utilize a structured budget preparation and formulation process for
all departments. The process will encourage citizen input and participation. Five year
capital projections will be utilized in developing the operating budget.
O Essential services will receive first priority for funding. The Village will attempt to
maintain current service levels for all essential services.
O The Village will consider the establishment of user fees, or increase of user fees, as
an alternative to service reductions or elimination.
O In all efforts to balance the budget, the Village will attempt to avoid layoffs of
permanent employees. The Village may freeze salary or replacement of vacancy.
o The Village will pay for all current expenditures with current revenues. Long -term
debt will not be used to fund current expenditures.
O The Village will avoid budgetary procedures that balance current expenditures at the
expense of meeting future years' expenses such as accruing future years' revenues or
rolling over short-term debt.
O The budget will provide for adequate maintenance and replacement of capital plant
and equipment.
O The budget will appropriate sufficient funding to cover annual debt retirement costs.
O The Village will consider technological and capital investment programs which are
cost effective and which will reduce operating costs.
o The Village will maintain a budgetary control system to insure adherence to the
budget.
o The Village will employ a structured expenditure and revenue forecasting system to
allow for effective financial planning.
O The Village will prepare regular reports comparing actual revenues and expenditures
to budgeted amounts.
11
FINANCIAL POLICIES
(Continued)
o The Village will comply with a budgetary encumbrance control system to insure
proper budgetary control.
o At least every two years the Village will hold a public auction of surplus and obsolete
property.
o An independent audit will be performed annually and a management letter received
by the Village Council.
o The Village administration will promptly evaluate the audit management letter's
recommendations and determine the proper action to take in response to these
recommendations. A time frame for each action will be established and adhered to.
o The Village maintains a Capital Projects Fund. Fund will be appropriated annually to
provide for orderly replacement of equipment. The amount of the appropriations shall
be sufficient to provide funds for improvement or purchase of capital outlay.
Reserve Policies
o The Village will establish a contingency reserve to provide for unanticipated
expenditures. The reserve will be maintained at 0.5 to 1.0 percent of the general fund
budget.
o The Village will maintain an adequate fund balance in the General Fund to indicate
that it is in sound financial condition. This reserve will be maintained at
approximately 10 -15 percent of general funds expenditures.
Revenue Policies
o The Village will maintain a 10 year history of annual revenue. Any unusual
circumstances or events that affect drastic changes of revenue will be noted. This
encourages an accurate forecast of future revenues.
o The Village sets garbage fees at a level related to the full cost of providing the
services (i.e. direct, indirect and capital costs).
o The Village will establish affordable user fees for its Recreation Programs.
o The Village will calculate annually the full cost of activities supported by user fees to
identify the impact of inflation and other cost increases, and will revise user fees upon
approval by the Council during the budget process.
12
FINANCIAL POLICIES
(Continued)
o The Village will aggressively seek Federal and State grant and capital improvement
funds and evaluate future local fiscal impact.
o The Village will aggressively seek other revenue sources, such as annexation, and
contracting Village services to other communities.
Debt Policies
o The Village will issue debt only for capital improvements such as infrastructure and
equipment.
o The term of any debt issuance shall not exceed the useful life of the capital
improvement being financed, if possible no longer than seven years.
o The Village will not issue debt to subsidize or fund current operations.
® General obligation debt will not be used to fund enterprise activities.
o The Village will pay off existing debt issues if the resulting savings is significant.
Cash Management/Investment Policies
o The City will deposit all funds at the next day the funds are received.
o Investment of City funds will emphasize preservation of principal. The primary
investment vehicle is through the State Board of Administration. Any competitive
bids by other sources must exceed the current rate of return of the State Board by a
minimum of fifty basis points.
o Besides State Board, the Village administration is authorized to invest in those
instruments authorized by the Florida Statutes which both secure principal amount
and guarantee yield.
13
EXPLANATION OFBUDGET BASIS
Budgets for the General Fund is adopted on a basis consistent with generally accepted
accounting principles (GAAP). All governmental funds are budgeted using the modified accrual basis
of accounting. Under the modified accrual basis, revenues are recognized when they are susceptible
to accrual, when they become measurable and available. "Available" means collectible within the
current period or shortly thereafter so that current period liabilities may be liquidated. "Measurable"
means that the dollar amount is easily determinable. Revenues that are not available and measurable
(e.g. building permits, fines and forfeitures) are not recognized until time of collection (i.e. cash
basis). Examples of revenues susceptible to accrual under modified accrual basis include charges for
services, rents and interest. Expenditures are generally recognized under the modified accrual basis
of accounting when the related fund liability is incurred. An exception to this general rule is principal
and interest on general long -term debt, accrued sick pay and workers compensation which is
recognized when due.
BUDGET PROCESS
The fiscal year for Miami Shores Village is from October 1 of each year to September 30, of
the following year. According to the TRIM calendar, the Village will have to adopt by ordinance the
budget on or before September 30th of each year for the coming fiscal year.
The budget process begins as early as February of each year. The Village will prepare a five -
year capital plan during the months of February and March, and submit it to the Council for review
in late March ending the process with a Special Council Workshop in mid -April. This process will
indicate to Council the infrastructure and capital projects the Village forecasts to incur in the next five
years, and where the funding is derived from. The approval of the coming next year projects will be
incorporated in the operating budget process.
The operating budget process begins in early April prior to the next coming fiscal year.
During this time, each department will forecast their expenditures for the coming year, and the
Finance Director will project revenue collections. Completed budget estimates will be submitted to
the Finance Director in mid -May. The Village Manager and Finance Director will then review the
budget submissions. Meetings will be conducted between the Village Manager, Finance Director and
Department Heads in early June. During the month of June, the Village Manager and Finance
Director will review the budget and prepare budget documents and message to Council. The budget
package will be distributed to Council two weeks before the Budget Workshops, which are usually
held in mid -July. At the conclusion of the Budget Workshops, the Council will direct the Finance
Director as to what millage to certify to Property Appraiser's Office. The Council also sets the
garbage rate during this process. Public hearings will be conducted in the first two weeks in
September to adopt the budget for the coming year.
The budget can be amended in two ways. Transfer of amounts between line items within a
department needs approval from the Village Manager. Any amendments which increase expenditures
or the spending level of individual departments are requested by the Village Manager and approved
by Council through a budget review which is performed at the end of December and July.
14
Village of Miami Shores Budgetary Process Flow
Start
Departments receive CIP*
Forms
1/31
Departments prepare CIP
2/1 -3/1
Village Manager /Finance
Director /Department
Heads review submissions
3/2-3/20
Submit CIP to Council for
review
3/29
Special CIP Council
Workshop **
Departments receive Operat-
ing Budget Forms
4/10
'CIP = 5 Year Capital Improvement Plan
" = Not conducted in FY 1995 because of new Council
15
End
Departments develop Budget
estimates.
Finance Director prepares
revenue forecasts
Village Council conducts
budget workshops
7/24-7/25
4/10-5/12
Village advises Property
Appraiser of proposed
Estimated budgets submitted
millage rate 7/26
to Finance Director
5/12
Budget documents
available to public 8/21
Village Manager /Finance
Director review budgets
5/15-5/26
1st Public Hearing
9/5
Village Manager & Finance
Director conduct budget
meetings with Department
Heads 5130 - 6/3
Advertise Final Budget
Hearing date and Budget
Summary 9/7
Village Manager and Finance
Director balance budget and
documents 6/5 - 6/21
2nd Public Hearing
Adopt pt final budget &
millage 9112
Submit final adoption
Proposed Budget
ordinance to Property
submitted to Council
Appraiser, Tax Collector and
6/30
Department of Revenue
9/13
'CIP = 5 Year Capital Improvement Plan
" = Not conducted in FY 1995 because of new Council
15
End
GENERAL FUND
THE GENERAL FUND IS THE PRINCIPAL FUND OF THE VILLAGE
AND IS USED TO ACCOUNT FOR RESOURCES TRADITIONALLY
ASSOCIATED WITH GOVERNMENTS WHICH ARE NOT REQUIRED TO
BE ACCOUNTED FOR IN ANOTHER FUND.
16
1995 PROJECTED CERTIFIED MILLAGEAND TAXABLE VALUE
Real Property Value $328,044,932
Personal Property Value 13,238,273
Centrally Assessed Property 681,979
Total Gross Taxable Value $341,965,184
Recommended 1995 Millage 8.493
Ad Valorem Proceeds $2,904,310
Less 5% Discount and Adjustments 145,215
TAX REVENUE FOR BUDGET PURPOSES $2,759,095
ONE MILL EQUALS $324,867
18
PROJECTED FY 95 GENERAL FUND SURPLUS
FY 95 Estimated Revenue $8,503,902
FY 95 Estimated Expenses 8,005,215
Estimated Surplus 498,687
Adjustments:
Emergency Capitals Repl.
FEMA Reimbursement
Replenish Fund Bal.
Reserve for Bad Debt
Unanticipated Expenses
Adjusted Estimated Surplus
(21,900)
(43,690)
(90,667)
(100,000)
(50,000) 306 257
192 430
PROJECTED FY 95 FUND BALANCE - GENERAL FUND
Fund Balance as of 9/30/94 $ 1,396,370
FY 95 Appropriation:
Balance 95 Budget (168,848)
FY 95 Additions:
Loan repayment 90,667
Surplus 192,430 283,097
Projected Fund Balance
as of 9/30/95 1,510,619
FY 96 Appropriations: (192,100)
Projected Fund Balance
after FY 96 appropriations $1.318.519
lM
MATRICES TO SHOW RELATIONSHIP BETWEEN CERTAIN REVENUES & EXPENSES
SOURCE OF REVENUE EXPENDITURES AMOUNT
5 -cents gasoline Tax
Streets Resurfacing
$65,700
' 5 -cents gasoline Tax
Sidewalks repairs
$57,900
Country Club Rent
Transfer to Capital
Projects Fund for Debt
payment
$52,566
I
Electricity Franchise
Debt payment
$25,188
1 Blue Halo Grant
Police Services
$47,666
Capital Loan Proceeds
Chipper Truck
$42,800
.2 Mill Ad Valorem Tax
Pool Renovation/Reserve
for future pool projects
$65,740
Forfeiture Fund
Cops Fast (25 %)
$9,574
Stormwater Utility
Transfer to General Fund
for 192 hours of Maint.
Worker H, and administrative
expenses
$28,818
20
Where The Money Comes From
Franchise(Other Taxes 20.1
Licenses/Permits 2.0%
Intergovl
Inte
n.m p..,ro A n aoA Property Tax 34.0°%
Charges for Svcs 24.0°%
Fund Bal. 2.3°%
4.7%
2.0%
The General Fund Budget for FY 96 is proposed at $8,219,552. Ad Valorem Tax accounted for
$2,794,095. The assessment for FY 1996 has increased by 2.1 %. The budget is balanced at the
roll-back rate. Franchise and Utility Taxes ($1,649,200) show an increase of .7% compared to FY
95. Licenses and permits project at $166,500 show a 7% increase due to revised permit fees
adopted in June 1995, Intergovernmental Revenue represents $818,331 and the decrease is due
to FEMA reimbursement. Charges for services generate $1,969,028. Garbage fees are projected
at no increase. Fine & Forfeitures generate $162,000. Other Revenues generate $660,398 which
include Transfer from Forfeiture Fund to fund Cops Fast, loan proceeds of $42,800 for the
purchase of the Chipper Truck and $192,100 appropriation of fund balance.
21
MIAMI SHORES VILLAGE
Revenues Budget
1995 To 1996
1995 - 1996
1994 1995 Est Revenue Description
Actual Actual Expected Admin. Council
Revenues Recomm. Adoption
Property Taxes
$2,653,211 $2,789,355 Current Property Taxes $2,759,095 $2,759,095 $2,759,09;
19,871 35,000 Delinquent Property Taxes 35,000 35,000 35,00(
2,673,082 2,824,355 Total Property Taxes 2,794,095 2,794,095 2,794,09;
22
Franchises & Other Taxes
232,132
284,615
Local Option Gas Tax Trust Fund
285,000
285,000
285,000
406,307
395,000
MSV Electric Franchise Fee
400,000
400,000
400,000
13,833
14,320
MSV Telephone Franchise Fee
14,800
14,800
14,800
12,096
12,500
Gas Franchise Fee
12,500
12,500
12,500
43,138
38,549
Cable TV Franchise Fee
40,000
40,000
40,000
4,236
6,585
Solid waste Franchise Fee
5,000
5,000
5,000
632,187
625,000
Utility Taxes- Electricity
630,000
630,000
630,000
139,047
139,000
Utility Taxes- Local Telephone
140,000
140,000
140,000
20,252
20,300
Utility Taxes- Telecommunications
20,500
20,500
20,500
79,487
79,000
Utility Taxes- Water
80,000
80,000
80,000
20,699
22,000
Utility Taxes -Gas
21,000
21,000
21,000
403
400
Utility Taxes -fuel Oil
400
400
400
1,603,817
1,637,269
Total Franchises & Other Taxes
1,649,200
1,649,200
1,649,200
22
Licenses & Permits
47,146
57,500
City Occupational Licenses
57,500
57,500
57,500
115,274
74,000
Building Permits
86,000
86,000
86,000
20,005
23,000
Other Licenses & Permits
23,000
23,000
23,000
182,425
154,500
Total Licenses & Permits
166,500
166,500
166,500
22
State & County Shared Revenues
0
14,571
COPS Fast
28,721
28,721
28,721
245,659
45,648
Federal Disaster Relief
0
0
0
17,020
20,000
Blue Halo Grant
47,666
47,666
47,666
12,859
13,547
Recycling Grant
0
0
0
12,033
12,500
MSV Cigarette Taxes
12,700
12,700
12,700
233,234
223,786
MSV State Revenue Sharing
213,899
213,889
213,889
3,222
1,600
Alcoholic Beverage Licenses
1,600
1,600
1,600
475,095
471,000
Half -Cent Sales Tax
477,703
477,703
477,703
5,828
6,200
Gasoline Tax Rebate
6,200
6,200
6,200
0
5,056
Comprehensive Plan Grant
0
0
0
32,197
32,000
County Occupational Licenses
18,852
18,852
18,852
8,286
11,100
School Crossing Program
11,000
11,000
11,000
1,045,433
857,008
Total State & County Shared Rev
818,341
818,331
818,331
22
MIAMI SHORES VILLAGE
Revenues Budget
1995 To 1996
1995 - 1996
1994 1995 Est Revenue Description _
Actual Actual Expected Admin. Council
Revenues Recomm. Adoption
8 8 1677 $8,50J,962 and Totals 8 209 988 8,219 552 219,552
23
Charges for Services
131,178
201,678
Police Extra Duty Pay
167,267
167,267
167,267
8,340
12,000
Alarm Billings
11,000
11,000
11,000
1,434,720
1,517,675
Waste Fees
1,532,408
1,532,408
1,532,408
6,306
7,000
Garbage- Special Pick -up
6,000
6,000
6,000
7,266
7,000
Lot Cleaning and Mowing
7,000
7,000
7,000
17,318
17,318
DOT Landscape Maintenance
17,318
17,318
17,318
9,866
9,000
Parking Meters
9,000
9,000
9,000
3,089
2,900
Library Application Fees
3,000
3,000
3,000
11,567
12,000
Recreation- Rentals
12,000
12,000
12,000
32,163
38,000
Recreation - Classes
38,000
38,000
38,000
43,095
60,000
Recreation- Fun Club
60,000
60,000
60,000
49,118
44,000
Recreation - Athletics
46,000
46,000
46,000
5,943
7,035
Recreation - Others
7,035
7,035
7,035
5,172
6,000
Recreation- Tennis
6,000
6,000
6,000
5,649
7,500
Recreation- Miscell Revenues
7,500
7,500
7,500
25,748
29,000
Recreation- Swimming Pool
29,000
29,000
29,000
11,173
10,000
Recreation- Pool Classes
10,500
10,500
10,500
1,807,711
1,988,106
Total Charges for Services
1,969,028
1,969,028
1,969,028
8 8 1677 $8,50J,962 and Totals 8 209 988 8,219 552 219,552
23
Fines & Forfeitures
- 66,314
82,000
Fines & Forfeitures
68,000
68,000
68,000
3,760
3,500
Library Fines
4,000
4,000
4,000
61,522
61,000
Penalties & Delinquent Fees
60,000
60,000
60,000
24,330
20,000
Code Enforcement Fees
30,000
30,000
30,000
155,926
166,500
Total Fines & Forfeitures
162,000
162,000
162,000
8 8 1677 $8,50J,962 and Totals 8 209 988 8,219 552 219,552
23
Other Revenues
8,153
10,000
Miscell Interest Earnings
10,000
10,000
10,000
63,264
96,000
State Interest Earnings
108,000
108,000
108,000
14,054
30,000
Recycling Sales
26,656
26,656
26,656
827
500
Books Lost & Paid
800
800
800
15,190
8,895
Insurance Proceeds
9,500
9,500
9,500
300
7,596
Sale of Surplus Property
65,000
65,000
65,000
2,225
2,600
Private Donations
1,500
1,500
1,500
20
30
Fine Arts Donations
0
0
0
180
0
Library Donations
0
0
0
78,838
13,000
Other Miscell Revenues
14,260
14,260
14,260
376
450
Library Miscellaneous
450
450
450
28,818
28,818
Transfer from Stormwater Utility Fund
28,818
28,818
28,818
0
0
Transfer from Forfeiture Fund
0
9,574
9,574
157,876
150,540
Country CLub Rent
150,540
150,540
150,540
0
0
Capital Loan Proceeds
42,800
42,800
42,800
252
300
Discounts
400
400
400
0
527,435
Appropriated Fund Balance
192,100
192,100
192,100
370,373
876,164
Total Other Revenues
650,824
660,398
660,398
8 8 1677 $8,50J,962 and Totals 8 209 988 8,219 552 219,552
23
GENERAL FUND - REVENUE
The General Fund Budget for FY 96 is proposed at $8,219,552, a decrease of $142,118 or 2%
compared to FY 1995's revised budget.
Ad Valorem Tax
The 1995 assessed value of Miami Shores Village is provided by Dade County Property Appraisal
Office. The Office sets the assessed value of the property and certifies the tax roll to the Village on
July 1, 1995. The City then sets the millage rate according to the proposed budget at which the
property owners are taxed. Each mill generates $1 of tax revenue for every $1,000 of assessed
property value. Ad Valorem Taxes are the City's primary source of revenue. It generates $2,794,095
or 34.0% of the total general fund revenues. The estimated assessment for 1996 has increased by.
2.1% from $334,924,817 to $341,965,184. The roll -back rate is 8.493. The recommended budget
is levied at 8.493 mills.
Franchise and Utility Taxes
The Village collects five (5) types of franchise fees; electric, telephone, gas, cable T.V., and solid
waste. The revenue estimates are based on historical trends since there is no growth in the Village.
As for utility taxes, the Village is levying the maximum of 10% that Florida Statutes allows, except
for telecommunications. The Village in FY 1989 included long distance calls for utility tax.
Therefore, the maximum tax allowed is 7 %. In this category it is projected to generate 20.1% or
$1,649,200 of the total revenue. This revenue source shows an increase of .7% compared to FY 95
estimated actual.
Licenses and Permits
Licenses and permits are projected in the amount of $166,500 or 2% of total revenue. There is an
increase in revenue projections for Building Permits because in June 1995 Council has passed an
ordinance to increase certain permit fees. The Village revised only the minimum permit fees in 1991
and a full fee structure was not revised since 1985.
Intergovernmental revenue
The Village received revenue from the State of Florida. The State provides the estimate to the
Village based on receipts and population of the municipality. The County License fees and School
Crossing programs are based on trend history. In FY 94 the Village was awarded the "Cops Fast"
Grant under Clinton's proposal. This grant will provide the Village with an extra police officer. The
grant will fund 75% for the extra officer expenditures with a 25% match from the Village. As
compared to FY 95 estimated actual, the County license fees have been reduced by $16,000 (figures
provided by Dade County) in FY 1996 due to last year's legislation that will be implemented by the
County in FY 96. This legislation will allow Dade County to maintain all license fees received in
unincorporated Dade area. Intergovernmental revenue provides $818,331 (10.0 %) to the General
24
Fund. The decrease when compared to FY 1995 is mainly due to FENIA reimbursement and County
Occupational License Fees.
Charges for Services
This revenue source is estimated to generate $1,969,028 (24.0 %) of the budget. Garbage fees are
projected at no increase, remaining at a fee of $420 per year. The budget is balanced at no fee
increase for recreation programs. The decrease in revenue when compared to FY 1995 estimated
actual is due to Police Extra Duty Pay. Chase Federal Bank no longer needs off -duty police officers.
Fines and Forfeitures
Fines and forfeitures are based on trend history at the same level of 2.0% or $162,000 as compared
to FY 1995.
Other Revenue
This will generate $660,398 or 8.0 %. The Village has budgeted $42,800 as Capital Loan Proceeds
to fund the purchase of the Chipper Truck. Also included in Other Revenue is an interfund transfer
from the Forfeiture Fund to fund the 25% matching requirements for "Cops Fast ". Dade County
estimated that the Village will receive approximately $65,000 for the sale of the existing police radio
system. The decrease compared to FY 1995 Budget is mainly due to Appropriated Fund Balance.
25
Waste 16.
Debt Svcs. 0.4%
General Govl
Repit
A A' A � A • A
Contingency 0.6%
General Govt
$ 988,540
B &Z /Code Enforcement
230,756
Police
2,697,572
Waste
1,381,084
Public Services
1,003,142
Recreation/Culture
1,747,424
Contingency
50,000
Replenish Fund Bal.
85,886
Debt Svc.
35,148
$
8,219,552
General Govt: Mayor & Council, Legal Counsel, Village Manger, Marketing, Human
Resources, Village Clerk, Finance, and Non - departmental.
Public Services: Waste, Streets, Public Works Administration, Motor Pool
Recreation/Culture: Parks, Recreation Maintenance, Recreation, Library
26 R 4 ,�
Iture 21.3%
B &Z/Code Enf. 2.8%
MIAMI SHORES VILLAGE
General Fund
1995 -1996 Budget Summary
Estimated Expenditures
Personnel Operating Capital
Department Services Expenses Outlay Other Total
Mayor & Council
$5
$9,380
$0
$0
$9,385
Legal Counsel
0
78,000
0
0
78,000
Village Manager
126,824
20,052
0
2,196
149,072
Marketing
52,832
36,763
0
1,217
90,812
Human Resources
58,530
19,996
350
920
79,796
Village Clerk
45,149
7,323
0
0
52,472
Building & Zoning
85,107
34,854
0
1,235
121,196
Code Enforcement & Commun.
93,613
13,195
1,695
1,057
109,560
Finance
167,162
55,700
0
25,838
248,700
Non- Departmental
5,000
105,301
3,436
312,962
426,699
Police
2,461,667
193,774
4,600
37,531
2,697,572
Waste
616,492
564,118
0
200,474
1,381,084
Parks
237,150
65,782
51,800
55,070
409,802
Streets
156,760
235,111
155,300
37,594
584,765
Public Works Administration
199,031
15,359
0
4,158
218,548
Recreation Maintenance
88,626
24,943
0
1,704
115,273
Motor Pool
143,237
63,764
4,800
2,706
214,507
Recreation
536,051
225,333
34,680
176,919
972,983
Library
174,675
31,879
38,823
13,949
259,326
Totals
$5,247,911
$1,800,627
$295,484
$875,530
$8,219,552
27
MIAMI SHORES VILLAGE
All Departments
FY 1995 -1996
1995 - 1996
1994 1995 Est Expenditure Description
Actual Actual Dept. Admin. Council
Request Recomm. Adoption
91
Personnel Services
$535,905
$652,597
Executive Salary
$665,304
$621,042
$626,431
2,977,704
3,039,950
Regular Salary
3,127,862
3,150,261
3,141,261
179,580
227,135
Other Salary
261,359
255,957
255,957
5,168
1,000
Unemployment Compensation
5,000
5,000
5,000
109,181
161,343
Extra Detail Salary
134,893
134,893
134,893
18,422
20,000
Blue Halo
47,666
47,666
47,666
72,361
78,835
Overtime
73,954
72,506
72,506
288,002
316,665
FICA
328,434
326,865
327,278
221,347
242,677
Retirement
249,754
249,754
249,754
11,014
7,444
Retirement Insurance
7,603
7,603
7,603
151,262
196,217
Health Insurance
227,888
227,888
227,893
180,274
183,786
Worker's Compensation
151,669
151,669
151,669
4,750,220
5,127,649
Total Personnel Services
5,281,386
5,251,104
5,247,911
91
Operating Expenses
130,453
122,376
Professional Services
124,975
124,995
124,995
767
10,000
Comp. Plan Prof. Service
10,000
5,000
5,000
0
500
B&Z Vehicle Maintenance
515
515
515
0
2,750
Code Enforce Vehicle Mainten.
2,575
2,575
2,575
0
25,194
Police Vehicle Mainten.
25,950
25,950
25,950
0
11,500
Parks Vehicle Mainten.
11,845
11,845
11,845
0
4,285
Streets Vehicle Mainten.
3,898
3,898
3,898
0
2,500
PW Admin Vehicle Mainten.
1,457
1,457
1,457
0
1,395
Rec Mainten Vehicle Mainten.
1,437
1,437
1,437
0
2,500
Rec Vehicle Mainten.
1,605
1,605
1,605
26,940
27,850
Accounting & Auditing 4
31,020
31,020
31,020
4,282
15,000
EPA Legal Fees
15,000
15,000
15,000
1,089
0
Investigation Funds
0
0
0
169,480
167,491
Other Contractual Services
159,009
159,009
159,009
31,441
37,807
Training & Per Diem
41,558
37,958
37,958
0
2,688
Special Events /Field Trips
3,890
3,890
3,890
135,621
138,000
Street Lights Electricity
142,830
142,830
142,830
14,534
14,000
Village Hall Electricity
14,490
14,490
14,490
5,252
5,650
Public Works Electricity
5,848
5,848
5,848
20,419
22,385
Water
20,609
20,609
20,609
29,268
28,607
Telephone Expenses
36,770
36,770
36,770
16,279
18,624
Postage
19,871
19,871
19,871
357,240
319,900
Waste Disposal
326,900
326,900
326,900
335,689
336,246
Insurance
211,982
211,982
211,982
34,330
35,729
Electricity
37,276
37,276
37,276
5,522
5,746
LP Gas
5,918
5,918
5,918
27,747
18,549
Rentals & Leases
36,150
36,150
36,150
95,072
44,954
Vehicle Maintenance
44,204
44,204
44,204
56,664
56,748
Miscell Maintenance
56,312
56,312
56,312
776
3,356
Sidewalk Maintenance
3,457
3,457
3,457
22,361
41,964
Printing
40,096
36,046
36,046
17,363
25,466
Advertising & Promotions
23,375
20,950
20,950
6,663
8,330
Other Current Charges
6,160
5,660
5,660
8,743
12,391
Office Supplies
11,275
11,275
11,275
Continued on next page
91
MIAMI SHORES VILLAGE
All Departments
FY 1995 -1996
1 1995 - 1996
1994 1995 Est Expenditure Description
Actual Actual Dept. Admin. Council
Request Recomm. Adoption
66,717
67,597
Gas, Oil & Lubricants
81,358
80,608
80,608
117,966
129,036
Other Operating Expenses
133,292
134,292
134,292
24,656
15,616
Tires
16,084
16,084
16,084
0
190
Tires- B &Z
0
0
0
0
231
Tires- Code Enforce
312
312
312
0
7,138
Tires- Police
7,352
7,352
7,352
0
2,325
Tires- Parks
2,395
2,395
2,395
0
1,050
Tires- Streets
412
412
412
0
0
Tires- PW Admin
302
302
302
0
0
Tires- Rec Mainten
143
143
143
0
200
Tires- Rec Dept
206
206
206
33,127
30,715
Uniforms
29,350
29,350
29,350
14,912
20,790
Fertilizer & Chemicals
21,279
21,279
21,279
0
1,957
Hurricane Exp /No Reimb by FEMA
0
0
0
242,609
0
Hurricane Exp- DSR
0
0
0
3,751
5,375
Road Materials
5,536
5,536
5,536
23,600
33,764
Beautification Expenses
20,000
20,000
20,000
1,317
2,757
Fine Arts Committee
3,950
3,000
3,950
13,648
15,368
Subscriptions & Memberships
16,554
15,704
15,704
2,096,298
1,904,590
Total Operating Expenses
1,816,782
1,799,677
1,800,627
$7 884 147 S8,017,636 Department Totals $8,300,339 $8,219,552 $8,219,5521
112 115 Full Time Positions 115 115 115
80 91 Part Time Positions 93 93 93
29
Capital Outlay
10,631
11,539
Buildings
16,350
16,350
16,350
11,252
221,998
Land Improvements
164,600
131,200
131,200
102,386
75,319
Road End Beautification
10,000
10,000
10,000
26,552
31,798
Books, Publications, Library
28,565
28,565
28,565
0
0
Media
8,910
8,910
8,910
65,803
66,534
Equipment
100,459
100,459
100,459
216,624
407,188
Total Capital Outlay
328,884
295,484
295,484
$7 884 147 S8,017,636 Department Totals $8,300,339 $8,219,552 $8,219,5521
112 115 Full Time Positions 115 115 115
80 91 Part Time Positions 93 93 93
29
Other Expenses
374,672
18,931
Debt Service Principal
27,867
27,867
27,867
14,187
6,257
Debt Service Interest
7,281
7,281
7,281
0
0
Replenish Fund balance
85,886
85,886
85,886
500
500
Dade Partner's /Horace Mann
500
500
500
500
500
Dade Partner's /Shores Elemen.
500
500
500
3,610
5,000
North Miami Foundation
5,000
5,000
5,000
8,000
10,600
Miami Shores Theater
10,600
10,600
10,600
1,800
1,920
MSV Community Band
2,016
2,016
2,016
417,736
534,501
Transfer to Capital Proj Fund
512,286
512,286
512,286
0
0
Contingency
221,351
221,351
223,594
821,005
578,209
Total Other Expenses
873,287
873,287
875,530
$7 884 147 S8,017,636 Department Totals $8,300,339 $8,219,552 $8,219,5521
112 115 Full Time Positions 115 115 115
80 91 Part Time Positions 93 93 93
29
What City Services Cost Per Week?
B &ZlCode Ent $0.41
Public Svcs. $1.83
Police $4.80
Recreation $2.03 .... "'' "'
$0.71
Govt. $2.01
General Govt: Mayor & Council, Legal Counsel, Village Manager, Marketing, Human Resources, Village Clerk,
Finance, Non - Departmental (Contingency, COLA, Replenish Fund Balance)
Public Services: Streets, Public Works Administration, Motor Pool
Recreation: Administration, Athletics, Community Center, Maintenance, Pool, Tennis
BASED ON PROPERTY VAL UE OF $100, 000 WITH $25, 000 HOMESTEAD EXEMPTION
MAYOR/COUNCIL
ORGANIZATION CHART
�LOR11�
MAYOR / COUNCIL
MAYOR IMBURGIA
VICE MAYOR SASTRE
COUNCILMAN HEFFERNAN
COUNCILMAN BOYLE
COUNCILWOMAN ROSS AGOSTA
VILLAGE CLERK EICECUnVE ASST. VILLAGE MANAGER VILLAGE ATTORNEY
BARBARA FUGAZZI TO VILLAGE MANAGER MICHAEL R. COUZZO, JR.
BARBARA Fw
STAFF ASST.
TO VILLAGE MANAGER
SANDRA MOREDOCK ASST. VILLAGE MANAGER
TOM BENTON
31
MAYOR AND COUNCIL
Miami Shores Village is governed by a five member Village Council, elected at large on a non-
partisan basis. The Mayor presides at all Council meetings and other functions and is the ceremonial
head of the Village.
The Council legislatively determines policy and appoints a Village Manager who is responsible
for administration of that policy and for managing the Village's department and services.
Village Council elections are held on the second Tuesday of April, every odd numbered year.
The term of office of the councilmembers receiving the first and second highest number of votes shall
be four years and the term of office of the councilmembers receiving the third highest number of votes
shall be two years. To be eligible to seek office, a person must be a resident of Miami Shores Village
for six months and who has qualified as an elector of the State and the Village.
Council meetings are held in the Council Chambers, Village Hall, at 7:30 p.m. on the first and
third Tuesday of each month.
32
1994 1995 Est
Actual Actual
MIAMI SHORES VILLAGE
Mayor & Council
FY 1995 - 1996
Expenditure Description
1995 - 1996
Dept. Admin. Council
Request Recomm. Adoption
Personnel Services
$5 $5 Executive Salary $5 $5 $5
5 5 Total Personnel Services 5 5 5
$5,227 $7,230 Department Totals $9,385 $9 385 S9 385
33
Operating Expenses
1,819
4,500
Training & Per Diem
7,280
7,280
7,280
572
296
Printing
100
100
100
458
900
Other Current Charges
400
400
400
498
11
Office Supplies
0
0
0
460
193
Other Operating Expenses
100
100
100
1,415
1,325
Subscriptions & Memberships
1,500
1,500
1,500
5,222
7,225
Total Operating Expenses
9,380
9,380
9,380
$5,227 $7,230 Department Totals $9,385 $9 385 S9 385
33
1995 - 1996 BUDGET EXPLANATION
MAYOR AND COUNCIL
001 - 0100 -511
AMOUNT
CODE CLASSIFICATION REOUESTED EXPLANATION
PERSONNEL SERVICES
.11 Executive Salaries $ 5 Mayor and Council
receive $1 per year
per Village Charter
OPERATING EXPENSES
.40 Training and Per Diem
.47 Printing
.49 Other Current Charges
.5202 Other Operating Expenses
.54 Books, Publications,
Subscriptions and
Memberships
7,280
100
-fe,
100
1,500
TOTAL $ 9,385
34
Conferences, meetings &
function reimbursement
Business Cards
Letterheads
Plaques, flowers, and
awards requested by
Council, photos for
Council functions, and
presentation
Subscription/
membership to FL
League of Cities
Membership to Dade
League of Cities
LEGAL COUNSEL
The Village Attorney, who is selected by the Village Council is responsible for advising the Village
Council, Village Manager, Village departments, and various advisory boards on the legal implications of
their actions and other legal matters.
Ongoing functions include:
O Draft ordinances and resolutions to implement the legislative and policy goals of the
Village Council.
O Prepare and review contracts and other official documents necessary to the operation of the
Village.
o Serve as in -house counsel to the Village Manager and Village staff and provide such legal
services as are required in the day -to -day operation of the Village.
O Represent the Village in legal proceedings.
The Village also contracted with a labor attorney in advising and representing the Village in labor
issues, including but not limited to contracts, union negotiations and grievances.
35
1994 1995 Est
Actual Actual
MIAMI SHORES VILLAGE
Legal Counsel
FY 1995 - 1996
Expenditure Description
1995 - 1996
Dept Admin. Council
Request Recomm. Adoption
Personnel Services
$1,500 $1,500 Health Insurance $0 $0 $0
1,500 1,500 Total Personnel Services 0 0 0
$62 367 $91,030 Department Totals $78,000 $78,000 $78,QLOOJI
36
Operating Expenses
37,485
39,360
Professional Service
38,000
38,000
38,000
4,282
15,000
EPA Legal Fees
15,000
15,000
15,000
16,231
33,000
Other Contractual Services
25,000
25,000
25,000
584
0
Training & Per Diem
0
0
0
1,688
0
Printing
0
0
0
0
1,500
Advertising & Promotions
0
0
0
597
670
Subscriptions & Memberships
0
0
0
60,867
89,530
Total Operating Expenses
78,000
78,000
78,000
$62 367 $91,030 Department Totals $78,000 $78,000 $78,QLOOJI
36
1995 - 1996 BUDGET EXPLANATION
LEGAL COUNSEL
001 - 0200 -514
AMOUNT
CODE CLASSIFICATION REQUESTED EXPLANATION
OPERATING EXPENSES
.31 Professional Services
3103 EPA Related Expense
34 Other Contractual Services
$ 38,000 Village Attorney and
reserve for legal
service of Village
Attorney not covered
by retainer fees
15,000
25,000
TOTAL $ 78,000
37
Legal fees and
remediation costs
IOR VILLAGE MANAGER'S OFFICE
�� its l ORGANIZATION CHART
�lOR1Dp'
EXECUTIVE ASST.
TO VILLAGE MANAGER
BARBARA FUGAZZI
STAFF ASST.
TO VILLAGE MANAGER
SANDRA MOREDOCK
VILLAGE MANAGER
MICHAEL R. COUZZO, JR.
ATTORNEY
ASST. VILLAGE MANAGER
TOM BENTON
HUMAN RESOURCES BUILDING 6 ZONING
PUBLIC WORKS DIRECTOR FINANCE DIRECTOR CHIEF OF POLICE
DAVIS
TOM BENTON DIRECTOR PATRICIA VARNEY DIRECTOR MICHAEL ZOOVAS
SCOTT FRANK LUBIEN
DIRECTOR OF OPERATIONS DIRECTOR OF LIBRARY COMMUNITY AFFAIRS MARKETING DIRECTOR
FOR RECREATION SERVICES SPECIALIST F LDRED RAMOS MAJOROS
TOM BENTON EUZABETH ESPER WILLIAM NELSON
38
VILLAGE MANAGER
Services, Functions and Activities
The Department of the Village Manager oversees all administrative, management, and
operational functions of the Village. This responsibility includes direct oversight of all Village staff,
Department Heads: Finance, Police, Recreation, Public Works, Human Resources, Marketing,
Village Clerk, Building and Zoning, Code Enforcement and the Library.
The Village Manager, both independently and at the direction of the Village Council, conducts
studies for various revenue sourcing projects, Village enhancements, and Village programs.
VILLAGE MANAGER
FY 1995 Achievements'
The Village Manager recommended that staff study and review building permit fees. In June Council
adopted an ordinance amending permit fees and an additional revenues of $12,000 will be realized.
The retiring and subsequent re- hiring on a contract basis of the Police Chief saved the Village
approximately $27,000. Also executed a purchase agreement with the Archdiocese of Miami for the
9990 N.E. Second Avenue for the Police Department. Due to the discovery of a Village Ordinance
which was not being enforced, a solid waste study was performed. The study indicated that the
current fees are equitable and the enforcement of the ordinance will realize additional revenues. A
comprehensive review of property insurance policies reviewed that the property of Miami Shores
Country Club was insured by both PCM and Miami Shores Village. Subsequently, PCM is insuring
the property under Miami Shores Village's policy for a premium $8,000. The Cable Franchise
Agreement was renewed with TCI. The benefits include a commitment for increased levels of
customer service; fiber optic, state -of -the -art equipment and systems; and a $50,000 Public Education
Grant with the exception of $5,000 will be passed along to the customer. Further, by September
30, 1995, the Village's exposure for unfunded vacation/sick leave will be cleared. In the past, if a
long -term employee were to retire or terminate their employment, accrued vacation and sick leave
benefits to be paid -out was not funded. Over the past fiscal year, policies have been altered to allow
the funding. This alleviates the liability of the Village to fund the benefits from the contingency fund.
Goal:
FY 1996 Goals and Objectives
Increase property values while providing and delivering quality services in the most efficient
and economic manner.
Objectives:
1. Improve efficiency and effectiveness of existing resources (labor, equipment and
personnel).
2. Maintain high level of Code Enforcement/Compliance throughout the Village.
3. Develop short and long -term plans for beautification projects and infrastructure
improvements and repairs.
Goal:
Investigate new sources for generating revenue to offset increased costs in providing future
services.
Objectives:
1. Through effective marketing efforts, entice new businesses into Miami Shores Village,
increasing revenues from occupational licenses.
2. Reopen negotiations with Barry University to provide police services on a contractual
basis.
40
Goal:
3. Continue discussions regarding the possible annexation of Bel Mar, Davis Harbor,
and portions of Unincorporated Dade County.
4. Investigate the possibility of leasing out space:
a) Portion of Public Works Complex
b) 5 Acre parcel north of Miami Shores County Club to Miami Country Day for
recreational purposes
c) Portion of the existing Police Department when new facilities are completed.
5. Investigate existing creative revenue sources in other communities in Florida and
throughout the Country.
Complete the transition for operation of the Village's legal affairs.
Objectives:
1. Provide recommendation to the Village Council for new legal representation.
2. Review the various types of legal cases involving the Village and determine the
amount of time involved in handling these matters.
3. Analyze all information regarding existing legal matters and future needs, and prepare
a recommendation to the Village Council.
Goal:
Investigate alternatives for providing improvements in educational choices and opportunities
to residents of Miami Shores Village, at all levels.
Objectives:
1. Continue discussions with Dade County Public Schools regarding educational
alternatives, including sites and programming.
2. Continue discussions with the private and parochial schools, investigating possibilities
such as relocation, scholarship funding, cross utilization field agreements, etc.
41
1994 1995 Est
Actual Actual
MIAMI SHORES VILLAGE
Village Manager Department
FY 1995 - 1996
Expenditure Description
1995 - 1996
Dept. Admin. Council
Request Recomm. Adoptio
Capital Outlay
5,143 4,000 Equipment 0 0 I
5,143 4,000 Total Capital Outlay 0 0 I
Other Expenses
Personnel Services
175 0 Debt Service Principal
0
$58,750
$77,296
Executive Salary
$77,000
$77,000
$77,000
88,317
57,767
Regular Salary
29,484
29,484
29,484
12,024
9,743
FICA
7,724
7,724
7,724
7,341
8,849
Retirement
8,036
8,036
8,036
4,737
5,547
Health Insurance
4,261
4,261
4,261
517
443-
Worker's Compensation
319
319
319
171,686
159,645
Total Personnel Services
126,824
126,824
126,824
Capital Outlay
5,143 4,000 Equipment 0 0 I
5,143 4,000 Total Capital Outlay 0 0 I
Other Expenses
Operating Expenses
175 0 Debt Service Principal
0
1,088
1,000
Professional Service
0
0
0
2,115
30
Other Contractual Services
30
30
30
9,846
9,900
Training & Per Diem
6,448
6,448
6,448
3,006
2,431
Telephone Expenses
4,330
4,330
4,330
698
400
Postage
400
400
400
0
0
Rentals & Leases
4,800
4,800
4,800
92
0
Miscell Maintenance
0
0
0
238
250
Printing
250
250
250
1,226
400
Advertising & Promotions
400
400
400
1,407
1,000
Office Supplies
1,000
1,000
1,000
507
0
Other Operating Expensess
0
0
0
1,243
1,500
Subscriptions & Memberships
2,394
2,394
2,394
21,466
16,911
Total Operating Expenses
20,052
20,052
20,052
Capital Outlay
5,143 4,000 Equipment 0 0 I
5,143 4,000 Total Capital Outlay 0 0 I
Other Expenses
175 0 Debt Service Principal
0
0
0
i 5 0 Debt Service Interest
0
0
0
I� 0 0 Contingency
2,196
2,196
2,196
1
i 180 0 Total Other Expenses
2,196
2,196
2,196
I $198,475 $180,556 Department Totals $149 072 $149,072 $149,0721
4 3 Full Time Positions * 2 2
0 0 Part Time Positions 0 0
(1) full time position transferred to Village Clerk Department effective FY '95-'96
42
1995 - 1996 BUDGET EXPLANATION
VILLAGE MANAGER
001- 0300 -512
OPERATING EXPENSES
.34
Other Contractual Services
AMOUNT
Typewriter Maint.
CODE
CLASSIFICATION
REQUESTED
EXPLANATION
.40
Training and Per Diem
6,448
PERSONNEL SERVICES
.11
Executive Salary
$ 77,000
Village Manager
.12
Regular Salaries
29,484
Staff Assistant
.21
Social Security
7,724
FICA of Salaries
.22
Retirement
8,036
As per Finance Dir.
.23
Health Insurance
4,261
Health Insurance and
lease
.47
LTD, & Life I %mice
.24
Worker's Compensation
319
Per Finance Director
OPERATING EXPENSES
.34
Other Contractual Services
30
Typewriter Maint.
contract
.40
Training and Per Diem
6,448
Manager attendance
at various meetings
and conferences
.41
Telephone
4,330
.42
Postage
400
.44
Rentals & Leases
4,800
Manager automobile
lease
.47
Printing
250
Letterhead
.48
Advertising & Promotion
400
Misc. promotions
.51
Office Supplies
1,000
Misc. office supplies
43
AMOUNT
CODE CLASSIFICATION REQUESTED EXPLANATION
OPERATING EXPENSES (CONT'D)
54 Subscriptions and
Memberships
NON - OPERATING EXPENSES
.93 Contingency
TOTAL
$ 2,394 Misc. Publications/
Books/Miami Herald/
Dade County Assoc.
of Police/South Florida
2,196
$ 149,072
44
Dade City /County
Mgmt. Assoc.,
FCCMA, ICIMA
Merit increase/Longevity pay
sy MARKETING
ORGANIZATION CHART
lips Nnwi"
MARKETING DIRECTOR
MILDRED RAMOS MAJOROS
45
MARKETING
Services, Functions and Activities
The Marketing Department was established to facilitate the development of a marketing and
public relations plan for promoting Miami Shores as a preferred community, towards the ultimate
goal of increasing property values in the Village.
The function of the Marketing Department is to plan and administrate public relations
projects, marketing plan and other activities relating to the improvement and promotion of Miami
Shores Village in order to increase awareness of Miami Shores Village, enhance community pride
and involvement, increase property values in the Village, and increase the use of Miami Shores'
business districts.
Ongoing departmental functions include the following:
o Planning and administering the Village's public relations projects
o Developing advertising and promotional materials
o Acting as a spokesperson to promote the Village
o Preparing the Village newsletter
o Coordinating volunteer community efforts to promote Miami Shores as a preferred
community in which to live.
46
1 L4RKETING
FY 1995 Achievements
Since the inception of the department last April, a new 4 -page, 2 -color Village Hall Newsletter has
been economically developed and produced at a cost of 4.4 cents per copy to provide up -to -date
Village news and information to our residents. The Department has completed a Public Relations
and Communications Plan to promote awareness and understanding of Village services, projects and
programs to the public, media and special interest groups through public information programs,
media relations, special events and activities and intergovernmental relations. An inventory of the
N.E. 2nd Avenue Business District has also been completed, including size and cost per square foot
of all current vacancies. This data will be used in implementing a business recruitment plan for the
business districts. Additionally, the department has received a 100% response rate on all press
releases issued, receiving positive newspaper coverage about events and programs in the Village.
Goal:
FY 1996 Goals and Objectives
Increase Awareness of Miami Shores Village as a Quality Urban Community.
Objectives:
1. Promote local recognition through advertising and newspaper coverage of
community events.
2. Positive newspaper coverage of Miami Shores in local papers, including Miami
Herald Neighbors, Miami Today, Daily Business Review, etc.
3. Active Membership in Miami Shores Chamber of Commerce as well as other area
Chambers including Greater Miami Chamber, North Dade Chamber to market
Miami Shores Village.
4. Develop an active relationship with real estate brokers listing Shores properties.
5. Promote regional identity of Miami Shores Village Develop through cable T.V.
programming.
6. Develop new and improved promotional materials to inform, persuade and remind
prospects of the benefits of living or working in Miami Shores.
Goal:
Continue to promote a sense of community spirit and pride.
Objectives:
1. Replace Village newsletter with a more informative and promotional piece to be
used to publicize improvements, events and plans.
2. In conjunction with the Mayor's Task Force and civic groups, coordinate activities
to bring residents together and to maximize volunteer efforts.
47
Goal:
Raise Property Values.
Objectives:
1. Stimulate Residential and Commercial Property Improvements.
2. Continue ongoing streetscaping, landscaping and beautification.
3. Continue proactive and active Code Enforcement to maintain a standard of quality
throughout the community.
4. Maintain safe neighborhood through a new Police Station which would allow for a
visible public safety image in the Village center.
5. Prevent deterioration of surrounding areas through a cooperative effort with Dade
County's Team Metro and Barry University.
Goal:
Attract new businesses and encourage use of the Village's business districts.
Objectives:
1. Continue to solicit property owners to make repairs, attend to maintenance and paint
buildings.
2. Develop inventory of desirable and viable businesses and occupancies.
3. Define market segments to be targeted.
Goal:
Explore New Sources of Revenue.
Objectives:
1. Expand Village services to increase revenue.
2. Identify sources of government funding, including grants, for special projects in the
areas of economic development, recreation, infrastructure and beautification.
48
1994 1995 Est
Actual Actual
MIAMI SHORES VILLAGE
Marketing Department
FY 1995 - 1996
Expenditure Description
1995 - 1996
Dept. Admin. Council
Request Recomm. Adoption
$0
$22,500
Executive Salary
$45,000
$45,000
$45,000
0
1,721
FICA
3,442
3,442
3,442
0
2,001
Health Insurance
4,252
4,252
4,252
0
0
Worker's Compensation
138
138
138
0
26,222
Total Personnel Services
52,832
52,832
52,832
Capital Outlay
0 1,726 Buildings 0 0 0
1,359 2,335 Equipment 0 0 0
1,359 4,061 Total Capital Outlay 0 0 0
Other Expenses
0 0 Contingency 1,217 1,217 1,217
0 0 Total Other Expenses 1,217 1,217 1,217
FF -$29,683 $68,434 Department Totals $96,062 $90,812 $9Q,81 2
0 1 Full Time Positions 1 1 1
0 0 Part Time Positions 0 0 0
49
Operating Expenses
20,460
6,400
Professional Service
5,000
5,000
5,000
206
600
Training & Per Diem
1,700
1,250
1,250
11
701
Telephone Expenses
523
523
523
16
5,300
Postage
6,140
6,140
6,140
0
15,100
Printing
19,300
17,700
17,700
2,768-
5,650
Advertising & Promotions
6,700
4,350
4,350
0
1,250
Office Supplies
250
250
250
4,658
1,700
Other Operating Expenses
950
950
950
205
1,450
Subscriptions & Memberships
1,450
600
600
28,324
38,151
Total Operating Expenses
42,013
36,763
36,763
Capital Outlay
0 1,726 Buildings 0 0 0
1,359 2,335 Equipment 0 0 0
1,359 4,061 Total Capital Outlay 0 0 0
Other Expenses
0 0 Contingency 1,217 1,217 1,217
0 0 Total Other Expenses 1,217 1,217 1,217
FF -$29,683 $68,434 Department Totals $96,062 $90,812 $9Q,81 2
0 1 Full Time Positions 1 1 1
0 0 Part Time Positions 0 0 0
49
1995 - 1996 BUDGET EXPLANATION
MARKETING
001 - 0301 -512
& Layout for MSV brochure
.40 Training & Per Diem 1,250 3 CMA Annual Conferences
Dir. attendance at various
luncheons, conferences
41 Telephone
AMOUNT
CODE CLASSIFICATION
REQUESTED
EXPLANATION
Misc. Correspondence
PERSONELL SERVICES
17,700
Printing of Newsletter
.11 Executive Salary
$ 45,000
Marketing Director
.21 Social Security
3,442
FICA of Salary
.23 Health Insurance
4,252
Health & Life Insurance
.24 Worker's Compensation
138
As per Finance Director
OPERATING EXPENSES
4,350
Design & Placement of
.31 Professional Service
5,000
GraphicDesign,Photography
& Layout for MSV brochure
.40 Training & Per Diem 1,250 3 CMA Annual Conferences
Dir. attendance at various
luncheons, conferences
41 Telephone
523
42 Postage
6,140
Mailing of Newsletter,
Misc. Correspondence
47 Printing
17,700
Printing of Newsletter
Printing of Brochure, and
Misc. printing of Flyers,
Invitations, Announcements,
Contents of Welcome Basket
48 Advertising & Promotions
4,350
Design & Placement of
Print Ads, Ad in Chamber
Directory, and Promotional
Collateral Materials.
51 Office Supplies
50
250
AMOUNT
CODE CLASSIFICATION REQUESTED EXPLANATION
OPERATING EXPEJNSES (CONT'D)
.5202 Other Operating Expenses
.54 Subscriptions & Memberships
NON - OPERATING EXPENSES
93 Contingency
TOTAL
$ 950 Photography Development
for Monthly Newsletter,
Video Duplication, Misc.
Expenses: Clip -Art, Flowers,
Specialty Paper
600 Yearly Membership to
3CMA,N6rth DadeChamber,
Subscription to Florida
Funding and Downtown
Promoter
1,217
$ 90,812
51
Merit/Longevity
s HUMAN RESOURCES DEPARTMENTS
y ION C HART �
�,,, O RGAN IZAT �=
LOR1U
HUMAN RESOURCES DIRECTOR
SCOTT DAVIS
ADMINISTRATIVE SECRETARY
NICHOIA GRANT
52
HUMAN RESOURCES
Services, Functions and Activities
The Personnel Department is responsible for the recruitment and employment of a 150 person
workforce; coordination of Village -wide training and safety programs; administration of
compensation plans; employee relations; collective bargaining; and the administration of contracts
with the Village's two labor unions.
The risk management section of the Personnel Department coordinates the workers
compensation and liability claims of the Village's self insurance program.
The Personnel Department coordinates benefits for the workforce which includes health
insurance, vacation and sick leave records, deductions for various benefits and after work activities
such as administration of the Disney Club.
53
HUMAN RESOURCES
FY 1995 Achievements
The department has negotiated a very favorable 3 year union contract with the Federation of Public
Employees without the expense of legal counsel, negotiated a no increase cost for three separate
insurance plans for FY 1995 and implemented a Life and Disability Insurance Plan for union
employees. Additionally, the department revised the personnel rules and regulations manual in over
25 areas and provide training sessions for Village staff on a variety of subjects.
Goal:
FY 1996 Goals and Objectives
To implement a CDL Drug Policy for employees that drive vehicles that require a CDL
license.
Objetives:
1. Review current State Statutes regarding Drug Testing in general and the new Statute
regarding CDL licenses.
2. Conduct training sessions with CDL license holders to make them aware of the new
Drug Testing requirements and review procedures they can expect to occur.
3. Develop a random system to perform the required number of tests including Drug and
Alcohol tests.
4. Develop a policy regarding the results of the tests.
Goal:
To develop other methods of recruitment for Village Employees.
Objectives:
1. Contact local Colleges and Universities placement offices to work with their
personnel to get our vacancies advertised. Put up flyers in the institutions to get
Coaches and summer recreation vacancies filled.
2. Work with the Florida Job Service to develop new sources of potential employees.
3. Work with other cities to develop a list of applicants that meet our qualifications for
positions that are vacant.
Goal:
Continue training of employees for professional and personal growth.
Objective:
1. Work with Gallagher Basett to provide structured safety training on various areas of
the work place.
2. Work with Bayview center to provide training on areas that involve professional and
personal growth.
3. Develop new sources for training, eg. CPR training and health education.
3]
Goal:
Develop tracking system for Village wide merit increases and use of sick leave by department
and by job class.
Objective:
1. Create form for tracking and reporting information.
2. Work with Department Heads to determine if sick leave is being over utilized on
a departmental level and track employees that receive merit increases.
55
1994 1995 Est
Actual Actual
MIAMI SHORES VILLAGE
Human Resources Department
FY 1995 - 1996
Expenditure Description
$0
$44,588
Executive Salary
0
9,010
Regular Salary
0
4,100
FICA
0
2,600
Retirement
0
1,572
Health Insurance
0
156
Worker's Compensation
0
62,026
Total Personnel Services
1995 - 1996
Dept. Admin. Council
Request Recomm. Ado do
$42,141
$42,141
$42,141
7,448
7,448
7,448
3,794
3,794
3,794
758
758
758
4,236
4,236
4,236
153
153
153
Capital Outlay
0 0 Equipment 350 350 350
0 0 Total Capital Outlay 350 350 350
Other Expenses
0 0 Contingency 920 920 920
0 0 Total Other Expenses 920 920 920
SO $95,037 Department Totals $80,826 $79,796 $79 796
0 1 Full Time Positions 1 1 1
0 2 Part Time Positions • 1 1 1
" (1) part time position transferred to Village Clerk Department effective FY'95 -'96
56
Operating Expenses
0
2,958
Professional Service
3,340
3,340
3,340
0
1,868
Other Contractual Services
1,868
1,868
1,868
0
2,100
Training & Per Diem
3,300
2,270
2,270
0
658
Telephone Expenses
302
302
302
0
388
Postage
200
200
200
0
4,900
Printing
400
400
400
0
12,000
Advertising & Promotions
10,000
10,000
10,000
0
6,658
Other Current Charges
0
0
0
0
650
Office Supplies
500
500
500
0
200
Other Operating Expenses
500
500
500
0
631
Subscriptions & Memberships
616
616
616
0
33,011
Total Operating Expenses
21,026
19,996
19,996
Capital Outlay
0 0 Equipment 350 350 350
0 0 Total Capital Outlay 350 350 350
Other Expenses
0 0 Contingency 920 920 920
0 0 Total Other Expenses 920 920 920
SO $95,037 Department Totals $80,826 $79,796 $79 796
0 1 Full Time Positions 1 1 1
0 2 Part Time Positions • 1 1 1
" (1) part time position transferred to Village Clerk Department effective FY'95 -'96
56
1995 - 1996 BUDGET EXPLANATION
HUMAN RESOURCES
001 -0302 -512
CODE
CLASSIFICATION
AMOUNT
REQUESTED
EXPLANATION
PERSONNEL SERVICES
2,270
.41
.11
Executive Salary
$ 42,141
Personnel Director
.12
Regular Salaries
7,448
P.T. Admin Secretary
.21
Social Security
3,794
FICA
.22
Retirement
758
As per Finance Director
.23
Health Insurance
4,236
Health Insurance and LTD
.24
Worker's Compensation
153
As per Finance Director
OPERATING EXPENSES
.31
Professional Service
3,340
City wide Pre - employment
.34
Other Contractual
1,868
.40
Training and Per Diem
2,270
.41
Telephone
302
.42
Postage
200
.47
Printing
400
.48
Advertising and Promotions
10,000
.51
Office Supplies
500
5202
Other operating expenses
500
57
tests
Employee Assist. Program
Car Allowance, Conferences
Personnel Application
Forms
Ad for City -wide vacancies
Employee Awards &
Promotion
AMOUNT
CODE CLASSIFICATION REQUESTED EXPLANATION
OPERATING EXPENSES (CONT'D)
.54 Subscriptions and $ 616 Miami Chamber ofCommerce
Memberships IPMA, PRIMA, FPELRA,
National Notary
CAPITAL OUTLAY
.64 Equipment 350 Intoxometer
NON - OPERATING EXPENSES
.93 Contingency 920 Longevity pay
TOTAL $ 79,796
58
0 VILLAGE CLERK
eggs mogul" � ORGANIZATION CHART
LOR1Up'
VILLAGE CLERK
BARBARA FUGAZZI
PART -TIME
RECORDING SECRETARY
59
VILLAGE CLERIC
Services, Functions and Activities
The function of the Clerk's office encompasses the traditional responsibility of record
archiving, as well as voter registration, general elections, coordination of Village Council meetings
and coordination of the selection process for Board, Committee and Commission appointments.
Publishing of the Village Council agendas, as well as agendas for the various Boards is an
ongoing departmental activity. Recording secretarial services are provided to the Village Council and
to many of the Boards, Committees and Commissions. The Clerk's office is responsible for providing
minutes of these meetings.
Other responsibilities include publication of public hearing notices for ordinances and
resolutions, requests for bids and board member vacancies. Notices are also published for changes
to the Comprehensive Plan and changes in land use. The Clerk's office is responsible for complying
with records requests in the form of paper copies, audio and video copies.
In addition to the above duties, the Clerk's office administers the Village's Occupational
Licensing program, ensuring payment of applicable fees on a yearly basis. The issuance of film and
peddlar (solicitor) permits are also facilitated by the Clerk's office.
MM
VILLAGE CLERIC
FY 1995 Achievements
Great efficiencies have been realized with the processing of meeting agendas, meeting minutes and
responses to requests for information from the public since the transfer of the Village Clerk functions
to the Village Manager's Executive Assistant. The Occupational License files, contained within the
computer system and the manual files have been updated with current information, i.e. new addresses,
correcting billing amount etc. The Village Clerk was instrumental in the recodificaiton of the Village
Code of Ordinances. All petitions, filing paperwork, absentee ballots, and applicable reports in
reference to the 1995 Village Council Elections were completed on time.
Goal:
FY 1996 GOALS AND OBJECTIVES
Effectively administer the Occupational Licensing Program.
Objectives:
1. Through consolidation of efforts, allow for new businesses to obtain occupational
licenses in a timely, efficient manner.
2. Determine whether businesses continue to operate in Miami Shores Village and purge
system of outdated information.
3. Follow -Up on delinquent accounts regularly to ensure payment and compliance with
the Village Code of Ordinances.
Goal:
Update Village Code of Ordinances.
Objectives:
Goal:
1. Arrange for recodification and reprint of Village Code of Ordinances to ensure proper
information is available.
2. When new Ordinances are passed, forward copies of the Ordinance to both the
Municipal Code Corporation and individuals on the Council, Boards and Committees,
who possess Code books, for reference purposes.
Provide residents with current and accurate information as requested and/or directed, in
relation to agendas, minutes, or other public records.
Objective:
Respond to requests for information in a timely and professional manner.
61
Goal:
Improve Agenda Management
Objective:
Through coordination with the Village Manager and Council members, effectively
manage the content of each Agenda to ensure proper distribution of Agenda items.
62
VILLAGE CLERK A CTIVITY REPOR T
Agenda Management:
- Average length of Council Meetings 0
(in Hours)
* Figures for FY 1994 are not available.
63
2.5
2.0
1994 actual
1995 estimated
1996 projected
Occupational Licenses Issued:
0
595
620
(Approx. 60
Delinquent)
Code of Ordinances:
- Passed
0
8
10
Records Requests:
- Processed within 48 hours
0
100
0
- Processed within 24 hours
0
0
100
Agenda Management:
- Average length of Council Meetings 0
(in Hours)
* Figures for FY 1994 are not available.
63
2.5
2.0
1994 1995 Est
Actual Actual
MIAMI SHORES VILLAGE
Vallage Clerk Department
1995 - 1996
Expenditure Description
1995 -1996
Dept. Admin. Council
Request Recomm. Ado do
Other Expenses
0 0 Contingency 1,046 1,046 0
0 0 Total Other Expenses 1,046 1,046 0
SO $0 Department Totals $48,811 $47,711 $52 472
0 0 Full Time Positions' 1 1 1
0 0 Part Time Positions'" 1 1 1
* (1) full time position transferred from Village Manager Department effective FY'95 -'96
" (1) part time position transferred from Village Clerk/Personnel Department effective FY'95 -'96
64
Personnel Services
$0
$0
Executive Salary
$29,611
$29,611
$35,000
0
0
Other Salary
2,988
2,988
2,988
0
0
FICA
2,493
2,493
2,906
0
0
Health Insurance
4,161
4,161
4,166
0
0
Worker's Compensation
89
89
89
0
0
Total Personnel Services
39,342
39,342
45,149
Other Expenses
0 0 Contingency 1,046 1,046 0
0 0 Total Other Expenses 1,046 1,046 0
SO $0 Department Totals $48,811 $47,711 $52 472
0 0 Full Time Positions' 1 1 1
0 0 Part Time Positions'" 1 1 1
* (1) full time position transferred from Village Manager Department effective FY'95 -'96
" (1) part time position transferred from Village Clerk/Personnel Department effective FY'95 -'96
64
Operating Expenses
0
0
Training & Per Diem
1,500
1,300
1,300
0
0
Telephone Expenses
523
523
523
0
0
Postage
400
400
400
0
0
Printing
250
50
50
0
0
Other Current Charges
5,000
4,500
4,500
0
0
Office Supplies
350
350
350
0
0
Subscription & Memberships
200
200
200
0
0
Total Operating Expenses
8,223
7,323
7,323
Other Expenses
0 0 Contingency 1,046 1,046 0
0 0 Total Other Expenses 1,046 1,046 0
SO $0 Department Totals $48,811 $47,711 $52 472
0 0 Full Time Positions' 1 1 1
0 0 Part Time Positions'" 1 1 1
* (1) full time position transferred from Village Manager Department effective FY'95 -'96
" (1) part time position transferred from Village Clerk/Personnel Department effective FY'95 -'96
64
1995 - 1996 BUDGET EXPLANATION
VILLAGE CLERK
001 - 0303 -512
TOTAL $ 52,472
65
AMOUNT
CODE
CLASSIFICATION
REQUESTED
EXPLANATION
PERSONNEL SERVICES
.11
Executive Salary
$ 35,000
Village Clerk
.13
Other Salary
2,988
Recording Secretary
.21
Social Security
2,906
FICA
.23
Health Insurance
4,166
Health Insurance and LTD
.24
Worker's Compensation
89
As per Finance Director
OPERATING EXPENSES
.40
Training and Per Diem
1,300
Clerk's Institute
.41
Telephone
523
.42
Postage
400
Mailing of Occup. License
Follow -up Letters, etc.
.47
Printing
50
Letterhead
.49
Other Current Charges
4,500
Legal Advertising of
Ordinances
.51
Office Supplies
350
.54
Subscriptions and
200
FACC, IIMC
Memberships
TOTAL $ 52,472
65
OR BUILDING & ZONING
ORGANIZATION CHART
"OR1D
DIRECTOR OF BUILDING & ZONING
FRANCIS J. LUBIEN
EXECUTIVE ASSISTANT
MARGARITA MONTIEL
N•
BUILDING & ZONING
Services, Functions and Activities
BuildinLy Department
o Process permit applications. Make sure that all applications have all the required information
and include all required documents such as signed and sealed plans and specifications,
surveys, licenses, insurance, letters of acceptance from dade county product control for
materials and products to be used in the project, copy of recorded notice of commencement,
and other items such as dade county approval from the fire dept., Health and Rehabilitative
Service, impact fees, Dept. of Environmental Resource Management, etc.
o Make all required inspections to insure compliance with the Miami Shores Village code, the
South Florida Building Code, and any other state or federal codes which may apply.
o Issue certificates of occupancy
o Prepare monthly permit activity report, quarterly energy compliance report, and quarterly
radon report.
o Maintain all files, forms, correspondence, etc., In connection with above activities.
Zoning Department
o Accept and prepare all items for hearing by the planning and zoning board which are initiated
by residents, property owners, Village Council, and the Planning and Zoning Board.
o Prepare agendas, notify all involved parties, attend meetings, present items, and assist in
discussions. Follow through with the implementation of board decisions, prepare for public
hearings and advertising, as may be required.
In General
o In all above activities, staff assists and advises all people requesting information and direction.
A great deal of time is spent in this area, and every effort is made to accommodate the public.
Code enforcement officers are required to attend continuing education classes and seminars
in order to maintain certification. The building official is also required to attend classes and
seminars in continuing education in order to maintain mandatory certification by the state and
the county. The building official is also required to maintain certification in the profession
which qualifies him to be a building official (engineer, architect, or general contractor).
67
BUILDING AND ZONING
FY 1995 Achievements
The Building & Zoning Department processed 1,756 permits representing construction in the amount
of $7,449,634. Two major projects, the Metro -Dade Fire Station and Walgreens, commenced during
the year. Barry University has several major maintenance projects and alterations. The Departments
is working with the Finance Department in implementing the first step to convert the building permits
manual system to a computerized system.
Goal:
FY 1996 Goals and Objectives
Provide a more efficient and effective procedure for building permitting and inspections.
Objective:
Computerize all building permits and inspections.
Goal:
Improve telephone response time and customer service for residents /contractors at Building
& Zoning Department counter.
Objective:
Develop procedures for information gathering and dissemination, eliminating need for lengthy
discussions via the telephone and over - the - counter contact.
Goal:.
Educate residents and contractors of permit procedures.
Objective:
Develop informational fact sheets for the most commonly asked questions.
Goal:
Preserve the residential integrity of the Village.
Objective:
Maintain maximum compliance to the Village Code of Ordinances as they relate to Building
and Zoning standards.
WO
BUILDING DEPARTMENT ACTIVITY REPORT
1994 Actual 1995 Estimated 1996 Projected
Total Number of Permits 1,542 1,462 1,500
1994 1995 Est
Actual Actual
MIAMI SHORES VILLAGE
Building And Zoning Department
FY 1995 - 1996
Expenditure Description
$52,030
$46,645
Executive Salary
73,739
25,432
Regular Salary
359
200
Overtime
9,250
5,529
FICA
3,269
1,337
Retirement
4,608
3,967
Health Insurance
6,777
3,932.
Worker's Compensation
150,032
87,042
Total Personnel Services
1995 - 1996
Dept Admin. Council
Request Recomm. Ado do
$44,262
$44,262
$44,262.
25,857
25,857
25,857
200
200
200
5,379
5,379
5,379
796
796
796
5,892
5,892
5,892
2,721
2,721
2,721
85,107
85,107
85,107
Capital Outlay
749 681 Equipment 0 0 0
749 681 Total Capital Outlay 0 0 0
Other Expenses
Operating Expenses
2,425
10,242
7,100
Professional Service
6,360
6,360
6,360
767
10,000
Comp. Plan Prof. Service
10,000
5,000
5,000
16,192
12,870
Other Contractual Services
13,920
13,920
13,920
2,249
2,450
Training & Per Diem
2,260
2,260
2,260
2,480
1,137
Telephone Expenses
967
967
967
2,455
1,500
Postage
1,500
1,500
1,500
1,830
0
Vehicle Maintenance
0
0
0
1,801
3,500
Printing
3,500
2,000
2,000
658
1,375
Advertising & Promotions
1,375
1,000
1,000
743
872
Office Supplies
872
872
872
1,507
550
Gas, Oil & Lubricants
600
600
600
935
480
Other Operating Expenses
250
250
250
846
0
Uniforms
0
0
0
270
200
Subscriptions & Memberships
125
125
125
42,975
42,034
Total Operating Expenses
41,729
34,854
34,854
Capital Outlay
749 681 Equipment 0 0 0
749 681 Total Capital Outlay 0 0 0
$196 244 $129,757 Department Totals $128,071 $121,196 5121 196
5 2 Full Time Positions * 2 2 2
0 0 Part Time Positions 0 0 0
* (3) full time positions transferred to Code Enforcement/Com. Affairs Department effective FY'94= 95
70
Other Expenses
2,425
0 Debt Service Principal
0
0
0
63
0 Debt Service Interest
0
0
0
0
0 Contingency
1,235
1,235
1,235
2,488
0 Total Other Expenses
1,235
1,235
1,235
$196 244 $129,757 Department Totals $128,071 $121,196 5121 196
5 2 Full Time Positions * 2 2 2
0 0 Part Time Positions 0 0 0
* (3) full time positions transferred to Code Enforcement/Com. Affairs Department effective FY'94= 95
70
1995 - 1996 BUDGET EXPLANATION
BUILDING and ZONING
001 -0400 -524
71
AMOUNT
CODE
CLASSIFICATION
REQUESTED
EXPLANATION
PERSONNEL SERVICES
.11
Executive Salary
$ 44,262
Building & Zoning Dir.
.12
Regular Salaries
25,857
Executive Assistant
I .14
Overtime
200
.21
Social Security
5,379
FICA % of salaries
.22
Pension
796
As per Actuary
.23
Life and Health Insurance
5,892
Health Insurance/LTD
.24
Worker's Compensation
2,721
As per Finance Dir.
OPERATING EXPENSES
.31
Professional Services
6,360
Inspectors (certified)
Covenants and
Programming costs
.3101
Comprehensive Plan
5,000
Comprehensive Plan amend
Professional Services
and review; upgrade plan to
comply with state
requirements
.34
Other Contractual Services
13,920
Fees for inspection on
plumbing and electrical
Maintenance contract
for typewriter
.40
Training and Per Diem
2,260
Building Official's Assoc.
of FL annual seminar and
Board meeting/South FL
Building Official's meeting
71
NON - OPERATING EXPENSES
.93 Contingency
TOTAL
1,235
$121,196
72
Merit/Longevity pay
AMOUNT
CODE
CLASSIFICATION
REQUESTED
EXPLANATION
OPERATING EXPENSES (CONT'D)
.41
Telephone
$ 967
Telephone services
.42
Postage
1,500
Correspondence and
certified mail
.47
Printing and Binding
2,000
Printed forms for Building
and Zoning: Occupational
Licenses, Garage sale,
Other misc. printing
.48
Advertising and Promotion
1,000
Public hearings
.51
Office Supplies
872
Misc. office supplies
.5201
Gasoline
600
Gasoline for vehicles
.5202
Other Operating Expenses
250
Toner for printer
.54
Subscriptions and
125
Building Official's
Memberships
Association of FL
South FL Building
Official's Council
Dade Council
National Notary Assoc.
NON - OPERATING EXPENSES
.93 Contingency
TOTAL
1,235
$121,196
72
Merit/Longevity pay
CODE COMPLIANCE
good
,,,� ORGANIZATION C HART
ol
loR
COMMUNITY AFFAIRS SPECIALIST
WILLIAM NELSON
SENIOR CODE
COMPLIANCE OFFICER
RICHARD TRUMBLE
CODE COMPLIANCE OFFICER
AMOS PIERRE
!J
CODE ENFORCEMENTICOMMUNITYAFFAIRS DEVELOPMENT
Services, Functions and Activities
Since its inception in August 1994 the Miami Shores Community Response Team has proven successful -
not only as a deterrent to ordinance violations, but by the establishment of community confidence and
rapport within the program.
Enhancement of the Village sparks an Idea
Recently, the need was clearly seen by Village Administration to put more emphasis on cleaning up the
Village of ordinance violations and educating the public about the need to maintain properties. The
Community Response Team idea was modeled with the realization that detailed reports and records are
needed to have successful case prosecution for offenders of Village Ordinances.
Employee Selection and Training
A vigorous program is planned to allow each C.R.T. officer to be trained and certified in code
enforcement, nuisance control and proactive complaint response and investigation. The Team has already
designed and set up a training program to help in developing the Team's new hires. This has begun the
training aspect of the Team and has put a process in place for future turnover. The team is also active
in the Florida Association of Code Enforcement. This organization offers a certification program for
Code Enforcement personnel on several levels. The Team's goal is to have all staff trained through
Level I within their first eighteen months on the job.
Leadership
With the success of the program since August 1994 gauged through the changed appearance of the
Village and the stable Village property values, it would be unfortunate to not recognize the wisdom of
having the newly created Department Director report directly to the Village Manager. Now, along with
lessened complaints to the Village Manager, Assistant Village Manager, Village Council and other
elected officials, the Team is looked to halt or obtain compliance on such issues as outdoor storage and
junk, noise, ground and water pollution, illegal signs, zoning, residential and commercial building
appearances, business licensing, noise and other nuisance violations.
Community Opinion
With such a large mandate, the Department Director enlisted the cooperation of Village staff and the
public who were the first to see the Community Response Team. Fortunately the caliber of folks on the
Team has made the vision of a better Village come true. Team members know how to listen and work
with property owners they find violating Village Ordinances, many cases never go before the Code
Board having been satisfied prior to a hearing in the matter.
74
CODE ENFORCEMENTICOMMUNITYAFFAIR.Y DEVELOPMENT
FY 1995 Achievements
The Community Response Team was formed this past year to improve the efficiency and effectiveness
of the Village's Code enforcement by training staff and educating the public. This new team
approach has been instrumental in stopping neighbor disputes and dissension by developing Village -
wide compliance effort with a planned approach. The department hosted and moderated the first
"Open Realtor Forum" in March 1995 resulting in improved communications with Realtors towards
property value maintenance and held the first Town Meeting on Code Compliance in October 1994.
The department also established a working cooperation with intergovernmental Metro -Dade groups
leading to action on numerous violations in the Metro -Dade area surrounding the Village. Finally,
a handbook was developed to provide a comprehensive guide to code compliance and building and
zoning regulations in the Village.
Goal:
FY 1996 Goals and Objectives
Continue Village -wide assessments for common or major violations.
Objectives:
I Ensure that local ordinances conform with recent Federal, State and County guidelines
and recommend adapting/changing Village Ordinances when necessary.
2. Assess strengths and weaknesses of current systems to suggest change, cross train
staff or add programs as needed.
3. Continue to educate and foster public relations through newsletter, neighborhood
groups and associations.
4. Create standard operating procedures to aid Community Response Officers in
understanding their duties and responsibilites.
5. Improve management reporting for control, manpower productivity and flexing
systems.
Goal:
Improve Code Enforcement in Unincorporated Dade areas surrounding Miami Shores
Village.
Objectives:
1. Through a coordination of efforts, work with the newly formed, TEAM METRO, to
clean up areas of Unincorporated Dade County which border Miami Shores Village.
2. Investigate alternatives for collection of liens, to provide reimbursement for labor and
material to rectify code violations.
3. Increase community awareness of Code standards through the distribution of new
Code Enforcement Manual and its printing in Creole.
75
CODE ENFORCEMENT ACTIVITY REPORT
Activity
1994 Actual 1995 actual"
1996 projected
Citizen Complaints
* 484
580
Village Complaints
* 120
144
Officer Initiated Complaints
* 407
488
Follow- Up/Re- inspections
* 1,268
1,521
Signs Removed From ROW
* 505
606
Occupational License Checks
* 145
174
Miscellaneous
* 17
20
Total
* 2,946
3,535
Disposition
Other Department Referrals/N.V.
*
199
238
Verbal Warnings
*
216
259
Courtesy letters
*
226
271
Orders to Comply
*
318
381
Notices of Violation
846
223
268
Violations Corrected
822
1,000
1,200
Code Board Referrals
24
160
192
Code Board Compliances
*
167
200
Total
1,692
2,509
3,010
* New Leadership required activity and dispostion statistics in 1995. These numbers are not available in 1994.
** The figures are for 10 months actual in FY 1995
76
1994 1995 Est
Actual Actual
MIAMI SHORES VILLAGE
Code Enforcement And
Community Affairs Department
FY 1995 -1996
Expenditure Description
1995 - 1996
Dept. Admin. Council
Request Recomm. Adoption
Capital Outlay
0 0 Equipment 1,695 1,695 1,695
0 0 Total Capital Outlay 1,695 1,695 1,695
Other Expenses
0 0 Contingency 1,057 1,057 1,057
i
0 0 Total Other Expenses 1,057 1,057 1,057
$0 $102,593 Department Totals $112,595 $109,560 $109,560
0 3 Full Time Positions * 3 3 3
0 0 Part Time Positions 0 0 0
* (3) full time positions transferred from Building & Zoning Department effective FY '94 =95
77
Personnel Services
$0
$41,229
Executive Salary
$42,840
$42,840
$42,840
0
32,562
Regular Salary
33,546
33,546
33,546
0
0
Overtime
400
0
0
0
5,645
FICA
5,844
5,844
5,844
0
0
Retirement
570
570
570
0
5,956
Health Insurance
7,535
7,535
7,535
0
4,584
Worker's Compensation
3,278
3,278
3,278
0
89,976
Total Personnel Services
94,013
93,613
93,613
Capital Outlay
0 0 Equipment 1,695 1,695 1,695
0 0 Total Capital Outlay 1,695 1,695 1,695
Other Expenses
0 0 Contingency 1,057 1,057 1,057
i
0 0 Total Other Expenses 1,057 1,057 1,057
$0 $102,593 Department Totals $112,595 $109,560 $109,560
0 3 Full Time Positions * 3 3 3
0 0 Part Time Positions 0 0 0
* (3) full time positions transferred from Building & Zoning Department effective FY '94 =95
77
Operating Expenses
0
300
Professional Service
3,610
2,610
2,610
0
1,360
Other Contractual Services
1,460
1,460
1,460
0
1,410
Training & Per Diem
3,500
2,615
2,615
0
900
Telephone Expenses
1,461
1,461
1,461
0
850
Postage
850
850
850
0
3,666
Printing
1,250
500
500
0
8
Advertising & Promotions
0
0
0
0
973
Office Supplies
500
500
500
0
1,118
Gas, Oil & Lubricants
1,109
1,109
1,109
0
1,406
Other Operating Expenses
1,540
1,540
1,540
0
421
Uniforms
250
250
250
0
205
Subscriptions & Memberships
300
300
300
0
12,617
Total Operating Expenses
15,830
13,195
13,195
Capital Outlay
0 0 Equipment 1,695 1,695 1,695
0 0 Total Capital Outlay 1,695 1,695 1,695
Other Expenses
0 0 Contingency 1,057 1,057 1,057
i
0 0 Total Other Expenses 1,057 1,057 1,057
$0 $102,593 Department Totals $112,595 $109,560 $109,560
0 3 Full Time Positions * 3 3 3
0 0 Part Time Positions 0 0 0
* (3) full time positions transferred from Building & Zoning Department effective FY '94 =95
77
1995 - 1996 BUDGET EXPLANATION
CODE ENFORCEMENT /COMMUNITY AFFAIRS DEVELOPMENT
001 - 0401 -524
/RU11K
CODE
CLASSIFICATION
REQUESTED
EXPLANATION
PERSONNEL SERVICES
.11
Executive Salary
$ 42,840
Community Affairs Specialist
.12
Regular Salaries
33,546
(2) CodeEnforcement Officers
Support Staff from Finance
for CES
.21
Social Security
5,844
Fica % of Salaries
.22
Pension
570
As per Actuary
.23
Life & Health Insurance
7,535
Health Insurance/LTD
.24
Worker's Compensation
3,278
As per Finance Director
OPERATING EXPENSES
.31
Professional Services
2,610
Computer Upgrade
Recording Liens
.34
Other Contractual Services
1,460
Uniform Cleaning
.40
Training & per diem
2,615
Florida Assoc. of Code
Enforcement Certification
Plan Review Training
Zoning Training
.41
Telephone
1,461
Telephone Services
.42
Postage
850
Correspondence and
Certified Mail
.47
Printing & Binding
500
Code Enforcement, Ticket
Printing, Other Forms
.51
Office Supplies
500
Misc. Office Supplies
.5201
Gasoline
1,109
Gasoline for vehicles
78
AMOUNT
CODE CLASSIFICATION REQUESTED EXPLANATION
OPERATING EXPENSES (CONT'D)
.5202 Other Operating Expenses $ 1,540 Misc. Equipment, Film, Cages,
Work Organizers
5204 Uniforms 250 Replacement of uniforms
54 Memberships 300 Florida Assoc. Code
Enforcement
S.B.C.C.I. -Building
Optimist Club
CAPITAL OUTLAY
.64 Equipment 1,695 Radio Equipment
NON - OPERATING EXPENSES
.93 Contingency 1,057 Merit/Longevity Pay
TOTAL
$ 109,560
79
sy FINANCE DEPARTMENT
ORGANIZATION CHART
�y
1p RLDp'
DATA PROCESSOR SPECIALIST
CLARA BENDER
FINANCE DIRECTOR
PATRICIA VARNEY
ASST. FINANCE DIRECTOR
FRANK DENOUN
80
EXECUTIVE ASSISTANT
ELIZABETH KROBOTH
ACCOUNTS PAYABLE CLERK
GLORIA ALDANA
FINANCE
Services, Functions and Activities
The Finance Department is responsible for managing the City's financial resources in the most
cost effective and efficient manner. The department provides relevant and timely financial data to the
public, and assures safeguarding of procurement practices. Since 1987, the Village has received the
Certificate of Achievement for Excellence in Financial Reporting from the Government Finance
Officers Association.
The Finance Department is also responsible for preparing the annual operating budget,
forecasting revenues, and with the assistance of department heads forecasting expenditures. The
department controls expenditures within the approved appropriations, prepares budget revisions, and
holds two reviews during the fiscal year with the department heads to ensure expenditures are within
the budget. The Department also prepares a 5 -year Capital Plan every year.
Ongoing Departmental Functions include the following:
o Process payroll every week
o Responsible for all billing and receipts of the City
o Handle all cash and investments. Assure the City invest in a high yields and low risk
environment
O Responsible for disbursement of funds
O Account for all fixed assets
O Debt issuance
O Responsible for data processing and management information services
O Coordinate FEMA reimbursements for the Village
O Administer the Village Pension Plan
81
FINANCE
FY 1995 Achievements
The most significant accomplishment of the Finance Department was its recommendation of an
actuarial study for IBNR, which indicated a surplus of $130,000 in reserve. This funding will be used
to help balance the FY 1996 budget. The department was also instrumental in automating and
updating the Village's computer system, including conversion to a PC network system allowing the
Village to utilize new technologies such as Windows, Lotus, Pagemaker, etc. The department has
also implemented the first step in converting the building permits manual system to a computerized
system. This year the Finance Department was also the recipient of two prestigious awards from the
Government Finance Officers Association, including the Distinguished Budget Presentation Award
and the Award of Financial Reporting Achievement. A budget -in -brief booklet was prepared for FY
1996 budget.
Goal:
FY 1996 Goals and Objectives
Increase the effeciency and effectiveness of certain functions in the Village through
computerization.
Objectives:
1. Convert the City's mainframe computer system to a network PC system.
2. Assist Code Enforcement Department in improving their software package for more
efficiency in tracking records.
3. Assist Building & Zoning Department in converting building permits procedures from
a manual system to a computer system.
Goal:
Set up Total Quality Management for the Village.
Objectives:
1. Obtain samples of TQM from other jurisdictions.
2. Set up meetings and receive input from department heads in setting up performance
Goal:
measures.
Set up guidelines and procedures in monitoring this program.
Introduce additional revenue sources to the Village.
Objectives:
1. Audit utility vendors to ensure proper remittance of utility and franchise fees.
2. Analyze user fees.
82
Goal:
Goal:
Continue to prepare the Budget documents in compliance with the standards of the
Distinguished Budget Presentation Award by the GFOA.
Continue to receive the Certificate of Achievement for Excellence in Financial Reporting.
83
FINANCE DEPARTMENT ACTIVITY REPORT
1994 Actual 1995 Estimated 1996 Projected
Accounts Payable*
Invoices processed
6,578
7,059
7,300
Checks issued
4,483
4,708
4,850
Manual Checks issued
51
22
12
Voided Checks
40
30
20
Payroll
Checks issued
7,102
7,652
7,700
Manual Checks
7
5
3
Voided Checks
9
5
3
Accounts Receivable
No. of Garbage Billings
13,187
13,187
13,207
No. of Occupational License
586
601
640
Billings
Lien Placed/Released
156
138
150
Lien Search reply
399
284
300
Accounting*
No. of Journal Entries
2,755
2,550
2,500
No. of Posting Closing Entries
1
0
0
Avg. date month -end financial
8
7
6
report generated
No. of Budget Transfer
428
520
450
No. of Budget Revision
106
44
40
Cash Management
Average portfolio of Investment
$3,687,419
$4,082,366
$4,350,000
Average rate of return ( %)
3.68
5.38
5.80
Average Monthly Deposit
721,479
768,830
770,000
Average Monthly Disbursement
659,986
706,632
720,000
* All Funds
. E
1994
Actual
1995 Est
Actual
MIAMI SHORES VILLAGE
Finance Department
FY 1995 - 1996
Expenditure Description
1995 - 1996
Dept. Admin. Council
Request Recomm. Ado tion
5229 292 $219,132 Department Totals $249,665 $248,700 5248 700
5 5 Full Time Positions 5 5
0 0 Part Time Positions 0 0
85
Personnel Services
$52,158
$54,127
Executive Salary
$53,789
$53,789
$53,789
87,796
89,275
Regular Salary
89,295
89,295
89,295
0
0
Overtime
200
0
0
10,539
10,970
FICA
10,961
10,946
10,946
1,181
2,500
Retirement
1,864
1,864
1,864
8,284
7,724
Health Insurance
10,818
10,818
10,818
519
521
Worker's Compensation
450
450
450
160,477
165,117
Total Personnel Services
167,377
167,162
167,162
5229 292 $219,132 Department Totals $249,665 $248,700 5248 700
5 5 Full Time Positions 5 5
0 0 Part Time Positions 0 0
85
Operating Expenses
6,907
6,607
Professional Services
6,000
6,000
6,000
26,940
27,850
Accounting & Auditing
31,020
31,020
31,020
5,302
2,900
Other Contractual Services
3,925
3,925
3,925
3,732
2,500
Training & Per Diem
3,900
3,150
3,150
2,066
1,500
Telephone Expenses
1,725
1,725
1,725
1,326
1,540
Postage
1,540
1,540
1,540
833
468
Miscellaneous Maintenance
450
450
450
1,914
2,100
Printing
2,200
2,200
2,200
2,100
1,200
Advertising & Promotions
1,200
1,200
1,200
1,133
900
Office Supplies
900
900
900
1,679
2,400
Other Operating Expenses
2,880
2,880
2,880
793
744
Subscriptions & Memberships
710
710
710
54,725
50,709
Total Operating Expenses
56,450
55,700
55,700
5229 292 $219,132 Department Totals $249,665 $248,700 5248 700
5 5 Full Time Positions 5 5
0 0 Part Time Positions 0 0
85
Other Expenses
6,617
0
Debt Service Principal
0
0
0
173
0
Debt Service Interest
0
0
0
7,300
3,306
Trans to Capital Proj Fund
22,400
22,400
22,400
0
0
Contingency
3,438
3,438
3,438
14,090
3,306
Total Other Expenses
25,838
25,838
25,838
5229 292 $219,132 Department Totals $249,665 $248,700 5248 700
5 5 Full Time Positions 5 5
0 0 Part Time Positions 0 0
85
1995 - 1996 BUDGET EXPLANATION
FINANCE
001 - 0500 -513
AMOUNT
CODE CLASSIFICATION REQUESTED EXPLANATION
PERSONNEL SERVICES
.11 Executive Salary $ 53,789 Finance Director
.12 Regular Salaries 89,295 Asst. Finance Dir.
.21
Social Security
10,946
.22
Retirement
1,864
.23
Life & Health Insurance
10,818
.24
Worker's Compensation
450
OPERATING EXPENSES
.31
Professional Services
6,000
.32
Accounting and Auditing
31,020
34 Other Contractual Services 3,925
.40 Training and Per Diem 3,150
86
Data Processing Spec
Executive Assistant
Acct. Payable Clerk
FICA % of salaries
As per Actuary
Health Insurance/LTD
As per Finance Director
Software support
Annual Village audit,
Single audit, Country Club
Audit, & CAFR,
Distinguished Budget program
Maintenance Contract
Computer Systems,
typewriters
Misc. conferences,
Meetings for GFOA,
DadeBroward Co.
Municipal Finance Officers
Assoc., Car allowance for
Director
TOTAL $ 248,700
87
AMOUNT
CODE
CLASSIFICATION
REQUESTED
EXPLANATION
OPERATING EXPENSES (CONT'D)
.41
Telephone
$ 1,725
Telephone services
.42
Postage
1,540
Postage for payables
and correspondence
.4602
Repair and Maintenance
450
Repairs to equipment not
covered by contract such as:
cash register, burster, laser
printer
.47
Printing and Binding
2,200
Microfilm records, Printed
Forms, Deed transfers, W -2
941 -A, Revenue envelopes,
Letterhead and envelopes,
Budget Documents, etc.
48
Advertising & Promotion
1,200
Budget Advertising
.51
Office Supplies
900
Misc. office supplies
.5202
Other Operating Expenses
2,880
Computer paper,gummed
Labels, data binders, printer
Ribbons
.54
Subscriptions and
710
National GFOA, State GFOA
Memberships
DadeBroward Municipal
Finance Officers Assoc.
PICK users group, GASB
Review, FL Public Pension
Trust
NON - OPERATING EXPENSES
.9103
Transf. to CIF
22,400
Computer Upgrade
.93
Contingency
3,438
Merit/Longevity pay
TOTAL $ 248,700
87
1994 1995 Est
Actual Actual
MIAMI SHORES VILLAGE
Non Departmental
FY 1995 -1996
Expenditure Description
1995 - 1996
Dept. Admin. Council
Request Recomm. Adoption
Personnel Services
$5,168 $1,000 Unemployment Compensation $5,000 $5,000 $5,000
5,168 1,000 Total Personnel Services 5,000 5,000 5,000
Capital Outlay
3,813 0 Land Improvements 0 0 0
498 0 Equipment 3,436 3,436 3,436
4,311 0 Total Capital Outlay 3,436 3,436 3,436
Operating Expenses
2,607
2,900
Other Contractual Services
2,892
2,892
2,892
471
530
Telephone Expenses
530
530
530
4,297
850
Postage
881
881
881
191,042
191,654
Insurance
96,508
96,508
96,508
5,223
200
Printing
200
200
200
5,295
0
Other Current Charges
0
0
0
5,638
2,900
Other Operating Expenses
4,290
4,290
4,290
0
1,957
Hurricane Exp /No Reimb By FEMA
0
0
0
126,389
0
Hurricane Exp- DSR
0
0
0
340,962
200,991
Total Operating Expenses
105,301
105,301
105,301
Capital Outlay
3,813 0 Land Improvements 0 0 0
498 0 Equipment 3,436 3,436 3,436
4,311 0 Total Capital Outlay 3,436 3,436 3,436
$568 407
$312,747 Department Totals $427,339 $427,339 $42.6,69911
IN
Other Expenses
97,628 7
7,900 D
Debt Service Principal 8
8,484 8
8,484 8
8,484
3,176 2
2,611 D
Debt Service Interest 2
2,026 2
2,026 2
2,026
0 0
0 R
Replenish Fund Balance 8
85,886 8
85,886 8
85,886
500 5
500 D
Dade Partner's/Horace Mann 5
500 5
500 5
500
500 5
500 D
Dade Partner's/Shores Elemen. 5
500 5
500 5
500
3,610 5
5,000 N
North Miami Foundation 5
5,000 5
5,000 5
5,000
8,000 1
10,600 M
Miami Shores Theater 1
10,600 1
10,600 1
10,600
104,552 8
83,645 T
Transfer to Capital Proj Fund 5
52,556 5
52,556 5
52,556
0 0
0 C
Contingency 1
148,050 1
148,050 1
147,410
217,966 1
110,756 T
Total Other Expenses 3
313,602 3
313,602 3
312,962
$312,747 Department Totals $427,339 $427,339 $42.6,69911
IN
1995 - 1996 BUDGET EXPLANA'T'ION
NON- DEPARTMENTAL
001- 0800 -519
AMOUNT
CODE CLASSIFICATION REQUESTED EXPLANATION
PERSONNEL SERVICES
.25 Unemployment Compensation S 5,000 Reserve for all Village
OPERATING EXPENSES
.34 Contractual Services 2,892 Copier, fax, check signer,
.41 Telephone
.42 Postage
45 Insurance
47 Printing and Binding
5202 Other operating expenses
CAPITAL OUTLAY
.64 Equipment
DEBT SERVICE
.71 Debt Principal
.72 Debt Interest
.73 Replenish Fund Balance
530
881
96,508
200
4,290
3,436
8,484
2,026
85,886
postage meter, service
agreements
Fax machine line
Meter Permit rental,
Bulk Mail/Ist Class Mail
Permits
Public Official liability
Public Employee bond,
Flt. & Prop. general
Liability, Fidelity Bond
Excess photocopies
Copy paper, toner and
miscellaneous supplies
Copy Machine
AMOUNT
CODE CLASSIFICATION REQUESTED EXPLANATION
NON - OPERATING EXPENSES
.8201 Dade Partners/Horace Mann $ 500
.8202 Dade Partners /Shores Elem. 500
8207 North Miami Foundation 5,000
8210 Miami Shores Theater 10,600
9103 Transfer to Capital 52,556
Projects Fund
93 Contingency 147,410
TOTAL $426,699
.o]
C.O.L., Contingency
0 POLICE DEPARTMENT
�� ,IN" ORGANIZATION CHART
CHIEF OF POLICE
MICHAELZOOVAS
POUCECHAPWN I
FR. RAY GEISSER
A• . . IWIllill
91
P? SL4i001.
RESERVE
POLICE OFFICER
LEGAL ADYLSOR
POLICE CAKAIN
D.P. HUGHES
RK>IARD HARMON
P!T OFFICER
POLICE CRIME
IEGAI ADVISOR
ANALYST
COMPLAINT OFFICER
PETER MAGRSAD
FRAN MURPHY
JEFFTASCFNER
LIELANT
RICHARD ASKER
POLICE RECORDS
CLERK
COMPI,APR OFFICER
DONNA VENTURA
ELLEN WRLIS
COMPLAINT OFFICER
DEIRDRE MURPHY
SERGEANT SERGEANT
OMDMClE00 KEVIN LYSTAD
SERGEAM
ROBERT IDgWlE3
SERGEANT
'/1CANT
SERGEANT
MARTIN REEDJ7C
COMPLAINTOFFlCEA
]NtLSTMJE MEN@10FS
DETECTIVE
DETECTIVE
DETEG'fIVE
DETECTIVE
BRUCE CAMPORA
OLElN 0091ER
STEVE SADDWSKI
DON LCHNES
COMPLAINT O�
PAM ESTRADA
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STAN TAILOR
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KERRY 7ISMQ1
SCOTT SNVJVIFII
91
P? SL4i001.
RESERVE
POLICE OFFICER
POLICE
Services, Functions anti Activities
The Miami Shores Police Department has long been known for its emphasis on education and
advanced training. All sworn personnel are in full compliance with the training requirements of the
Florida Criminal Justice Standards and Training Commission.
The Village Police fleet is comprised of fourteen uniform units and six unmarked and support
vehicles. Two rental vehicles are used for undercover assignments. A portion of the fleet is equipped
with LoJack receivers.
Our weaponry is state of the art with each officer being equipped with a Sig -Sauer 9MM semi-
automatic pistol (we were one of the first Dade departments to make the cross -over from revolvers.)
Shotguns, chemical agent delivery systems, AR 15 shoulder weapons and 30.06 cal. sniper rifle are
on hand in our armory. We have a complement of custom colt 9MM semi- automatic shoulder
weapons for our officers to complement their side arms.
The Detective Bureau is equipped with night - vision equipment, video and audio recording equipment,
body -bug surveillance transmitters, "bird dog" tracking device, remote alarm equipment,
cyanoacrylate (superglue) fuming equipment for sophisticated latent print recovery, and much more
- crime -scene processing and emergency equipment.
A D.A.R.E. officer trains and becomes available for participation in the ongoing Drug Education
efforts within our elementary schools. This program was successful for four years in a row in
obtaining grant funds from Dade County's Office of Substance Abuse. One grant applies to
supplemental funds for our regular program and the second grant authorized a special after- school
program to enhance our efforts (The Village is one of only a few cities to succeed in the after- school
request area.)
The Police Department continued its effort and participation in three multi- agency task forces. The
Blue Halo street narcoticsMolent crime task force, made up of the four northeast municipalities and
funded with Federal H.I.D.T.A. grant dollars was quite successful. The Money - Laundering Task
force (a cooperative effort with U.S. Customs and the Coral Gables Police Department) continued
to succeed with apprehensions and the seizure of illegal drug money. The resultant forfeiture funds
allow the acquisition of crime- fighting assets and the development of crime prevention programs.
The department continues to participate in the Blue Lightning Strike Force with U.S. Customs and
agencies throughout the State of Florida in marine drug interdiction operations.
The Miami Shores Police will continue with its vigorous emphasis on traffic-control with strong
enforcement aimed at speeders. An example of this continued traffic enforcement effort is shown in
this quantitative measurement of results.
A tool at our disposal is the digital S.M.A.R.T. system and trailer. This high- profile presence has
become known throughout the community, as well as with motorists simply traveling through Miami
Shores. We have increased the strength of our Reserve Police Program. Using fully certified and
trained Police Officers on a volunteer (no salary cost) basis bolsters our uniform presence.
92
We are proud of the following, which is our Mission Statement:
"We, the Miami Shores Police Department, exist to serve all people within our jurisdiction
with the utmost of respect, fairness and compassion. We are committed to the prevention
of crime and the protection of life and property; the preservation of peace, order and safety;
the enforcement of all laws and ordinance; and the safeguarding of our nations constitutional
guarantees.
With service to our community as a foundation, we are driven by goals to enhance the quality
of life, investigating problems and all incidents, seeking solutions and fostering a sense of
security in the community. We will strive daily to nurture public trust by holding ourselves
to the highest standards of performance and ethics.
To fulfill our Mission, the Miami Shores Police Department is dedicated to providing a quality
work environment and the development of its members through effective training and
leadership."
93
POLICE
FY 1995 Achievement
During the past year, arrests and traffic citations have increased, and Class I Crime has decreased.
The Department placed $224,079.91 in the forfeiture account allowing them to enhance their
equipment/technical resources including the purchase of a new surveillance van, state of the art Nite
Vision equipment and 9mm Colt shoulder weapons. Training, educational and professional
development continued to be emphasized. Captain Harrison successfully graduated from the F.B.I.
academy and Chief Zoovas completed the Chief Executive Seminar at the Florida Criminal Justice
Executive Institute. The Department also continued to participate in multi- agency efforts such as
Operation Greenback, Blue Halo and Burglary /Robbery Gang Task Force.
Goal:
FY 1996 Goals and Objectives
The Miami Shores Police Department will maintain its sworn and civilian employee strength
in personnel.
Objectives:
1. The budgeted strength of both our sworn and civilian ranks will be kept at its
maximum allowable level.
2. Quality service will continue to be our model for delivery to our citizens.
3. A team - oriented approach to community problem solving will be complemented by
ongoing method modifications based on community feedback and internal input. Our
quality program will focus on all aspects of our operation from the delivery of service
to internal efficiency and cost - effectiveness.
Goal:
Officer safety and professionalism will continue to be prioritized. The continued health and
safety of our police officers is paramount.
Objectives:
1. Necessary training will be conducted to insure compliance with the Florida Police
Standards and Training Commission requirements for continued certification.
2. The police fleet will be maintained and replaced as necessary on the regular calendar
of purchase.
3. The armory and complement of police equipment will be maintained at quality levels
on a constant basis.
4. The recruitment and selection process will be vigilantly monitored and maintained.
5. State -of- the -Art equipment will be explored while looking for continued improvement
in service product and officer safety.
6. Our Communications System will be upgraded to the new G.E. Orion State of the Art
equipment.
94
Goal:
The Miami Shores Police Department will find a method to expand and improve its physical
plant (Police Department Building).
Objectives:
1. A public safety design group /consultant/architect may be retained to complete a
preliminary plan and feasibility study funded with forfeiture funds.
2. Funding approval for above costs and resultant construction and/or purchase costs
will be sought from Village Council.
3. A contingency and transitional plan for temporary quarters during the
construction/modification period will be developed. The Police Department
could continue to operate status quo until readiness of the building is attained.
Goal:
The current state of computerization within the Police Department will undergo an
evaluation and modernization.
Objectives:
1. An overview study of available State of the Art computer systems will be obtained.
2. A purchase and installation plan will be developed for all elements of the system.
3. A transitional plan for data turnover and hardware /processing changes will be
developed.
4. Appropriate training for all personnel will accompany the procurement and start-up
of the system.
Goal:
Continued participation in the Public Safety Partnership and Community Policing Act of
1994, which allowed us to hire one additional officer with Federal funds.
Objectives:
1. Increase the number of law enforcement officers interacting with members of the
community.
2. Explore "Troops to COPS" and "Universal Hiring Program" as recruitment tools and
alternative funding.
Goal:
Team Development (reorganization). To neutralize organizational rigidity by bringing
together three competitive management officers to carry out the mission.
Objectives:
1. Sound and clear -cut allocation of responsibilities.
2. Clear and unequivocal lines of authority.
3. Reasonable spans of control for administrative, operational and line supervisory
personnel.
4. Coordination of effort.
5. Administrative control.
95
POLICE DEPARTMENT ACTIVITY REPORT
* It is difficult to project for 1996
0
1994 actual
1995 actual
1996 projected
Jan. - Dec.
Jan. - Aug.
Class I Crimes
1,282
583
N/A
Arrest
1,049
1,310
N/A
Traffic Citations Issued
6,947
5,464
N/A
Accidents Investigated
558
359
N/A
Miles patrolled in Village
308,711
213,385
N/A
False Burglary Fines Billed ($)
19,430
7,810
N/A
False Burglary Fines Collected($)
7,750
3,100
N/A
* It is difficult to project for 1996
0
NIIANH SHORES VILLAGE
Police Department
FY 1995 -1996
1994 1995 Est Expenditure Description
Actual Actual
1995 - 1996
Dept. Admin. Council
Request Recomm. Adoption
Capital Outlay
13,949 0 Equipment 4,600 4,600 4,60(
13,949 0 Total Capital Outlay 4,600 4,600 4,60(
Personnel Services
$221,234
$211,916
Executive Salary
$184,614
$184,614
$184,614
1,469,159
1,461,193
Regular Salary
1,541,046
1,519,445
1,519,445
17,548
17,818
Other Salary
17,692
17,692
17,692
43,507
50,000
Overtime
39,875
39,875
39,875
109,181
161,343
Extra Detail Salary
134,893
134,893
134,893
18,422
20,000
Blue Halo
47,666
47,666
47,666
135,757
144,558
FICA
149,559
148,503
148,503
194,974
216,949
Retirement
219,400
219,400
219,400
58,085
84,355
Health Insurance
87,692
87,692
87,692
11,014
7,444
Retirement Insurance
7,603
7,603
7,603
69,940
65,035
Worker's Compensation
54,284
54,284
54,284
2,348,821
2,440,611
Total Personnel Services
2,484,324
2,461,667
2,461,667
Capital Outlay
13,949 0 Equipment 4,600 4,600 4,60(
13,949 0 Total Capital Outlay 4,600 4,600 4,60(
Operating Expenses
5,564
4,278
Professional Service
6,983
6,983
6,983
24,422
23,875
Other Contractual Services
25,049
25,049
25,049
1,089
0
Investigation Funds
0
0
0
4,721
4,145
Training & Per Diem
3,940
3,940
3,940
9,710
7,000
Telephone Expenses
12,486
12,486
12,486
2,368
1,850
Postage
1,850
1,850
1,850
137
132
Electricity
136
136
136
20,294
9,612
Rentals & Leases
22,009
22,009
22,009
44,687
44,632
Insurance
35,873
35,873
35,873
23,699
750
Vehicle Maintenance
0
0
0
7,184
2,397
Miscell Mainten.
2,430
2,430
2,430
3,543
1,708
Printing
1,760
1,760
1,760
2,149
2,466
Advertising & Promotions
2,500
2,500
2,500
2,451
2,850
Office Supplies
2,940
2,940
2,940
32,465
30,200
Gas, Oil & Lubricants
33,400
33,400
33,400
19,813
22,581
Other Operating Expenses
21,307
21,307
21,307
9,560
0
Tires
0
0
0
20,586
18,000
Uniforms
17,874
17,874
17,874
4,630
2,670
Subscriptions & Memberships
3,237
3,237
3,237
239,072
179,146
Total Operating Expenses
193,774
193,774
193,774
Capital Outlay
13,949 0 Equipment 4,600 4,600 4,60(
13,949 0 Total Capital Outlay 4,600 4,600 4,60(
3 3 Part Time Positions 3
9;
Other Expenses
63,352
0
Debt Service Principal
0
0
0
1,330
0
Debt Service Interest
0
0
0
3,000
15,368
Transfer to Capital Prof Fund
18,050
18,050
18,050
0
0
Contingency
19,481
19,481
19,481
67,682
15,368
Total Other Expenses
37,531
37,531
37,531
3 3 Part Time Positions 3
9;
52,669,524
$2,635,125
Department Totals
$2,720,229
$2,697,572
$2,697,57211
41
42
Full Time Positions
42
42
42
3 3 Part Time Positions 3
9;
1995 - 1996 BUDGET EXPLANATION
POLICE
001 - 0900 -521
AMOUNT
CODE CLASSIFICATION REQUESTED EXPLANATION
PERSONNEL SERVICES
11 Executive Salaries $ 184,614 Chief (1)
Captain (2)
Lieutenant (1)
Base
Village Sup_ plement
(state law)
Longevity/Holiday Pay
.12 Regular Salaries 1,519,445 Sergeants (4)
Detectives (4)
Police Officers (22)
Complaint Officer/
Dispatch (5)
Executive Assist. (1)
Records Spec. (1)
Clerk/Crime Anal. (1)
Courier (1/2 funded
at Streets Dept).
Village Supplement
Longevity/Holiday Pay
Supervisor's Relief
Pay
Vacation/sick time
.13 Other Salaries 17,692 School crossing
guards (3)
Summer school guard
14 Overtime 39,875 Sergeants
Detectives
Police Officers
Complaint Officers
Executive Assistant
Records Specialist
Crime Analyst
..
AMOUNT
CODE
CLASSIFICATION
REQUESTED
EXPLANATION
PERSONNEL SERVICES (continued)
.15
Extra Detail
$ 134,893
Extra detail salary
.16
Blue Halo
47,666
.21
Social Security
148,503
FICA % of salaries
.22
Retirement
219,400
As per Finance Director
.23
Life & Health Insurance
87,692
Health Insurance/LTD
.2301
Retirement Insurance
7,603
City's matching
portion of police
officer retirees
insurance
.24
Worker's Compensation
54,284
As per Finance Director
OPERATING EXPENSES
.31
Professional Services
6,983
Actuarial study for
retirees insurance
Pre- employment
polygraphs, psychological
testing
Annual Physical Exam
Blood testing
Decontamination services
.34
Other Contractual
25,049
Labor attorney
Maintenance on
State, local, NEC
.40
Training and Per Diem
3,940
Mileage allowance
Meals & Lodging
Dog kennel
Misc. training
Tuition reimbursement
..
100
AMOUNT
CODE
CLASSIFICATION
REQUESTED
EXPLANATION
OPERATING EXPENSES (CONT'D)
.41
Telephone Expenses
$ 12,486
4 emergency rotary
lines
4 non - emergency lines
Long distance
Equipment purchase
Mobile phones
Fax line
.42
Postage
1,850
Postage
Freight charges
Registered and
Certified mail
.4301 Electricity
136
Pistol Range
.44
Rentals
22,009
County based computer
Motorcycle lease
DB Rental vehicles
.45
Insurance
35,873
Police professional
liability
AD&D
Vehicle coverage
.4602
Misc. Maintenance
2,430
Pistol range
Computer
Misc. equipment
.47
Printing and Binding
1,760
Stationary, business
cards, ID cards,
phone stickers,
permits, case
referral forms,
survey cards, police
vehicle decals, alarm
permit decals
.48
Promotional Activity
2,500
Police chief dinner
.51
Office Supplies
2,940
Misc. office supplies
100
AMOUNT
CODE CLASSIFICATION REQUESTED EXPLANATION
OPERATING EXPENSES (CONT'D)
.5201 Gasoline $ 33,400
.5202 Other Operating Expenses 21,307 Firearm supplies and
.5204 Uniforms
54 Subscriptions
CAPITAL OUTLAY
.64 Equipment
NON - OPERATING EXPENSES
.9103 Tranf. to CIF
.93 Contingency
17,874
3,237
•11
18,050
19,481
TOTAL $2,697,572
101
ammunition
First aid supplies
Detective bureau supplies
K -9 supplies
Other oper. supplies
Coffee /water
Uniforms and personal
equipment
Memberships and training
Books, Publications
Bullet Proof Vests
Merit/Longevity
°may PUBLIC WORKS
eggs R „�i” ORGANIZATION CHART
DIRECTOR OF PUBLIC WORK9l
ASSISTANT VK M MANAGER
TOM BENTON
ASST. PUBLIC
WORKS DIRECTOR
DAVID TRAILL
EXECUTNE A991STANT PARTS MANAGER
PAMELA MENADIER JOE SWARTZ
COLLECTIONS SUPERVISOR I I STREETS SUPERV190R
JOHN COBS MELVIN MOORE
JCK 01RIVER TRUCK DRIVER I fORGAO1BlJON MwfB�wCI E MwRBMNI.Y 910P FOREI.4W
�N RUNELE ERNESTNMRITON IRRSUgdRA MKRIEL MOREJON TFLES ST. FLEUR STEYE JACK IARAY S JMIACCOY
RER/5Q REFUSE
7lLECTDl1 COLLECTOR GROUNDSKEEPER PARKS EFTFORCEIAHRT MANTE/WICE EOUPMFM MNMF?WK:E EOUPMBlT
IERT DOION RK]NRD nJrxv SXYTO MURTERFJ:'T VYVIRKERn OPERAIORR WORKER II MECFRwC
coLLECTOR ocuectoR I alRDUOTRREYPEIt wurrtR3rrc
WK mooLIVER COUN FRANCIS CIIESRER PFJWSdi RKINROIiKIER GERAIA IdYiN
TRUCK ORNE!! TIA1G(EPJSIEDRNER
I WORKERK I
102
PUBLIC WORKS DEPARTMENT
Servics, Functions and Activities
Waste Division
o Collect and dispose of all residential garbage generated by single family homes, and multi-
family apartments and condominiums that use our waste services.
o Collect and dispose of all yard trash, furniture, and appliances placed out for collection by
our single family households, and multi - family apartments and condominiums that use our
waste service.
o Collect and dispose of all newspaper, brown, green and clear glass and aluminum beverage
cans placed out at curbside by our residents for collection.
Parks Division
o Mow, edge, and otherwise maintain all Village owned parks, lawns, and center median strips.
o Trim all trees located within Village right of way.
o Arrange for the planting of new trees as funding becomes available.
o Remove diseased and dying trees in Village rights of way.
o Coordinate and install Beautification Projects.
o Provide for the upkeep of all Village owned irrigation systems.
o Provide irrigation to all newly planted sod, trees, and vegetation, as well as established areas
that have irrigation systems.
Streets Division
o Provide for the cleaning, and supervision of our janitorial staff for the Village Hall and
Police Department.
o Supervise the paving of all Village owned streets and alleyways throughout the Village as
funding becomes available.
o Survey and maintain all Village owned sidewalks providing repairs as funding becomes
available.
103
O Provide building maintenance to the Village Hall, Police Department, Motor Pool, and Public
Works Buildings as required.
O Clean and maintain the Village owned catch basins, and drainage systems throughout the
Village.
O Provide building painting and repairs for the Village Hall, Police Department, and Public
. Works Building.
Administration
O Prepare the 5 -year Capital Improvement Budget on an annual basis.
O Prepare and administer the Annual Operating Budget for all of the Public Works Divisions,
as well as the vehicle maintenance accounts for all of the Village Departments.
O Handle all personnel problems and labor union grievances.
O Provide direction and guidance to the Public Works Divisions to ensure successful
completion of routine maintenance and special projects.
Recreation Field Maintenance
o Provide for the safety and maintenance of all Tot Lot Playground Equipment, as well as the
. surrounding grounds and play areas.
O Maintain all playing fields and baseball diamonds, including, but not limited to mowing,
edging, fertilization, weed control, pest and insect eradication.
O Prepare game fields for play by stripping, setting up goals, and other necessary equipment
as required by the Athletics Department.
O Provide the necessary manpower during Recreation sponsored community events, such as
Halloween Howl, Christmas Tree Lighting, Unity Day, and Taste of the Shores.
Motor Pool Division
o Supervise and maintain the repair and preventative maintenance of all Village owned cars,
trucks and equipment.
104
PUBLIC WORKS DEPARTMENT
FY 1995 Achievements
The Waste Collection Division provided a 33% improvement in Village -wide residential trash
collection, reducing the service cycle from every 12 days to approximately 8 days. Through
acquisition of a more efficient recycling vehicle, the division also reduced personnel needed to provide
curbside services by one - third.
The Grounds Maintenance Division over the past year has added new floral and ground cover
plantings around the Village, installed palms along 96th street, and assumed grounds maintenance for
the 103rd street entrancelexit along I -95. Additionally, all sidewalks in the business district and along
Village facilities were pressure cleaned, dozens of street signs were installed, and new Village Hall
and Library monument signs have been installed. The department also effected an astonishing
turnaround in the appearance and quality of the general purpose playing field at the Recreation
Center.
Goal:
FY 1996 Goals and Objectives
Establish, maintain and constantly improve the outdoor recreational complex to become a top -
quality, standout facility in South Florida.
Objectives:
1. Obtain a state -of -the -art Bermuda grass three -gang reel mower to provide a
finished, professional appearance to the Recreation Center multi - purpose field.
2. Design a sound agronomic program consisting of turf management, overseeding,
fertilization, pest control and irrigation techniques to deliver the highest- quality
playing surfaces possible.
3. Provide the training and professional exposure required to develop a highly skilled,
thoroughly knowledgeable and competent grounds care staff with which to maintain
the facility properly.
Goal:
Improve customer - requested tree - pruning response time to provide service to within sixty
days.
Objectives:
1. Obtain a new chipper truck to complement our recently acquired chipper.
2. Hire an experienced tree pruner to fill an existing vacancy.
3. Obtain cost- effective bucket truck leasing to supplement special projects, campaigns,
etc.
4. Develop a computerized tree services work order system.
105
Goal:
Reduce the FY95 waiting list of residents awaiting right -of- way replacement trees by >50%.
Objectives:
1. Replace 50 right -of -way trees destroyed by disease or injury.
2. Pursue available grant/giveaway programs to maximize acquisition and minimize cost.
Goal:
Replac lrepair any damaged, vandalized or unreadable street signs within ten working days.
Objectives:
1. Obtain an industrial quality street sign machine.
2. Purchase materials through established Metro -Dade bids.
3. Implement a scheduled Village -wide sign inspection program.
4. Computerize sign maintenance operations.
Goal:
Reduce the residential trash and incidentals pickup interval from 14 -21 days to 8 -10 days
to improve service to our customers.
Objectives:
1. Obtain a new front -end loader to enhance collection efficiency and assure operational
backup.
Provide the leadership and management expertise to ensure full economy of effort
through informed use of resources, active needs assessment and scheduling.
2.
Goal:
Expand conversion of manual to automated irrigation systems in order to comply with
mandated water restrictions and effectively water plant materials.
Objectives:
1. Automate the medians on NW 2nd Ave. and NW 109 St. Funds permitting, continue
with additional projects.
2. Obtain specialized services and required materials through competitive bidding
practices.
3. Develop conceptual plans addressing remaining areas requiring eventual conversion.
106
PUBLIC WORKS DEPARTMENT ACTIVITYREPORT
1994 actual
No. of vehicle repair
orders 1,091
Garbage disposal
(tonnage) 5,556
107
1995 estimated
1,108
5,401
1996 projected
1,120
5,500
1994 7Aasl
Actual
MIAMI SHORES VILLAGE
Waste Department
FY 1995 - 1996
Expenditure Description
1995 - 1996
Dept Admin. Council
Request Recomm. Ado do
Capital Outlay
12,508 17,282 Equipment 0 0 0
12,508 17,282 Total Capital Outlay 0 0 0
Personnel Services
$432,626
$444,748
Regular Salary
$470,995
$470,995
$470,995
19,765
18,407
Overtime
21,352
21,352
21,352
34,442
35,431
FICA
37,665
37,665
37,665
3,608
2,202
Retirement
6,689
6,689
6,689
23,358
26,276
Health Insurance
29,934
29,934
29,934
57,459
62,335
Workers Compensation
49,857
49,857
49,857
571,258
589,399
Total Personnel Services
616,492
616,492
616,492
Capital Outlay
12,508 17,282 Equipment 0 0 0
12,508 17,282 Total Capital Outlay 0 0 0
Operating Expenses
75,416
59,632
Other Contractual Services
59,158
59,158
59,158
0
500
Training & Per Diem
500
500
500
3,539
3,604
Postage
3,768
3,768
3,768
357,240
319,900
Waste Disposal
326,900
-326,900
326,900
0
692
Rentals & Leases
0
0
0
89,964
89,964
Insurance
71,641
71,641
71,641
38,262
44,204
Vehicle Maintenance
44,204
44,204
44,204
802
2,300
Printing
2,723
2,723
2,723
679
25
Advertising & Promotions
500
500
500
21,498
18,500
Gas, Oil & Lubricants
25,156
25,156
25,156
7,109
10,328
Other Operating Expenses
10,638
10,638 ,
10,638
12,266
15,616
Fires
16,084
16,084
16,084
1,849
3,314
Uniforms
2,846
2,846
2,846
608,624
568,579
Total Operating Expenses
564,118
564,118
564,118
Capital Outlay
12,508 17,282 Equipment 0 0 0
12,508 17,282 Total Capital Outlay 0 0 0
$1,428,087 $1,273,174 Department Totals $1,381,084 $1,381,084 $1,381,084
18 18 Full Time Positions* 19 19 1!
0 0 Pan` Time Positions 0 0 1
. (1) full time position transferred from Parks Department effective FY '95= 96
1:
Other Expenses
90,418
0
Debt Service Principal
0
0
0
2,353
0
Debt Service Interest
0
0
0
142,926
97,914
Transfer to Capital Prof Fund
191,000
191,000
191,000
0
0
Contingency
9,474
9,474
9,474
235,697
97,914
Total Other Expenses
200,474
200,474
200,474
$1,428,087 $1,273,174 Department Totals $1,381,084 $1,381,084 $1,381,084
18 18 Full Time Positions* 19 19 1!
0 0 Pan` Time Positions 0 0 1
. (1) full time position transferred from Parks Department effective FY '95= 96
1:
1995 -1996 BUDGET EXPLANATION
WASTE
001 - 1200 -534
AMOUNT
CODE CLASSIFICATION REQUESTED EXPLANATION
PERSONNEL SERVICES
.12 Regular Salaries $ 470,995 Waste Supervisor (1)
109
Code Enf. Off. (70 %)
Maintenance Worker I (1)
Truck Driver (8)
.14
Overtime
21,352
Holiday Pay
Labor for driver and
helper to pick up
garbage on Saturdays
Emergencies
.21
Social Security
37,665
FICA % of salaries
.22
Retirement
6,689
As per Finance Dir.
.23
Life/Health Insurance
29,934
Health Insurance/LTD
.24
Worker's Compensation
49,857
As per Finance Director
OPERATING EXPENSES
.34
Other Contractual Services
59,158
Security guard
Labor for sick leave,
vacation, personal leave
Dumping newspaper
container
.40
Training & Per Diem
500
Training for Supervisor &
employees
.42
Postage
3,768
Mailing of garbage
bills and statements
.4304
Waste Disposal
326,900
Garbage and trash disposal
109
AMOUNT
CODE CLASSIFICATION REQUESTED EXPLANATION
OPERATING EXPENSES (CONT'D)
.45 Insurance $ 71,641 Dept. share of City
110
vehicle coverage/liab
.4601
Vehicle Maintenance
44,204
Equipment maintenance
.47
Printing and Binding
2,723
PR for recycling
Business cards,
statements, invoices
courtesy notices,
(
recycling pamphlet
.48
Advertising & Promotion
500
Advertising for personnel
due to turnover
.5201
Gasoline & Lubricant
25,156
.5202
Other operating expenses
10,638
Safety equipment, tote
barrels and tools
.5203
Tires
16,084
.5204
Uniforms
2,846
Purchase of uniforms for
Waste Dept. employees as
per F.P.E. Union contract
NON- OPERATING EXPENSES
.9103
Transf to CIF
191,000
.93
Contingency
9,474
Merit/Longevity pay
TOTAL
$1,381,084
110
1994 1995 Est
Actual Actual
MIAMI SHORES VILLAGE
Parks Department
FY 1995 - 1996
Expenditure Description
$189,700
$195,208
Regular Salary
1,563
1,807
Overtime
14,674
15,072
FICA
1,840
1,443
Retirement
15,099
14,487
Health Insurance
10,947
12,300
Worker's Compensation
233,823
240,317
Total Personnel Services
1995 - 1996
LDept. Admin. Council
Request Recomm. Adoption
$194,365 $194,365 $194,365
1,338
1,338
1,338
14,971
14,971
14,971
2,220
2,220
2,220
15;488
15,488
15,488
8,768
8,768
8,768
237,150
237,150
237,150
Capital Outlay
0 0 Land Improvements 4,600 4,600 4,600
13,011 20,600 Equipment 47,200 47,200 47,200
13,011 20,600 Total Capital Outlay 51,800 51,800 51,800
Operating Expenses
9,527
7,000
Other Contractual Services
7,210
7,210
7,210
236
414
Training & Per Diem
222
222
222
14,943
15,740
Water
16,212
16,212
16,212
1,600
0
Rentals & Leases
0
0
0
22,694
0
Vehicle Maintenance
0
0
0
5,400
6,200
Gas, Oil & Lubricants
7,040
7,040
7,040
10,067
8,563
Other Operating Expenses
8,819
8,819
8,819
23,600
33,764
Beautification Expenses
20,000
20,000
20,000
1,345
0
Tires
0
0
0
1,742
1,557
Uniforms
1,753
1,753
1,753
1,587
4,500
Fertilizer & Chemicals
4,500
4,500
4,500
101,930
0
Hurricane Exp- DSR
0
0
0
20
25
Subscriptions & Memberships
26
26
26
194,691
77,763
Total Operating Expenses
65,782
65,782
65,782
Capital Outlay
0 0 Land Improvements 4,600 4,600 4,600
13,011 20,600 Equipment 47,200 47,200 47,200
13,011 20,600 Total Capital Outlay 51,800 51,800 51,800
$466 777 $406,952 Department Totals $409,802 $409,802 $4QM02jl
11 11 Full Time Positions" 10 10 10
0 0 Part Time Positions 0 0 0
" (1) full time position transferred to Waste Department effective FY'95 '96
111
Other Expenses
10,132
0
Debt Service Principal
7,535
7,535
7,535
264
0
Debt Service Interest
2,425
2,425
2,425
14,856
68,272
Transfer to Capital Proj Fund
39,000
39,000
39,000
0
0
Contingency
6,110
6,110
6,110
25,252
68,272
Total Other Expenses
55,070
55,070
55,070
$466 777 $406,952 Department Totals $409,802 $409,802 $4QM02jl
11 11 Full Time Positions" 10 10 10
0 0 Part Time Positions 0 0 0
" (1) full time position transferred to Waste Department effective FY'95 '96
111
1995 - 1996 BUDGET EXPLANATION
PARKS
001 - 1201 -572
.52 Other Operating Expenses
.5201 7,040 Gasoline
.5202 8,819 Safety equipment for
employees, tools and
other supplies
.52021 20,000 Beautification
112
AMOUNT
CODE
CLASSIFICATION
REQUESTED
EXPLANATION
PERSONNEL SERVICES
.12
Regular Salaries
$194,365
Equipment Oper H (3)
Equipment Oper I (1)
Maint. Worker II (2)
Maint. Worker I (4)
.14
Overtime
1,338
.21
Social Security
14,971
FICA % of salaries
.22
Retirement
2,220
As per Finance Dir.
.23
Life & Health Insurance
15,488
Health Insurance/LTD
-.24
Worker's Compensation
8,768
As per Finance Dir.
OPERATING EXPENSES
.34
Other Contractual Services
7,210
Contractual Labor
.40
Training and Per Diem
222
2 Management seminars
for Supervisor
.4303
Utility Services
16,212
Water used to irrigate
Parks & Medians
.52 Other Operating Expenses
.5201 7,040 Gasoline
.5202 8,819 Safety equipment for
employees, tools and
other supplies
.52021 20,000 Beautification
112
DEBT SERVICE
.71 Principal 7,535
.72 Interest 2,425
NON - OPERATING EXPENSES
.9103 Transf to CIF 39,000
.93 Contingency 6,110
TOTAL $409,802
113
Hustler Mower Deck $ 4,400
Merit/Longevity pay
AMOUNT
CODE CLASSIFICATION
REQUESTED
EXPLANATION
OPERATING EXPENSES (continued)
.5204 Uniforms
$ 1,753
.5205 Fertilizers & Chemicals
4,500
.54 Memberships and
26
Dade County Nursery
Subscriptions
Report
CAPITAL OUTLAY
.63 Land Improvements
4,600
Auto Irrigation
.64 Equipment
47,200
Chipper Truck $42,800
DEBT SERVICE
.71 Principal 7,535
.72 Interest 2,425
NON - OPERATING EXPENSES
.9103 Transf to CIF 39,000
.93 Contingency 6,110
TOTAL $409,802
113
Hustler Mower Deck $ 4,400
Merit/Longevity pay
1994 1995 Est
Actual. Actual
3HANH SHORES VILLAGE
Streets Department
FY 1995 -1996
Expenditure Description
1995- 1996
Dept. Admin. Council
Request Recomm. Ado do
$699984 $756,264 Department Totals $618,165 $584,765 $584,765j
* (4) Full time positions transferred to Motor Pool Department effective FY '94295
114
Personnel Services
$209,647
$118,509
Regular Salary
$121,839
$121,839
$121,839
1,197
2,147
Overtime
2,265
2,265
2,265
15,923
9,230
FICA
9,494
9,494
9,494
3,204
638
Retirement
1,477
1,477
1,477
9,993
5,860
Health Insurance
6,375
6,375
6,375
21,190
16,656
Worker's Compensation
15,310
15,310
15,310
261,154
153,040
Total Personnel Services
156,760
156,760
156,760
$699984 $756,264 Department Totals $618,165 $584,765 $584,765j
* (4) Full time positions transferred to Motor Pool Department effective FY '94295
114
Operating Expenses
1,535
0
Professional Service
0
0
0
8,792
9,000
Other Contractual Services
9,017
9,017
9,017
259
1,540
Training & Per Diem
1,000
1,000
1,000
135,621
138,000
Street Lights Electricity
142,830
142,830
142,830
14,534
14,000
Village Hall Electricity
14,490
14,490
14,490
5,252
5,650
Public Works Electricity
5,848
5,848
5,848
1,705
3,010
Water
643
643
643
0
1,500
Rentals & Leases
1,500
1,500
1,500
3,484
0
Vehicle Maintenance
0
0
0
24,476
25,451
Miscell Maintenance
25,000
25,000
25,000
776
3,356
Sidewalk Maintenance
3,457
3,457
3,457
366
460
Printing
460
460
460
585
447
Other Current Charges
450
450
450
3,264
4,000
Gas, Oil & Lubricants
4,220
4,220
4,220
10,642
19,600
Other Operating Expenses
19,600
19,600
19,600
1,232
0
Tires
0
0
0
1,612
1,673
Uniforms
789
789
789
566
263
Fertilizer & Chemicals
271
271
271
12,640
0
Hurricane Exp- DSR
0
0
0
3,751
5,375
Road Materials
5,536
5,536
5,536
231,092
233,325
Total Operating Expenses
235,111
235,111
235,111
$699984 $756,264 Department Totals $618,165 $584,765 $584,765j
* (4) Full time positions transferred to Motor Pool Department effective FY '94295
114
Capital Outlay
2,500
0
Buildings
4,300
4,300
4,300
4,238
218,574
Land Improvements
160,000
126,600
126,600
102,386
75,319
Road End Beautification
10,000
10,000
10,000
10,850
1,675
Equipment
14,400
14,400
14,400
119,974
295,568
Total Capital Outlay
188,700
155,300
155,300
$699984 $756,264 Department Totals $618,165 $584,765 $584,765j
* (4) Full time positions transferred to Motor Pool Department effective FY '94295
114
Other Expenses
70,091
11,031
Debt Service Principal
11,848
11,848
11,848
5,943
3,646
Debt Service Interest
2,830
2,830
2,830
11,730
59,654
Transfer to Capital Proj Fund
19,200
19,200
19,200
0
0
Contingency
3,716
3,716
3,716
87,764
74,331
Total Other Expenses
37,594
37,594
37,594
$699984 $756,264 Department Totals $618,165 $584,765 $584,765j
* (4) Full time positions transferred to Motor Pool Department effective FY '94295
114
1995 - 1996 BUDGET EXPLANATION
STREETS
001 - 1202 -541
115
AMOUNT
CODE
CLASSIFICATION
REQUESTED
EXPLANATION
PERSONNEL SERVICES
.12
Regular Salaries
$121,839
Streets Supervisor (1)
Maint Worker 11 (3)
Parking Monitor (1)
PT Custodian (1)
Courier (1 -1/2 funded
by Police Dept
.14
Overtime
2,265
.21
Social Security
9,494
FICA % of Salaries
.22
Retirement Contribution
1,477
As per Finance Director
.23
Life and Health Insurance
6,375
Health Insurance/LTD
.24
Worker's Compensation
15,310
As per Finance Director
OPERATING EXPENSES
.34
Other Contractual Services
9,017
Termite contract-
Public Works/Village Hall
A/C - Police/Pub Wrks
PD Generator, Shop towels,
Fulton Ext.
Disposal of used oil
Temporary labor
Service contract on time clock
.40
Training and Per Diem
1,000
Seminars and training sessions
sessions for supervisor &
mechanic
.430101
Electricity
142,830
Street lights
115
AMOUNT
CODE CLASSIFICATION REQUESTED EXPLANATION
OPERATING EXPENSES (CONT'D)
.430102 Electricity $ 14,490 Village Hal 'Police
.430103 Electricity 5,848
.4303 Water 643
.44 Rentals & Leases 1,500
.4602 Misc. Maintenance 25,000
.4603 Sidewalk Maintenance 3,457
.47 Printing and Binding 460
49 Other Current Charges 450
5201 Gasoline 4,220
5202 Other Operating Expenses 19,600
116
Dept. Electricity
Public Works motorpool
Nursery electricity
Village Hall/Public
Works water
Pump and Asphalt Roller
Rentalforflooding conditions
and asphalt repairs.
Repairs to buildings
& structures throughout the
year. Misc. parts for A/C
units/water heater
Concrete, nails, lumber for
sidewalk repair.
Business cards
Repair orders
Action requests
Parts requisitions
Dade Co. fuel permits
FL fuel permits
Safety equipment
Paper towels, toilet
tissue, cups, and other misc.
operating supplies
AMOUNT
CODE CLASSIFICATION REQUESTED EXPLANATION
OPERATING EXPENSES (continued)
.5204 Uniforms $ 789 Purchase of Uniforms as per
5205 Chemicals
53 Road Maintenance and
Supplies
CAPITAL OUTLAY
.62 Building Improvements
.63 Land Improvements
6301 Street Closures
64 Equipment
DEBT SERVICE
.71 Debt Principal
.72 Debt Interest
NON - OPERATING EXPENSES
.9103 Transf to CIF
.93 Contingency
TOTAL
FPE Union Contract
271 Weed killer and
insecticides
5,536 Hot asphalt patch
Bus bench repairs
Misc. signs and posts
4,300 VH Air Handler
126,600 SidewalkMaintenance 57,900
Street resurfacing 65,700
Fence at Public Works 3,000
10,000 Misc. replacement of shrubs,
trees, signage, mulch, etc.
necessary for the upkeep and
maintenance of the street
and alley road closures
14,400 Street sign machine 9,800
Arrow Board 4,600
11,848
2,830
19,200
3,716
$584,765
117
Merit/Longevity pay
{ 1994 1995 Est
ll Actual Actual
MIAMI SHORES VILLAGE
Public Works Administration
Department
FY 1995 -1996
Expenditure Description
1995 - 1996
Dept. Admin. Council
Request Recomm. AdoptioRecomm. Adoptio
Capital Outlay
780 8,086 Equipment 0 0 0
780 8,086 Total Capital Outlay 0 0 0
Personnel Services
$66,708
$68,898
Executive Salary
$65,380
$65,380
$65,380
65,650
104,458
Regular Salary
108,220
108,220
108,220
0
469
Overtime
450
450
450
9,038
13,297
FICA
13,244
13,244
13,244
2,138
608
Retirement
1,729
1,729
1,729
4,677
8,460'
Health Insurance
9,472
9,472
9,472
477
442
Workers Compensation
536
536
536
148,688
196,632
Total Personnel Services
199,031
199,031
199,031
Capital Outlay
780 8,086 Equipment 0 0 0
780 8,086 Total Capital Outlay 0 0 0
Operating Expenses
330
3,750
Professional Service
0
0
0
100
5,092
Other Contractual Services
309
309
309
1,257
1,885
Training & Per Diem
1,411
1,411
1,411
7,143
8,582
Telephone Expenses
8,839
8,839
8,839
73
164
Postage
164
164
164
567
0
Vehicle Maintenance
0
0
0
4,108
0
Advertising & Promotions
0
0
0
175
175
Other Current Charges
260
260
260
663
1,624
Office Supplies
1,624
1,624
1,624
1,287
1,575
Gas, Oil & Lubricants
2,090
2,090
2,090
3
500
Other Operating Expenses
52
52
52
200
0
Uniforms
0
0
0
335
600
Subscriptions & Memberships
610
610
610
16,241
23,947
Total Operating Expenses
15,359
15,359
15,359
Capital Outlay
780 8,086 Equipment 0 0 0
780 8,086 Total Capital Outlay 0 0 0
$171,470 $257,865 Department Totals $218,548 $218 -548$218,5481
3 4 Full Time Positions 4 4 4
0 0 Part Time Positions 0 0 0
118
Other Expenses
3,178
0
Debt Service Principal
0
0
0
83
0
Debt Service Interest
0
0
0
2,500
29,200
Transfer to Capital Proj Fund
0
0
0
0
0
Contingency
4,158
4,158
4,158
5,761
29,200
Total Other Expenses
4,158
4,158
4,158
$171,470 $257,865 Department Totals $218,548 $218 -548$218,5481
3 4 Full Time Positions 4 4 4
0 0 Part Time Positions 0 0 0
118
1995 - 1996 BUDGET EXPLANATION
PUBLIC WORKS ADMINISTRATION
001 - 1203 -534
AMOUNT
CODE CLASSIFICATION REQUESTED EXPLANATION
PERSONNEL SERVICES
.11 Executive Salary $ 65,380 Asst Village Mgr/
12 Regular Salaries
.14
Overtime
.21
Social Security
.22
Retirement Contribution
.23
Life and Health Insurance
.24
Worker's Compensation
OPERATING EXPENSES
.34
Other Contractual Services
.40 Training and Per Diem
.41 Telephone
.42 Postage
.49 Other Current Charges
.51 Office Supplies
.5201 Gasoline
.5202 Other Operating Expenses
119
309
Public Works Director
108,220
Assist. Public Works Dir.
1,411
Executive Assistant
Purchasing Agent
450
Telephone systems
13,244
FICA % of salaries
1,729
As per Finance Director
9,472
Health Insurance/LTD
536
As per Finance Director
309
Copy Machine Maint. 206
Typewriter maintenance 103
1,411
College courses
Management seminars
8,839
Telephone systems
164
Postage
260
Advertising for sealed bids
1,624
Misc. office supplies
2,090
52
Paper /Toner for copies
AMOUNT
CODE CLASSIFICATION REQUESTED EXPLANATION
OPERATING EXPENSES (continued)
54 Memberships and
Subscriptions
NON - OPERATING EXPENSES
93 Contingency
TOTAL
$ 610 City Manager's Assoc.
Dade Co. subscription
fee to purchasing contracts
"Recycling Today"
AmericanPublic Works Assoc
4,158 Merit/Longevity pay
$218,548
120
1994 1995 Est
Actual Actual
MIAMI SHORES VILLAGE
Recreation - Maintenance Department
FY 1995 -1996
Expenditure Description
$60,059
$62,823
Regular Salary
3,380
3,200
Overtime
4,717
5,050
FICA
439
283
Retirement
4,556
4,808
Health Insurance
0
2,716
Worker's Compensation
73,151
78,880
Total Personnel Services
1995 - 1996
Dept. Admin. Council
Request Recomm. Adopt[ nI
$69,307 $69,307 $69,307',
4,826
4,826
4,826
5,671
5,671
5,671
1,247
1,247
1,247
4,888
4,888
4,888
2,687
2,687
2,687
Capital Outlay
400 0 Buildings 0 0 0
430 0 Land Improvements 0 0 0
576 0 Equipment 0 0 0
1,406 0 Total Capital Outlay 0 0 0
Operating Expenses
30
0
Professional Service
0
0
0
105
124
Training & Per Diem
120
120
120
576
580
Telephone Expenses
589
589
589
1,027
903
Electricity
948
948
948
1,436
0
Rentals & Leases
0
0
0
2,884
0
Vehicle Maintenance
0
0
0
179
316
Miscell Maintenance
316
316
316
0
520
Gas, Oil & Lubricants
1,758
1,758
1,758
9,328
11,580
Other Operating Expenses
11,580
11,580
11,580
157
0
Tires
0
0
0
397
568
Uniforms
419
419
419
6,755
8,945
Fertilizer & Chemicals
9,213
9,213
9,213
1,400
0
Hurricane Exp- DSR
0
0
0
24,274
23,536
Total Operating Expenses
24,943
24,943
24,943
Capital Outlay
400 0 Buildings 0 0 0
430 0 Land Improvements 0 0 0
576 0 Equipment 0 0 0
1,406 0 Total Capital Outlay 0 0 0
--$139.215
Other Expenses
6,848
0
Debt Service Principal
0
0
0
179
0
Debt Service Interest
0
0
0
33,357
28,900
Transfer to Capital Proj Fund
0
0
0
0
0
Contingency
1,704
1,704
1,704
40,384
28,900
Total Other Expenses
1,704
1,704
1,704
--$139.215
FF
$131,316
Department
Totals
$115,273
$115 273
$115 273
3
3
Full
Time Positions
3
3
3
Part Time Positions 0 0
121
1995 - 1996 BUDGET EXPLANATION
RECREATION-MAINTENANCE
001 - 1204 -541
AMOUNT
CODE CLASSIFICATION REQUESTED EXPLANATION
PERSONNEL SERVICES
.12 Regular Salaries S 69,307 Grounds Foreman
.14
Overtime
4,826
` .21
Social Security
5,671
.22
Retirement
1,247
i.23
Health Insurance
4,888
.24
Worker's Compensation
2,687
. ' OPERATING EXPENSES
.40
Training and Per Diem
120
.41
Telephone
589
.4301
Electricity
948
.4602
Misc. Maintenance
316
.5201
Gas, Oil & Lubricants
1,758
.5202
Other Operating Expenses
11,580
5204 Uniforms 419
5205 Fertilizers & Chemicals 9,213
122
Grounds Keepers I (2)
O.T. for special events
FICA % of salaries
As per Finance Director
Health Insurance/LTD
As per Finance Director
Seminar
Public Phone at Tot Lot
Gas for Rec. Equipment
Top dressing, Clay,
Irrigation, Tools,
Paint, Chalk, etc.
As required by FPE Union
contract
Misc. chemicals and
fertilizers to ensure proper
growth of Rec. field turf
AMOUNT
CODE CLASSIFICATION REQUESTED EXPLANATION
NON - OPERATING EXPENSES
.93 Contingency 1,704 Merit/Longevity pay
TOTAL $115,273
123
MIAMI SHORES VILLAGE
Motor Pool Department
FY 1995 - 1996
7Act%ul FAasl Expenditure Description
1995 - 1996
Dept Admin. Council
Request Recomm. Ado do
$0
$121,006
Regular Salary
$121,620
$121,620
$121,620
0
540
Overtime
620
620
620
0
9,298
FICA
9,351
9,351
9,351
0
381
Retirement
606
606
606
0
4,786
Health Insurance
6,403
6,403
6,403
0
5,487
Worker's Compensation
4,637
4,637
4,637
0
141,498
Total Personnel Services
143,237
143,237
143,237
Capital Outlay
0 300 Equipment 4,800 4,800 4,800
0 300 Total Capital Outlay 4,800 4,800 4,800
Other Expenses
0 20,500 Transfer to Capital Proj Fund 0 0 0
0 0 Contingency 2,706 2,706 2,706
0 20,500 Total Other Expenses 2,706 2,706 2,706
SO 5226 530
Department Totals $214 507 5214 507 ;214 507
0 4 Full Time Positions 4 4 4
0 1 Part Time Positions 1 1 1
(4) Full time positions transferred from Streets Department effective FY '94-95
124
Operating Expenses
0
500
B&Z Vehicle Maintenance
515
515
515
0
2,750
Code Enforcement Vehicle Maint
2,575
2,575
2,575
0
25,194
Police Vehicle Maint
25,950
25,950
25,950
0
11,500
Parks Vehicle Maint
11,845
11,845
11,845
0
4,285
Streets Vehicle Maint
3,898
3,898
3,898
0
2,500
PW Admin Vehicle Maint
1,457
1,457
1,457
0
1,395
Rec Maint Vehicle Maint
1,437
1,437
1,437
0
2,500
Rec Vehicle Maint
1,605
1,605
1,605
0
2,434
Gas, Oil & Lubricants
3,360
3,360
3,360
0
40
Other Operating Expenses
0
0
0
0
190
Tires- B&Z
0
0
0
0
231
Tires- Code Enforcement
312
312
312
0
7,138
Tires- Police
7,352
7,352
7,352
0
2,325
Tires- Parks
2,395
2,395
2,395
0
1,050
Tires- Streets
412
412
412
0
0
Tires- PW Admin
302
302
302
0
0
Tires- Rec Maint
143
143
143
0
200
Tires- Rao Dept
206
206
206
0
64,232
Total Operating Expenses
63,764
63,764
63,764
Capital Outlay
0 300 Equipment 4,800 4,800 4,800
0 300 Total Capital Outlay 4,800 4,800 4,800
Other Expenses
0 20,500 Transfer to Capital Proj Fund 0 0 0
0 0 Contingency 2,706 2,706 2,706
0 20,500 Total Other Expenses 2,706 2,706 2,706
SO 5226 530
Department Totals $214 507 5214 507 ;214 507
0 4 Full Time Positions 4 4 4
0 1 Part Time Positions 1 1 1
(4) Full time positions transferred from Streets Department effective FY '94-95
124
1995 - 1996 BUDGET EXPLANATION
MOTOR POOL
001- 1205 -541
AMOUNT
CODE CLASSIFICATION
REQUESTED
EXPLANATION
PERSONNEL SERVICES
.12 Regular Salaries
$ 121,620
3 Equipment Mechanics
1 Equipment Shop Foreman
1 Part -time Auto Detailer
.14 Overtime
620
.21 Social Security
9,351
FICA
.22 Retirement
606
As per Finance Director
.23 Health Insurance
6,403
Health Insurance & LTD
.24 Worker's Compensation
4,637
As per Finance Director
OPERATING EXPENSES
.4601 Vehicle Maintenance
49,282
City -wide vehicle
maintenance
.5201 Gasoline & Oil
3,360
Oil & lubricants
.5203 Tires
11,122
City -wide tires
CAPITAL OUTLAY
.64 Equipment
4,800
Purchase of brake lathe
NON - OPERATING EXPENSES
.93 Contingency
2,706
Merit/longevity pay
TOTAL
$ 214,507
125
"i RECREATION DEPARTMENT
T,t„� ORGANIZATION CHART
�lORNP'
Prt COUNSELOR Prt COACH
�M wr Eoor LONOLMN
P?COU+ SEiat PR CONCH
YNCAHT JOSEPH FO4APY
PRCOACA
CLOY Jot«sC"
rRK.�MO COMM
TJYERIMK
OACI JEAN
OIREGTOR OF
OPERATIONS
TOM SENTION
ASST. DIREC.'TOR
OF OPERATIONS
JOSEPH ABEL.
E7(ECIJTn/E ASSTS
ANRA RACIa
K. MSUPERVISOTt
TOM VAN NOTE
PPf COACH
P/rcOACH
KARENURLE
BARRY SESEI
PPrCOU45E1Ct
WCOACH
JARREr KAPLAN
MKHAEL HWFAOWo
APr COACH
PPr COACH
rAfn LONOwH
uss ZEW"w
PPrCOACH
WCHAEL MAULPO
PPr COU4ELOR
KYLDEWELSS
PR COACH
IOTAHOO Lomm
PIT COACT
ftMK LEANOEIt
Wr COACH
PR COACH
KELLY CHOMW
ERICAAARTLV
PR COACH
PFTOOACH
CASEY KORWS
OON WEBS
P/TCOACI
PPr COVfSELOR
'ARAEN ACEVWO
TA WCNHOES
126
AQUATIC SUPERVISOR
AMY OREIUNGER
PR LIFEOLLVTO R
PPf LWC-0UWOI
PPTUFEOUAROR
`^J."OIesCN
KETIYATU STYLES
PIT UFEOWROI
FPfuFEOUVtOR
SKY STE484SW
JAMES TOM
PPruFECKwtol
PPruFEOwAROn
VACANT
ANON CORLISS
PRUFEOWROI
PRUFEOl1AliOK
avArJVPpES
NgBARKTOON
TENNIS PRO
BEN HANKS
MTB+as
Pr E(PJAR011
'xums
LVAWK7IES
rr
EUO@E s"
WTSWIMTEMA
Prtmaas
COACH
ATT@IDANf
KRA WALKER
SANDRA SLOW
PrtTaaRa
RECREATION
Services, Functions and Activities
The Recreation Department strives to provide the residents of Miami Shores with the best in
leisure programs and facilities.
Programs are designed to provide an uplifting experience for the participants and/or
spectators. This is achieved by professional allocation and management of personnel, physical plant
and equipment resources.
Facilities must be safe, attractive, clean and suitable for the designated use. This requires a
critical eye, being on guard against slow deterioration, diverting from initial uses when necessary and
initiating new construction as needed. Miami Shores Recreation Department facilities include
Community Center, Field House, Aquatics Center, Tennis Center, Tot Lot, Soccer Field, Baseball
Fields and Basketball Courts.
Ongoing functions include:
O youth and adult classes
o special events
O individual and team sports
O after- school care
• summer youth programs
• hosting of public and private meetings and events
• accomodating open play
127
RECREATION
FY 1995 Achievements
The Athletic program was expanded to include extra weeks of T -Ball and Intramural Soccer, and
Intramural Frisbee Football in the programming schedule. Many teams in all areas of play advanced
to regional and divisional finals. Miami Shores Village was the site of the N.F.L. Gatorade, Punt,
Pass & Kick Contest at the local and regional levels. Recreation's Aquatics Division hosted two
Parent's Night Out evenings. This was a trial program to allow for resident's small children to be
entertained at the pool while the parents have a free evening. It was a very successful event and will
be repeated. All staff at the pool are certified in the new American Red Cross Lifeguarding
standards. The Tennis program has been expanded to include increased hours of supervision and
a Tiny Tots program geared towards children from 2 -6 years of age. The Women's Team finished
second in the league. The C. Lawton McCall Community Center held the all time high activities,
with over 1500 people attending various events every week. With a new comptuer housed at
Recreation Department, the quarterly brochure is being typeset by the department, resulting in
significant cost savings.
Goal:
FY 1996 Goals and Objectives
Initiate standardized, nationally recognized, Learn -To -Swim Program at Aquatic Center.
Objectives:
1. Train and certify staff as instructors on the program (what works and what does
not).
2. Advertise in the brochure, newspaper and marquee.
3. Evaluate participant response to the program through written evaluations.
Goal:
Improve communication amongst Aquatic Center staff.
Objectives:
1. Hold at least 2 major in- service trainings per year.
2. Better inform staff of any rule or policy change in writing as well as verbally.
3. Hold staff meetings at least 6 times per year.
Goal:
Better communication among staff, recreation administration and parents at Field House.
Objectives:
1. Conduct weekly meetings with Athletics staff, as well as coaches.
2. Increase use of letters and flyers for parents of program participants.
3. Utilize local media, newspapers, cable company community boards, and P.S.A., to
better advertise program availability.
128
Goal:
Improve program administration at Field House.
Objectives:
1. Complete current project to develop a registration policy which is both fair and
enforceable.
2. Train athletics staff to enforce policy with no exceptions.
3. Communicate the new policy to program participants and eliminate exceptions to the
rules.
Goal:
Fully staff all programs with quality coaches at Field House.
Objectives:
1. Continue to develop larger pool of candidates via better networking with surrounding
colleges and universities.
2. Continue and improve coaches training.
3. Develop better communication with coaches and parents with more, on -field
supervision.
Goal:
Upgrade appearance of Community Center (interior).
Objectives:
1: Repair roof leaks.
2. Replace curtains in auditorium.
3. Replace ceiling tiles in auditorium.
Goal:
Upgrade appearance of Community Center (exterior).
Objectives:
1. Plant flowers and mulch around benches.
2. Paint west side / plant bed walls.
129
RECREATION DEPARTMENT ACTIVITY REPORT
*The above figures represent no. of participants
130
1994 actual
1995 actual
1996 projected
Community Center
Classes
22,313
23,562
25,000
Rental
15,469
13,050
13,500
Community Groups
4,907
4,488
5,000
Basketball
281
2,191
2,600
Activity
8,685
5,877
6,000
Spectator
-
9
5,000
City's meetings
1,711
237
500
Athletics
Team
16,415
17,304
17,500
Reservations
1,573
3,285
3,500
Rental
36
34
100
Activity
6,146
5,601
8,000
Open Play
1,150
1,910
2,000
Spectator
4,580
6,370
8,000
Private Lesson
32
-
50
Pool
Classes
8,880
9,413
9,500
Reservations
90
-
-
Swim Team
3,931
3,469
3,500
Rentals
590
443
500
Activity
5,555
5,573
6,000
Private Lesson
50
144
150
Open Swim
9,825
8,147
9,000
Parent's Nite Out
-
56
100
Camp/Kids On The Move
79
887
950
Tennis
Classes
2,611
2,966
3,000
Reservations
910
780
850
Activity
85
41
50
Basketball
3,540
2,555
2,600
Private Lessons
234
344
350
Open Play
5,112
5,110
5,200
Spectator
257
1,617
1,600
*The above figures represent no. of participants
130
MIAMI SHORES VILLAGE
Recreation Department
ITY 1995 - 1996
1994 1996 Est Expenditure Description
Actual Actual
1996 - 1996
Dept. Admin. Council
Request Recomm. Adoptio
$791,233
$864,987
Personnel Services
$984,079
$977,104
$972,Sfl3jj
5461660
$46.720
Executive Salary
$44,262
$0
$0
195,249
202,151
Regular Salary
199,627
243,627
234,627
162,032
209,317
Other Salary
240,679
235,277
235,277
2,590
2,065
Overtime
2,428
1,580
1,580
30,907
35,203
FICA
37,244
36,746
36,746
2,448
2,113
Retirement
2,481
2,481
2,481
9,925
12,518
Health Insurance
17,358
17,358
17,358
11,923
8,627
Worker's Compensation
7,982
7,982
7,982
461,734
518,714
Total Personnel Services
662,061
646,061
636,051
$791,233
$864,987
Operating Expenses
$984,079
$977,104
$972,Sfl3jj
46,782
50,623
Professional Service
55,682
56,702
56,702
7,326
4,754
Other Contractual Services
5,108
51108
5,108
4,520
4,529
Training & Per Diem
2,924
2,639
2,639
0
2,688
Special Events/Field Trips
3,890
3,890
3,890
3,385
3,714
Telephone Expenses
3,835
3,835
3,835
964
1,580
Postage
1,580
1,580
1,580
26,758
28,231
Electricity
29,503
29,503
29,503
5,522
5,746
LP Gas
5,918
5,918
5,918
3,522
3,407
Water
3,514
3,514
3,514
4,417
6,745
Rentals & Leases
7,841
7,841
7,841
1,652
0
Vehicle Maintenance
0
0
0
21,360
22,891
Miscell Maintenance
24,640
24,640
24,640
4,639
5,836
Printing
6,113
6,113
6,113
2,975
142
Advertising & Promotions
0
0
0
150
150
Other Current Charges
50
50
50
1,550
1,940
Office Supplies
1,998
1,998
1,998
1,296
2,500
Gas, Oil & Lubricants
2,625
1,875
1,875
44,353
42,923
Other Operating Expenses
47,217
48,217
48,217
96
0
Tires
0
0
0
5,895
5,182
Uniforms
5,419
5,419
5,419
6,004
7,082
Fertilizer & Chemicals
7,295
7,295
7,295
1,317
2,757
Fine Arts Committee
3,950
3,000
3,950
4,040
5,208
Subscriptions & Memberships
5,246
5,246
5,246
198,623
208,628
Total Operating Expenses
224,348
224,383
225,333
$791,233
$864,987
Capital Outlay
$984,079
$977,104
$972,Sfl3jj
6,758
9,813
Buildings
12,050
12,050
12,050
2,771
3,424
Land Improvements
0
0
0
0
0
Renovation of Swimming Pool
0
0
0
6,056
8,825
Equipment
22,630
22,630
22,630
16,686
22,062
Total Capital Outlay
34,680
34,680
34,680
$791,233
$864,987
Other Expenses
$984,079
$977,104
$972,Sfl3jj
23,808
0
Debt Service Principal
0
0
0
618
0
Debt Service Interest
0
0
0
1,800
1,920
MSV Community Band
2,016
2,016
2,016
89,165
103,663
Transfer to Capital Prof Fund
161,340
161,340
161,340
0
0
Contingency
9,634
9,634
13,563
116,391
106,683
Total Other Expenses
172,990
172,990
176,919
$791,233
$864,987
Department Totals
$984,079
$977,104
$972,Sfl3jj
10
10
Full Time Positions
10
10
10
69
76
Part Time Positions
78
78
78
131
1995 -1996 BUDGET EXPLANATION
RECREATION
001 -1400 -572
CODE
CLASSIFICATION
AMOUNT
REQUESTED
EXPLANATION
PERSONNEL SERVICES
2,639
.4001
.12
Regular Salaries
234,627
Full-time employment
.13
Other Salaries
235,277
Part -time employment
.14
Overtime
1,580
.21
Social Security
36,746
FICA % of Salaries
.22
Retirement Contributions
2,481
As per Finance Director
.23
Health Insurance
17,358
Health Insurance/LTD
.24
Worker's Compensation
7,982
As per Finance Director
OPERATING EXPENSES
.31
Professional Services
56,702
Fireworks, Tennis Pro,
.34
Other Contractual Services
5,108
.40
Training and Per Diem
2,639
.4001
Travel/Field Trips
3,890
.41
Telephone
3,835
.42
Postage
1,580
,4301
Electricity
$ 29,503
132
Swim team coach,
Referee Fees
Air conditioning, Pest Control
Time clocks, Typewriters,
Tolls, FRPA conference
Telephones (9)
Mailings
Pool
Community Center
Irrigation pump
Tennis Center
Field House
AMOUNT
CODE CLASSIFICATION REQUESTED EXPLANATION
OPERATING EXPENSES (CONT'D)
.4302 LP Gas 5,918 Pool
.4303 Water 3,514 Pool
44 Rentals and Leases 7,841
.4602 Misc. Maintenance 24,640
.47 Printing 6,113
49 Other Current Charges 50
51 Office Supplies 1,998
5201 Gasoline 1,875
5202 Other Operating Expenses 48,217
5204 Uniforms
5205 Fertilizer
5210 Fine Arts Commission
54 Subscriptions and
133
Community Center
Tennis Center
Field House
Tent, Fun Club tapes
Costumes, pool
Repairs
Brochures
Posters, Programs
Pool/spa permits
Fireworks permit
Office supplies
Athletic uniforms &
equipment
Class & activity supplies
Maintenance and
custodial supplies
First aid supplies
5,419
Staff uniforms
7,295
Pool chemicals
3,950
As per Fine Arts
Commission
5,246
Staff training
Memberships FRPA
League fees
Tournament
AMOUNT
CODE CLASSIFICATION REQUESTED EXPLANATION
CAPITAL OUTLAY
62 Building $ 12,050 North Locker A/C $
5,200
Storm Shutters
3,000
Stage Curtains
L750
Awning
2,100
64 Equipment 22,630 Tables
1,000
Tent
1,700
Jr. Size Soccer Goals
1,700
Hockey Table
IX
Copier
1500
Portable Backstop
1,100
Gymnastics Mats
1,500
Tables & Cart
Z'M
Chairs & Cart
1,100
Picnic Tables
1,090
Utility Tables
540
Tray Storage Unit
950
Folding Tables
350
Chairs for Children
500
Pool Filter Covers
l,'A70
Lane Lines
1500
Deck Lounge
200
NON - OPERATING EXPENSES
.81 Community Band
2,016
9103 Transfer to Capital 161,340 Pool Contingency
Projects Fund
93 Contingency 13,563 Merit/Longevity pay
TOTAL $ 972,983
134
R LIBRARY
� ORGANIZATION CHART
Pp R
PIT LIBRARY ASSISTANT 1
ILKA LOZZI
PIT LIBRARY AIDE
LUIS GOMEZ
PIT DATA ENTRY
ELLEN GUERRA
PIT CUSTODIAL WORKER
DOROTHY SHORTER
DIRECTOR OF LIBRARY SERVICES
ELIZABETH ESPER
YOUTH SERVICES LIBRARIAN
ANNE KELLY
135
FIT LIBRARY ASSISTANT 11
DALIA HODDER
F/T LIBRARY ASSISTANT II
CONSTANCE BUTCHER
PIT LIBRARY ASSISTANT II
AGNES SHEEHAN
PIT LIBRARY PAGE
VACANT
LIBRARY
.Services, Functions and Activities
The Brockway Library selects, acquires, organizes, and provides access to recorded
knowledge and ideas for the education, intellectual stimulation and pleasure of the people of Miami
Shores. The library provides recreational and general reading and listening materials. for home use,
and provides reference information through our collections, and cooperative arrangements with other
institutions. The library publicizes the range of services available through programs, exhibits,
publications and participation in community activities.
Some of these programs include the Summer Library Reading Program to motivate children
to read during the summer, weekly Story Time programs for different age groups, seasonal or holiday
programs with stories, films, puppet shows, arts and crafts, and guest presentations, contests to
encourage reading and library participation, Adult Book Discussion Program to share and discuss
new and old books, and several art exhibits.
The library acquires current best sellers, popular titles and reference materials throughout the
year to keep the collection current, to help with homework, to encourage independent learning, to
provide the latest popular title or author, and to develop a well- balanced collection of non - fiction,
including history, literature, science, social studies, and finance. The library also maintains a great
variety of popular magazines and periodicals, audio books, and large print books.
The library staff is committed to providing patrons with a high level of personal assistance in gaining
access to its resources and services.
136
LIBRARY
FY 1995 Achievements
The Library was completely re- carpeted and the furniture in the main reading room and children's
reading room was reupholstered giving the library much dignity. Additionally, the library acquired
two multimedia computers for the Children's Room and the Reference Room, along with various
educational CD -Roms. Current magazine articles on CD -Rom are now available for research, with
index and abstract to over 400 periodicals, and full text of 160 periodicals. Over half of the library's
entire book collection has been entered in the computer over the past year.
Goal:
FY 1996 Goals and Objectives
To maximize our library's circulation efficiency and inventory control.
Objectives:
1. Provide barcoded membership cards to all library members.
2. Initiate Circulation Management Software program.
Goal:
To provide thorough and efficient access to information and other library materials through
computerization.
Objectives:
1. Complete conversion of library catalog into M.A.R.C. records and provide
computerized bibliographic access to library collection.
2. Purchase cataloging software and 3 workstations networked through our C.P.U.
3. Provide access to the Internet.
4. Keep CD -ROM databases updated and accessible.
Goal:
To increase Young Adults' participation in library activities.
Objectives:
1. Contact local schools to recruit volunteers.
2. Organize Teen Advisory Group.
3. Train Teens to help with Children's programs.
Goal:
To increase library membership amoung area youths.
Objectives:
1. Make library promotion video monthly and send to local schools to encourage library
visits and membership.
137
Goal:
2. Start "American Girl Club" and have monthly meetings for book discussion on series.
3. Continue school visits.
4. Start Saturday Story Time.
To promote library books and services to senior citizens.
Objectives:
1. Take selection of books to area Senior Centers.
2. Have a monthly video show combined with a Senior self - help /information video from
State Library agencies.
3. Offer special programs and guest speakers.
138
LIBRARYACTIVITY REPORT
1994 actual
1995 estimated
1996 projected
VOLUMES
57,652
57,878
58,000
VIDEOS
0
94
200
TAPES
846
1,032
1,200
RESIDENT BORROWERS
2,438
2,420
2,500
NON - RESIDENT BORROWERS
159
134
160
ANNUAL CIRCULATION*
52,044
45,770
54,000
BOOKS WITHDRAWN
3,447
1,007
500
CULTURAL /READING
PROGRAMS
136
152
174
DAILY VISITS
N/A
150
165
*Circulation decreased slightly in 1994 -1995 because the Library was closed for a considerable length of time for
renovation and recarpeting. Also, there was a change in the circulation system in that paperbacks and magazines are no
longer checked out and counted as individual transactions.
139
1994 1995 Est
Actual Actual
MIAMI SHORES VILLAGE
Library Department
FY 1995 - 1996
Expenditure Description
1995 - 1996
Dept. Admin. Council
Request Recomm. Adoptlo
Other Expenses
8,350 24,079 Transfer to Capital Proj Fund 8,740 8,740 8,740
0 0 Contingency 5,209 5,209 5,209
8,350 24,079 Total Other Expenses 13,949 13,949 13,949
Personnel Services
$38,360
$38,673
Executive Salary
$36,400
$36,400
$36,400
105,762
115,808
Regular Salary
115,213
115,213
115,213
10,731
11,818
FICA
11,598
11,598
11,598
905
2,774
Retirement
1,881
1,881
1,881
6,440
6,400
Health Insurance
9,123
9,123
9,123
525
552
Workers Compensation
460
460
460
162,723
176,025
Total Personnel Services
174,675
174,675
174,675
Other Expenses
8,350 24,079 Transfer to Capital Proj Fund 8,740 8,740 8,740
0 0 Contingency 5,209 5,209 5,209
8,350 24,079 Total Other Expenses 13,949 13,949 13,949
Operating Expenses
30
0
Professional Service
0
0
0
1,450
3,210
Other Contractual Services
4,063
4,063
4,063
1,907
1,210
Training & Per Diem
1,553
1,553
1,553
420
874
Telephone Expenses
660
660
660
543
598
Postage
598
598
598
6,408
6,463
Electricity
6,689
6,689
6,689
249
228
Water
240
240
240
9,996
9,996
Insurance
7,960
7,960
7,960
2,540
5,225
Miscell Maintenance
3,476
3,476
3,476
1,575
1,648
Printing
1,590
1,590
1,590
700
700
Advertising & Promotions
700
1,000
1,000
298
321
Office Supplies
341
341
341
2,774
3,642
Other Operating Expenses
3,569
3,569
3,569
250
0
Hurricane Exp- DSR
0
0
0
100
140
Subscriptions & Memberships
140
140
140
29,240
34,255
Total Operating Expenses
31,579
31,879
31,879
Other Expenses
8,350 24,079 Transfer to Capital Proj Fund 8,740 8,740 8,740
0 0 Contingency 5,209 5,209 5,209
8,350 24,079 Total Other Expenses 13,949 13,949 13,949
Capital Outlay
973
0
Buildings
0
0
0
324
2,750
Equipment
1,348
1,348
1,348
26,552
31,798
Books, Publications, Library
28,565
28,565
28,565
0
0
Media
8,910
8,910
8,910
27,849
34,548
Total Capital Outlay
38,823
38,823
38,823
Other Expenses
8,350 24,079 Transfer to Capital Proj Fund 8,740 8,740 8,740
0 0 Contingency 5,209 5,209 5,209
8,350 24,079 Total Other Expenses 13,949 13,949 13,949
Time Positions 6 6
140
x228 162
$268,907
Department Totals
$259,026
$259,326
;259 326
4
4
Full Time Positions
A
a
d
Time Positions 6 6
140
1995 - 1996 BUDGET EXPLANATION
LIBRARY
001 -1500 -571
AMOUNT
CODE CLASSIFICATION REQUESTED EXPLANATION
PERSONNEL SERVICES
.11 Executive Salary $ 36,400 Director of Library Svcs.
.12 Regular Salaries 115,213 Children's Services Librarian
141
Library Asst 11 (2)
PT Library Asst. H (1)
PT Data Entry Clerk (1)
PT Library Asst I (1)
PT Library Page (1)
PT Library Aide (1)
PT Custodian (1)
.21
Social Security
11,598
FICA % of salary
.22
Retirement Contribution
1,881
As per Finance Director
.23
Life and Health Insurance
9,123
Health Insurance/LTD
.24
Worker's Compensation
460
As per Finance Director
OPERATING EXPENSES
.34
Other Contractual Services
4,063
A/C maintenance
Computer Maintenance
Exterminator service
Typewriter service
Smoke and fire alarm
maintenance
.40
Training and Per Diem
1,553
Car allowance
FL Library Assoc.
Convention
FLPA Convention
.41
Telephone Expense
660
Telephone service
.42
Postage
598
Library correspondence
Book and Film postage
141
47 Printing and Binding 1,590
48 Promotional Activities 1,000
.51 Office Supplies 341
.5202 Other Operating Expenses 3,569
54 Subscriptions and 140
142
in contract.
Plumbing & electrical
services, general
maintenance of bldg.
Periodical binding
rebinding OP books
bookcharging, reserve
notifications
Membership cards
Applications
Summer reading prog.
Christmas open house
Misc. programs
Misc. office supplies
Book jacket covers
Book pockets, catalog
cards, microfilms,
book repair supplies
Vinyl bond laminate
Paper towels/tissues
Cleaning supplies;
Audio - cassette cases;
Magazine Protectors;
Barcoded Cards.
FL Library Assoc.
Memberships
FL Public Library
Association
AMOUNT
CODE
CLASSIFICATION
REQUESTED
EXPLANATION
OPERATING EXPENSES (continued)
.4301
Electricity
6,689
Electricity
.4303
Water
240
Water
.45u
Insurance
7,960
Liability Insurance
.4602
Miscellaneous Maintenance
3,476
A/C service not included
47 Printing and Binding 1,590
48 Promotional Activities 1,000
.51 Office Supplies 341
.5202 Other Operating Expenses 3,569
54 Subscriptions and 140
142
in contract.
Plumbing & electrical
services, general
maintenance of bldg.
Periodical binding
rebinding OP books
bookcharging, reserve
notifications
Membership cards
Applications
Summer reading prog.
Christmas open house
Misc. programs
Misc. office supplies
Book jacket covers
Book pockets, catalog
cards, microfilms,
book repair supplies
Vinyl bond laminate
Paper towels/tissues
Cleaning supplies;
Audio - cassette cases;
Magazine Protectors;
Barcoded Cards.
FL Library Assoc.
Memberships
FL Public Library
Association
AMOUNT
CODE CLASSIFICATION REOUESTED EXPLANATION
CAPTIAL OUTLAY
.64 Equipment 1,348 Video and paperback
shelving book display
& signage $1,348
.66 Books, Publications, 28,565 Books, Periodicals,
Library materials
Large print books,
Reference Materials,
.6601 Media 8,910 CD -Roms, Books on tape,
Video
NON - OPERATING EXPENSES
.9103 Transf to CIF 8,740
.93 Contingency 5,209 Merit/Longevity pay
TOTAL $ 259,326
143
Police 46.9%
Waste 11.7%
Svcs. 9.5%
General Govt 8.6%
B &Z/Code Ent 3.4%
ion /Culture 19.9%
Personnel costs include both salaries and fringe benefits. There is no additional full -time employee
for FY 1996. Recreation has two part-time Youth Service attendants budgeted in FY 1996 when the
Youth Center opens.
General Govt:
$449,695
Public Services:
499,028
Waste:
616,492
Police:
2,461,667
Recreation/Culture
1,045,502
Building & Zoning/
Code Enforcement
178,720
Total $5,251,104
General Government: Mayor & Council, Village Manager, Marketing, Human Resources, Village Clerk, Finance, Non -
departmental
Public Services: Streets, Public Works Administration, Motor Pool
Recreation /Culture: Parks, Recreation Maintenance, Recreation, Library
144
SUHV 1ARY OF PERSONNEL AND POSITIONS
BY DEPARTMENT FOR MIAMI SHORES VILLAGE
FY 93 -94 FY 94 -95 FY 95 -96
Village Manager Dent.
Village Manager 1 1 1
Village Clerk/Personnel Dir. * 1 0 0
Staff Assistant 1 1 1
Executive Assistant 1 1 0
MarketingLCommuniiy Development Dept.
Marketing Director 0 1 1
Village Clerk/Personnel Dent.
(Dept. renamed as Human Resources in mid FY 95)
Village Clerk */Personnel Dir.
0
1 0
Human Resources Director
0
0 1
Administrative Secretary (P.T.)
0
1 1
Recording Secretary (P.T.)*
0
1 0
Village Clerk De t.
Village Clerk*
0
0 1
Recording Secretary (P.T.)*
0
0 1
Building & Zoning Dent.
Building & Zoning Director
1
1 1
Code Enforcement Officers **
3
0 0
Executive Assistant
1
1 1
145
SUMMARY OF PERSONNEL AND POSITIONS
BY DEPARTMENT FOR MIAMI SHORES VILLAGE
(Continued)
FY 93 -94 FY 94 -95 FY 95 -96
Code Enforcement & Community Affairs Dept
Community Affairs Specialist 0 . 1 1
Code Enforcement Officers ** 0 2 2
Finance Dent.
Finance Director
1
1 1
Assistant Finance Director
1
1 1
Executive Assistant
1
1 1
Data Processing Specialist
1
1 1
Accounts Payable Clerk
1
1 1
Police Department
Police Chief
1
1
1
Assistant Police Chief
1
0
0
Captain
0
1
2
Lieutenant
1
1
1
Sergeant
5
5
4
Detective
4
4
4
Police Officer
21
22
22
Crime Analyst
1
1
1
Complaint Officer/Dispatcher
5
5
5
Executive Assistant
1
1
1
Police Records Specialist
1
1
1
School Crossing Guard (P.T.)
3
3
3
Waste Dent.
Collections Supervisor***
0
0 1
Equipment Operator II
2
1 2
Equipment Operator III
1
1 1
Refuse Truck Driver
7
8 7
Refuse Collector
8
7 8
Maintenance Worker 1I
0
1 0
146
SUMMARY OF PERSONNEL AND POSITIONS
BY DEPARTMENT FOR MIAMI SHORES VILLAGE
(Continued)
FY 93 -94 FY 94 -95 FY 95 -96
Parks Dept.
Supervisor***
1
1 0
Equipment Operator II
4
4 3
Equipment Operator I
1
1 1
Leadworker
1
1 1
Maintenance Worker 11
1
2 2
Maintenance Worker I
3
2 3
Streets Dept.
Streets Supervisor
1
1 1
Maintenance Worker II
3
3 3
Parking Enforcement Officer (P.T.) 1
1 1
Custodian (P.T.)
1
1 1
Courier (P.T.)
1
1 1
Public Works Administration Dept.
Assistant Village Manager/
Public Works Director
1
1 1
Asst. Public Works Dir.
0
1 1
Purchasing Agent/Parts Mgr.
1
1 1
Executive Assistant
1
1 1
Motor Pool Dent.
Equipment/Shop Foreman 1+ 1 1
Equipment Mechanic 3+ 3 3
Auto- Detailer(P.T.) 0 1 1
Recreation Maintenance Dept.
Grounds Foreman 1 1 1
Groundskeeper 2 2 2
+ Transfer from Streets department in FY 94 -95
147
Summary of Personnel and Positions
By Department for Miami Shores Village
(Continued)
FY 93 -94 FY 94 -95 FY 95 -96
Recreation
Recreation Director
1
1
0
Assistant Recreation Director
0
0
1
Executive Assistant
1
1
1
Community Center Supervisor
1
1
1
Athletics Supervisor
1
1
1
Asst. Athletics Supervisor
1
1
1
Aquatic Supervisor
1
1
1
Assistant Aquatic Supervisor
1
1
1
Tennis Pro
1
1
1
Clerk Typist (P.T.)
1
1
1
Coaches (P.T.)
23
25
20
Counselor (P.T.)
20
22
28
Community Center
Attendant (P.T.)
3
3
3
Maintenance Worker 11
2
2
2
Lifeguard (P.T.)
16
16
18
Tennis Attendant (P.T.)
4
4
4
Park Ranger (P.T.)
1
2
1
Head Counselor (P.T.)
1
3
1
Youth Center Attendant (P.T.)
0
0
2
Library Dent.
Librarian
1
1
1
Children's Services Librarian
1
1
1
Library Assistant II
1
1
2
Library Assistant II (P.T.)
2
2
1
Library Assistant I
1
1
0
Library Assistant I (P.T.)
0
0
1
Library Page (P.T.)
1
1
1
Library Aide (P.T.)
1
1
1
Custodian (P.T.)
1
1
1
Data Entry Clerk (P.T.)
0
1
1
P.T. = Part -time
Counselors/Coaches are seasonal
Employees were transferred from one department to another
148
CAPITAL PROJECTS FUND
THE CAPITAL PROJECTS FUND ACCOUNTS FOR FINANCIAL
RESOURCES TO BE USED FOR ACQUISITION OR CONSTRUCTION OF
MAJOR CAPITAL FACILITIES AND IMPROVEMENTS.
149
CAPITAL PROJECTS FUND
The five year capital plan for FY 1996 -2000 submitted by department heads, excluding Waste
Department, streets resurfacing and sidewalk repairs for the next five years totaled $1,932,735. After
meeting with Department heads, various projects have been delayed, eliminated or financed to
develop the most affordable funding for the Village. The total funding derived for five years is
$1,833,485 plus an additional five years financing cost for the police radios in a total amount of
$90,250
The funding for each year of the Capital Plan is as follows:
1) 1/2 mill of property tax
2) Country Club rent net debt payment
3) Interests to be earned in CIF fund
4) H.J. Ross proposed projects for the pool will be funded under the .2 mill
The funding of FY 1996 capital projects will include an additional $65,000 from the rebate of the
present police radio system. Further, the new police radio system in the amount of $180,500 will be
financed by Metro Dade with no interest to the Village for ten years. The Village will also finance
the purchase of the Chipper Truck for five years.
For streets resurfacing and sidewalk repairs, the funding is derived from the 5 cents Capital
Improvement Local Option Gas Tax. The proceeds from this tax shall only be used for expenses
needed to meet the requirements of the Capital Improvement Element of an adopted Comprehensive
Plan.
Capital Projects over $5,000 and are not supported by 5 cents gasoline tax or loan proceeds will be
budgeted under Capital Projects Fund.
150
FIVE YEAR CAPITAL PROGRAM SUMMARY
PROPOSED CAPITAL EXPENDITURES
FY 1996 - 2000
Waste
Percent of Increase
Garbage Fees
(3% C.O.L. & C.I.P.)
Waste Department
1995 -1996 1996 -1997 1997 -1998 1998 -1999 1999 -2000
$191,000
$220,300
$100,600
$46,700
$105,000
4.81%
4.60%
-5.30%
0.00%
7.00%
$ 440.20
$460.50
$436.00
$436.00
$466.50
Streets Resurfacing / Sidewalk Repairs
Expenditures $157,000 $165,000 $173,000 $181,700 $188,900
Revenue (5 cents gas tax) 123,600 127,308 131,127 135,061 139,112
Shortfall ($33,400) ($37,692) ($41,873) ($46,639) ($49,788)
151
FIVE YEAR CAPITAL PROGRAM SUMMARY
PROPOSED CAPITAL EXPENDITURES
FY 1996 - 2000
Department
Expenditures:
Building & Zoning
Code Enforcement
Finance
Police
Public Works
Recreation
Library
Total Expenditures
Funding:
General Fund
1995 -1996 1996 -1997 1997 -1998 1998 -1999 1999 -2000 Total
$0
$18,900
1,695
0
22,400
0
22,650
132,050
129,160
161,560
160,400
34,900
8,740
34,600
345,045 382,010
$0
$0
$0
$18,900
0
0
0
1,695
2,400
0
0
24,800
22,550
203,450
22,450
403,150
272,260
159,160
297,060
1,019,200
52,300
18,900
55,900
322,400
0
0
0
43,340
349,510 381,510 375,410 1,833,485
112 Mill
164,268
169,196
174,271
179,500
184,885
872,120
Country Club Rent
98,184
98,184
98,184
150,740
150,740
596,032
C.I.F. Interest
25,000
26,500
27,000
27,500
28,000
134,000
H.J. Ross- Pool
9,700
0
2,600
2,600
4,100
19,000
Village Hall Flat Roo
9,500
0
0
0
0
9,500
Police Radio Rebate
65,000
0
0
0
0
65,000
Approp. FY'95 excess
0
26,607
0
0
0
26,607
Total Funding
371,652
320,487
302,055
360,340
367,725
1,722,259
Excess! Shortfall
$26,607
$61,523
$47,455
$21,170
$7,685
$111,226
152
PROPOSED CAPITAL EXPENDITURES
FISCAL YEARS 1996 -2000
The above proposed capital expenditures do not include Waste Department's projects, streets
1 resurfacing and sidewalk repairs projects which are funded by user fees and 5 -cents gasoline tax
respectively.
153
PROJECTED FY 1995 FUND BALANCE - CAPITAL PROJECTS FUND
Designated for capital projects
$144,590
Designated for Police vehicles
77,101
Designated for Waste Capital
77.914
Available Fund Balance as of 9/30/94
299,605
FY 95 appropriation for Capitals
(219,515)
FY 95 additions to CIF:
Surplus/Interest earnings
42,731
Projected Fund Balance
as of 9/30/95 122,821
FY 96 Appropriations: (50,000)
Projected Fund Balance
after FY 96 appropriations 72 821
Designated Fund Balance for RECREATION
as of 9/30/94 $116,890
FY 95 additions: 65,519
Designated For Pool Renovation 18
as of 9/30/95
154
CAPITAL PROJECTS FUND REVENUE BUDGET
Trans. from General Fund 91.1 %
Transfer from General Fund $512,286
Appropriated Fund Balance 50.000
Total $562,286
155
Appropriated Fund Bal. 8.9%
MIAMI SHORES VILLAGE
Capital Projects Fund
Revenues Budget
1995 To 1996
1995 - 1996
1994 1995 Est Revenue Description
Actual Actual Expected Admin. Council
Revenues Recomm. Adoption
$443,100 $971,648 Fund Totals $562,286 $562,286 $562,286
"* Includes FY'94 encumbrances brought forward to FY '195.
156
Other Revenues
$25,364
$40,000
State Interest Earnings
$0
$0
$0
417,736
572,239
Transfer From General Fund
512,286
512,286
512,286
0
359,409
"" Appropriated Fund Balance
50,000
50,000
50,000
443,100
971,648
Total Other Revenues
562,286
562,286
562,286
$443,100 $971,648 Fund Totals $562,286 $562,286 $562,286
"* Includes FY'94 encumbrances brought forward to FY '195.
156
CAPITAL PROJECTS FUND
FY 1996 PROPOSED EXPENDITURES
Parks 6.9%
Streets 3.
Rec. - Ma
Waste 34.0%
Recreation 23.1 %
it 9.3%
4.0%
1.6%
:rve 10.0%
The loan payment of $52,566 is the financing costs for reconfiguring the driving range. This debt
will be paid -off in FY 1998. The pool renovation of $9,700 and the pool reserve is derived from
the .2 mill of ad valorem tax.
157
Department
MIAMI SHORES VILLAGE
Capital Projects Fund
1995 - 1996 Budget Summary
Capital
Outlay
her I Total
Village Manager
$0
$0
$0
Marketing
0
0
0
Finance
22,400
0
22,400
Non- Departmental
0
52,556
52,556
Police
18,050
0
18,050
Waste
191,000
0
191,000
Parks
39,000
0
39,000
Streets
19,200
0
19,200
Public Works Administration
0
0
0
Recreation Maintenance
25,500
0
25,500
Motor Pool
0
0
0
Recreation
129,800
56,040
185,840
Library
8,740
0
8,740
Totals
------------- - - - - --
$453,690
------------- - - - - --
$108,596
--------------- - --
$562,286
158
1995 - 1996 BUDGET EXPLANATION
FINANCE
301 - 0500 -513
AMOUNT
CODE CLASSIFICATION REQUESTED EXPLANATION
CAPITAL OUTLAY
64 Equipment S 22,400
TOTAL S 22,400
159
Computer System/Network
1995 - 1996 BUDGET EXPLANATION
NON - DEPARTMENTAL
301 - 0800 -519
AMOUNT
CODE CLASSIFICATION REQUESTED EXPLANATION
NON - OPERATING EXPENSES
71 Principal $ 42,423
.72 Interest $ 10,133
TOTAL $ 52,556
160
1995 - 1996 BUDGET EXPLANATION
POLICE
301 -0900 -521
AMOUNT
CODE CLASSIFICATION REQUESTED EXPLANATION
CAPITAL OUTLAY
64 Equipment $ 18,050 Communication (Radio)
System
TOTAL $ 18,050
161
1995 - 1996 BUDGET EXPLANATION
WASTE
301 - 1200 -534
AMOUNT
CODE CLASSIFICATION REQUESTED EXPLANATION
CAPITAL OUTLAY
64 Equipment $ 191,000
TOTAL $ 191,000
162
Refuse Truck $116,000
Front -end loader $75,000
1995 - 1996 BUDGET EXPLANATION
PARKS
301 - 1201 -572
AMOUNT
CODE CLASSIFICATION REQUESTED EXPLANATION
CAPITAL OUTLAY
63 Improvement other than
Buildings
$ 39,000
TOTAL $ 39,000
163
Replace seawall railing
$31,500
Replace dead trees $7,500
1995 - 1996 BUDGET EXPLANATION
STREETS
301 - 1202 -541
AMOUNT
CODE CLASSIFICATION REQUESTED EXPLANATION
CAPITAL OUTLAY
.62 Buildings $ 6,000
.64 Equipment $ 13,200
TOTAL $ 19,200
164
Village Hall flat roof
Pick -up truck
1995 - 1996 BUDGET EXPLANATION
RECREATION MAINTENANCE
301 -1204 -541
AMOUNT
CODE CLASSIFICATION REQUESTED EXPLANATION
CAPITAL OUTLAY
63 Improvement other than $ 15,000 Build final half of patio
Buildings addition behind Field Hse.
64 Equipment 10,500 Three gang mower
TOTAL $ 25,500
165
1995 - 1996 BUDGET EXPLANATION
RECREATION
301 - 1400 -572
AMOUNT
CODE CLASSIFICATION REQUESTED EXPLANATION
CAPITAL OUTLAY
.62 Building
63 Improvement other than
Buildings
$ 37,500 Community Center Roof
$23,800
Community Center ceiling/
lighting $13,700
$ 39,600 Fence at tennis facility $8,100
Tennis Court light fixtures
$31,500
.6302 Pool Renovation $ 9,700 H.J. ROSS proposals
.64 Equipment $ 43,000 Stage sections $8,300
Athletics bleachers $5,300
Tables for patio $6,400
Van $23,000
NON - OPERATING EXPENSE
93 Contingency $ 56,040 Reserve for future pool
renovation
TOTAL $ 185,840
166
1995 - 1996 BUDGET EXPLANATION
LIBRARY
301 - 1500 -571
AMOUNT
CODE CLASSIFICATION REQUESTED EXPLANATION
CAPITAL OUTLAY
64 Equipment $ 8,740 Computer workstations,
cataloging software and
tables
TOTAL $ 8,740
167
STORM WATER UTILITY
The Public Works Department is working to design, construct and maintain the Stormwater System
as mandated by the federal government. Ongoing functions include the following:
* Sweep the Village streets.
* Clean and repair drainage and catch basin.
* Prepare construction plans and specifications for drainage projects.
* Control overflow by pumping.
BE
Projected Fund Balance:
Fund Balance as of 9/30/94: $ 80,557
FY 95 Revenue 135,207
FY 95 Expenditures L28,8181
Projected Fund Balance as of 9/30/95 $186,946
FY 96 Revenue Source:
Stormwater Utility $130,000
Interest 1,200
Appropriated from Fund Bal 24,800
TOTAL $156,000
FY 96 Expenditures:
Transfer to General Fund $ 28,818
for salaries to clean catch
basis and sweep streets
Contractual Svcs:
Development of Stormwater
Master Plan $26,000
DERM interlocal agreement
sampling/monitoring 6,000
Clearing Biscayne Bay Waterfront 10,000
Design N.E. 103 st drainage,retro
fit and improvement 40.000 $ 82,000
Install Drainage on N.E. 103 st
east of Biscayne Blvd. $ 45.182
TOTAL $156,000
169
INSURANCE SER VICE FUND
Since FY 1990, Miami Shores Village has functioned under a protected self - insurance program.
Insurance services provide for the payments of excess insurance premiums and claims for the Village.
The premiums include property/liability insurance, workers compensation, auto liability, underground
storage tank liability and official liability. In FY 1995, the Village engaged an actuarial study for
IBNR recognizing a surplus of $130,000. This surplus is appropriated in FY 95 -96 to fund the
expenditures, therefore reducing the funding from General Fund.
Projected Fund Balance:
Fund Balance as of 9/30/94 $696,849
Estimated FY 95 surplus 90,000
Projected Fund Balance as of 9/30/95 $786,849
FY 96 Revenue Source:
Transfer from General Fund $331,000
Appropriated Fund Balance 129,415
TOTAL $460,415
FY 96 Expenditures by Program:
Estimated loses calculated by actuary
$165,740
Estimated excess insurance premium
267,675
Gallagher Bassette Adminstrative Fee
27,000
TOTAL $460,415
170
FY 1996 MAJOR CAPITAL IMPROVEMENT PROJECTS &
ITS OPERATIONAL IMPACT
Department
Capital Project
Fund/
Costs
Impact on Current/
Funding
Future Operating
Finance
Computer System
CIF
$ 22,400
<$1,385> in FY95 for
Upgrade
Maint. /support services.
Maint. fees will continue
to be cheaper compared to
the main frame.
Police
Radio System
CIF
18,050
Waste
Refuse Truck
Garbage Fees
116,000
Lower vehicle maint.
Front -end Loader
Garbage Fees
75,000
costs for first two years.
Parks
Replace Seawall Railing
CIF
31,500
Avoid liability & litigation
due to deterioration of the
structure of the railing.
Chipper Truck
Loan Proceeds
42,800
Lower vehicle maint.
costs for first two years.
Streets
Sidewalk Repairs
Gas Tax
57,900
Streets Resurfacing
Gas Tax
65,700
Install Drainage
Stormwater
103 St. East of Biscayne
Utility
45,182
Rec. Maint.
Patio - Field House
CIF
15,000
Costs for maintaining the
patio is minimal and will
be included in the day -to-
day operation.
171
FY 1996 MAJOR CAPITAL IMPROVEMENT PROJECTS &
ITS OPERATIONAL IMPACT (continued)
Department Capital Project Fund/ Costs Impact on Current/
Funding Future Operating
Recreation Community Center Roof
CIF
Community Center Ceiling
& Lighting
CIF
Tennis Court Light Fixtures
CIF
Recreation Van
CIF
Library
Pool Renovation
Computer Workstations
.2 Mill
CIF
172
23,800
13,700
31,500
23,000
9,700
8,740
Lower vehicle maint.
costs for first two
years.
Maintain a longer life
for the pool.
GLOSSARY
A
AD VALOREM TAXES: Property taxes computed as a percentage of the value of real or
personal property expressed in mills.
APPROPRIATION: A legal authorization granted by legislative body to make expenditures and
to incur obligations for specific purposes.
ASSESSED VALUATION: A valuation set upon real estate or other property by the County
Property appraiser as a basis for levying taxes.
APPROPRIATED FUND BALANCE: The process of bringing forward unspent dollars from
previous fiscal year's budget to current year's approved budget: (1) Bring forward budgeted and
encumbered amount from previous fiscal years, but not as yet paid by year- end - closing. This
requires Village Manager approval. (2) Appropriate amount from fund balance to balance next
year's budget. This needs Council approval at the budget process.
B
BUDGET: A plan of financial operation embodying an estimate of proposed expenditures for a
given period of time and the proposed means of financing them.
BUDGET MESSAGE: A general discussion of the proposed budget written by the Village
Manager to the City Council.
BUDGET TRANSFER: The process by which approved budget amounts can be reallocated
between line item expenditures within the same Fund or Department to cover unforseen expenses.
C
CAPITAL OUTLAY: Expenditures which result in the acquisition of or addition to fixed assets:
building, land improvements, or equipment.
CONTINGENCY: An appropriation to cover emergencies or unforeseen expenditures. Cost
of Living and Merit increases are budgeted in this line item and appropriate amount will be
transferred to personnel account only if needed.
173
E
ENCUMBRANCE: An amount of money committed for the payment of goods or services not
yet received or paid for.
F
FISCAL YEAR: The period of 12 months to which the annual budget applies. The City's fiscal
year begins October 1 and ends September 30.
FRANCRISE FEE: Fees assessed on public utility corporations in return for granting a privilege
to operate inside the city limits, eg. water, electricity.
FUND: A fiscal and accounting entity with a self - balancing set of accounts recording cash and
other financial resources, together with all related liabilities and residual equities or balances,
which are segregated for the purpose of carrying on specific activities or attaining certain
objectives in accordance with special regulations, restrictions, or limitation.
FUND BALANCE: Changes in fund equity are a result of the difference of revenues to
expenditures. Fund Balance increases when revenue exceeds expenditures, while Fund Balance
decreases when expenditures exceed revenue.
INTER -FUND TRANSFER: Equity transferred from one fund to another.
M
MILLAGE RATE: The tax rate to generate ad valorem tax revenue. One Mill equals $1 per
$1000 of assessed property value.
M
OPERATING BUDGET: The portion of the budget that pertains to daily operations which
provides basic governmental services.
ORDINANCE: A formal legislative enactment by Village Council, barring conflict with higher
law, having the full force and effect of law within the Village.
OSHA: Occupational Safety & Health Administration.
R
ROLLED BACK RATE: The tax rate which when applied to the current year's adjusted taxable
value, generates the same ad valorem tax revenue as the prior year.
174
S
SPECL4,L ASSESSMENT: A compulsory level made against certain properties to defray part
or all of the cost of a specific improvement or service deemed to primarily benefit those properties.
All tax- exempt property in the affected area will have to pay the special assessment.
T
TRIM: Truth in millage (section 200.065, F.S.)
TRUST FUND: A fund used to account for assets held by the City in a trustee capacity for
individuals, other governments or other funds, such as Pension Funds.
LIJ
UlUffl'Y TAXES: Municipal charges on consumers or various utilities such as electricity, gas,
water, telecommunications.
175