1997-1998MIAMI SHORES VILLAGE
FY 1.997-1998
PROPOSED BUDGET
COMMUNITY
ENRICHMENT..
COUNCILPERSON
Cesar Sastre
CO UNCILPERSON
Michael Boyle
MAYOR
Mary Ross Agosta
VILLAGE MANAGER
Michael R. Couzzo, Jr.
FINANCE DIRECTOR
Patricia Varney, CGFO
CO UNCILPERSON
Louis S. Imburgia, Jr.
CO UNCILPERSON
Stephen Loffredo
5 *k0RFs
44AVILLAGE
O ITI O CHART
��NTE8 1s1 BG
\LORIDA
VILLAGE ATTORNEY - - - - - - - --
1997 -1998
VILLAGE CITIZENS
VILLAGE COUNCIL
MAYCR ,MARY ROSS AGOSTA
VICE MAYOR MICHAEL BOYLE
„CUNCiLMAN LOU IMSURGIA
COUNCILMAN STEPHEN _OFFREDC
COUNCILMAN CESA.R SA,STRE
VILLAGE MANAGER
VILLAGE CLERK __ _ _ ._.._I PINANCE
EC.RDs
Hand:= -ed Services
Plane -- Zoninc
= =-s,on
Persc --_' Appeais
Code xcemert
Histon: = esereauon
a pr's
Rccre-: ;- Advisor,
Countrc _o Advisory
Seaut!ffca-.n Advisory
POLICE PUBLIC RECREATION L:c?.?RY
rJCRKS
BUILDING & CODE CON11VIUNITY
ZONING DEVELOP -
CO�APLiANCc ME T
'01
GOVERNMENT FINANCE OFFICERS ASSOCIATION
Distinguished
Budget Presentation
Award
PRESENTED TO
Miami Shores Village,
Florida
For the Fiscal Year Beginning
October 1, 1996
Presidents Executive Director
The Government Finance Officers Association ofthe 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, 1996.
In order to receive this award, a government unit must publish a budget document that meets program
criteria as a policy document, as an operation 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.
TABLE OF CONTENTS
How to Use the Budget Document ........................................... ...............................
Village Manager Budget Message ............................................ ...............................
INTRODUCTION
Community Profile ............ ...............................
Principal Taxpayers ........... ...............................
FY 98 Goals & Budget Development Guidelines
Financial Policies ................ ...............................
Explanation of Budget Basis & Budget Process
DEBT MANAGEMENT
Debt Service and Schedules
GENERAL FUND
PAGE
1
3
.................. 7
.................. 9
................ 10
................ 12
................ 15
17
1997 Projected Millage Rate & Assessed Value Trend History (Graphs) ... ...............................
20
Estimated Revenue and Expenses - All Funds ........................................... ...............................
21
Estimated Revenue and Expenses - General Fund ..................................... ...............................
22
Where the Money Comes From (Graph) ....... ............................... ....... ...............................
...... 23
General Fund - Revenue with graphs ......................................................... ...............................
24
Where the Money Goes (Graph) ............................................................... ...............................
27
Matrices to Show Relationship Between Certain Revenues & Expenses ... ...............................
28
Personnel Services by Function (Graph) .................................................... ...............................
29
Summary of Personnel by Department ...................................................... ...............................
30
What City Services Cost Per Week (Graph) .............................................. ...............................
35
Expenditure Detail
Mayor and Council..
Legal Counsel .........
Village Manager .................... ...............................
Marketing / Community Development ...................
Human Resources ................. ...............................
VillageClerk ......................... ...............................
Building & Zoning ................. ...............................
Code Compliance & Community Affairs ..............
Finance................................. ...............................
Non - Departmental ................ ...............................
Police.................................... ...............................
........................ ............................... 37
............... .............. .... ................ I.......... 40
.. ........................................ ..... - ........... 43
............................. ............................... 49
............................ ..............................- 55
............................................................ 58
................................. I.......................... 64
................. ............................... .. ......... 70
............................. ............................... 15
................ ............................... ............ 84
... .................................... I ..... ._............. 87
TABLE OF CONTENTS
(CONTINUED)
PAGE
General Fund - Exnenditure Detail (Continued
PublicWorks .............................................................................................
............................... 97
Waste....................................................................................................
............................... 99
Parks...................................................................................................
............................... 103
Streets.................................................................................................
............................... 107
Public Works Administration ..................................................................
............................... 112
RecreationMaintenance ........................................................................
............................... 116
MotorPool ...........................................................................................
............................... 120
Recreation..............................................................................................
............................... 123
Library....................................................................................................
............................... 131
CAPITAL PROJECTS FUND
Five -Year Capital Plan ............................................................................
............................... 139
Five Year Capital Improvement Plan Summary ........................................
............................... 141
Estimated Revenue and Expenses and Fund Balance ...............................
............................... 142
Where the Money Come From (Graph) ...................................................
............................... 143
Where the Money Goes (Graph) .............................................................
............................... 144
Exnenditure Detail
Non - Departmental .............. ...............................
Police.................................. ...............................
Waste................................. ...............................
Parks.................................. ...............................
Public Works Administration ...............................
Recreation.......................... ...............................
CAPITAL IMPROVEMENT PROJECTS
...................... ............................... 145
............................. I....................... 146
...................... ............................... 147
...................... ............................... 148
...................... ............................... 149
...................... ............................... 150
FY 97 Capital Improvement Projects & Its Operational Impact ............... ............................... 151
STORMWATER UTILITY FUND
Storm-water Utility Fund Explanation ........................................................ ............................... 153
Estimated Revenue and Expenditures and Fund Balance ......................... ............................... 154
StormwaterBudget ................................................................................. ............................... 155
GLOSSARY
Glossary........................................ ...............................
........... 156
MIAMI SHORES VILLAGE, FLORIDA ..... ............................... FY 1997 -1998 BUDGET
HOW TO USE THE BUDGET DOCUMENT
The purpose ofthese next two pages is to quickly give you a guideline ofwhat is included in this document. This
will tell you what is in the budget, where and how to find the information, and the best approach to the budget
as a whole.
The budget is divided into seven basic sections: Letter of Transmittal, Introduction, Debt Management, General
Fund, Capital ProjectFund and its Operational Impact, Stormwater Utility Fund and Glossary.
Letter of Transmittal
The letter is addressed to the Village Council from the Village Manager. This letter discusses FY 98 General
Fund, Capital Projects Fund and Stormwater Fund budgets as well as pertinent information regarding the
assessed value ofthe Village and the millage rate to be levied for the new fiscal year. This letter will inform you
ofthe current status ofthe Village: changes in personnel, significant changes in revenues and expenditures, future
concerns, the financial situation ofthe Village and the direction the Village Council and Village Staffwill focus
on in FY 1998.
Introduction
This section contains general information about Miami Shores Village, such as population, demographics, and
principal taxpayers. It also provides the long and short term goals and guidelines ofthe budget set forth in the
financial policies of the Village. These policies include budget, reserve, revenue, debt, and cash management.
In order to allow citizens to understand the budget cycle more thoroughly, an explanation ofthe budget basis
and budget process as well as a flow chart are included in this section.
Debt Management
This section provides information on the debt level, outstanding debt, type of debt and annual debt payment
schedule ofthe Village.
MIAMI SHORES VILLAGE, FLORIDA ..... ............................... FY 1997 -1998 BUDGET
General Fund
The first sixteen pages ofthis section provide information regarding the Village millage rate calculation, the
forecast for FY 97 General Fund surplus and its fund balance, the revenue forecasts and their underlying
assumptions and significant changes, comparisons and summaries for 5 years ofrevenue and expenditures and
a summary of personnel positions. This is then followed by each departmental budget. The departmental
budgets are broken down as follows:
1) Organization Chart
2) Services, Functions & Activities
3) FY 1997 achievements and FY 1998 Goals and Objectives
4) Financial and Staffing Summary
5) Significant Changes/Trend History
6) Activity Report (ifavailable)
7) The department fine -item budget and its explanation
Capital Proiect Fund
This section provides information regarding the five year capital improvement program, how funding and
expenditures are derived and how it affects the Village's future finances. It also provides a summary and detailed
information regarding each department's capital improvement for FY 1998.
CIP Operational Impact
This section provides a quick glance at the major capital improvement projects approved in FY 1998, such as
the costs and the funding ofthe projects. It also indicates how the projects will impact the current or future
operations ofthe Village.
Stormwater Utility Fund
This section provides information regarding the design, construction and maintenance of Federally man-
dated stormwater systems for the Village.
Glossary
This gives a brief explanation to some ofthe terminologyused in this budget document (including abbreviations
and acronyms).
MIAMI SHORES VILLAGE, FLORIDA ..... ............................... FY 1997 -1998 BUDGET
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June 16, 1997
Honorable Mayor and Members ofthe Village Council:
In accordance with the Village Charter of Miami Shores Village, I hereby submit the proposed General,
Capital Projects and Stonnwater Utility Fund budgets for Fiscal Year 1998 for your review and consideration.
The budget document represents a thorough analysis ofTvliami Shores Village's current conditions, and allows
for the financial needs for Fiscal Year 1997 -1998. As the Village's Chief Executive Officer, I remain commit-
ted to fiscal conservatism, while continuing to provide the excellent level of service which the residents have
come to expect.
The proposed General Fund budget is $8,488,513 a decrease of $141,883 or 1.6% compared to the Fiscal
Year 1997 revised budget. The Capital Projects Fund for Fiscal Year 1997 -1998 is budgeted at $604,234.
The Stormwater Utility Fund is budgeted at $250,426.
Once again, the proposed budget comprises a number of cost efficiencies, including use of surplus funds from
the previous year. The representative dollars which are being brought forward are approximately $112,000
from the General Fund.
The proposed budget also contains the following appropriations from fund balance to balance the Fiscal Year
1998 budget: S 100,000 from the General Fund, $20,000 from the Forfeiture Fund for the Police Building
debt payment; and $25,000 in CIF funds.
Information from the Dade County Tax Appraiser's Office indicates an assessment of $3 54, 787, 869, repre-
senting an increase of 3.77% when compared to the Fiscal Year 1997 assessment. The current roll back rate
is 8.485 mills. The recommended budget for Fiscal Year 1998 is levied at the current millage rate of 8.74.
The garbage fee for FY 1998 remains at $420. This accomplishment represents the fifth consecutive year
during which garbage fees remain constant. As indicated by a consensus ofthe Council, fees would continue
to be $420 yearly and the revenues generated will include $123,000 for advance funding of future capital
improvements.
MIAMI SHORES VILLAGE, FLORIDA ..... ............................... FY 1997 -1998 BUDGET
The following demonstrates the amount and percent of change to various fund types from fiscal year 1997 to
fiscal year 1998:
General Fund Capital Projects Fund
Fiscal Year 1997
Adopted Budget $8,310,633 $603,158
Amended Budget $8,630,396 $1,173,642
Fiscal Year 1998
Proposed Budget $8,488,513 $604,234
Amount of Change
Proposed to Adopted $177,880 $1,076
Proposed to Amended ($141,883) ($569,408)
Percent of Change
Proposed to Adopted 2.14% 0.18%
Proposed to Amended -1.64% - 48.52%
Stormwater Utility Fund
$174,000
$174,000
$250,426
$76,426
$76,426
43.92%
43.92%
It should be noted that the drastic decrease between FY 1998 proposed and FY 1997 amended for the
Capital Projects Fund was mainly due to encumbrances brought forward from FY 1996 for the renovation of
the new Police Department. As for the increase in the Stormwater Utility Fund, the main reason for the
increase is because the Village has begun the installation of the 103 rd Street drainage system as approved by
the Department ofEnvironmental Resources Management (DERM) in the last quarter of FY 1997.
BUDGET HIGHLIGHTS
The Fiscal Year 1998 budget includes a one and one -half percent cost of living adjustment for all general
employees and one and three quarters percent for the police union employees. The public works union
employees' contract is open for negotiation and a certain amount has been allocated to cover these costs in the
Non - Departmental contingency budget. Additionally, a true contingency of $50,000 has been budgeted in the
Non - Departmental budget. With the exception of police officers, merit increases for FY 98 are budgeted at
1.7% of payroll in the amount of $47, 000 for all general, FPE employees and department heads. During Fiscal
Year 1997, an actuarial study on the Insurance Fund was performed for IBNR (Incurred But Not Reported)
reserve. The Village realized a slight surplus based on 75% confidence, therefore in FY 98 the funding of the
self - insurance fund is reduced by $50,000.
The Village Administration was successful in obtaining funds from Tallahassee for the Police Cadet Program in
the amount of $65,000. This will fund an additional sworn police officer and associated operating expendi-
tures for this program. The funding ofthe COPS Grant which was awarded two years ago, was exhausted in
FY 1997. This police officer will be funded under the General Fund in FY 1998,
The Village also will receive $101,000 in shared revenue from the Safe Neighborhood Parks Bond from Dade
County. This will be utilized to improve any capital needs to meet the requirements of ADA in the recreation
facilities.
S
MIAMI SHORES VILLAGE, FLORIDA ..... ............................... FY 1997 -1998 BUDGET
As in past years, the ever increasing costs associated with funding personnel services for the Village's Depart-
ments encompasses a large portion ofthe overall budget dollars. Fiscal Year 1997 Personnel Services repre-
sented approximately 66% ofthe total budget. During this past year, a reorganization ofthe Human Resources
Department and reassignment of duties in the Code Enforcement Department have resulted in a reduction of
1.5 full-time equivalents. To complete the reorganization ofHuman Resources and to more effectively manage
the Department's workflow, the elimination of an additional .5 full -time equivalent is forecasted for Fiscal Year
1998. Personnel functions relating to new employees will be the responsibility ofthe Village Clerk, while all
insurance (health, workman's compensation, etc.) and other personnel matters have been assigned to the
Finance Department. These staff changes constitute a savings ofapproximately $66,000.
The Recreation Department is proposing a number of new programs and special events, including a Winter
Festival, an Arts Festival and an expansion ofteam sports such as flag football and adult sports programming.
Renovation ofthe pool is tentatively scheduled from December 1997 to February 1998. Three months worth
of operating expenditures have been eliminated in the budget to compensate for the pool closure. The specific
capital projects which were identified for funding by the Council for Fiscal Year 1998 at the CIP Workshop
are included in this budget, with the exception ofthe portable in -line hockey ring in the amount of $15,300.
GENERAL INFORMATION
The Village finances consist of three fund types:
Governmental Fund - General Fund and Capital Projects Fund
Proprietary Fund - Internal Service Fund and Enterprise Fund
Fiduciary Fund - Trust and Agency Fund
The General Fund serves as the primary reporting vehicle for current government operations. It can be used
for all government activities and functions which are not required by law or need administrative action to be
accounted for in another fund. The Capital Projects Fund is established to account for the financial resources
to be used for the acquisition or construction of major capital facilities other than those financed by proprietary
funds and trust funds.
Under the Proprietary Fund, the Village has an Internal Service Fund which accounts for the financing on a
cost - reimbursement basis of goods or services provided by one department or agency to other departments or
agencies within the same government. The self insurance fund is the only internal service fund used by the
Village. The Village chose the flexible budget in this fund, which means a non - appropriated budget. It is mainly
dependent on the claims and losses the Village incurs during the _y-ear. In fiscal year 1998, approximately
$456,000 is budgeted in the General Fund for reimbursement of excess insurance premiums, claims and
reserves. As for the Enterprise Fund, the Village budgeted the Stormwater utility Fund. In FY 1993, the
Village signed an inter -local agreement with Dade County to adopt and collect the stonnwater utility fees to
reduce pollutants transported by stormwater. The approved budget is submitted to Dade County for review.
The Village also has an expendable trust, a non - expendable trust and an agency fund. Legally adopted bud-
gets and formal budgetary integration are not required for trust funds_ Expendable trusts account for revenues
usually from donations, police forfeitures, and police training trusts. The non - expendable trust fund accounts
for the Village pension fund and the agency fund for the deferred compensation.
MIAMI SHORES VILLAGE, FLORIDA ..... ............................... FY 1997 -1998 BUDGET
Miami Shores Village serves 10,149 residents. It is one ofthe 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 religious educational institution, which have all been re-
moved 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. Additionally, the passage of Amendment 10 effective October
1995, allowing for a maximum property value increase of 3% or the CPI (whichever is lower) for all Home-
steaded properties inhibits the growth oftotal taxable value.
The Village currently levies a millage rate of 8.74 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 Community Development 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 or development. Dilligent efforts by the Code Enforcement Department ensure compliance
with permitting regulations to allow for maximum revenue. Management also continues to look into the possi-
bility of contracting Village services to other communities, annexations, and performing user fees studies.
The Village's available fund balance in the General Fund is projected to be $1,258,199 and the Capital
Projects Fund to be $79,3 58 after the Fiscal Year 1998 appropriations. Additionally, the pool renovation fund
balance is projected to be $312,588 by September 30, 1997. The reason for the FY 1998 decline in the
General Fund fund balance is due to the appropriation of $100,000 in debt payment for the police building.
The Village forecasts future debt be paid from forfeiture funds and the property taxes without further reduction
in the fund balance.
I believe that the proposed budget represents a realistic forecast of operating expenses and revenues. Once
again, due to cost efficiencies and sound budget management, we are able to carry forward surplus funds in
order to balance the Fiscal Year 1998 budget. This practice allows us to provide the residents with excellent
services as well as continuing our program of improvements to the infrastructure.
The completed Fiscal Year 1998 Budget reflects the hard work and dedication of the Village staff and I
applaud them for their efforts. A special thanks to Patricia Varney and the Finance Department for the extra
hours ofwork expended on behalf of the Village.
Sincerely,
Nlichael R. Couzzo, Jr.
Village Manager
6
MIAMI SHORES VILLAGE, FLORIDA ..... ............................... FY 1997 -1998 BUDGET
MIAMI SHORES VILLA GE
COMMUNITY PROFILE
Date of Incorporation
Form of Government
Area
Miles of Streets
Number of Street Lights
DEMOGRAPHICS
1932
Council / Manager
2 1/2 Square Miles
40
1,038
Land Use ( /°)
Age Composition %)
Residential
67.6
Under 5
6.9
Commercial
5.0
5 -14
11.3
Recreational
15.2
15 -19
7.5
Educational / Religious
12.2
20 -29
13.0
30 -39
17.3
40 -49
14.8
Racial Composition %)
50 -59
6.9
60 -64
5.2
White
66.1
65 & Over
17.1
African American
20.4
Hispanic
13.5
Household Income ( %)
Educational Attainment No)
Less than S 15,000
16.7
$15,000 - $24,999
18.7
Less than High School Diploma
14.9
$25,000 - S34,999
6.0
High School Diploma
85.1
$35,000 - $44,999
10.9
Some College, no degree
2.2
$45,000 - S54,999
9.6
Associate Degree
8.0
Over $55,000
38.1
Bachelor's Degree
36.7
Graduate or Professional Degree
13.9
Median household income
$41,670
Population
Elections
1997
10,149
Registered Voters
5,471
1996
10,149
Votes cast in last Village election
1,341
1995
10,123
% voting in last Village election
24.51
1994
10,125
1993
10,125
1992
10,097
1991
10,095
MIAMI SHORES VILLAGE, FLORIDA ..... ............................... FY 1997 -1998 BUDGET
Occupation Composition ( %)
91
Construction Value
20
Professional
20.6
FY Commercial
Residential
Executive /Administrative /Managerial
19.1
97 1,622,916
3,934,603
Administrative Support
18.5
96 4,196,947
4,958,956
Sales
13.8
95 1,881,706
5,1 52,751
Service
8.4
94 7,682,079
4,697,261
Precision, Craft and Repair
5.4
93 1,439,194
6,317,638
Protective Service
3.0
92 1,303,199
3,116,805
Transportation
2.6
91 1,395,011
3,027,508
Handlers, Equipment Cleaners, Laborers
2.5
Machine Operators, Assemblers & Inspectors
2.3
1997 Property Tax Assessed Valuation
Technicians & Support
2.3
Farming, Forestry and Fishing
1.1
Real Property
339,811,280
Private Household
0.4
Personal Property
14,305,633
Centrally Assessed
670,956
Service Statistics
Fire Protection (Operated by Dade County)
Police Protection:
Recreation/ Culture
Education:
University
Number of Stations 1
Number of Firemen 7
Number of Stations 1
Number ofPolice Officers 34
Number ofParks
Number of Libraries
Number of Volumes
Elementary School
5
1
49,416
Preschool and Centers
Number of Classrooms
91
66
20
Number of Teachers
544
85
42
Number of Students
6,899
1,808
307
M
MIAMI SHORES VILLAGE, FLORIDA ..... ............................... FY 1997 -1998 BUDGET
MIAMI SHORES VILLAGE, FLORIDA
PRINCIP4L TAXPAYERS
TAXPAYER
PROPERTY OWNED
1997 ASSESSED VALUATION
Boris Moroz and Phil Glassman
Shores Square
9301 Block ofNE 6 Ave
Burger King
Shores Point
Blockbuster Video
3,078,771
Northern Trust Company
Publix
2,900,000
Tropical Chevrolet
Tropical Chevrolet
2,861,713
Biscayne Kennel Club Inc.
Biscayne Kennel Club
2,407,250
Shorewal, Ltd.
Walgreens
1,700,000
Sheila McDonald
11 Residential Properties
in Miami Shores
1,376,971
Henry Everett
9600 Block ofNE 2 Ave
Private Residence
1,362,220
Bennett Electric /GeorgeBennett
9500 Block ofNE 2 Ave
Private Residence
1,360,301
Ben Pumo
Private Residence
1,124,827
Konover Properties
Shores Theatre
9800 Block ofNE 2 Ave
Private Residence
986,208
TOTAL
19,158,261
MIAMI SHORES VILLAGE, FLORIDA ..... ............................... FY 1997 -1998 BUDGET
FY 1998
Long Term Municipal Goals
1. To Build a Greater Sense of Community
In order to continue to build a sense of community unity and pride, the Miami Shores Recreation
Department will introduce new special events designed to bring the community together. In FY 1998,
a holiday Winterfest and a two -day Arts Festival will be introduced and will take place in downtown
Miami Shores.
2. To Provide Educational Opportunities For Village Residents
Within one year, Barry University, community leaders and Village officials were able to create a new
Charter School, offering parents expanded educational opportunities for children in middle school.
The school opened in September 1997 with sixty students in sixth grade. The Village will continue to
work with Barry University and the charter school's Board of Trustees to expand the school to seventh
grade in September 1998, and to eight grade in September 1999.
3. To Provide A "Village Beautiful" For Residents
The Village Administration and Council is committed to continuing to live up to Miami Shores' reputa-
tion as being the "Village Beautiful." Continued beautification projects in FY 1998 include new land-
scaped medians along North Miami Avenue — a major thoroughfare running through the center of
Miami Shores — complete with entrance signs and fighting. The Village Council will also be exploring
the feasibility of renovating or building a new and expanded community pool.
4. To Expand Downtown Vitality through Infrastructure improvements
In FY 1998, proposals for infrastructure improvements in downtown Miami Shores will be explored.
Proposals include a joint project with Dade County for repaving, drainage improvements and a new
landscaping plan for the downtown corridor. The Village Council will also study the feasibility ofthe
installation of sewers along the same corridor to allow for continued development in the downtown
district.
5. To Explore Alternative Revenue Sources
The Village administration will continue to explore new sources of revenue, including annexation of
unincorporated areas contiguous to the Village's boundaries, grants from the state and federal govern-
ment, and revenues generated from interlocal agreements with the County and surrounding municipali-
ties.
6. To Provide Personal Security and Safety
Miami Shores has one of the highest police response times in the Dade County. The Village will
conntinue to maintain and improve this record and will continue to provide expanded community polic-
ing programs, such as the "Citizens Police Academy" and the "Juvenile Cadet Program."
10
MIAMI SHORES VILLAGE, FLORIDA ..... ............................... FY 1997 -1998 BUDGET
FY 1998
Budget Goals and Guidelines
1. Property Tax Policy
Remain at FY 1997 Millage Rate. The FY 1998 budget is levied at the current millage rate of 8.74.
The Village will appropriate $112,000 savings from FY 1997 budget to FY 1998. Further, the Village
will appropriate $100,000 from the General Fund fund balance and $20,000 from Forfeiture Fund
fund balance for the police building debt payment.
2. New Revenue Options
Included in the budget is the funding of two lobbyists, one at the State level and one at the County level
to lobby for grant revenues. Further, funds are also appropriated for a five day grantmanship /grant
writing training session. The Village will continue to investigate the possibility of annexing unincorpo-
rated areas that are contiguous to the Village's boundaries.
3. Garbage Fees Policy
The Village garbage fees remain at an annual rate of $420 per year, per household for the fifth con-
secutive year.
4. No New Positions
There are no new positions funded in FY 98. Reorganization of the Human Resources Department
and reassignment of duties in the Code Enforcement Department have resulted in the reduction of two
full -time equivalent positions.
5. Capital Projects Funding
For the past four years, the Village has increased funding to replace and upgrade equipment and to
take advantage of new technology to ensure efficiency in Village services. The Village will continue to
appropriate over $600,000 in Capital Projects funding for FY 1998. Major renovation this year will
allow the Village to comply with ADA requirements.
6. Fund Balance Goal
The Village will continue to designate 10% of the budget to hurricane expenses. Any surplus in FY 97
will be appropriated to balance the FY 98 budget.
11
MIAMI SHORES VILLAGE, FLORIDA ........ :............................ FY 1997 -1998 BUDGET
FINANCIAL POLICIES
Operating Budget Policies
The Village will comply with all State and local legal requirements pertaining to the administration of an
operating budget.
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.
Essential services will receive first priority for funding. The Village will attempt to maintain current service
levels for all essential services.
The Village will consider the establishment ofuser fees, or increase of user fees, as an alternative to
service reductions or elimination.
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.
The Village will pay for all current expenditures with current revenues. Long -tern debt will not be used
to fund current expenditures.
The Village will avoid budgetary procedures that balance current expenditures at the expense ofineeting
future years' expenses such as accruing future years' revenues or rolling over short -term debt.
The budget will provide for adequate maintenance and replacement of capital plant and equipment.
The budget will appropriate sufficient funding to cover annual debt retirement costs.
The Village will consider technological and capital investment programs which are cost effective and
which will reduce operating costs.
The Village will maintain a budgetary control system to insure adherence to the budget.
The Village will employ a structured expenditure and revenue forecasting system to allow for effective
financial planning.
The Village will prepare regular reports comparing actual revenues and expenditures to budgeted
amounts.
12
MIAMI SHORES VILLAGE, FLORIDA ..... ............................... FY 1997 -1998 BUDGET
FINANCIAL POLICIES
(Continued)
Operating Budget Policies (continued)
The Village will comply with a budgetary encumbrance control system to insure proper
budgetary control.
At least every 2 years the Village will hold a public auction of surplus and obsolete property.
An independent audit will be performed annually and a management letter will be sent to the Village
Council.
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.
The Village maintains a Capital Projects Fund. Fund will be appropriated annually to provide for orderly
replacement of equipment. The amount ofthe appropriations shall be sufficient to provide funds for
improvement or purchase of capital outlay.
Reserve Policies
The Village will establish a contingency reserve to provide for unanticipated expenditures. The reserve
will be maintained at 0.5 to 1.0 percent ofthe general fund budget.
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
The Village will maintain a 10 year history ofannual revenue. Any unusual circumstances or events that
affect drastic changes ofrevenue will be noted. This encourages an accurate forecast of future revenues.
The Village sets garbage fees at a level related to the full cost of providing the services (i. e. direct, indirect
and capital costs).
The Village will establish affordable user fees for its Recreation Programs.
The Village will calculate annually the full cost ofactivities 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.
11)
MIAMI SHORES VILLAGE, FLORIDA ..... ............................... FY 1997 -1998 BUDGET
FINANCIAL POLICIES
(Continued)
Revenue Policies (continued)
The Village will aggressively seek Federal and State grant and capital improvement funds and evaluate
future local fiscal impact.
The Village will aggressively seek other revenue sources, such as annexation, and contracting Village
services to other communities.
Debt Policies
The Village will issue debt only for capital improvements such as infrastructure and equipment.
The term ofany debt issuance shall not exceed the useful life ofthe capital improvement being financed,
if possible no longer than seven years.
The Village will not issue debt to subsidize or fund current operations.
General obligation debt will not be used to fund enterprise activities.
The Village will pay off existing debt issues if the resulting savings are significant.
Cash Manazement/Investment Policies
The City will deposit all funds the next day the funds are received.
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 offifty basis points.
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.
14
MIAMI SHORES VILLAGE, FLORIDA ..... ............................... FY 1997 -1998 BUDGET
EXPLANATION OF BUDGET BASIS
Budgets for the General Fund is adopted on a basis consistent with generally accepted accounting
principles (GAAP). The basis ofbudgeting and accounting is the same except for compensated absences and
depreciation. 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 withinthe 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 ofcollection (i.e. cashbasis). Examples ofrevenues 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 ofeach year to September 30, ofthe following
year. According to the TRIM calendar, the Village will have to adopt by ordinance the budget on or before
September 3 0th 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 ofFebruary 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 C ouncil the infrastructure
and capital projects the Village forecasts to incur in the next five years, and where the funding is derived from.
The approval ofthe 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 its 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 Directorwill then review the budget submissions. Meetings «-ill 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 distributedto Council two weeks before the Budget Workshops, which
are usually held in mid -July. At the conclusion ofthe 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 ofDecember and July.
15
MIAMI SHORES VILLAGE, FLORIDA ..... ............................... FY 1997 -1998 BUDGET
Village of Miami Shores Budgetary Process
Flow
Start
Departments develop Budget
estimates.
Finance Director prepares
revenue forecasts
4/7-5/12
Departments receive CIP'
Forms
1/22
Estimated budgets submitted
to Finance Director
5/12
Departments prepare CIP
1/22-2/26
Village Manager /Finance
Director review budgets
5113-5/23
Village Manager /Finance
Director /Department
Heads review submissions
2/27-3/14
Village Manager & Finance
Director conduct budget
meetings with Department
Submit CIP to Council for
Heads 6/5 - 616
review
5/9
Village Manager and Finance
Director balance budget and
CIP Council
prepare
documents 6/9 - 6/13
Workshop
6/3
f
r
Proposed Budget
receive Operating
submitted to Council
-Departments
Budget Forms
6/20
4/7
'CIP = 5 Year Capital Improvement Plan
16
Village Council conducts
budget workshops
7/8-7/9
Village advises Property
Appraiser of proposed
millage rate 7110
Budget documents
available to public 8/18
1 st Public Hearing
9/9
Advertise Final Budget
Hearing date and Budget
Summary 9/18
2nd Public Hearing
Adopt final budget &
millage 9/23
Submit final adoption
ordinance to Property
Appraiser, Tax Collector and
Department of Revenue
9/24
End
MIAMI SHORES VILLAGE, FLORIDA ..... ............................... FY 1997 -1998 BUDGET
BT
DE SERVICE
The City's debt history is one of conservatism. Every debt issue is discussed in detail and approved by Council.
The Village does not setup a debt limit, and in Florida there is no legal debt limit. Any municipality can issue
General Obligation Bond with voters approval, and the financing ofthe bonds can go beyond the 10 mill cap.
The outstanding principal balance on the Village indebtedness as of September 30, 1997 is $890,800 which is
.25% ofthe total assessed valuation ofthe taxable property within the City boundaries. The breakdown ofthe
debt service is as follows:
Nationsbank Barnett Bank
Riverside Bank Riverside Bank
Issue Date 10/01/91 06/05/96
07/25/96 07/25/96
Issue Amount $443,782 $800,000
$124,500 $42,000
j Maturity Date 10/01/97 07/01/2006
07/25/98 07/25/2001
Purpose of RelocateDriving Renovation of
Purchase of Purchase of
Debt Issue Range/Downtown Police Bldg.
Policevehicles Chippertruck
brick pavers/
purchase of
Streetsweeper
Type of Debt Revenue Revenue
Lease Purchase Lease Purchase
(All Tax Exempt) Bond Note
Agreement Agreement
Collaterized Pledge Electricity Budget &
Budget & Budget &
& Utility Fees Appropriation
Appropriation Appropriation
Payment Schedules Annually Quarterly
Quarterly Quarterly
Interest Rate 7.4% 4.99%
5.36 % 5.59%
Annual Debt
Payment
Outstanding
Principal
Funding
$77,444
$72,387
General Fund
* Level Principal Payment
$118,423-
$82,495 *
$720,000
Police Forfeiture
& General Fund
17
$66,062
$63,907
GeneralFund
$9,687
$34,506
General Fund
MIAMI SHORES VILLAGE, FLORIDA ..... ............................... FY 1997 -1998 BUDGET
Nationsbank -Revenue Bond
Maturity Date Principal
October 1, 1997 572,387.37
Barnett Bank - Revenue Note
Maturity Date
October 1, 1997
January 1, 1998
April 1, 1998
July 1, 1998
October 1, 1998
January 1, 1999
April 1, 1999
July 1, 1999
October 1, 1999
January 1, 2000
April 1, 2000
July 1, 2000
October 1, 2000
January 1, 2001
April 1, 2001
July 1, 2001
October 1, 2001
January 1, 2002
April 1, 2002
July 1, 2002
October 1, 2002
January 1, 2003
April 1, 2003
July 1, 2003
October 1, 2003
January 1, 2004
April 1, 2004
July 1, 2004
October 1, 2004
January 1, 2005
April 1, 2005
July 1, 2005
October 1, 2005
January 1, 2006
April 1, 2006
July 1, 2006
Total
Principal
$20,000.00
20,000.00
20,000.00
20,000.00
20,000.00
20,000.00
20,000.00
20,000.00
20,000.00
20,000.00
20,000.00
20,000.00
20,000.00
20,000.00
20,000.00
20,000.00
20,000.00
20,000.00
20,000.00
20,000.00
20,000.00
20,000.00
20,000.00
20,000.00
20,000.00
20,000.00
20,000.00
20,000.00
20,000.00
20,000.00
20,000.00
20,000.00
20,000.00
20,000.00
20,000.00
20,000.00
5720,000.00
Interests
S5,356.66
Interests
$9,181.60
8,926.56
8,483.00
8,324.98
8,161.42
7,906.38
7,485.00
7,315.89
7,141.24
6,886.20
6,559.08
6,306.81
6,121.07
5,866.02
5,489.00
5,297.72
5,100.89
4,845.84
4,491.00
4,288.63
4,080.71
3,825.67
3,493.00
3,279.54
3,060.53
2,805.49
2,522.72
2,270.45
2,040.36
1,785.31
1,497.00
1,261.36
1,020.18
765.13
499.00
252.27
S168,637.05
Total
577,744.03
Total
$29,181.60
28,926.56
28.483.00
28,324.98
28,161.42
27,906.38
27,485.00
27,315.89
27,141.24
26,886.20
26,559.08
26,306.81
26,121.07
25,866.02
25,489.00
25,297.72
25,100.89
24,845.84
24,491.00
24,288.63
24,080.71
23,825.67
23,493.00
23.279.54
23,060.53
22,805.49
22,522.72
22,270.45
22,040.36
21.785.31
21,497.00
21,261.36
21,020.18
20,765.13
20,499.00
20,252.27
$888,637.05
MIAMI SHORES VILLAGE, FLORIDA ..... ............................... FY 1997 -1998 BUDGET
Riverside Bank - Combined Lease Purchase Agreements
Maturity Date
Principal
Interests
Total
October 25, 1997
17,598.59
1,338.57
18,937.16
January 25, 1998
17,835.52
1,101.64
18,937.16
April 25, 1998
18,075.66
861.50
18,937.16
July 25, 1998
18,319.00
618.16
18,937.16
October 25, 1998
2,050.16
371.51
2,421.67
January 25, 1999
2,078.81
342.86
2,421.67
April 25, 1999
2,107.86
313.81
2,421.67
July 25, 1999
2,137.32
284.35
2,421.67
October 25, 1999
2,167.19
254.48
2,421.67
January 25, 2000
2,197.48
224.19
2,421.67
April 25, 2000
2,228.19
193.48
2,421.67
July 25, 2000
2,259.32
162.35
2,421.67
October 25, 2000
2,290.90
130.77
2,421.67
January 25, 2001
2,322.91
98.76
2,421.67
April 25, 2001
2,355.38
66.29
2,421.67
July 25, 2001
2,388.38
33.29
2,421.67
Total
$98,412.67
$6,396.01
$104,808.68
Fiscal Year
principal
Interests
Total Debt
Funding
Requirements
FY 1998
$224,216.14
$44,192.67
$268,408.81
.58 mill, and $20,000 from Forfeiture Fund
FY 1999
88,374.15
32,181.22
120,555.37
.06 mill., and $100,000 from Forfeiture Fund
FY 2000
88,852.18
27,727.83
116,580.01
.27 mill., and $20,000 from Forfeiture Fund
FY 2001
89,357.57
23,102.92
112,460.49
.24 mill., and $20,000 from Forfeiture Fund
FY 2002
80,000.00
18,72636
98,726.36
.21 mill., and $20,000 from Forfeiture Fund
FY 2003
80,000.00
14,678.92
94,678.92
.19 mill., and $20,000 from Forfeiture Fund
FY 2004
80,000.00
10,659.19
90,659.19
.18 mill., and $20,000 from Forfeiture Fund
FY 2005
80,000.00
6,584.03
86,584.03
.16 mill., and $20,000 from Forfeiture Fund
FY 2006
80,000.00
2,536.58
82,536.58
.15 mill., and $20,000 from Forfeiture Fund
Total $890,800.04 180,389.72 1,071,189.76
Requirements
* mill = Millage rate. The millage rate is caclulated at a 3% increase per year as allowed by Amendment 10.
In FY 98, the Village budgeted the purchase of a bucket truck in the amount of $73,000 through financing.
This debt service is not included in the above schedules.
19
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.
MIAMI SHORES VILLAGE, FLORIDA ..... ............................... FY 1997 -1998 BUDGET
360
W 350
J
j 340
8 330
n 320
Q
310
1994
TREND HISTORY ON MILLAGE RATE
9.6
9.2
8.8 ,g6 8 §6
w �
g
8.4
6
7.6
1994 1995
1996
FISCAL YEAR
Assessed Value
1997 Millage Rate
Ad Valorem Proceeds
Less 5% Discount Adjustments
TAX REVENUE FOR BUDGET PURPOSES
One Mill Equals
1997 1998
$354,787,869
8.74
$3,100,846
$155,042
$2,945,804
$337,049
TREND HISTORY ON ASSESSED VALUE
I y�J 1:7:1u i��i IUUU
FISCAL YEAR
Increase
6.12%
0.86%
0.03%
3.72%
FY
1994
1995
1996
1997
1998
Assessed Value
$319,503,326
339,048,927
341,965,184
342,065,289
354,787,869
In FY 1995, Florida legislature passed Amendment 10 which limits the increase of homestead property
assessment to either 3% or CPI, whichever is lower. Further, the Village top taxpayer, Biscayne Kennel
Club, closed its business in FY 1996. This caused the reduction ofthe total assessment for the Village in
FY 1997. Extensive renovations within the Village, especially major improvements by Tropical Chevrolet
and Blockbuster, helped to increase the assessment value for FY 1998.
20
MIAMI SHORES VILLAGE, FLORIDA ..... ............................... FY 1997 -1998 BUDGET
ALL FUNDS COMBINED
- General Fund, Capital Projects Fund, and Stormwater Utility Fund
ACTUAL
FY 1994
BEGINNING FUND BAL/
882,339
RETAINED EARNINGS
2,227,468
Revenues /Sources
2,179,135
Property Taxes
2,673,082
FranchiseJUtilitiesFees
1,371,685
Licenses & Permits
182,425
Intergovernmental
1,026,376
Charges for Services
1,917,734
Fines/Forfeitures
155,926
Miscellaneous
584,300
Other financing sources
417,756
Interests
97,191
Total 8,426,475
Expenditures/Uses
General Government
882,339
Public Safety
2,798,711
Public Service
2,179,135
Culture/Recreation
1,511,616
Debt Service
475,103
Contingency
0
Total 7,846,904
Other financing uses 417,736
ENDING FUND BALANCE/
RETAINED EARNINGS 2,389,303
ACTUAL
FY 1995
ACTUAL
FY 1996
EST.
ACTUAL
FY 1997
BUDGET
FY 1998
2,389,303 2,562,689 3,140,054 2,170,759
2,789,222
2,811,761
2,875,168
2,980,804
1,362,361
1,415,202
1,396,444
1,417,700
175,278
218,768
196,000
202,000
1,097,505
1,156,703
1,266,714
1,209,175
2,036,988
2,051,877
2,095,046
2,151,439
204,701
212,951
219,700
205,000
313,659
224,031
195,108
205,395
572,239
1,628,881
383,158
443,234
167,330
190,955
180,788
167,000
8,719,283 9,911,129 8,808,126 8,981, 747
894,521
863,687
968,888
919,235
2,967,658
3,309,703
3,498,999
3,129,139
2,422,293
2,595,131
2,871,548
2,747,456
1,439,818
1,953,860
1,729,287
1,841,792
77,744
77,744
275,541
85,317
0
0
50,000
50,000
7,802,034
8,800,125
9,394,263
8,972,939
743,863
533,639
383,158
370,234
2,562,689 3,140,054 2,170,759 1,809,333
21
MIAMI SHORES VILLAGE, FLORIDA
..... ............................... FY 1997 -1998 BUDGET
GENERAL FUND
ACTUAL
ACTUAL
ACTUAL
EST. ACT
BUDGET
FY 1994 $
FY 1995 $
FY 1996 S
FY 1997 $
FY 1998 $
BEGINNING FUND BALANCE
1,781,730
1,752,357
1,855,153
1,923;585
1,470,199
REVENUES/SOURCES
Property Taxes
2,673,082
2,789,222
2,811,761
2,875,168
2,980,804
Franchise Taxes
479,610
475,152
493,785
480,244
487,500
Utility Taxes
892,075
887,209
921,417
916,200
930,200
Licenses & Permits
182,425
175,278
218,768
196,000
202,000
Intergovernmental Revenues
1,026,376
1,097,505
1,156,703
1,111,774
1,108,175
Charges for Services
1,790,393
1,902,751
1,927,433
1,979,046
2,033,439
Fines & Forfeitures
155,926
204,701
212,951
219,700
205,000
Miscellaneous Revenue
584,300
313,659
224,031
195,108
205,395
Interests
71,417
119,660
131,213
124,000
124,000
TOTAL
7,855,604
7,965,137
8,098,062
8,097,240
8,276,513
EXPENDITURES/USES
VillageCouncil
6,077
6,967
11,283
10,987
10,755
Village Attorney
62,367
82,386
74,523
89,000
86,000
Village Manager
198,294
179,262
160,135
129,701
134,228
Marketing
29,682
58,683
107,340
126,761
104,316
Human Resources
0
98,551
719,402
57,932
19,820
City Clerk
0
0
54,718
103,138
102,185
Building & Zoning
193,756
133,974
141,439
173,519
174,375
Code Enforcement
0
102,415
112,550
96,173
93,059
Finance
215,201
212,940
218,713
244,307
246,596
Non - Departmental
363,051
222,524
127,148
207,062
215,335
Police
2,601,958
2,614,726
2,554,973
2,697,877
1861,705
Waste
1,192,390
1,167,481
1,197,554
1,229,340
1,.265,440
Parks
441,525
282,303
349,721
379,611
383,543
Streets
612,220
475,511
524,827
770,135
521,128
` Public Works Administration
165,708
223,737
262,215
283,698
308,539
Recreation Maintenance
98,831
104,647
121,424
125,454
130,429
Motor Pool
0
182,451
224,049
246,278
250,423
Recreation
677,640
703,968
838,077
851,659
544,131
Library
219,687
240,764
310,712
259,960
264.489
Debt Service
388,854
25,188
25,188
34,876
51,783
Reserve for unanticipated expenses
50,000
50,000
TOTAL
7,467,241
7,118,478
7,495,991
8,167,468
8,118.279
Revenues over (under) Expenditures
388,363
846,659
730,813
(70 228)
158,234
Other financing sources (uses)
(417,736)
(743,363)
(533,639)
(383,158)
(370,234)
ENDING FUND BALANCE
Reserve for Encumbrances
355,987
329,950
291,062
0
0
Reserve for subsequent years exp.
138,315
224,'3110
212,000
0
Unreserved Fund Balance
1,396,370
1,386,888
1,408,523
1.258,199
1-158,199
TOTAL
1,752,357
1,855,153
1,923,585
1,470,199
1~58,199
22
MIAMI SHORES VILLAGE, FLORIDA ..... ............................... FY 1997 -1998 BUDGET
ff'here the Money Comes From
Franchise & Other Taxe
16.7%
Licenses & Permits
2.4%
Inter -Govern
13.1%
Property Taxes
23.9%
Miscellaneous
3.9%
Appropriated Fund Bal.
2.5%
ines & Forfeitures
2.4%
Revenue Sources
Percentage of Budget
Dollar Amount
Property Taxes
35.1%
$2,980, 804
Charges for Services
23.9%
2,033,439
Franchise & Other Taxes
16.7%
1,417,700
Inter- Government
13.1%
1,108,175
Miscellaneous
3.9%
329,395
Appropriated Fund Balance
2.5%
212,000
Fines & Forfeitures
2.4%
205,000
Licenses & Permits
2.4%
202,000
100.0%
$8.488,513
23
MIAMI SHORES VILLAGE, FLORIDA ....... .............................FY 1997 -1998 BUDGET
GENERAL FUND -REVENUE
The General Fund Budget for FY 98 is proposed at $8,488,513, a decrease of $141,883 or 1.64% compared
to FY 97's revised budget.
Ad Valorem Tax
The 1997 assessed value of Miami Shores Village is
provided by Dade County Property Appraisal Office.
The Office sets the assessed value ofthe property and
certifies the tax roll to the Village. The Village then sets
the millage rate at which the property owners are taxed
according to the proposed budget. Each mill generates
$1 oftax revenue for every $1,000 ofassessed property
value. Ad Valorem Taxes are the Village's primary
source ofrevenue. It generates $2,980,804 or 35.1%
of the total general fund revenues. The preliminary
estimated assessment for 1997 has increased by 3%
from the 1996 taxable value of $341,999,280 to
$354,787,869. The roll -back rate is 8.485. The
recommended budget is levied at 8.74 mills. The final
assessed value is provided to the Village by July 1, 1997.
Franchise and Utilitv 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 utilitytaxes,
the Village is levying the maximum of 10% that Florida
Statutes allow, except for telecommunications. In FY
89, the Village included long distance calls in utility tax.
Therefore, the maximum tax allowed is 7 %. This
category is projected to generate 16.7% or $1,417,700
of the total revenue. This revenue source shows an
increase of 1.5% compared to the FY 97 estimated
actual. This is due to a mild winter in FY 97 with an
extremely unusual low revenue collected in electricity
franchise and utility revenue.
?4
Ad Valorem Tax
1994 1995 1996 1997
FISCAL YEAR
1000
2750
2500
z
2250 H
D
0
2000 H
1750
1500
1998
Franchise and Utility Taxes
1994 1995 1996 1997 1998
FISCAL YEAR
1600
1500
1400
z
a
1300
0
1200 IZ-
1100
1000
MIAMI SHORES VILLAGE, FLORIDA ....... .............................FY 1997 -1998 BUDGET
Licenses and Permits
Licenses and permits are projected at $202,000 or
2.4% of total revenue. This category shows an increase
of 3% in FY 98 compared to the FY 97 estimated actual.
This is because in February 1997 council passed an
ordinance to implement the issuance of a Certificate of
Re- occupancy which generates $50.00 for each
inspection.
Intergovernmental Revenue
The Village receives revenue from the State ofFlorida
and Dade County. The State provides the estimate to
the Village based on receipts and population of the
municipality. The County License fees are based on
trend history. Revenue in this category is projected to be
$1,108,175 representing 13.1 % ofthe FY 98 budget.
This category indicates a 1.8% decrease which is
attributed to the exhaustion ofthe COPS grant.
Charles for Services
This revenue source is estimated to generate
$2,033,439 (23.9 %) ofthe budget. Garbage fees are
projected at no increase, remaining at a fee of $420 per
year. This is the fifth consecutive year that garbage fees
remain constant. An increase of 1.2% is forecasted in
this category in FY 98 compared to FY 97 estimated
actual. This is mainly due to an increase in recreation
programs that will generate additional revenue. This
includes additional team sports and extra weeks of
summer camp.
25
Licenses and Permits
250
225
o
zoo Z Z
a
175 J
0
150 F-
125
100
1994 1995 1996 1997 1998
FISCAL YEAR
Intergovernmental Revenue
1994 1995 1996 1997 1998
FISCAL YEAR
Charges for Services
FISCAL YEAR
1200
1100
1000 Z
900 yaj
800 0
700 F
600
Soo
2050
2000
1950 C
z
1900
1850 1—
1800
1750
MIAMI SHORES VILLAGE, FLORIDA ..... ............................... FY 1997 -1998 BUDGET
Fines and Forfeitures
Fines and forfeitures are based on trend history. FY 98
is forecasted to generate 2.4% or $205,000 ofthe total
revenue.
Other Revenue
i
This will generate $541,395 or 6.4 %. The decrease in
FY 98 budget compared to FY 97 is mainly due to a
decrease of $300,000 in appropriated fund balance.
26
Fines and Forfeitures
1994 1995 1996 1997
FISCAL YEAR
Other Revenue
300
275
250
225 Z
a
200
O
175 F
ISO
12S
100
1998
900
800
700
N
600 Z
a
S00 in
O
400 i
F
300
200
100
1994 199$ 1996 1997 1998
FISCAL YEAR
MIAMI SHORES VILLAGE, FLORIDA ..... ............................... FY 1997 -1998 BUDGET
Deb
Physical Environment
27.6%
Agency
Where the Money Goes
Public Safety
Public Safety
Physical Environment
Recreation/Culture
General Government
Interfund Transfer
Debt Services
Contingency
10.8%
Interfund Tsf
4.4%
Contingency
0.6%
ulture
Percentage of Budget DollarAmount
36.9%
$ 3,129,139
27.6%
2,345,530
19.1%
1,621,592
10.8%
920,235
4.4%
370,234
0.6%
51,783
0.6%
50,000
100.0%
$ 8,488,513
General Government: Mayor & Council, Legal Counsel, Village Manager, Marketing,
Human Resources, Village Clerk, Finance, and Non - Departmental.
Public Services: Waste, Streets, Public Works Administration, and Motor Pool.
Recreation /Culture: Parks, Recreation Maintenance, Recreation, and Library.
27
MIAMI SHORES VILLAGE, FLORIDA ..... ............................... FY 1997 -1998 BUDGET
MATRICES T O S HOW RELATIONSHIP BETWEEN CERTAIN REVENUES &EXPENSES
i
SOURCE OF REVENUE
EXPENDITURES
AMOUNT
3 Cent Gasoline Tax
Street Resurfacing
$ 36,283
3 Cent Gasoline Tax
Sidewalk Repair
$ 36,284
Country Club Rent
Transfer to Capital Projects
i
i
Fund for Debt Payment
$ 52,566
Electricity Franchise
I
Debt Payment
$ 25,188
Operation Midstream Grant
Police Services
S23,883
I
Juvenile Facility Grant
One (1) Police Officer
$65,000
Training & Miscellaneous
Supplies
Safe Neighborhood Park Bond
Capital Improvements to
$101,000
comply with ADA requirements
28
MIAMI SHORES VILLAGE, FLORIDA ..... ............................... FY 1997 -1998 BUDGET
Personnel Services by Function
Police
46.5%
Agency
Police
Recreation/Culture
Waste
Public Services
General Government
B &Z/Code Enforcement
Total Personnel Services
&PYA
Public Svcs.
10.4%
Gmetal Gov't
7.9%
de Ed
o�
Percentage of Budget Dollar Amount
46.5%
$2,628,543
19.9%
1,128,377
11.4%
643,180
10.4%
586,442
7.9%
448,158
3.9%
221,626
100.0%
$5,656,326
General Government: Mayor & Council, Legal Counsel, Village Manager, Marketing,
Human Resources, Village Clerk, Finance, and Non - Departmental
Public Services: Waste, Streets, Public Works Administration, and Motor Pool.
Recreation /Culture: Parks, Recreation Maintenance, Recreation, and Library.
29
MIAMI SHORES VILLAGE, FLORIDA ..... ...............................
FY 1997 -1998 BUDGET
S umma
o Personnel
FY
1996
FY
1997
FY
1998
Full -Time
Part-Time
Full -Time
Part-Time
Full-Time
Part-Time
Department
(FTE)*
(FIE)*
(FIE)*
Village Mgr.
2.00
0.00
1.00
0.00
1.00
0.00
Marketing
1.00
0.00
1.00
0.00
1.00
0.00
Human Res.
1.00
0.00
1.00
0.40
0.00
0.00
Village Clerk
1.00
0.14
2.00
0.06
2.00
0.07
B & Z
2.00
0.00
3.00
0.00
3.00
0.00
CodeEnf.
3.00
0.00
3.00
0.00
2.00
0.15
Finance
5.00
0.00
4.00
0.68
4.00
0.68
Police
42.00
1.21
41.00
1.21
42.00
1.21
Waste
19.00
0.00
18.00
0.00
18.00
0.00
Parks
10.00
0.00
11.00
0.00
11.00
0.00
Streets
4.00
1.73
5.00
1.73
6.00
1.00
P.W. Admin.
4.00
0.00
5.00
0.50
5.00
0.50
j Rec. Maint.
3.00
0.00
3.00
0.00
3.00
0.00
MotorPool
4.00
0.50
4.00
0.50
4.00
0.50
Recreation
10.00
13.56
10.00
15.90
10.00
16.93
Library
4.00
2.63
4.00
2.30
4.00
2.30
115.00
20.16
116.00
23.28
116.00
23.33
* FTE = Full-time equivalent
Note: Part-time position= 1/2 full-time
Village Manager
Marketing
Village Clerk
Building & Zoning
Code En(.
Finance
Police
Waste
Parks
Streets
Public WorksAdmin.
Recreation Maint.
Motor Pool
Recreation
Library
Full -time Equivalent
0 10 20 30 40 50
'0
MIAMI SHORES VILLAGE, FLORIDA .....
............................... FY 1997 -1998 BUDGET
SUMMARY OF PERSONNEL AND POSITIONS
BY DEPARTMENT FOR MIAMI SHORES VILLAGE
FY 95-96
FY 96-97 FY 97 -98
Village Manager Dept
Village Manager
1
1
1
Staff Assistant*
1
0
0
Marketing/Community Development Dept
Marketing Director
1
1
1
Human Resources Dept (Dept dissolved in
mid FY 97)
Human Resources Director
1
1
0
Administrative Secretary (P.T.)
1
1
0
I
Village Clerk Dept
Village Clerk
1
1
1
Staff Assistant*
0
1
1
Recording Secretary (P.T.)
1
1
1
Building & Zoning Dept
Building & Zoning Director
1
1
1
Assistant Building & Zoning Director
0
1
1
Executive Assistant
1
1
1
Code Enforcement & Community Affairs Dept
I
Community Affairs Specialist
1
1
1
Code Enforcement Officers
2
1
1
Code Enforcement Officer (part-time)
0
1
1
Finance Dept
Finance Director
1
1
1
Assistant Finance Director
1
1
1
Executive Assistant
1
1
1
Data Processing Specialist (part -time)
1
1
1
Accounts Payable Clerk
1
1
1
31
MIAMI SHORES VILLAGE. FLORIDA ..... ............................... FY 1997 -1998 BUDGET
SUMMARY OF PERSONNEL AND POSITIONS
BY DEPARTMENT FOR MIAMI SHORES VILLAGE
(Continued)
Police Department
Police Chief
Captain
Lieutenant
Sergeant
Detective
Police Officer
Crime Analyst
Complaint Officer/Dispatcher
Executive Assistant
Police Records Specialist
School Crossing Guard (P.T.)
Waste Dept.
Collections Supervisor
Equipment Operator II
Equipment Operator III
Refuse Truck Driver
Refuse Collector
Maintenance Worker II
Parks Dept.
Supervisor
Equipment Operator III
Equipment Operator II
Equipment Operator I
Leadworker
Maintenance Worker II
Maintenance Worker I
Streets Dept.
Streets Supervisor
Maintenance Worker II
Maintenance Worker I
Parking Enforcement Officer (P.T)
Custodian
Courier (P.T)
FY 95 -96 FY 96 -97 FY 97 -98
1
1 1
2
2 2
1
1 1
4
4 4
4
4 4
22
22 22
1
1 1
5
5 5
1
1 1
1
1 1
3
3 3
1 1 1
2 0 0
1 2 2
7 8 8
8 7 7
0 0 0
0 0 0
0 1 1
3 3 2
1 2 3
1 1 1
2 1 1
3 3 3
1 1 1
3 4 i
0 0 3
l 1 1
1 (P.T.) 1 (P.T.) I (F. T. )
1 1 i
32
MIAMI SHORES VILLAGE, FLORIDA ..... ...............................
FY 1997 -1998 BUDGET
SUMMARY OF PERSONNEL AND POSITIONS
BY DEPARTMENT FOR MIAMI SHORES VILLAGE
(Continued)
FY 95 -96
I
FY 96 -97 FY 97 -98
Public Works Administration Dept.
Assistant Village Manager/
Public Works Director
1
1
1
Asst. Public Works Dir.
1
1
1
Purchasing Agent/Parts Mgr.
1
1
1
Special Projects Mgr.
0
1
1
Executive Assistant
1
1
1
Administrative Secretary (P.T)
0
1
1
I
Recreation Maintenance Dept.
Grounds Foreman
1
1
1
Groundskeeper
2
2
2
I
Motor Pool Dept.
Equipment/Shop Foreman
1
1
1
Equipment Mechanic
3
3
3
Auto - Detailer (P.T.)
1
1
1
Recreation
Recreation Director
0
0
0
Assistant Recreation Director
1
1
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
2
2
Coaches (P.T.)
20
19
18
Counselor (P.T)
28
31
31
Community Center Attendant (P.T.)
3
3
3
Maintenance Worker II
2
2
2
Lifeguard (P.T.)
18
16
18
Tennis Attendant (P.T.)
4
4
3
Park Ranger (P.T.)
1
1
2
Head Counselor (P.T.)
1
2
1
Youth Center Attendant (ET.)
2
2
2
33
MIAMI SHORES VILLAGE, FLORIDA ..... ............................... FY 1997 -1998 BUDGET
SUMMARY OF PERSONNEL AND POSITIONS
BY DEPARTMENT FOR M[AMI SHORES VILLAGE
(Continued)
Library Dept
Director of Library Services
Children's Services Librarian
Library Assistant II
Library Assistant H (P.T.)
Library Assistant I (P.T.)
Library Page (P.T)
Library Aide (P.T.)
Custodian (P.T.)
Data Entry Clerk (PT)
FY 95-96
FY 96 -97
FY 97 -98
1
1
1
1
1
1
2
2
2
1
1
1
1
2
2
1
1
1
1
1
1
1
1
1
1
0
0
P.T. = Part-time
Counselors /Coaches are seasonal
*Employee was transferred from one department to another
3 4
MIAMI SHORES VILLAGE, FLORIDA ....... .............................FY 1997 -1998 BUDGET
What City Services Cost Per Week
Library
$0.49 General Gov't
Recreation $1.72
$1.82 B & Z/Code Ent
$0.50
Public Svc.
$2.01
Parks
$0.72
Police
$5.33
Based on a propertyvalue of$100,000 with homestead exemption of $25,000,
a property owner will have to pay $12.59 per week in ad valorem tax to Miami
Shores Village. The breakdown of the amount is indicated in the chart above.
35
VILLAGE CLERK
BARBARA FUGAZZI
MAYOR/COUNCIL
ORGANIZATION CHART
MAYOR / COUNCIL
MAYOR ROSS AGOSTA
VICE MAYOR BOYLE
COUNCILMAN IMBURGIA
COUNCILMAN SASTRE
COUNCILMAN LOFFREDO
IXECUIIVE ASST. VILLAGE MANAGER
TO VILLAGE MANAGER MICHAEL R. COUZZO, JR.
BARBARA FUGAZZI
ASST. VILLAGE MANAGER
TOM BENTON
VILLAGE ATTORNEY
MARK ULMER
MIAMI SHORES VILLAGE, FLORIDA ........ .............................FY 1997 -1998 BUDGET
MAYOR &_ COUNCIL
Services, Functions and Activities
Miami Shores Village is governed by a five member Village Council, elected at large on
a nonpartisan 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 departments
and services.
Village Council elections are held on the second Tuesday of April, every odd numbered
year. The term of office of the Council members receiving the first and second highest
number of votes shall be four years and the term of office of the Council member receiv-
ing 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 must qualify as an
elector of the State and of the Village.
Council meetings are held in the Council Chamber of the Village Hall on the first and
third Tuesday of every month at 7:30 p.m.
37
MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 1997 -1998 BUDGET
MAYOR Sz COUNCIL
1995 -1996 1996 -1997 1997 -1998
Actual Estimated Budget
REVENUE
Ad Valorem Taxes 5,668 6,292 5,293
Others 5,765 7,603 5,462
TOTAL 11,434 13,895 10,755
APPROPRIATIONS
Personnel Services 5 5 5
Operating Services 11,278 12,980 10,750
TOTAL 11,283 12,985 10,755
Zo
20
CD
J 15
0
0
Z) 10
z
5
0
1993 1994 1995 1996 1997 1998
FISCAL YEAR
38
MIAMI SHORES VILLAGE. FLORIDA ........ .............................FY 1997 -1998 BUDGET
1997 - 1998 BUDGET EXPLANATION
MAYOR & COUNCIL
001- 0100 -511
CODE CLASSIFICATION AMOUNT EXPLANATION
REQUESTED
PERSONNEL SERVICES
.11 Executive Salaries $
OPERATING EXPENSES
.40 Training & Per Diem
.49 Other Current Charges
5 Mayor & Council receive $1 per year
per Village Charter
6,550 Conferences, Meetings & Function
Reimbursement
2,500 Plaques, Flowers & Awards requested
by Council, Photos for Council
Functions and Presentations
5202 Other Operating Expenses 100
54 Subscriptions & Memberships 1,600 Subscription / Membership to Florida
League of Cities, Membership to Dade
League of Cities
TOTAL $ 10,755
39
MIAMI SHORES VILLAGE, FLORIDA ..... ............................... FY 1997 -1998 BUDGET
LEGAL COUNSEL
Services, Functions and Activities
The Village Attorney is selected by the Village Council and is responsible for advising the
Village Council, the Village Manager, Village departments and various advisory boards on the
legal implications of their actions and other legal matters.
Ongoing functions include the drafting of ordinances and resolutions to implement the legisla-
tive and policy goals of the Village Council, preparing and reviewing contracts and other legal
documents necessary to the operation ofthe Village and representing the Village in legal pro-
ceedings.
The Village contracts a labor attorney to advise and represent the Village in labor issues,
including, but not limited to contracts, union negotiations and grievances.
HE
MIAMI SHORES VILLAGE, FLORIDA.. .................................. FY 1997 -1998 BUDGET
LEGAL COUNSEL
1995 -1996 1996 -1997 1997 -1998
Actual Estimated Budget
$ $ $
REVENUE
Ad Valorem Taxes 37,439 43,125 42,321
Others 38,079 52,112 43,679
TOTAL 75,518 95,238 86,000
APPROPRIATIONS
Personnel Services 0 0 0
Operating Services 74,523 89,000 86,000
TOTAL 74,523 89,000 86,000
This department's expenditures varies from year -to -year, depending on the number of lawsuits the Village has
to defend, employee grievances, and negotiations on labor contracts.
i N
110
cn 100
g90
o
o 80
? 70
so
so
1993 1994 1995 1996 1997 1998
FISCAL YEAR
41
MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 1997 -1998 BUDGET
1997 - 1998 BUDGET EXPLANATION
LEGAL COUNSEL
001- 0200 -514
CODE CLASSIFICATION AMOUNT EXPLANATION
REQUESTED
OPERATING EXPENSES
31
3103
34
54
Professional Services $ 50,000 Village Attorney and Reserve for
Legal Service of Village Attorney not
covered by Retainer Fees
EPA Related Expenses
Other Contractual Services
Subscriptions & Memberships
TOTAL
10,000 Legal Fees and Remediation Costs
25,000 Labor Attorney
1,000
$ 86,000
42
Law Update, Miscellaneous Publica-
tions
SNORES
' VILLAGE MANAGER'S
OFFICE
..l. , u so
0 ORGANIZATION CHART
ORiDp`
EXECUTIVE ASST. VILLAGE MANAGER
TO VILLAGE MANAGER MICHAEL R. COLIZZO, JR. _ _ VILLAGE
BARBARA FUGAZZI ATTORNEY
STAFF ASST.
TO VILLAGE MANAGER
SANDRA MOREDOCK ASST. VILLAGE MANAGER
TOM BENTON
PUBLIC TOM BENTON DIRECTOR I I I FINANCE DIRECTOR
PATRICIA ATR CIA VARNEY
DIRECTOR OF OPERATIONS I I DIRECTOR OF LIBRARY
FOR RECREATION SERVICES
TOM BENTON ELIZABETH ESPER
BUILDING & ZONING CHIEF OF POLICE
DIRECTOR MICHAEL ZOOVAS
FRANK LUBIEN
COMMUNITY AFFAIRS COMMUNITY DEVELOPMENT
SPECIALIST DIRECTOR
WILLIAM NELSON MILDRED RAMOS MAJOROS
MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 1997 -1998 BUDGET
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 most directly Department Heads: Finance, Police, Marketing, Village Clerk,
Building and Zoning, Code Compliance, Library, Recreation and Public Works.
The Village Manager, both independently and at the direction of Village Council, con-
ducts studies for various revenue sourcing projects, Village enhancements and Village
programs.
: 9fi�' ments
Completion of the new police department facilities, with building dedication ceremonies, took place
in January, 1997. The move to the new, state -of -the -art headquarters, was a major accomplishment of
the fiscal year. The Police Department acquired an additional K -9 unit to allow for a K -9 unit on each
of the three shifts.
Renovation and beautification projects have been completed on the Brockway Memorial Library,
including the installation of hurricane shutters, landscaping and both interior and exterior lighting; the
C. Lawton McCall Community Center; and the resurfacing and planter installation on Northeast 961
Street.
The submittal to the Dade County Commission of annexation applications for surrounding Unincor-
porated Dade County parcels took place in October, 1996. We are currently awaiting the lifting of the
temporary moratorium which had been placed on any requests for annexation or incorporations within
the County.
Working with Public Affairs Consultants and our local State Representatives, the Village was success-
ful in obtaining grant monies to fund a summer jobs program for young adults. These young adults
wiil be working in various Village departments for an eight week program.
MIAMI SHORES VILLAGE, FLORIDA ........ .............................FY 1997 -1998 BUDGET
VILLAGE MANAGER
The imminent expiration of the Dade County Ordinance which had imposed a mandatory one year
moratorium on the processing of annexation/incorporation applications will allow the Village's appli-
cations to move forward through the County Manager's Office. Village Administration will be proac-
tive in our approach to complete the annexation of the Bel Mar Subdivision, the Biscayne Boulevard
Commercial corner, and to work with County Official's regarding the Davis Harbor area of Unincor-
porated Dade County.
With the Council's decision to issue a $50,000 grant to the Miami Shores/Barry University Connected
Learning Community Charter School, the probability of an educational alternative for Miami Shores
students is promising. Although the School will be starting small, 60 sixth grade students, the plan is
for the School to grow into a full middle school in subsequent years. The opening of the Charter
School will further the goal of expanding educational opportunities for Village residents.
As in recent years, increasing property values and continuing to provide and deliver quality services in
the most efficient and economic manner are top priorities. To accomplish this goal, Department
Heads will again be called upon to improve their efficiency and effectiveness while utilizing existing
resources (labor, equipment and personnel). By maintaining a high level of code enforcement and
compliance throughout the Village, property and home values will continue to rise. Together with
developing additional short and long -term plans for beautification projects and infrastructure im-
provements and repairs, curb appeal will attract new home buyers to our community.
The Village's agreement with Public Affairs Consultants Inc. has proven very successful with the
Village receiving a total of $200,000 for the Police Department Building and for the Shores Perform-
ing Arts Theater. It is apparent that the need to work closely with the Florida Legislature in order to
obtain funding for community projects is essential. With the assistance of Public Affairs Consultants,
the Village hopes to continue obtaining available grant funds to offset recurring expenses.
45
MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 1997 -1998 BUDGET
VILLAGE MANAGER
REVENUE
Ad Valorem Taxes
Others
TOTAL
APPROPRIATIONS
Personnel Services
Operating Services
Equipment
TOTAL
STAFFING
Full Time
The continued decrease in this department
stems from personnel changes. In FY 1994, a
new Manager was hired. The Human Resource
Department was reclassed to a separate depart-
ment in 1995. In FY 1996, the Village Clerk
was classified as a department and in 1997, the
receptionist was reclassified to the Village
Clerk's department.
1995 -1996
1996 -1997
1997 -1998
Actual
Estimated
Budget
80,449
62,847
66,054
81,824
75,944
68,174
162,273
138,791
134,228
W,
13 8, 476 104,501 114,207
21,088 25,200 20,021
571 0 0
160,135 129,701 134,228
2 1
2so
200
1so
_ 100
so
1993 1994 :995 1998 1997 1998
FISCAL YEAR
MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 1997 -1998 BUDGET
1997 - 1998 BUDGET EXPLANATION
VILLAGE MANAGER
001- 0300 -512
CODE CLASSIFICATION AMOUNT EXPLANATION
REQUESTED
PERSONNEL SERVICES
.11
Executive Salary
$ 88,122
Village Manager
.21
Social Security
6,350
FICA
.22
Retirement
7,800
As per Finance Director
.23
Life & Health Insurance
2,615
LTD / Health Insurance
.24
Worker's Compensation
380
As per Finance Director
OPERATING EXPENSES
.40 Training and Per Diem 5,000 Manager's attendance at various
meetings and conferences
.41
Telephone
4,500
.42
Postage
230
.44
Rentals & Leases
5,316
Manager automobile lease
.47
Printing
50
Letterhead
.48
Advertising & Promotion
750
Miscellaneous promotions
.51
Office Supplies
150
Miscellaneous office supplies
.5201
Gas, Oil & Lubricants
2,150
5202
Other Operating Expenses
275
47
MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 1997 -1998 BUDGET
1997 - 1998 BUDGET EXPLANATION
VILLAGE MANAGER
001- 0300 -512
CODE CLASSIFICATION AMOUNT EXPLANATION
REQUESTED
OPERATING EXPENSES (cont'd)
54 Subscriptions & Memberships 1,600 Miscellaneous publications, Books,
Miami Herald, Dade County Assoc.
of Police, South Florida Dade City,
County Management Association,
FCCMA, ICMA
NON - OPERATING EXPENSES
93 Contingency 8,940 Merit / Longevity
TOTAL S 134,228
48
15t►t.ORE
1.93 COMMUNITY DEVELOPMENT
loll.i ..... m ORGANIZATION CHART
�iORIDp'
COMMUNITY DEVELOPMENT
DIRECTOR
MILDRED RAMOS MAJOROS
MIAMI SHORES VILLAGE, FLORIDA ........ .............................FY 1997 -1998 BUDGET
MARKETING /COMMUNITY DEVELOPMENT
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 with an
ultimate goal of increasing property values in the Village.
The function of the Marketing Department is to plan and administrate public relations
projects, marketing plans and other activities relating to the improvement and promotion
of Miami Shores Village to increase awareness of Miami Shores Village aiming to en-
hance community pride and involvement. Promotion of the Miami Shores Business
District to increase use is also planned.
Ongoing departmental functions include planning and administering the Village's public
relations projects such as Unity Day. Developing advertising and promotional materials,
acting as spokesperson to promote the Village, preparing the Village newsletter and
coordinating volunteer community events are also part of the job scope.
199'7 �chlevements :.._
During the 1996 -1997 Fiscal Year, the Marketing Department completed the long process of prepar-
ing annexation applications for two areas contiguous to the Village borders: Bel Mar Estates which is
a single family residential area comprised of 152 homes south of Miami Shores and east of N.E. 101
Avenue to Biscayne Bay; and the commercial area west of Biscayne Boulevard from 105`x' to 1081
Street. After completing an in -depth study delineating all the benefits, revenues, projected services
and expenses to Miami Shores, the applications were submitted to the Metro -Dade and moved through
the review process until a moratorium was issued by the County last October.
In an effort to continue to pursue new sources of revenues for the Village, the Marketing Department,
in conjunction with a Tallahassee lobbyist, obtained $100,000 in grant funding from the Criminal
Justice Department for three new programs: a Youth Summer Jobs Program, a Juvenile Cadet Pro-
gram, and a Citizens Police Academy. The result of these efforts are not only increased revenue
sources for the Village, but new and better programs for our citizens.
During FY 1997, an in -depth study of the Shores Performing Arts Theatre (funded through a S {0,000
grant from the State Department of Economic Development in FY 1996) was completed in order to
carefully explore the Village's options for the purchase of the Theatre. Other projects completed
include new banners for the downtown business district and continued business development (Westar
Gas Station, M -power Gymnasium, etc.).
50
MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 1997 -1998 BUDGET
MARKETING /COMMUNITY DEVELOPMENT
During FY 1997 -1998, the name of the Marketing Department will be changed to the Department of
Community Development. Since FY 1996, the focus of this department has been on community
development, rather than strictly marketing and promotions. To continue in this direction, the De-
partment will undertake the following projects during FY 1997:
Establish criteria for the cohesive development of the community in order to encourage the
Village's aesthetic character in the areas of landscaping and signage. While zoning is the
most powerful legal enforcement of our overall urban concept, it does not fully plan building
locations, green space, or aesthetic order. New and expanded criteria for landscaping and
signage requirements will be developed in order to enhance the aesthetic character of Miami
Shores.
New criteria will be developed for garage enclosures, in order to preserve and protect the
community's single - family residential character.
Prepare an in -depth study of the possibility of developing a commercial lift station for the
N.E. Second Avenue business corridor (to coincide with the Metro -Dade Streets Improve-
ment Project).
Continue the annexation application review procedures with Dade County for the Village's
two pending applications.
Continue to pursue State and local grants for Village programs and projects, and prepare a
programming and planning strategy for funding from private foundations and other govern-
mental grant sources.
51
MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 1997 -1998 BUDGET
MARKETING /COMMUNITY DEVELOPMENT
REVENUE
Ad Valorem Taxes
Others
TOTAL
APPROPRIATIONS
Personnel Services
Operating Services
Capital Outlay
TOTAL
STAFFING
Full Time
The drastic increase in FY 1995 was due to
the hiring of a full -time Marketing Director.
In FY 1996 and FY 1997, the department's
expenditures included the development and
printing of the Village brochure, annexation
studies, and other special advertising and
promotions of the Village. In FY 1998, these
expenditures will no Ionizer be incurred,
therefore the Department is proposing a re-
duction in its expenditure budget.
1995 -1996 1996 -1997 1997 -1998
Actual Estimated Budget
S S S
53,926
61,422
51,334
54,847
74,223
52,982
108,773
13 5, 645
104,316
54,013
57,145
58,856
52,191
68,138
45,460
1,136
1,478
0
107,340
126,761
104,316
150
125
100
J
0 7s
�r
z
z 50
25
0
52
1 1 1
1 CPI i
ACTUAL
1993
1994 1995 1896 1997 1998
FISCAL YEAR
MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 1997 -1998 BUDGET
CODE
1997 - 1998 BUDGET EXPLANATION
MARKETING /CO ,NLML "LAITY DEVELOPMENT
001- 0301 -512
CLASSIFICATION AMOUNT EXPLANATION
REQUESTED
PERSONNEL SERVICES
.11
Executive Salary
S 49,908
Marketing Director
.21
Social Security
3,818
FICA
.22
Retirement
659
As per Finance Director
.23
Life & Health Insurance
4,220
LTD / Health Insurance
.24
Worker's Compensation
251
As per Finance Director
OPERATING EXPENSES
.31
Professional Services
16,200
Lobbying services; Planning services
for Code revisions.
.40
Training and Per Diem
3,120
Attendance at State Legislative
Session in Tallahassee, Grant writing
workshop, Miscellaneous luncheons /
meetings
.41
Telephone E n
x Expenses
650
.42
Postage
6,950
Mailing of newsletter , Community
information guide, Miscellaneous
correspondence
.47
Printing
13,500
Printing of newsletter & community
information guide; Miscellaneous
printing of flyers, invitations,
announcements; Contents
of welcome basket
.48
Advertising & Promotions
2,660
Placement of ads, Miscellaneous
promotional expenses
53
MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 1997 -1998 BUDGET
1997 - 1998 BUDGET EXPLANATION
MARKETING /COMIMUNITY DEVELOPMENT
i
001 -0301 -512
CODE CLASSIFICATION AMOUNT EXPLANATION
REQUESTED
OPERATING EXPENSES (cont'd)
.51 Office Supplies 250
.5202 Other Operating Expenses 1,450 Photography development for
monthly newsletter; Miscellaneous
expenses: Clip -Art, Specialty paper,
Photoshop software
.54 Subscriptions & Memberships 680 Yearly membership to 3CMA, North -
Dade Chamber, Miami Shores Cham-
ber, Downtown Bay Forum
TOTAL $ 104,316
54
MIAMI SHORES VILLAGE, FLORIDA ........ .............................FY 1997 -1998 BUDGET
HUMAN RESOURCES
Services, Functions and Activities
The Human Resources Department was reorganized in mid FY 1997. The Village Clerk
assumed responsibility for the process of all new employees. The Finance Director is
responsible for all other personnel issues and employee benefits such as health insurance,
sick and vacation records, etc. and risk management. Risk management includes worker's
compensation and liability claims of the Village's self - insurance program.
55
MIAMI SHORES VILLAGE. FLORIDA ........ .............................FY 1997 -1998 BUDGET
HUMAN RESOURCES
REVENUE
Ad Valorem Taxes
Occupational Licenses
Others
TOTAL
APPROPRIATIONS
Personnel Services
Operating Services
Capital Outlay
TOTAL
STAFFING
Full Time
Part Time
An organizational restructure took
place in February 1997. The Village
Clerk took over the responsibilities for
new -hire employees, while the Finance
Department handles all day -to -day per-
sonnel and insurance issues. No per-
sonnel expenditures are budgeted for
FY 98.
1995 -1996 1996 -1997 1997 -1998
Actual Estimated Budget
S S S
8,802 28,071 9,753
61,881 0 0
8,953 33,921 10,067
79,636 61,992 19,820
60,684 33,334 0
18,718 24,598 19,820
0 0 0
79,402 57,932 19,820
7N
100
C
o so
a
Cn
Z 40
20
0
56
1 1 0
1 1 0
1993 1994 1995 1996 1997 1998
FISCAL YEAR
MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 1997 -1998 BUDGET
1996 - 1997 BUDGET EXPLANATION
HUMAN RESOURCES
001- 0302 -512
CODE CLASSIFICATION AMOUNT EXPLANATION
REQUESTED
OPERATING EXPENSES
.31
Professional Services
4,070
Village wide pre- employment tests
.34
Other Contractual Services
2,000
Employee assistance program
.41
Telephone
400
Telephone services
.42
Postage
200
.47
Printing
100
Forms
.48
Advertising and Promotions
10,000
Advertising for Village wide vacancies
.5202
Other Operating Expenses
3,050
Employee awards & promotions
Volunteer appreciation reception
Employee breakfast
TOTAL $ 19,820
57
VILLAGE CLERK
ORGANIZATION CHART
VILLAGE CLERK
BARBARA FUGA=I
PART -TIME RECEPTIONIST
RECORDING SECRETARY SANDRA MOREDOCK
MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 1997 -1998 BUDGET
IL_ 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 resolu-
tions, 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 comply-
ing 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 Li-
censing program, ensuring payment of applicable fees on a yearly basis. The issuance of film
and peddler (solicitor) permits are also facilitated by the Clerk's office.
New responsibilities which have been assigned by the Village Manager include, new employee
advertisement placement, new employee orientations and select personnel departmental func-
tions.
59
MIAMI SHORES VILLAGE, FLORIDA ........ .............................FY 1997 -1998 BUDGET
VILLAGE CLERIC
�I997P i hievements
In April, 1997, Village Council elections were held at the Community Center. The Clerk's office
processed the appropriate candidate paperwork through the Dade County Election's Department,
ensured filing deadlines were met, responded to questions posed by candidates, placed mandatory
advertisements in the local newspaper, facilitated absentee ballot voting, and served as the Deputy
Clerk on election day. No difficulties arose throughout the election process.
By February 1, 1997, 100% of projected revenues had been received for Village Occupational Li-
censes. The collection rate continues to improve from year to year due to the increase in follow -up
procedures for delinquent accounts.
In Fiscal Year 1996/97, an Electronic Filing System was obtained for the effective storage /retrieval of
Village records. Data input has begun, with indexing of the various documents which have been
scanned.
foals and Ob ech oes
y
The Clerk will be attending her third year of the Clerk's Institute and upon completion, will be eligible
to apply for the Certified Municipal Clerk designation from the International Institute of Municipal
Clerks.
In order to maintain current with the Code of Ordinances, recodification of the Code Book, at a
minimum, should take place on an every other year basis. A complete legal review of the Codes to
ensure compliance with State Statutes, as well as the integration of new Ordinances which have been
adopted, into the Code Book, will take place.
The Clerk's office will continue inputting data into the Electronic Filing System in order to allow for
the efficient retrieval of records requests.
With the elimination of the Human Resources Director position, certain functions of the Personnel
Department will be absorbed by the Clerk's office. Specific areas to be addressed during Fiscal Year
1998 include updating and reprinting the Employee Handbook and developing a new orientation
process for new employees.
e
MIAMI SHORES VILLAGE, FLORIDA ........ .............................FY 1997 -1998 BUDGET
VILLAGE CLERIC
REVENUE
Ad Valorem Taxes
Village Occupational Licenses
Others
TOTAL
APPROPRIATIONS
Personnel Services
Operating Services
Capital Outlay
TOTAL
STAFFING
Full Time
Part Time
The Village Clerk Department was
created in 1996. The reclassifica-
tion of the Receptionist position
from the Village Manager's Office
to the Village Clerk's office indi-
cated the increase in FY 1997.
The decreases in this department
are mainly due to election expenses
that will not be incurred in FY 1998
and recodification of ordinances.
1995 -1996
1996 -1997
1997 -1998
Actual
Estimated
Budget
S
S
S
27,489
20,418
18,299
0
61,000
65,000
27,959
24,673
18,886
55,448
106,091
102,185
44,456
82,325
82,672
9,598
16,313
14,988
664
4,500
4,525
54,718
103,138
102,185
IN
100
CO 60
W
D ao
z
20
0
61
1 2 2
1 1 1
1993 1994 1995 1996 1997 1998
FISCAL YEAR
MIAMI SHORES VILLAGE, FLORIDA
.......FY 1997 -1998 BUDGET
VILLAGE CLERIC
* Actual Figures
62
1995/96
1996/97
1997/98
Actual
Estimated
Projected
Occupational Licenses Issued:
620
625*
640
% Occupational License Tax
Collection Rate
By October 1
60%
70 %*
73%
By October 31
80%
88 %*
90%
By February 1
93%
100 %*
100%
New Occupational Licenses Issued
20
30
30
Ordinances Passed
11
19
17
Records Requests:
- Processed within 48 Hours
5
15
15
- Processed within 24 Hours
25
40
55
Agenda Management:
- Average length of Council
2
2
2
Meetings (in Hours)
* Actual Figures
62
MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 1997 -1998 BUDGET
1997 - 1998 BUDGET EXPLANATION
VILLAGE CLERK
001- 0303 -0-12
CODE CLASSIFICATION AMOUNT EXPLANATION
REQUESTED
PERSONNEL SERVICES
.11
Executive Salary
.12
Regular Salaries
.21
Social Security
.22
Retirement
.23
Life & Health Insurance
.24
Worker's Compensation
OPERATING EXPENSES
.31 Professional Services
34 Other Contractual Services
40 Training and Per Diem
41 Telephone Expenses
42 Postage
49 Other Current Charges
$ 38,085
Village Clerk
32,175
Receptionist / Recording Secretary
5,375
FICA
405
As per Finance Director
5,800
LTD / Health Insurance
294
As per Finance Director
2,880 Fee for service - Recording Secretary
Temporary help while Receptionist is
on vacation
1,800 Maintenance contract
- Electronic filing system
- Selectric III typewriter
2,800 Clerk's Institute
FACC annual conference
Mayor's Ball / Chamber installation
Miscellaneous luncheons / Meetings
Miscellaneous personnel seminars
760
445 Mailing of occupational licenses
Follow -up letters, etc.
4,913 Legal advertising of Ordinances
51 Office Supplies 700
63
MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 1997 -1998 BUDGET
1997 - 1998 BUDGET EXPLANATION
VILLAGE CLERK
001-0303-512
CODE CLASSIFICATION AMOUNT EXPLANATION
REQUESTED
OPERATING EXPENSES (cont'd)
.5202 Other Operating Expenses $ 250
54 Subscriptions & Memberships
CAPITAL OUTLAY
.64 Equipment
NON - OPERATING EXPENSES
.93 Contingency
O
Supplies for electronic filing system
Notary renewal
Florida Assoc. of City Clerks
Int'l Institute of Municipal Clerks
Florida Assoc. of Licensing Officials
Dade County Municipal Clerks Assoc.
4,525 Electronic filing system
5 3 8 Merit / Longevity
TOTAL $ 102,185
64
ASH -19.9 BUILDING & ZONING
ILTk 'ate
-� ORGANIZATION CHART
ORIV
4v
DIRECTOR OF BUILDING & ZONING
FRANCIS J. LUBIEN
ASSISTANT DIRECTOR
ROSENDO PRIETO
EXECUTIVE ASSISTANT
MARGARITA MONTIEL
MIAMI SHORES VILLAGE, FLORIDA ........ .............................FY 1997 -1998 BUDGET
IF- BUILDING &ZONING
Services, Functions and Activities
The Building and Zoning Department strives to effectively and efficiently obtain compli-
ance with appropriate construction codes in a client sensitive manner. Building inspec-
tions ensure compliance with the Miami Shores Village Code, the South Florida Building
Code and all other applicable State and Federal codes. This is accomplished through
building plans examination, permitting and the inspection of construction methods and
materials. The department processes all permit applications ensuring that the required
information and documentation are included. This includes, but is not limited to signed
and sealed plans, specifications, surveys, licenses, certificates of insurance, letters of
acceptance from Dade County product control for materials to be used in the project.
Upon completion of the project, the Department issues a certificate of occupancy. This
division also accepts and prepares all items for hearing by the Planning and Zoning Board.
The Building and Zoning Department processed 1,828 permits in 1996, representing a construction
value of $7,767,765. Permits for new construction included a Blockbuster Video Store while reno-
vation projects included Tropical Chevrolet and the Miami Shores Police Station. The first seven
months of 1997 yielded a total of 809 permits valued at $3,695,386 for projects which include
Westar gas station, the Archdiocese of Miami and NationsBank. An estimated 575 permits should be
issued through year end.
Modifications were made to the Builder's Bond program to ensure that repairs and removal of debris
are made to Village and private property immediately upon completion of any construction. The
department continued to educate contractors and residents on zoning and permit requirements by
creating new informational handouts. The position of Assistant Building & Zoning Director was
vacant for six months, but was filled in February 1997 by Mr. Rosendo Prieto. The director of the
department as well as all part -time inspectors have up -dated their licenses with continuing education
courses to meet State and County requirements.
65
MIAMI SHORES VILLAGE, FLORIDA ........ .............................FY 1997 -1998 BUDGET
BUILDING & ZONING
The Building & Zoning Department is to maintain and serve the residential integrity of the Village in
accordance with the Code of Ordinances and the South Florida Building Code. The development of
new procedures, including the computerization of issuing permits and scheduling inspections, will
help the department in its proficiency and effectiveness.
1995 -1996 1996 -1997 1997 -1998
APPROPRIATIONS
Personnel Services
Actual
Estimated
Budget
Operating Services
$
$
35,508
REVENUE
479
0
0
Ad Valorem Taxes
1,744
32,232
33,155
Building Permit Fees
131,717
101,000
101,000
Other Licenses & Permits
6,250
6,000
6,000 .
Others
1,774
38,949
34,220
TOTAL
141,485
178,181
174,375
APPROPRIATIONS
Personnel Services
104,573
127,955
138,867
Operating Services
36,387
45,564
35,508
Capital Outlay
479
0
0
TOTAL
141,439
173,519
174,375
STAFFING
Full Time
2
3
3
..
MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 1997 -1998 BUDGET
BUILDING &_ ZONING
The reduction of operating expenditures in
FY 1995 was attributed to the separation
of Code Compliance functions to the Code
Compliance /Community Affairs Depart-
ment. Personnel expenditures were in-
creased in FY 1997 due to the hiring of a
full -time Assistant Building and Zoning
Director. The Village is also updating the
Comprehensive Plan in FY 1997 incurring
an additional cost of approximately $8,500.
Building
Permits Issued
Inspection Performance:
Building
Electrical
Plumbing
Mechanical
Structural Plans Review
Zoning
Cases presented to the
Planning & Zoning Board
Cases Referred to Council
210
200
190
� 180
170
° 160
Z 150
140
130
120
1993 1994 1995 19% 1997 1998
FISCAL YEAR
1995 -1996
1996 -1997
1997 -1998
Actual
Estimated
Budget
1,828
1,384
1,606
1,036
1,103
1,069
675
591
633
429
433
431
354
349
351
63
60
61
47 36 42
12 13 1'?
67
MIAMI SHORES VILLAGE, FLORIDA ........ .............................FY 1997 -1998 BUDGET
1992 - 1998 BUDGET EXPLANATION
BUILDING & ZONING
001- 0400 -524
CODE CLASSIFICATION AMOUNT EXPLANATION
REQUESTED
PERSONNEL SERVICES
.11
Executive Salary
$ 46,050
Building & Zoning Director
12
Regular Salaries
67,602
Assistant B & Z Director
.3101
Comprehensive Plan
2,500
Executive Assistant
21
Social Security
8,694
FICA % of Salaries
22
Retirement
992
As per Finance Director
23
Life & Health Insurance
7,500
LTD / Health Insurance
24
Worker's Compensation
5,462
As per Finance Director
OPERATING EXPENSES
.31
Professional Services
2,100
Inspectors (Certified)
Covenants and programming costs
.3101
Comprehensive Plan
2,500
Comprehensive Plan amend & review
Professional Services
Upgrade plan to comply with State
requirements
.34
Other Contractual Services
24,035
Fees for inspection on Plumbing,
Electrical and Mechanical
Maintenance contract for typewriter
.40
Training and Per Diem
1,798
Building Official's Association of
Florida annual seminar and Board
meeting, South Florida Builiding
Official's Meeting
.41
Telephone
960
Telephone services
.42
Postage
160
Correspondence and certified mail
68
MIAMI SHORES VILLAGE, FLORIDA ........ .............................FY
1997 -1998 BUDGET
1997 - 1998 BUDGET EXPLANATION
BUILDING & ZONING
001- 0400 -524
CODE
CLASSIFICATION AMOUNT
EXPLANATION
REQUESTED
OPERATING EXPENSES (cont'd)
.47
Printing & Binding 1,500
Printed forms for Building & Zoning:
permits, Garage sale, Other miscella-
neous printing
.51
Office Supplies 615
Miscellaneous office supplies
.5201
Gasoline 1,034
Gasoline for vehicles
.5202
Other Operating Expenses 596
Film, Filing cabinets
.54
Subscriptions & Memberships 210
Building Official's Association of FL
South FL Building Official Council
Dade Council
National Notary Association
NON - OPERATING EXPENSES
.93 Contingency
2,567 Merit / Longevity
TOTAL $ 174,375
•a
CODE COMPLIANCE
ORGANIZATION CHART
COMMUNITY AFFAIRS SPECIALIST
WILLIAM NELSON
SENIOR CODE
COMPLIANCE OFFICER
RICHARD TRUMBLE
PART -TIME
CODE COMPLIANCE OFFICER
JEAN CLAUDE PLACIDE
MIAMI SHORES VILLAGE, FLORIDA ........ .............................FY 1997 -1998 BUDGET
CODE COMPLIANCE/COMMUNITY AFFAIRS
Services, Functions and Activities
The Code Compliance Department responds to complaints and performs community-
wide assessments for ordinance violations throughout the Village. The objective of the
department staff is to stimulate compliance and cooperation rather than punish or create
additional burdens for property owners. Notices of violation are issued and follow through
are initiated for compliance. Hearings, if necessary, are held by the Code Enforcement
Board. Findings of Fact and Conclusions of Law are then implemented by the Board and
carried out by staff. The department also works in conjunction with Dade County agen-
cies to achieve an acceptable level of compliance in surrounding unincorporated areas.
The Department (Community Response Team) has initiated a Village wide survey in order to
improve and maintain existing property values. Using survey results as a guide, area residents are
advised to upgrade their property in accordance with the Village Code of Ordinances. More citizens
are now maintaining and upgrading their property to protect their investments and improve their
quality of life.
The team is also working with Dade County to provide code enforcement to the outlying "Pocket
Areas ". Second Avenue and Biscayne Boulevard business corridors now show improvements aided
by enforcement efforts. The Team continues to educate residents and maintain relationships with
realtors, neighborhood organizations and the local University. The Miami Shores Chamber of Com-
merce is working with the Team in exploring additional avenues for aid to the elderly and handi-
capped.
Goals
In order to maintain and upgrade the property value of the Village, periodic surveys to assess
problems will be performed. The Department will develop an action plan and will continue to educate
homeowners on code enforcement. Further, the Department will continue working with the Chamber
of Commerce to help disabled homeowners maintain their property. Rehabilitation of these properties
will utilize local service clubs from Barry University, Turner Tech High School and others. The
Village will continue to work with Team Metro to improve the County pocket areas which are on our
borders.
71
MIAMI SHORES VILLAGE, FLORIDA
FY 1997 -1998 BUDGET
CODE COMPLIANCE /COMMUNITY AFFAIRS
REVENUE
Ad Valorem Taxes
Code Enforcement Fees
Others
TOTAL
APPROPRIATIONS
Personnel Services
Operating Services
Capital Outlay
TOTAL
STAFFING
Full Time
Part Time
The Code Enforcement Department
was established in FY 1995. The con-
tinual decrease in this department is
mainly due to the reduction of code
enforcement officers and the comple-
tion of programming changes on the
software.
1995 -1996
1996 -1997
1997 -1998
Actual
Estimated
Budget
S
S
$
32,316
17,528
16,268
48,225
60,000
60,000
32,868
21,181
16,791
113,409
98,708
93,059
94,620 81,962 79,563
15,939 14,211 13,496
1,991 0 0
112,550 96,173 93,059
IN
100
yA 80
0 60
J C
z
40
20
0
72
3 2 2
0 1 1
1993 1884 1995 1996 1997 1998
FISCAL YEAR
MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 1997 -1998 BUDGET
1997 - 1998 BUDGET EXPLANATION
CODE ENFORCEMENT/ CO`iMUNITY AFFAIRS
001 - 0401 -524
CODE CLASSIFICATION AMOUNT EXPLANATION
REQUESTED
PERSONNEL SERVICES
.11 Executive Salary
12 Regular Salaries
$ 46,361
18,082
.21 Social Security 4,930
.22 Retirement 1,063
.23 Life & Health Insurance 5,855
.24 Worker's Compensation 2,465
OPERATING EXPENSES
Code Enforcement / Community
Affairs Director
Code Compliance Officer
- 1 full -time
- 1 part-time
Support staff from Finance
FICA % of Salaries
As per Finance Director
LTD / Health Insurance
As per Finance Director
.31
Professional Services
1,595
Computer upgrade; Recording liens
.34
Other Contractual Services
1,260
Uniform cleaning
.40
Training and Per Diem
1,615
Florida Assoc. of Code Enforcement
.41
Telephone
1,500
Telephone services
.42
Postage
1,050
Correspondence and certified mail
.47
Printing & Binding
1,100
Educational pamphlet series
.48
Advertising & Promotions
800
Delivery of educational series
51
Office Supplies
513
Miscellaneous office supplies
5201
Gasoline
1,618
Gasoline for vehicles
7 3
MIAMI SHORES VILLAGE, FLORIDA ........ .............................FY 1997 -1998 BUDGET
1997 - 1998 BUDGET EXPLANATION
CODE ENFORCEMENT/ COMMUNITY AFFAIRS
001 - 0401 -524
CODE CLASSIFICATION AMOUNT EXPLANATION
REQUESTED
OPERATING EXPENSES (cont'd)
.5202 Other Operating Expenses
5204 Uniforms
54 Subscriptions & Memberships
NON - OPERATING EXPENSES
.93 Contingency
1,390 Film purchase & development
Toner for printer
Miscellaneous equipment
810 Replacement of uniforms
245 Florida Association of Enforcement
Florida Planning &Zoning Assoc.
Optimist Club
807 Merit / Longevity
TOTAL S 93,059
74
Stt'FO RFs
FINANCE DEPARTMENT
..... � ORGANIZATION CHART
�LOR1Dp'
FINANCE DIRECTOR
PATRICIA VARNEY
ASST. FINANCE DIRECTOR
DAVID WEINSTEIN
EXECUTIVE ASSISTANT
ELIZABETH KROBOTH
TA PROCESSOR SPECIALIST I I ACCOUNTS PAYABLE CLERK
CLARA BENDER GLORIA ALDANA
MIAMI SHORES VILLAGE, FLORIDA ........ .............................FY 1997 -1998 BUDGET
FINANCE
Services, Functions and Activities
The Finance Department is responsible for managing the Village'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 forecasting expenditures with the assistance of department heads.
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. Finance prepares a five year capital plan each
year.
Due to reorganization in mid - fiscal year 1997, the department is also responsible for all
insurance issues. These include health insurance, worker's compensation and liability
insurance.
Ongoing departmental functions include the processing of weekly payroll, billing and
payables for the Village, handling of cash and investments, disbursing of funds, debt
issuance, data processing and management information services, and administration of
the Village Pension Plan.
76
MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 1997 -1998 BUDGET
FINANCE
The Village Hall computer system was updated to Windows 95. The PC processors were all updated
to a Pentium from a 486. This provides the Village with the ability to utilize new programs available
in the computer industry. In preparation for 1998 budget, the Finance Department also developed
standardized computer input forms and instructions for all departments. A training session was held
for all assistants to learn this new procedure.
During the fiscal year, the department proposed to the Village Council the adoption of an ordinance
allowing for pre -tax pension deductions thus adding an extra benefit to employees with no increase in
costs to the Village. The department also centralized purchasing for all office supplies which reduced
costs to the Village.
The department assumed the responsibilities of all insurance issues for the Village: health insurance,
workers compensation and liability insurance. There is intent to provide additional health insurance
benefits for the employees for next fiscal year beginning October 1, 1997. The department is looking
into the possibility of providing HMO, PPO and POS service, as well as implementing a full cafeteria
plan which allows employee to pre -tax their childcare and medical expenses.
Once again, the Village received the Distinguished Budget Presentation Award and the Certificate of
Achievement of Excellence in Financial Reporting from the Government Finance Officers Associa-
tion.
Goals and Ob ectives
J
The Department will begin to implement changes in the Village's software for preparation of Year
2000. The effect to other equipment such as the postage machine, cash register etc. by Year 2000
change will also be investigated.
A "Request for Proposal" for Village banking services will be obtained in fiscal year 1998 to provide
the Village with the most cost efficient service. The Village will also look into the possibility of having
an on -line banking service.
Improving the fixed assets inventory is another goal for the Department. The department will address
all the concerns and propose to the Village Manager a more efficient and economical way of keeping
track of the Village assets.
Continuation of preparing budget documents and financial statements in accordance with the GFOA
standards for the Distinguished Budget Presentation Award and Certificate of Achievement for Ex-
cellence in Financial Reporting will also occur.
77
MIAMI SHORES VILLAGE, FLORIDA ........ .............................FY 1997 -1998 BUDGET
FINANCE
1995 -1996 1996 -1997 1997 -1998
APPROPRIATIONS
Personnel Services
Actual
Estimated
Budget
Operating Services
48,967
58,375
64,230
REVENUE
2,048
16,300
0
Ad Valorem Taxes
115,490
106,840
109,048
Solid Waste Fees
18,716
25,000
25,000
Others
117,463
129,105
112,548
TOTAL
251,669
260,945
246,596
APPROPRIATIONS
Personnel Services
167,698
170,817
182,366
Operating Services
48,967
58,375
64,230
Capital Outlay
2,048
16,300
0
Non - Operating Expenses
29,887
0
0
TOTAL
248,600
245,492
246,596
STAFFING
Full Time
4
4
4
Part Time
1
1
1
78
MIAMI SHORES VILLAGE, FLORIDA ...................................... FY 1997 -1998 BUDGET
FINANCE
r The Department indicated an increase in FY 1997 which is mainly attributed to the auditing fee. The
contract with Rachlin Cohen & Holtz expired in FY 1996, but was renewed in FY 1997 for an
additional fee of $4,500.
The increases from FY 1997 to FY 1998 are attributed to the following: A vacancy of the Finance
Director's position in FY 1997 for 5 weeks at $3,000; an increase in the working hours of the execu-
tive assistant from 37.5 hours per week to 40 hours and overtime if needed for additional responsibili-
ties regarding personnel and insurance issues at $2,600; an increase in auditing fees due to contract
and procurement of federal/state grants which requires single audit at $3,000; attendence at confer-
ences regarding personnel and insurance issues (formerly budgeted under Human Resource Depart-
ment), Finance Director's car allowance and educational allowance for staff at $3,000; budgeting all
Village computer maintenance contracts (except Library) at $1,400.
250
CPI
240 _ m_
ACTUAL
230 -
0 220
Z 210
200
190 '
1993 1994 1995 1996 1997 1998
FISCAL YEAR
79
MLAIMI SHORES VILLAGE, FLORIDA ...... ............................... FY 1997 -1998 BUDGET
FINANCE
1995 -1996 1996 -1997 1997 -1998
Actual Estimated Projected
Accounts Payable*
Invoices processed
7,384
7,200
7,300
Checks issued
4,775
4,900
5,000
Manual checks issued
18
15
12
Voided checks
19
15
10
Disbursement within 24 hours
100%
100°0
100%
Invoices paid within 30 days
88%
90%,
92%
Account Payable processed within 5 days
from receipt of department approval
100%
100%
100%
Payroll
Checks issued
7,702
6,500
6,500
Manual checks
0
0
0
Voided checks
4
2
2
Permanent Employees utilizing Direct Deposit
31.5%
45°, 0
50%
Payroll prepared without errors
100%
1009-10
100%
Accounts Receivable
Number of garbage billings
13,143
13,180
13,207
Number of occupational license billings
601
555
600
Liens placed and/or released
116
84
120
Lien search replies
345
345
345
Number of billing arrangements made
32
3
40
Billing arrangements fulfilled
34%
500,0
55%
80
MIAMI SHORES VILLAGE, FLORIDA ........ .............................FY 1997 -1998 BUDGET
FINANCE
Accounting*
Number of journal entries
Number of posting closing entries
Average date month -end financial report generated
Time bank statements are reconciled to general
ledger cash balance within 15 days of receipt of
bank statement
Cash Management
Average portfolio of investment
Average rate of return ( %)
Average monthly deposit
Average monthly disbursement
Budget
Number of years Government Finance
Officers Assoc. Distinguished Budget
Award received since 1995
Number of budget transfers
Number of budget revisions **
Accuracy rate in forecasting annual city
revenue estimate
Revenue projections completed and
approved by Village Manager
Departmental budgets submitted by deadline
* All funds
** Includes appropriate previous year encumbrances
Evil
1995 -1996
1996 -1997
1997 -1998
Actual
Estimated
Projected
3,194
3,200
3,300
1
0
0
7
11
7
100%
100%
100%
$4,182,017 $4,100,000 $4,150,000
5.39 5.44 5.45
$941,384 950,000 970,000
775,746 784,580 800,000
2
3
4
400
420
450
111
115
115
98.4%
99%
99.5%
99.6%
100° 0
100%
58.0%
62%
70%
MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 1997 -1998 BUDGET
1997 - 1998 BUDGET EXPLANATION
FINANCE
001 - 0500 -513
CODE CLASSIFICATION AMOUNT EXPLANATION
REQUESTED
PERSONNEL SERVICES
.11
Executive Salary
59,499
Finance Director
.12
Regular Salaries
95,041
Assistant Finance Director
Data Processing Specialist (Part-
Time)
Executive Assistant
Accounts Payable Clerk
.14
Overtime
1,000
.21
Social Security
11,823
FICA % of Salaries
.22
Retirement
1,852
As per Finance Director
.23
Life & Health Insurance
9,117
LTD / Health Insurance
.24
Worker's Compensation
673
As per Finance Director
OPERATING EXPENSES
31
Professional Services
5,800
Software support
.32
Accounting and Auditing
34,150
Annual Village audit, Single audit,
Country Club audit, CAFR,
Distinguished Budget Program
.34
Other Contractual Services
6,015
Maintenance contract
- Computer systems
- Typewriters
.40
Training and Per Diem
6,540
Miscellaneous conferences
Meetings for Government Finance
Officers Assoc, Dade and Broward
County Municipal Finance Officers
Assoc., Car allowance for Director
.41
Telephone
1,520
Telephone services
M.
MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 1997 -1998 BUDGET
1997 - 1998 BUDGET EXPLANATION
FINANCE
001 - 0500 -513
CODE CLASSIFICATION AMOUNT EXPLANATION
REQUESTED
OPERATING EXPENSES (cont'd)
.42
Postage
1,680
Postage for accounts payable 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
1,940
Printed forms, Deed transfers, W -2,
941 -A, Revenue envelopes, Letterhead
and envelopes, Budget documents,
etc.
.48
Advertising and Promotions
1,500
Budget advertising
.51
Office Supplies
900
Miscellaneous office supplies
.5202
Other Operating Expenses
3,000
Computer paper, Gummed labels,
Data binders, Printer ribbons
.54
Subscriptions & Memberships
735
National Govt Finance Officers Assoc,
State Govt Finance Officers Assoc,
Dade and Broward Municipal Finance
Officers Association, PICK User's
Group, GASB Review, Florida Public
Pension Trust Association
NON - OPERATING EXPENSES
.93 Contingency
3,361 Merit / Longevity
TOTAL S 246,596
83
MIAMI SHORES VILLAGE, FLORIDA ........ .............................FY 1997 -1998 BUDGET
NON- DEPARTMENTAL
Services, Functions and Activities
Budgeted non - departmental expenditures include personnel services for unemployment
compensation; operating expenditures include contractual services for office equipment
shared by all departments such as the copy machine and postage meter. Non - operating
expenditures include contributions to community organizations and contingency funds.
This department is monitored by the Finance Director.
1995 -1996 1996 -1997 1997 -1998
Actual Estimated Budget
S $ $
REVENUE
Ad Valorem Taxes 63,877 106,663 161,606
Others 64,968 128,892 166,795
TOTAL 128,845 235,556 328,401
Personnel Services
99
5,000
4,000
Operating Services
107,322
142,626
127,504
Capital Outlay
16,578
3,436
286
Non - Operating Expenses
3,149
69,066
196,611
TOTAL
127,148
220,128
328,401
KE
MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 1997 -1998 BUDGET
1997 - 1998 BUDGET EXPLANATION
NON - DEPARTMENTAL
001 - 0800 -519
CODE CLASSIFICATION AMOUNT EXPLANATION
REQUESTED
PERSONNEL SERVICES
.25 Unemployment Compensation 4,000 Reserve for all Village
OPERATING EXPENSES
34 Contractual Services
41 Telephone
42 Postage
45 Insurance
5202 Other Operating Expenses
CAPITAL OUTLAY
.64 Equipment
DEBT SERVICE
.71 Debt Principal
.72 Debt Interest
3,215
Copier, Fax Machine, Check Signer,
Postage Meter, Service Agreements
565
Fax Machine Line
970
Meter Permit Rental
Bulk Mail / 1st Class Mail Permits
118,994
Public Official Liability, Public
Employee Bond, Flt. & Property
General Liability, Fidelity Bond
3,760
Copy Paper, Toner & Misc. Supplies
286 Copy Machine
9,786
724
MIAMI SHORES VILLAGE, FLORIDA ..................................... FY 1997 -1998 BUDGET
1997 - 1998 BUDGET EXPLANATION
NON - DEPARTMENTAL
001- 0800 -519
CODE CLASSIFICATION AMOUNT EXPLANATION
REQUESTED
NON - OPERATING EXPENSES
.8201
Dade Partners/Horace Mann
500
.8202
Dade Partners /Shores Elementary
500
.8207
North Miami Foundation
5,000
.9103
Transfer to Capital Projects Fund
52,556
.93
Contingency
127,545
TOTAL $ 328,401
Cost of Living / Contingency /
Department Heads Merit
'SNORLfl POLICE DEPARTMENT
-- ORGANIZATION CHART
0
�LORIDp
CHIEF OF POLICE
MICHAEL ZOOVAS
POLICE CHAPLAIN
FR. RAY GEISSER
EXECUTIVE ASSISTANT
IRENE TOLENO
CROSSING GUARD
ANNIE ELLIS
T
PR SCHOOL
CROSSING GUARD
ROGERTGREENE
1
PIT SCHOOL
CROSSING GUARD
WILLIE MAE HARRIS
Z
RESERVE
POLICE OFFICER
JEROME BENSINGER
T
RESERVE
POLICE OFFICER
MICHAEL GREENE
RESERVE
POLICE OFFICER
MATT WESTBROOK
RESERVE
POLICE OFFICER
P/T OFFICER
LEGAL ADVISOR
POLICE
CAPTAIN
POLICE CAPTAIN
D.P. HUGHES
RICHARD HARRISON
RICHARD MASTEN
PR OFFICER
-
POLICE CRIME
LEGAL ADVISOR
ANALYST
COMPLAINT OFFICER
PETER MAGRINO
FRAN MURPHY
I VACANT
LIEUTENANT
J
KEVIN LYSTAO
'.
POLICE RECORDS
CLERK
COMPLAINT OFFICER
ELLEN WILLIS
OAWN ROIG
SERGEANT
SERGEANT
SERGEANT
SERGEANT
'OMPLAINT OFFICER
DAVID MCLE00
j
EODIE RI AMOS
ROBERT KNOWLES
MARTHA REED- NORATO
�� JEIRDRE MURPHY
COMPLAINT OFFICER
JASON BRUDER
DETECTIVE
DETECTIVE
DETECTIVE
DETECTIVE
BRUCE CAMPORA
GLENN COSNER
STEVE SADOWSKI
TIM DEARDEN
COMPLAINT OFFICER
PAM ESTRADA
PATROLMAN
PATROLMAN
PATROLMAN
PATROLMAN
STAN TAYLOR
KEVINREED
VACANT
JOSEPH KEELEY
PATROLMAN
PATROLMAN
PATROLWN
PATROLMAN
MIKE RIVERA
OON LOFNES
CHRIS HUGER
JAMES YOUNG
PATROLMAN
PATROLMAN
PATROLMAN
PATROLMAN
EDWARD SANTIM70
OEWEY GRILYDON
STEVE SRENTON
JOHN LEE
PATROLMAN
PATROLMAN
PATROLMAN
CHRISTINE MENE
0.1FFORD VICIO:R4
UCX ST. THOMAS
PATROLMAN
PATROLAN
M�AT
PATROIM/W
KERRY TIMRNER
L
CROSSING GUARD
ANNIE ELLIS
T
PR SCHOOL
CROSSING GUARD
ROGERTGREENE
1
PIT SCHOOL
CROSSING GUARD
WILLIE MAE HARRIS
Z
RESERVE
POLICE OFFICER
JEROME BENSINGER
T
RESERVE
POLICE OFFICER
MICHAEL GREENE
RESERVE
POLICE OFFICER
MATT WESTBROOK
RESERVE
POLICE OFFICER
MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 1997 -1998 BUDGET
POLICE
Services, Functions and Activities
The Miami Shores Police Department is the chief law enforcement agency in the Village
and is responsible for the investigation of crimes, public education, providing security and
traffic control at numerous Village events, responding to requests for police services,
issuing traffic citations and other law enforcement functions.
The Department operates as a community - oriented police agency with the philosophy
that the community and police should be interrelated as one, working together to resolve
problems that negatively affect the community. A Drug Abuse Resistance Education
(D.A.R.E.) officer is also assigned to ongoing drug education efforts within our
elementary schools.
The mission of the Department is to serve all people within the jurisdiction with the
utmost of respect, fairness and compassion. The department is 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
nation's constitutional guarantees.
With service to our community as a foundation, the department is 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. The department strives daily to nurture
public trust by holding themselves to the highest standards of performance and ethics.
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 nation's 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 com-
munity. We will strive daily to nurture public trust by holding ourselves to the highest standards of
performance and ethics.
To firoll our Mission, the Miami Shores Police Department is dedicated to providing a quality worn
environment and the development of its members through effective training and leadership.
88
MIAMI SHORES VILLAGE, FLORIDA ........ .............................FY 1997 -1998 BUDGET
POLICE
This year the Police Department saw the completion of its new headquarters facility. Move -in and
transition were accomplished with new systems made operational. A spectacular grand opening was
conducted with hundreds of citizens and dignitaries on site for the building's opening and guided
tours. Vacated space (formerly Patrol Sergeant's office) was converted into headquarters for the
I Crimewatch / Mobile Patrol force.
New program delivery was accomplished in several areas. A follow -up citizen contact program
utilizing citizen volunteers was begun with the goal of service improvement and quality assurance.
Traffic enforcement was augmented with "Operation Safe Streets" random vehicle safety checkpoints;
"Operation Beltway" led to the receipt of an award for seat belt compliance and safety awareness.
"Cops and Kids" fingerprinting and safety record stations were conducted at several locations and
events throughout the year.
One of the largest police sponsored local events was accomplished with the department's production
of the "Haunted Tram Ride" and other components of the "Halloween Howl" street festival.
The department's Canine unit was expanded by one officer and police dog, allowing all three shifts
access to canine patrol service. The senior canine officer was promoted to the rank of Corporal to
oversee this unit.
The department secured federal grant funding for the acquisition of updated computer equipment and
software. This allowed progress from a Unix based system toward a client / server graphical interface
system. The number of computer terminals was increased from four to twelve and a network connec-
tion established allowing shared information. Training was conducted relative to the new system and
the construction of a department wide intranet, along with other enhancements, are planned.
i Goals and Ob�ectwes
--- - - _ .......,.
In order to ensure the protection and safety of Village residents and property, optimal staffing levels
will be maintained. The continuous safety of our police officers will be supported by an emphasis on
training, physical and mental maintenance as well as providing state of the art equipment.
Continuing studies of available technologies will be maintained and appropriate acquisition and imple-
mentation plans will be developed. The Miami Shores Police will continue its vigorous emphasis on
traffic control with strong enforcement aimed at speeders by using the digital SAM. A.R.T. system and
trailer. The Police Department will continue to expand and modernize their computer systems with
laptops, central processing with network capabilities and mobile unit access.
89
MIAMI SHORES VILLAGE, FLORIDA ........ .............................FY 1997 -1998 BUDGET
POLICE
1995 -1996 1996 -1997 1997 -1998
Actual Estimated Budget
REVENUE
2,350,451
2,454,297
2,596,559
Ad Valorem Taxes
1,138,461
1,185,436
1,351,724
Extra Police Duties
119,675
119,665
122,958
School Crossing Guards
30,281
20,500
21,000
Fines & Forefeitures
80,210
76,000
81,000
Alarms Permits
18,920
21,000
21,000
Cops Fast Grant
30,801
'6,000
0
Blue Halo Grant
4,042
9,826
23,883
False Alarm Billings
8,190
11,000
11,000
Solid Waste Fees
15,000
15,000
15,000
Others
1,157,917
1,432,485
1,395,118
TOTAL
2,603,497
2,916,912
3,042,683
APPROPRIATIONS
Personnel Services
2,350,451
2,454,297
2,596,559
Operating Services
199,445
228,351
253,630
Capital Outlay
5,077
14,385
7,350
Non - operating Expenses
18,272
48,420
185,144
TOTAL
2,573,245
2,745,453
3,042,683
STAFFING
Full Time
42
42
42
Part Time
3
3
3
Me
MIAMI SHORES VILLAGE, FLORIDA ........ .............................FY 1997 -1998 BUDGET
POLICE
Additional expenses such as electricity, water and telephone are attributed to the increase in the 1997
budget since the completion of the new police facility in January 1997. The increase in FY 1998 is
partly attributed to an additional police officer and an increase in operating expenses to run the cadet
program. $65,000 revenue will be received from the State. Due to union negotiations, there will be an
additional $20,000 increase in insurance benefits. Increase in liability insurance is mainly due to the
completion of the police building which increased the value of the property.
0I
:
co
g 2700
WO
0
F- 2600
Z
iT
1993 1994 1995 1596 1997 1998
FISCAL YEAR
Gl
MIAMI SHORES VILLAGE, FLORIDA ........ .............................FY 1997 -1998 BUDGET
IL_ POLICE
92
1995
1996
1997
Jan - Dec
Jan - Dec
Jan - Dec
Actual
Estimated
Projected
Class I Crimes
990
1,020
N/A
Arrests
1056
11141
N/A
Traffic Citations Issued
8,177
8,555
N/A
Accidents Investigated
541
493
N/A
Miles Patrolled in Village
311,941
356,924
N/A
False Alarm Fines Billed ( in Dollars)
17,690
13,770
N/A
False Alarm Fines Collected ( in Dollars)
9,900
7,600
N/A
% of Personnel Receiving Traning
& Professional Development
100
100
100
% of Supervisory Personnel Receiving
Supervisory Training
100
100
100
% of Public Safety Personnel Receiving
Mandatory State Training
100
100
100
% of Sworn Police Officers Receiving
16 hours of Diversity Training
100
100
100
% of Sworn Officers Meeting Minimum
Firearm Proficiency Requirements
100
100
100
% of Communications Personnel Receiving
In- Service Training / Professional Development
100
100
100
% of Command Staff Receiving Training in
Community- Oriented Policing
100
100
100
OTHER:
Average Response Time for a Routine Call (in minutes)
3.47
Percent of Calls with 20 -30 Minute Response
0.78
Average Bookings per Day
3.45
Arrest Increase Percentage - Year to Date
8.00
Number of D.U.I. Arrests - Year to Date
79.00
Number of D.U.I. Arrests - % increase over 1996
9.00
Number of Vehicle Accidents Reported
493.00
Number of Vehicle Accidents - Year to Date
493.00
Number of Vehicle Accidents - % decrease over 1996
8.00
Percent of Accidents Investigated
100.00
Percent Increase in Citations Written
4.00
Percent of Seatbelt Usage in Community - by Selective Survey
48.00
Number of Days for Internal Affairs Investigations to be Inititiated
3.00
Percent of Internal Investigations Succesfully Completed
100.00
92
93
MIAMI SHORES VILLAGE, FLORIDA ........ .............................FY
1997 -1998 BUDGET
1997 -
1998 BUDGET EXPLANATION
POLICE
001- 0900 -521
CODE
CLASSIFICATION AMOUNT
EXPLANATION
i
REQUESTED
PERSONNEL SERVICES
i
.11
Executive Salaries
$ 251,227
Chief (1)
Captain (2)
Lieutenant (1)
Base
Village Supplement (State Law)
Longevity / Holiday Pay
.12
Regular Salaries
1,544,824
Sergeants (4)
Detectives (4)
Police Officers (22)
Complaint Officer / Dispatcher (5)
Exectutive Assistant (1)
Records Specialist (1)
Clerk / Crime Analyst (1)
Courier (1/2 funded by Streets
Dept)
Village Supplement
Longevity / Holiday Pay
Supervisor's Relief Pay
Vacation / Sick Time
.13
Other Salaries
18,692
School Crossing Guard (3)
Summer School Crossing Guard
.14
Overtime
76,834
Sergeants
Detectives
Police Officers
Complaint Officers
Executive Assistant
Records Specialist
Crime Analyst
.15
Extra Detail
107,326
Extra detail salary
.16
Blue Halo
23,883
93
MIANII SHORES VILLAGE, FLORIDA ...... ............................... FY 1997 -1998 BUDGET
..
1997 - 1998 BUDGET EXPLANATION
POLICE
001- 0900 -521
CODE
CLASSIFICATION
AMOUNT
EXPLANATION
REQUESTED
PERSONNEL SERVICES (cont'd)
i
.21
Social Security
154,168
FICA % of Salaries
.22
Retirement
202,821
As per Finance Director
.23
Life & Health Insurance
100,835
i
LTD / Health Insurance
.2301
Retirement Insurance
6,951
City's matching portion of Police
Officer Retirees insurance
.24
Worker's Compensation
88,798
As per Finance Director
OPERATING EXPENSES
.31
Professional Services
18,911
Actuarial study for retirees insurance
Pre - employment checks
Lobbyist
Annual physical exam
Blood testing
Decontamination services
.34
Other Contractual Services
16,504
I
Veterinary contract; Uniform cleaning;
Maintenance on computers, software,
photocopier, dictaphone !
Car wash contract
.40
Training and Per Diem
11,910
Mileage allowance, Meals and lodging, j
Dog kennel, Miscellaneous training,
Tuition reimbursement, Citizens Police
Academy, Cadet Academy
.41
Telephone Expenses
19,000
Emergency rotary and non - emergency
lines, Long distance equipment
purchase, Equipment maintenance,
Mobile Phones / Fax Line / Pagers
i
.42
Postage
1,990
Postage, Freight charges, Registered
and certified mail
..
MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 1997 -1998 BUDGET
1997 - 1998 BUDGET EXPLANATION
POLICE
001 - 0900 -521
CODE CLASSIFICATION AMOUNT EXPLANATION
REQUESTED
OPERATING EXPENSES (cont'd)
f.4301
Electricity
15,359
Pistol range, Police headquarters
.4303
Water
1,600
Police headquarters
.44
Rentals
15,343
County based computer
Motorcycle lease
DB rental vehicles
.45
Insurance
59,753
Police professional liability
AD &D, Vehicle coverage
.4602
Miscellaneous Maintenance
3,036
Pistol range, Computer
Miscellaneous equipment
.47
Printing & Binding
2,153
Stationary, Business cards, ID cards,
Phone stickers, Permits, Case referral
forms, Survey cards, Police vehicle
decals, Alarm permit decals
.48
Promotional Activity
3,400
Police Chief dinner
Halloween Howl
.51
Office Supplies
3,075
Miscellaneous office supplies
.5201
Gasoline
36,326
.5202
Other Operating Expenses
?2,482
Firearm supplies and ammunition
First aid supplies
Detective bureau supplies
K -9 supplies
I
Other operating supplies
Coffee / water
.5204
Uniforms
19.003
Uniforms and personal equipment
.54
Subscriptions
3,785
Memberships and draining books,
Publications, Police Academy
9 5
MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 1997 -1998 BUDGET
1997 - 1998 BUDGET EXPLANATION
POLICE
001- 0900 -521
CODE CLASSIFICATION AMOUNT EXPLANATION
REQUESTED
CAPITAL OUTLAY
.64 Equipment
NON - OPERATING EXPENSES
FX
9103
7,350 Bullet Proof Vests $4,550
Police Radio $2,800
Crime Watch 4,166 Cellular phones, Postage, Training,
Printing, Monthly telephone expense,
Miscellaneous supplies
Transfer to CIF 180,978 Debt service:
Police Building $114,916
Police Vehicle $ 66,062
93 Contingency 20,200 Merit / Longevity
TOTAL S 3,046,099
11
,SttURU`!` PUBLIC WORKS
�� t
Kil �t ..1.�
- ORGANIZATION CHART
V�
ALQR�p.
j EQUIPMENT
OPERATOR III
HAROLD WOODS
EQUIPMENT
OPERATOR II
1 WILLIE BAILEY
EQUIPMENT
OPERATOR II
EDWARD SMITH
REFUSE
TRUCK DRIVER
CHRIS WARD
REFUSE
TRUCK DRIVER
JIMMIE BARNES
REFUSE
TRUCK DRIVER
WILLIE JAMES
DIRECTOR OF PUBLIC WORKS!
ASSISTANT VILLAGE MANAGER
TOM BENTON
ASST PUBLIC
WORKS DIRECTOR
DAVID TRAILL
P(T AOMIN SECRETARY EXECUTIVE ASSISTANT PARTS MANAGER
ERRY CLARKE PAMELA MENADIER SCOTT DAVIS
COLLECTIONS SUPERVISOR
JOHN COBS
REFUSE
TRUCK DRIVER
CURTIS SANFORD
REFUSE
COLLECTOR
GERALD HAWKINS
REFUSE
TRUCK DRIVER
LUIS HERNANDEZ
T
TEMPOARY REFUSE
REFUSE
TRUCK DRIVER
£RNEST HAMILTON
REFUSE
COLLECTOR
RNCFWtD BUTAS
REFUSE
COLLECTOR
COLIN FRANCIS
REFUSE
TRUCK DRIVER
LEROY KNIGHT
3EFUSE
COLLECTOR
ERNEST RAY
REFUSE
COLLECTOR
MILTON CHONG
GROUNDS
FOREMAN
LUIS URQUTA
CUSTODIAL
WORKER]
JORGE DIEZ
GROUNDSKEEPER
SILVIO MARTINEZ
METER ENFORCE
OFFICER
VACANT
GROUNDSKEEPER
CHESTER PEARSON
COURIER
KEN VARONE
SPECIAL PROJECTS
JOHN RUMBLE
STREETS SUPERVISOR
MELVIN MOORE
PARKS LEAD WORKER
RICK MILLER
T
MAINTENANCE
WORKER /1
TALES ST.
1
MAINTENANCE
WORKER
STEVE JACK
T
MAINTENANCE
WORKERI
TERRY DINKINS
T
MAINTENANCE
WORKER]
GREG WHITE
EQUIPMENT
OPERATOR
JULIO ROMAN
T
TREE TRIMMER
J.C. ANTOINE
T
CEMENT FINISHERY
FOREMAN
FRANK ALBALADEJO
OPERATOR III
SAM BLACK
EOUIPMENT
OPERATOR II
FELIX FUENTES
EQUIPMENT
OPERATOR
STEVE BROWN
EQUIPMENT
OPERATOR]
SHELDON SMITH
SHOP FOREMAN
JIM MCCOY
MAINTENANCE
WORKER II
SEVERE ALTIAGA
EQUIPMENT
MECHANIC
ED WALKER
MAINTENANCE
WORKER If
MARCEL LUC
EQUIPMENT
MECHANIC
JOE ALLEN
MAINTENANCE
WORKER II
VACANT
EQUIPMENT
MECHANIC
CHARLIE FIARBER
OPERATOR III
SAM BLACK
EOUIPMENT
OPERATOR II
FELIX FUENTES
EQUIPMENT
OPERATOR
STEVE BROWN
EQUIPMENT
OPERATOR]
SHELDON SMITH
MIAMI SHORES VILLAGE, FLORIDA ........ .............................FY 1997 -1998 BUDGET
PUBLIC WORDS
If the measure of an organization's worth can be expressed by its accomplishments, this department
has much to be proud of As evidenced in the following noteworthy record of accomplishments, by
division, Public Works can always be counted on —in times of crisis, by meeting challenging new
projects head -on or continuing with its daily mission —to keep NEami Shores the standout community
we all know it is.
The Public Works Department will expand its utilization of computer technology to achieve neces-
sary standards of budgetary, property resource and customer service records management. The FY
1998 budget includes new computers, printers and a software package for the department.
To improve the appearance of the Village is another goal for the Department. This will include
replacing existing park benches with attractive vinyl -clad permanent benches; eliminate potholes,
replace damaged or missing parking logs and continue to beautify the Village with trees, bushes and
flowers in areas under irrigation to accent aesthetic potential.
The Department also wishes to achieve a twenty -five percent savings in water consumption for the
median and parks area. In order to achieve this, the first phase on the installation of wells will be
completed in FY 1998.
.•
MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 1997 -1998 BUDGET
WASTE
Services, Functions and Activities
The Waste Department collects and disposes of all residential and commercial garbage.
It also collects and disposes of all yard trash, furniture and used appliances discarded by
Village residents. A recycling program is offered for newspapers, aluminum beverage
cans, as well as brown, green and clear glass.
With no growth in personnel or equipment resources, our solid waste collection and processing sec-
tion continues to turn in impressive results. For example, over the past twelve months, an astonishing
total of 5,978 tons of garbage and 9,522 cubic yards of trash were removed from our 2.5 square mile
village. Furthermore, an estimated $1,800 in gained revenue will be acquired through the recycling of
high -value metals and metal products.
The highest sense of accomplishment is reflected by the fact that a total of eleven employees provide
each residence 155 annual garbage and recycling pickups and that another five employees are respon-
sible for the processing of all remaining tonnage to either landfill or on -site mulched disposition.
•i
MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 1997 -1998 BUDGET
WASTE
REVENUE
Solid Waste Fees
Recycling Grant
TOTAL
APPROPRIATIONS
Personnel Services
Operating Services
Capital Outlay
Transfer to Capital Projects Fund
TOTAL
STAFFING
Full Time
130
125
120
J
0
Z
110
1050
1993
1995 -1996 1996 -1997 1997 -1998
Actual Estimated Budget
S $ $
1,401,923 1,449,195 1,388,940
11,637 11,841 0
1,413,560 1,461,036 1,388,940
603,472
620,075
636,059
581,553
605,983
618,281
12,529
3,282
11,100
191,000
167,000
123,500
1,388,554
1,396,340
1,388,940
19 18
FISCAL YEAR
100
18
MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 1997 -1998 BUDGET
1997 - 1998 BUDGET EYPILANATION
WASTE
001 -1200 -534
CODE CLASSIFICATION AMOUNT EXPLA .NATION
REQUESTED
PERSONNEL SERVICES
.12
Regular Salaries
$ 461,080
Waste Supervisor (1)
Code Enforcement Officer (70 %)
Refuse Truck Driver (8)
Equipment Operator III (2)
Refuse Collectors (7)
.14
Overtime
23,922
Holiday Pay
Labor for Driver and Helper to pick
up garbage on Saturdays
Emergencies
.21
Social Security
37,102
FICA % of Salaries
22
Retirement
4,930
As per Finance Director
.23
Life & Health Insurance
27,898
LTD / Health Insurance
.24
Worker's Compensation
68,162
As per Finance Director
OPERATING E`G'ENSES
.34
Other Contractual Services
63,757
Security Guard
Labor for sick leave, vacation,
personal leave
.40
Training & Per Diem
1,000
Training for Supervisor & Employees
.42
Postage
3,400
Mailing of Garbage Bills & Statements
.4304
Waste Disposal
354,360
Garbage and Trash Disposal
.44
Rental
3,588
Rental for cleaning chipper field
.45
Insurance
88,383
Department share of City vehicle
coverage / liability
101
MIAMI SHORES VILLAGE, FLORIDA ........ .............................FY 1997 -1998 BUDGET
1997 1998 BUDGET EXPLANATION
WASTE
001 -1200 -534
CODE CLASSIFICATION AMOUNT EXPLANATION
REQUESTED
OPERATING EXPENSES
.4601
Vehicle Maintenance
38,114
Equipment maintenance
.47
Printing & Binding
1,577
PR for recycling
Business cards, Statements, Invoices,
Courtesy notices, Recycling pamphlet
.5201
Gasoline & Lubricant
29,297
Diesel fuel, Gasoline, Oil & Lubricants
.5202
Other Operating Expenses
13,095
Safety equipment, Tote barrels &
Tools
.5203
Tires
17,914
Tires for Waste vehicles
.5204
Uniforms
3,796
Per F.P.E. contract
CAPITAL OUTLAY
.64
Equipment
11,100
Trash grabber $7,500
Dumpsters 3,600
NON - OPERATING EXPENSES
.9103 Transfer to Capital
Projects Fund
.93 Contingency
123,500
12,965 Merit / Longevity Pay
TOTAL S 1,388,940
102
MIAMI SHORES VILLAGE, FLORIDA ........ .............................FY 1997 -1998 BUDGET
PARKS
Services, Functions and Activities
The Parks Department is responsible for all mowing, edging and maintenance of Village
owned parks, lawns and center median strips. Trimming and planting of new trees within
the Village rights -of -way, as well as upkeep of Village owned irrigation systems are also
part of day -to -day operations. Beautification projects are coordinated and planned through
this division.
is -
1997 Achievements
With the conversion from annual to perennial flowers and the addition of eight new planter beds in key
locations throughout the Village, our Parks crew has made a profound validation of our very re-
nowned reputation as "the Village Beautiful, " planting over 3,500 pentas in dozens of locations.
The most profound improvement has been the beautification of NW 95th Street, from NW 3rd Ave. to
North Miami Avenue —a project in which many hundreds of Mora Grant Ixora and numerous Sabal
Palms combined with mulching have transformed this main thoroughfare's appearance.
In the area of tree services, for the first time in recent history, we have reduced the waiting time for
tree trimming to less than three weeks. An accomplishment achieved through the augmentation of
our work force and supplemental contracted services.
To save long run irrigation expenses, slightly over 58,200 was invested to bring 567 irrigation heads
in our parks and medians under reliable automatic control. Through in -house plumbing conversions,
we now utilize wells to fill our water truck and steam jenny tanks, eliminating the use of expensive city
water by these vehicles.
Lastly, we have invested in increased training (most notably, Mr. Rick Miller's Master Gardener
course) through horticulture, arborist and irrigation seminars.
103
MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 1997 -1998 BUDGET
PARIS
REVENUE
Ad Valorem Taxes
Lot Clearing &- Mowing
D.O.T. Landscape Maintenance
Others
TOTAL
APPROPRIATIONS
Personnel Services
Operating Senices
Capital Outlay
Non - operating Expenses
TOTAL
STAFFING
Full Time
The drastic increase in FY 1997
was mainly due to lower turnover
in personnel and an additional
employee approved by Council in
FY 1997 budget.
1995 -1996
1996 -1997
1997 -1998
Actual
Estimated
Budget
$
$
$
192,991
187,028
190,355
5,851
6,000
6,000
17,318
17,318
17,318
196,289
226,005
196,465
412,449
436,350
410,138
104
205,976
263,589
275,448
92,636
96,622
82,195
51,109
19,400
25,900
57,600
29,688
26,595
407,321
409,299
410,138
10 11 11
360 CPI
340 ACTUAL
J 320
0
y 300
Z 2W
2B0
240
1993 1994 1995 1988 1987 ,888
FISCAL YEAR
MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 1997 -1998 BUDGET
1997 - 1998 BUDGET EXPLANATION
PARKS
001 - 1201 -572
CODE CLASSIFICATION AMOUNT EXPLANATION
REQUESTED
PERSONNEL SERVICES
.12
Regular Salaries
$ 223,789
Crew Leader (1)
Equipment Operator III (1)
Equipment Operator II (1)
Equipment Operator I (3)
Maintenance Worker II (1)
Maintenance Worker I (3)
Tree Trimmer (1)
.14
Overtime
3,200
.21
Social Security
17,365
FICA % of Salaries
.22
Retirement
2,094
As per Finance Director
.23
Life & Health Insurance
16,824
LTD / Health Insurance
.24
Worker's Compensation
10,754
As per Finance Director
OPERATING EXPENSES
.40
Training & Per Diem
195
Management seminars for supervisor
.4303
Utility Services
15,600
Water used to irrigate parks &
medians
.5201
Gasoline
10,534
Gasoline for vehicles
.5202
Other Operating Expenses
14,538
Safety equipment, tools & other
supplies
.52021
Beautification Expenses
36,772
Beautification
.5204
uniforms
2,453
Per F.P.E. contract
105
MIAMI SHORES VILLAGE, FLORIDA ........ .............................FY 1997 -1998 BUDGET
1997 - 1998 BUDGET EXPLANATION
PARKS
001- 1201 -572
CODE CLASSIFICATION AMOUNT EXPLANATION
REQUESTED
OPERATING EXPENSES (continued)
.5205 Fertilizers & Chemicals
.54 Memberships & Subscriptions
CAPITAL OUTLAY
.63 Land Improvements
64 Equipment
DEBT SERVICE
.71 Debt Principal
.72 Debt Interest
NON - OPERATING EXPENSES
.93 Contingency
$ 2,075 Fertilizer for grass and trees
28 Dade County Nursery Report
15,500 Tree replacement 7,500
Replace city water 8,000
10,400 Toro mower 2,600
6 Radios & multi chargers 5,700
Lift gate 2,100
20,902
5,693
1,422 Merit / Longevity Pay
TOTAL $ 410,138
106
MIAMI SHORES VILLAGE, FLORIDA ........ .............................FY 1997 -1998 BUDGET
STREETS
Services, Functions and Activities
The Streets Department cleans and maintains the catch basins and drainage systems
throughout the Village. Streets resurfacing and sidewalk repairs also fall within the
responsibility of this division. Building maintenance, including supervision of janitorial
staff for the Village Hall, Police Department, Motor Pool and Public Works buildings is
also provided.
.;
1997 Aehievements
Our highly- motivated and versatile employees have taken the mission of the Streets Section to new
heights. As of 5/1/97, we have replaced 1,258 defective and dangerous sidewalk flags throughout the
Village, including those at all our public facilities. Hundreds of unsightly street and general purpose
signs have been replaced. The recreation center's exterior was repainted as an in -house project.
The erection of four major curb & gutter islands to NE 96th Street have successfully restricted traffic
flow to desired specifications. Under contracted service, approximately 530,000 square feet of street
and alley areas were re- surfaced. As an aesthetic improvement, hundreds of stop sign posts and light
poles have been painted "Miami Shores Green."
For their most distinctive accomplishment, our Streets section has installed decorative bus benches
with matching trash cans in 16 strategic locations around the village, including ten sites at bus stops
with brick pavers in a distinctive 10' X 7' red and gray pattern.
107
MIAMI SHORES VILLAGE, FLORIDA ........ .............................FY 1997 -1998 BUDGET
STREETS
REVENUE
Ad Valorem Taxes
Parking Meters
3 Cent Gas Tax
Others
TOTAL
APPROPRIATIONS
Personnel Services
Operating Services
Capital Outlay
Non Operating Expenses
TOTAL
STAFFING
Full Time
Part Time
In FY 1995 the Motor Pool division moved
from the Streets division, establishing its own
department and some long -term employees
terminated their service with the Village which
attributed to the drastic decrease. In FY 1996
these vacancies were filled and maintenance
schedules were kept up -to -date, therefore re-
ducing miscellaneous repairs in FY 1997.
1995 -1996 1996 -1997 1997 -1998
Actual Estimated Budget
$ $ $
235,486
311,919
222,793
12,870
9,500
10,500
110,896
79,087
72,567
239,510
376,924
229,946
598,761
777,430
535,806
122,021
117,636
125,785 "
260,187
252,793
246,543
142,618
347,208
148,800
67,678
14,678
14,678
592,504
732,315
535,806
4 5 6
3 3 2
0
0
U o 400
D
z
1'
4,t:..
cP1
ACTUAL
300
1993 1994 1995 1996 1997 1998
FISCAL YEAR
MIAMI SHORES VILLAGE, FLORIDA ........ .............................FY 1997 -1998 BUDGET
1997 - 1998 BUDGET EXPLANATION
STREETS
001 -1202 -541
CODE CLASSIFICATION AMOUNT EXPLANATION
REQUESTED
PERSONNEL SERVICES
12
Regular Salaries
$ 88,426
Streets Supervisor (1)
Maintenance Worker II (4)
Parking Monitor (1)
Custodian
Courier (1/2 funded by Police
Dept.)
14
Overtime
2,164
Seminars & Training Sessions for
21
Social Security
6,930
FICA % of Salaries
22
Retirement
257
As per Finance Director
23
Life & Health Insurance
9,215
LTD / Health Insurance
24
Worker's Compensation
17,086
As per Finance Director
OPERATING EXPENSES
.34
Other Contractual Services
10,430
Termite Contract - Village Hall/ P.W.
A/C - Police / P.W.
Police Department Generator
Shop Towels, Fulton Ext., Disposal of
used oil, Temporary labor, Service
contract on time clock
.40
Training & Per Diem
1,000
Seminars & Training Sessions for
Supervisor & Mechanics
.430101
Electricity
143,573
Street Lights
.430102
Electricity
17,835
Village Hall / Police Dept.
.430103
Electricity
6,425
Public Works NIotor Pool /Nursery
.4303
Water
2,690
Village Hall / Public Works
109
MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 1997 -1998 BUDGET
1997 - 1998 BUDGET EXPLANATION
STREETS
001- 1202 -541
CODE CLASSIFICATION AMOUNT EXPLANATION
REQUESTED
OPERATING EXPENSES
.4602 Miscellaneous Maintenance 24,275 Repairs to buildings & structures
Miscellaneous parts for A/C units /
water heater
47
Printing & Binding
559
Business cards, Repair orders, Action
Requests, Parts requisitions
49
Other Current Charges
575
Dade County fuel permits
Florida fuel permits
5201
Gasoline
5,591
Gasoline & Diesel fuel purchases
5202
Other Operating Expenses
25,827
Safety equipment, Paper towels, toilet
tissue, cups and other miscellaneous
operating supplies
5204
Uniforms
1,669
Per F.P.E. contract
5205
Chemicals
278
Weed Killer and Insecticide
53
Road Maintenance & Supplies
5,816
Hot asphalt patch
Bus bench repairs
Miscellaneous signs and posts
CAPITAL OUTLAY
.63 Land Improvements 136,600 Streets resurfacing; Sidewalk repairs
6301 Street Closures 10,000 Miscellaneous replacement of shrubs,
trees, signage mulch, etc. necessary
for the upkeep and maintenance of the
street and alley road closures
64 Equipment 2,200 Tamper
110
MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 1997 -1998 BUDGET
1997 - 1998 BUDGET EXPLANATION
STREETS
001 - 1202 -541
CODE CLASSIFICATION AMOUNT EXPLANATION
REQUESTED
DEBT SERVICE
71 Debt Principal 13,667
72 Debt Interest 1,011
NON - OPERATING EXPENSES
93 Contingency 1,707 Merit / Longevity Pay
TOTAL S 535,806
III
MIAMI SHORES VILLAGE, FLORIDA ........ .............................FY 1997 -1998 BUDGET
PUBLIC WORDS ADMINISTRATION
Services, Functions and Activities
This Department provides direction and guidance to the Public Works Divisions to en-
sure successful completion of routine maintenance and special projects. The Depart-
ment also prepares the five -year Capital Improvement Budget as well as prepares and
administers the annual Operating Budget for all of the Public Works divisions.
Managing a dynamic, progressive organization engaged in simultaneous activities and challenges may
appear limiting in itself, but the administrative section of this department has had its own accomplish-
ments of note over this fiscal year. Projects such as the creation of the new media room adjoining the
council chambers, office expansion and the new Village hall kitchen conversion have been effected as
an in- house, cost - saving administrative effort.
A village -wide Americans With Disabilities Act compliance campaign was managed entirely by our
special projects coordinator. The successful effort to double our two -way radio effectiveness through
the erection of a permanent 80 -foot antenna tower, assuring all municipal users (recreation, B &Z,
code enforcement and public works) of radio coverage throughout all of Dade and much of Broward
Counties was also successful.
Utilizing the profound opportunities available through the INTERNET, state bid, state directives,
governmental interfacing and information availability in myriad areas are being regularly tapped for
maximum benefit. Lastly, the opening of the new police station in early January was a significant
accomplishment in the public works annals —an event kept on track by the massive involvement,
stamina and dedication of every section in the organization to ensure this history- making event oc-
curred without the slightest hitch.
112
MIAMI SHORES VILLAGE, FLORIDA ................................... —FY 1997 -1998 BUDGET
PUBLIC WORDS ADMINISTRATION
1995 -1996 1996 -1997 1997 -1998
Personnel additions and reclassification
Actual
Estimated
Budget
ing costs in this department. Additions
ao
include an Assistant Public Works Di-
25
REVENUE
o
Coordinator and a part-time clerk hired
j
Ad Valorem Taxes
91,840
91,646
101,221
Solid Waste Fees
91,405
94,568
102,847
Others
93,410
110,745
104,471
TOTAL
276,655
296,958
308,539
APPROPRIATIONS
Personnel Services
238,680
259,001
284,157
Operating Services
22,050
15,992
17,182
Capital Outlay
1,485
8,710
7,200
Non- Operating Expenses
12,000
0
0
TOTAL
274,215
283,703
308,539
STAFFING
Full Time
4
5
5
Part Time
0
1
1
Personnel additions and reclassification
were the result of continuous escaiat-
ing costs in this department. Additions
ao
include an Assistant Public Works Di-
25
rector hired in 1995, a Special Projects
o
Coordinator and a part-time clerk hired
j
in 1996 and the reclassification of the
20
Z
Human Resource Director as Parts
i
Manager in FY 1997.
15
100
1983 1994 1995 19% 1997 1398
FISCAL YEAR
113
MIAMI SHORES VILLAGE, FLORIDA ........ .............................FY 1997 -1998 BUDGET
1997 - 1998 BUDGET EXPLANATION
PUBLIC WORKS ADMINISTRATION
001 -1203 -534
CODE CLASSIFICATION AMOUNT EXPLANATION
REQUESTED
PERSONNEL SERVICES
.11
Executive Salary
$ 76,500
Assistant Village Manager /
Public Works Director
I
.12
Regular Salaries
168,347
Assistant Public Works Director
Executive Assistant
Purchasing Agent
Special Projects Coordinator
Part -time Secretary
.21
Social Security
17,736
f
FICA % of Salaries
.22
Retirement
3,114
As per Finance Director
.23
Life & Health Insurance
11,038
LTD / Health Insurance
.24
Worker's Compensation
1,055
As per Finance Director
OPERATING EXPENSES
i
.34
Other Contractual Services
448
Copy machine maintenance contract
Typewriter maintenance
.40
Training & Per Diem
1,482
Managememt seminars
.41
Telephone
10,005
Telephone systems
.42
Postage
200
.49
Other Current Charges
g
120
Advertising for Sealed Bids
d
.51
Office Supplies
1,706
vliscellaneous Office Supplies r
.5201
Gasoline
1,707
.5202
Other Operating Expenses
784
Copy Paper / Toner
114 j
MIAMI SHORES VILLAGE, FLORIDA ........ .............................FY 1997 -1998 BUDGET
1997 - 1998 BUDGET EXPLANATION
PUBLIC WORKS ADMINISTRATION
001 -1203 -534
CODE CLASSIFICATION AMOUNT EXPLANATION
REQUESTED
OPERATING EXPENSES (cont'd)
54 Memberships & Subscriptions
CAPITAL OUTLAY
730 City Manager's Association
Dade County Subscription fee for
purchasing contracts
"Recycling Today"
American Public Works Association
62 Building 7,200 Lobby containment
NON - OPERATING EXPENSES
93 Contingency 6,367 Merit / Longevity Pay
TOTAL $ 308,39
115
MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 1997 -1998 BUDGET
RECREATION MAINTENANCE
Services, Functions and Activities
This division maintains all playing fields, the baseball diamonds and the Tot -Lot play-
ground. Maintenance includes, but is not limited to mowing, edging, fertilization, weed
control and insect eradication. It also prepares game fields for play by striping, setting
up goals and any other necessary equipment as required by the Athletics department.
The crew also helps with the setup for Recreation sponsored community events like
Halloween Howl, the annual Christmas tree lighting, Unity Day and Taste of the Shores.
Another twelve months of near - constant usage of our recreational facilities has passed without a
single serious injury attributable to our professionally maintained playing surfaces of turf, clay and
hard court. This same period marks the most use - intensive history of activity ever on our multi-
purpose five acre playing field and numerous special events for thousands of participants, resulting in
an incredible number of enjoyable hours experienced by our athletes, families and visitors to Miami
Shores.
The addition of a bushhog to rough -cut our secondary five -acre field has proven to be highly cost
effective. Lastly, verticutting our bermuda grass sports turf has reduced potential thatch buildup
problems to manageable levels. Our three dedicated employees in this area deserve the highest praise
for their professionalism and impressive results.
116
MIAMI SHORES VILLAGE, FLORIDA ........ .............................FY 1997 -1998 BUDGET
RECREATION MAINTENANCE
1995 -1996 1996 -1997 1997 -1998
Actual Estimated Budget
S $ $
REVENUE
130
120
Ad Valorem Taxes
64,267
60,789
64,184
Others
65,365
73,458
66,245
TOTAL
129,632
134,246
130,429
APPROPRIATIONS
so
70
Personnel Services
89,897
96,694
98,246
Operating Services
24,182
27,005
25,683
Capital Outlay
7,345
1,755
6,500
Non- operating Expenses
6,500
0
0
TOTAL
127,924
125,454
130,429
STAFFING
Full Time
3
3
3
'Trecl History
1993 1994 1995 1996 1997 1998
FISCAL YEAR
117
130
120
110
^^J
Z
90
so
70
'Trecl History
1993 1994 1995 1996 1997 1998
FISCAL YEAR
117
MIAMI SHORES VILLAGE, FLORIDA ........ .............................FY 1997 -1 998 BUDGET
1997 - 1998 BUDGET EXPLANATION
RECREATION MAINTENAINCE
001 - 1204 -541
CODE CLASSIFICATION AMOUNT EXPLANATION
REQUESTED
PERSONNEL SERVICES
.12
Regular Salaries
$ 74,243
Grounds Foreman
Grounds Keeper I
Grounds Keeper II
.14
Overtime
6,347
Overtime for special events
.21
Social Security
6,165
FICA % of salaries
.22
Retirement
980
As per Finance Director
.23
Life & Health Insurance
4,647
LTD / Health Insurance
.24
Worker's Compensation
3,994
As per Finance Director
OPERATING EXPENSES
.40
Training & Per Diem
420
Seminar
.41
Telephone
564
Public phone at Tot Lot
.4301
Electricity
828
Maintenance shed; Security lighting
.4602
Miscellaneous Maintenance
316
Minor repairs to building & Tot Lot
equipment
.5201
Gas, Oil & Lubricants
1,817
Gasoline for recreation equipment
.5202
Other Operating Expenses
10,714
Top dressing, Clay, Irrigation, Tools,
Paint, Chalk, Etc.
.5204
Uniforms
434
Per F.P.E. contract
.5205
Fertilizers & Chemicals
10,590
Miscellaneous chemicals and fertilizers
to ensure proper growth of Recreation
field turf
118
MIAMI SHORES VILLAGE, FLORIDA ........ .............................FY 1997 -1995 BUDGET
1997 - 1998 BUDGET EXPLANATION
RECREATION I\L4INTENANCE
001 -1204 -541
CODE CLASSIFICATION AMOUNT EXPLANATION
REQUESTED
CAPITAL OUTLAY
62 Building 6,500 Replacement of maintenance shed roof
NON- OPERATING EXPENSES
93 Contingency 1,870 Merit / Longevity Pay
TOTAL S 130,429
119
MIAMI SHORES VILLAGE, FLORIDA ........ .............................FY 1997 -1998 BUDGET
MOTOR POOL
Services, Functions and Activities
The Motor Pool provides preventative maintenance and repairs to all Village owned
cars, trucks and mechanical equipment.
With the staff addition of a highly capable and experienced mechanic, the Motor Pool continues to
expand its spectrum of service to the Village -wide fleet of vehicles and equipment. Significant savings
in air conditioner maintenance costs have been achieved through the acquisition of a closed refriger-
ant recovery system, eliminating almost entirely, the need to utilize commercial repair facilities.
The Motor Pool now manufactures in -house all its hydraulic hose needs, another high- savings ele-
ment employed this fiscal year. The parts supply system has been streamlined to take advantage of
utilizing vendors matching rapid delivery with lowest possible prices, thereby reducing our quantities
of shelf stock to essential items and capitalizing on real savings in the process.
In closing, the outstanding success of special community events (e.g., Halloween Howl, Christmas
Caroling, etc.) was greatly aided by the "above and beyond" effort Motor Pool personnel put forth to
ensure tram rides, decorated trucks and support equipment provided the extra - special seasonal touches
and dependability to make each event such a satisfying experience.
120
MIAMI SHORES VILLAGE, FLORIDA ........ .............................FY 1997 -1998 BUDGET
MOTOR POOL
1995 -1996 1996 -1997 1997 -1998
Actual Estimated Budget
S $ $
REVENUE
Ad Valorem Taxes
113,222
119,334
123,233
Others
115,157
144,204
127,190
TOTAL
228,379
263,538
250,423
APPROPRIATIONS
Personnel Services
145,010
167,559
167,933
Operating Services
71,060
70,358
78,990
Capital Outlay
9,300
8,361
3,500
TOTAL
225,370
246,278
250,423
STAFFING
Full Time
4
4
4
Part Time
1
1
1
-;; Trend Hisf�r�r
300
0 -.-
ACTUAL
--
J
1
Z 100
t
0 1-
1993 1994 1995 19M 1997 1998
FISCAL YEAR
121
MIAMI SHORES VILLAGE, FLORIDA ........ .............................FY 1997 -1998 BUDGET
1997 - 1998 BUDGET EXPLANATION
MOTOR POOL
001- 1205 -541
CODE CLASSIFICATION AMOUNT EXPLANATION
REQUESTED
PERSONNEL SERVICES
Vehicle Maintenance
54,512
.12
Regular Salaries
$ 139,070
Equipment Mechanics (3)
Oil & lubricants
.5202
Other Operating Expenses
Equipment Shop Foreman (1)
Miscellaneous supplies
.5203
Tires
Part -time Auto Detailer (1)
.14
Overtime
1,228
1,084
.21
Social Security
10,733
FICA % of Salaries
.22
Retirement
903
As per Finance Director
.23
Life & Health Insurance
6,340
LTD / Health Insurance
.24
Worker's Compensation
6,563
As per Finance Director
OPERATING EXPENSES
.4601
Vehicle Maintenance
54,512
City -wide vehicle maintenance
.5201
Gasoline, Oil & Lubricants
5,172
Oil & lubricants
.5202
Other Operating Expenses
6,250
Miscellaneous supplies
.5203
Tires
11,972
City -wide tires
.5204
Uniforms
1,084
Per F.P.E. contract
CAPITAL OUTLAY
.64 Equipment 3,500 Purchase of replacement tire changer
NON - OPERATING EXPENSES
.93 Contingency 3,096 Merit / Longevity pay
TOTAL $ 250,423
122
,SN�ORES�` RECREATION DEPARTMENT
�, ,.� ORGANIZATION CHART
mai
LORIDp
COMM- CENTER
SUPERVISOR
ANGELA DORNEY
WORKER II
HILOA ALBUERNE
T
MAINTE 0,NCE
WORKER It
.MARISABEL GIRALDO
T
PIT COMM. CENTER
ATTENDANT
WIMBERLY LARKIN
T
PR COMM. CENTER
ATTENDANT
CINDY JOHNSON
T
P? COMM. CENTER
ATTENDANT
LESLIE RACKL
PR PARK
RANGER
CALVIN HOLT
?R HEAD
COUNSELOR
VACANT
PIT COUNSELOR
VACANT
PR COUNSELOR
VACANT
ASST. ATHLETIC
SUPERVISOR
J.R. BRADDOCK
T
PR CLERK
TYPIST
ETHEL PATRICK
T
PR COACH
EDDYLONGMAN
T
PIT COACH
JOSEPH FOSAFY
Z
PR COACH
CINDY JOHNSON
T
PIT COACH
MICHAEL ZAVERTNIK
T
PIT COACH
ERIN JAESEK
T
PIT COACH
RICHARD JEAN
DIRECTOR OF
OPERATIONS
TOM BENTION
ASST DIRECTOR
OF OPERATIONS
JOSEPH ABEL
ATHLETIC SUPERVISOR
HOWARD TRIPP
P? COACH
KAREN LITTLE
PIT COUNSELOR
JARRET KAPLAN
PIT COACH
CATHY LONGMAN
P? COACH
MICHAEL MAULINI
P/T COACH
ROLANDO MEDINA
PIT COACH
KELLY CHATMAN
PR COACH
CASEY KORKUS
PIT COACH
CARMEN ACEVEDO
EXECUTIVE ASSISTANT
ANITA RACKL
P? COACH
BARRY SIESEL
T
PIT COACH
MICHAEL HOMERDING
T
P? COACH
LUIS ZEVALLOS
T
PIT COUNSELOR
KYLLENE WEISS
T
PIT COACH
CLARK LEANDER
T
PIT COACH
ERIC MARTIN
I
PR COACH
DON WEISS
T
PR COUNSELOR
24 VACANCIES
AQUATIC SUPERVISOR
AMY DREILINGER
SUPERVISOR
KENYATTA STYLES
P/T LIFEGUARD 1
WILLIAM GIBSON
PIT LIFEGUARD 1
SKY STEVENSON
PR LIFEGUARD 1
VACANT
PIT LIFEGUARD 1
8 VACANCIES
PIT LIFEGUARD ll
2 VACANCIES
P? LIFEGUARD R
KATHY DLUZAK
PR UFEGUARO II
VACANT
PIT LIFEGUARD 11
JAMESTOTH
PIT LIFEGUARD II
AARON CORLISS
PIT LIFEGUARD 11
ANGELA RIGDON
PIT SWIM TEAM
COACIA
KIM WALKER
TENNIS PRO I
BEN HANKS
ATTENDANT
VACANT
PIT TENNIS
ATTENDANT
SANDRA BLOOM
PIT TENNIS
ATTENDANT
MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 1997 -1998 BUDGET
RECREATION
Services, Functions and Activities
The Recreation Department strives to provide the residents of Miami Shores Village
with the best in leisure programs and recreational 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 re-
quires a critical eye, guarding against slow deterioration, diverting from initial uses when
necessary and initiating new construction as needed. Miami Shores Recreation Depart-
ment facilities include the Community Center, Field House, Tennis Center, Tot Lot, Soc-
cer Field, Baseball Fields and Basketball Courts.
Ongoing functions include after - school care, summer youth programs, youth and adult
classes, individual and team sports, special events and hosting of public and private meet-
ings.
124
MIAMI SHORES VILLAGE, FLORIDA ........ .............................FY 1997 -1998 BUDGET
RECREATION
The department continues to offer more quality programming to the community. Presently the Rec-
reation Department offers approximately 100 quality programs throughout the year.
In the athletics division, participation in the programs was increased by 22% compared to FY 1996.
This percent does not represent the new youth flag football program beginning in July 1997. Also,
presented for the first time, CLUB RL.A.Y, the new summer camp program. The program is restruc-
tured to create more user friendly weekly programs and presently anticipates an increase of as much
as $10,000 to $12,000 in revenue.
The Aquatic Fitness Program obtained national recognition as the 34 h ranked water fitness program
in the nation. This also represents a municipal program ranking of 2' in the State of Florida and 71h of
Florida facilities overall.
The department continues to create a variety of special events for the community. This year, eighteen
special schedules were scheduled. This is an approximate three fold increase over the last two years.
Renovations added this year included: a new state of the art sound system in the Community Center
Auditorium (which utilized grant funding and incurred no additional costs to Village's taxpayers); a
suspended hardwood floor installed in the creative arts room for dance classes and karate; office
renovations to better serve our patrons; patio area upgrades. refencing for better aesthetics and secu-
rity; and phase one of our Tot Lot renovation was completed.
Goals_and Objectives
t - _:.
The department will continue to enhance its recreation programs targeting tennis players to increase
tennis admissions by ten percent and aiming advertising at school -age swimmers to increase the num-
ber of swim team participants by five percent. To increase participation in the Athletic programs,
improvement in community awareness for deadlines and schedules will be a priority. The department
will also plan three additional activities at the Aquatics center in conjunction with holidays and sum-
mer break to increase special events attendance by five percent.
To improve communication within the department, regular staff meetings and in- service training will
be conducted as well as utilizing the National Youth Sports Coaches .Association certification pro-
grams. The department is seeking to defer costs through sponsorship finding and increase revenues
by increasing participation, creating new programs and promoting facility rentals for various events.
Working closely with recreation maintenance staff through written directives and checklists will en-
sure quality facilities and create an atmosphere of excellence in recreation throughout the Village as
well as the surrounding recreational communities.
125
MIAMI SHORES VILLAGE, FLORIDA ........ .............................FY 1997 -1998 BUDGET
Wo
800
N
700
2
600
RECREATION
Expenditures
CPI
t
ACTUAL
500
1963 1984 1986 1098 1987 1899
FISCAL YEAR
Revenues
300
280 f- CP1
t
260 ACTUAL
240 - t
8
no
200 i
2 jt,
180 7t'/
180
1
140
1993 1%4 1985 1998 1997 1898
FISCAL YEAR
As clearly indicated in the above charts, the increase in expenditures is contributed to an increase in participants and
new programs offered by the Department.
126
1995 -1996
1996-1997
1997 -1998
Actual
Estimated
Budget
REVENUE
Ad Valorem Taxes
439,444
338,161
286,369
User Fees
238,414
254,800
275,400
Others
446,954
408,635
295,562
TOTAL
1,124,812
1,001,596
857,331
APPROPRIATIONS
Personnel Services
528,347
551,795
559,613
Operating Services
226,856
234,559
241,102
Capital Outlay
80,858
62,216
41,400
Non - Operating Expenses
277,074
104,115
15,216
TOTAL
1,113,135
952,685
857,331
STAFFING
Full Time
10
10
10
Part Time
28
'8
31
Seasonal Part Time
50
50
49
Expenditures
CPI
t
ACTUAL
500
1963 1984 1986 1098 1987 1899
FISCAL YEAR
Revenues
300
280 f- CP1
t
260 ACTUAL
240 - t
8
no
200 i
2 jt,
180 7t'/
180
1
140
1993 1%4 1985 1998 1997 1898
FISCAL YEAR
As clearly indicated in the above charts, the increase in expenditures is contributed to an increase in participants and
new programs offered by the Department.
126
MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 1997 -1998 BUDGET
RECREATION
** Not Available
127
1995 -1996
1996 -1997
1997 -1998
Actual
Estimated
Projected
Community Center
- Classes
23,500
26,733
26,000
- Rental
13,200
18,857
20,000
- Community Groups
1,600
2,583
2,600
- Basketball
1,100
3,250
2,500
- Activity
5,200
15,849
16,000
- Spectator
**
1,309
1,400
- Village
**
1,285
1,300
Athletics
- Classes
**
93
100
-Team
17,000
23,029
24,000
- Reservation
550
1,936
2,000
- Rental
**
262
300
- Activity
10,000
19,527
20,000
-Open Play
1,700
2,519
3,000
- Spectator
9,000
11,410
12,000
Pool
- Classes
9,200
10,619
11,000
-Swim Team
3,200
5,117
5,500
- Rentals
900
230
500
- Activity
5,600
-
-
- Private Lesson
200
76
90
-Open Swim
8,700
14,387
15,000
- Camp/Kids on the Move
900
2,077
2,100
- Special Events/Programs
250
224
300
Tennis
- Classes
2,900
2,986
3,000
-Teams
875
1,104
17200
- Reservations
800
- - --
-
- Activity
40
12
50
- Basketball
1.100
Community Ctr.
-
- Private Lessons
350
866
900
-Open Play
5,000
4,596
4.700
- Spectator
1.500
1,272
1,300
** Not Available
127
MIAMI SHORES VILLAGE, FLORIDA ........ .............................FY 1997 -1998 BUDGET
1997 - 1998 BUDGET EXPLANATION
RECREATION
001 -1400 -572
CODE CLASSIFICATION AMOUNT EXPLANATION
REQUESTED
PERSONNEL SERVICES
Travel / Field Trips
4,657
.12
Regular Salaries
$ 245,511
Full -time Employment
.13
Other Salaries
241,367
Part-time Employment
.14
Overtime
1,363
35,679
.21
Social Security
37,387
FICA % of Salaries
.22
Retirement
2,968
As per Finance Director
.23
Life & Health Insurance
14,580
LTD / Health Insurance
.24
Worker's Compensation
10,149
As per Finance Director
OPERATING EXPENSES
31 Professional Services 67,233 Fireworks, Tennis pro, Swim team
coach, Referee fees
.34 Other Contractual Services 7,168 Air conditioning, Pest control, Time
clocks, Typewriters
.40 Training and Per Diem 3,649 Tolls, FPRA conference, Education
reimbursement, Car allowance
4001
Travel / Field Trips
4,657
41
Telephone
6,215
Telephones (9)
42
Postage
945
Mailings
4301
Electricity
35,679
Pool, Community Center, Tennis
Center. Field House, Irrigation Pump
4302
LP Gas
2,700
Pool
128
MIAMI SHORES VILLAGE. FLORIDA ........ .............................FY 1997 -1998 BUDGET
1997 - 1998 BUDGET EXPLANATION
RECREATION
001 -1400 -572
CODE CLASSIFICATION AMOUNT EXPLANATION
REQUESTED
OPERATING EXPENSES (cont'd
.4303
Water
4,609
Pool, Community Center, Tennis
Center, Field House
.44
Rentals & Leases
8,234
Tent, Fun Club tapes, Costumes, Pool
.4602
Repair and Maintenance
17,500
Miscellaneous Repairs
.47
Printing and Binding
1,780
Brochures, Posters, Programs
.49
Other Current Charges
285
Pool/spa permits, Fireworks permit
.51
Office Supplies
4,200
Miscellaneous office supplies
.5201
Gasoline
1,109
.5202
Other Operating Expenses
41,900
Athletic uniforms & equipment
Class & activity supplies
Maintenance & custodial supplies
First aid supplies
.5204
uniforms
6,253
Staff uniforms
.5205
Fertilizer & Chemicals
6,700
Pool chemicals
.5210
Fine Arts Commission
13,800
As per Fine Arts Commission
.54
Subscriptions & Memberships
6,486
Staff Training
FRPA
League Fees
Tournament
129
MIAMI SHORES VILLAGE. FLORIDA ...... ............................... FY 1997 -1998 BUDGET
1997 - 1998 BUDGET EXPLANATION
RECREATION
001 -1400 -572
CODE CLASSIFICATION AMOUNT EXPLANATION
REQUESTED
CAPITAL OUTLAY
.62 Building
3.w
63 Land Improvements 4,000
64 Equipment 31,000
NON - OPERATING EXPENSES
.81 Community Band
.9103 Transfer to Capital
Projects Fund
.93 Contingency
2,016
13,200
Re -roof Tennis office
$3,800
Field House sound system
2,600
Basketball system
Tent
$5,000
Computer
2,300
Play shade area
8,900
Water fountain
5,100
Bleachers
3,800
Tot lot
1,800
Deck tables
4,100
Other capital projects
6,288 Merit / Longevity
TOTAL $ 857,331
130
PIT LIBRARY ASSISTANT i
ILKA LO=l
PfT LIBRARY AIDE
ANNE M. VEGA
PIT LIBRARY ASSISTANT 1
MICHELLE BRIDGES
PfT CUSTODIAL WORKER
DOROTHY SHORTER
ORGANIZATION CHART
DIRECTOR OF LIBRARY SERVICES
ELIZABETH ESPER
YOUTH SERVICES LIBRARIAN
ANNE KELLY
FIT LIBRARY ASSISTANT II
DALIA HODDER
FIT LIBRARY ASSISTANT II
CONSTANCE BUTCHER
PIT LIBRARY ASSISTANT II
AGNES SHEEHAN
PfT LIBRARY PAGE
ELLEN GUERRA
MIAMI SHORES VILLAGE, FLORIDA ........ .............................FY 1997 -1998 BUDGET
LIBRARY
Services, Functions and Activities
Brockway Memorial Library provides area residents with free access to library materials
in a variety of formats. The Library staff is committed to providing patrons with a high
level of personal assistance in gaining access to information which meets diverse per-
sonal, educational and professional needs. The Library promotes community enrichment
and individual achievement through reading. Keeping shelves filled with best sellers,
latest works by a popular author, a well- balanced collection of non - fiction books, popu-
lar magazines and periodicals, audio books, videos and large print books lends to the
adage "There's something for everyone."
The Library motivates children, as well as adults, to develop good reading habits and
skills through various programs. Ongoing functions include weekly story time for all age
groups, contests to encourage reading and library participation, adult book discussion
programs, and art exhibits. Seasonal and holiday programs are also offered with stories,
films, puppet shows, arts and crafts, and guest presentations.
132
MIAMI SHORES VILLAGE, FLORIDA ........ .............................FY 1997 -1998 BUDGET
LIBRARY
------------------
`-
19T.Ach�eeinents
7
The library's collection was enhanced by updating non - fiction and reference materials and purchasing
new editions of literary classics. We augmented the Video and Audio Cassettes Collection based on
patron requests. "Friends of the Library" was reestablished as a support group which allowed us to
provide successful and well attended programs for both adults and children.
Full internet access was made available to library users along with several new educational CD -Roms.
Circulation and overdue procedures were improved by integrating circulation and bibliographic
records.
A security alarm system was installed to protect the Library's valuables.
Library's lighting was improved by replacing yellowed fixtures' lenses with new white lenses.
Goals and Objectives
Early reading is essential to higher academic achievement. The library will promote reading and the
love of books through its collection and special reading programs such as the Barry University
Students/Library Coop Program and diverse literature based activities.
Staff commitment to the provision of quality service is fundamental to maintaining members'
satisfaction and patronage. Advanced training and regular meetings will be scheduled throughout the
year to emphasize our service to the community.
User needs should be regularly evaluated in order to maintain a collection that is both current and vital.
Surveys can be utilized to determine members' interest. Patron requests process will have an increased
accessibility.
133
MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 1997 -1998 BUDGET
REVENUE
Ad Valorem Taxes
User Fees
Others
TOTAL
APPROPRIATIONS
Personnel Services
Operating Services
Capital Outlay
Non - operating Expenses
TOTAL
STAFFING
Full Time
Part Time
The increase in FY 96 was mainly at-
tributed to the hiring of an additional
data -entry clerk to help with the com-
puterization of the catalog system.
When the conversion was completed
in FY 97, the data -entry clerk posi-
tion was eliminated. In FY 98, there
is an increase of two hours per week
for the custodian position to help bet-
ter maintain the building.
LIBRARY
1995 -1996 1996 -1997 1997 -1998
Actual Estimated Budget
158,328
123,608
127,793
4,267
4,862
4,800
161,034
149,368
131,896
323,629
277,838
264,489
181,334
178,351
183,190
45,736
35,184
35,705
83,642
46,425
45,594
8,710
0
0
319,422
259,960
264,489
4
4
4
6
6
6
z
210
200
1993 1994
1 34
FISCAL YEAR
250
cPl
240 -•-
ACTUAL
g 2
230
o
0
N z
zzo
FISCAL YEAR
MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 1997 -1998 BUDGET
LIBRARY
1995 -1996
1996 -1997
1997 -1998
Actual
Estimated
Projected
Total Volume of Items
49,460
51,680
54,040
Book Collection
47,567
49,465
51,440
Video Collection
609
750
922
Books on Tape
1,080
1,250
1,450
Periodical Subscriptions
124
126
128
Filmstrip /Cassette Sets
80
89
100
Volumes Withdrawn
518
500
500
Total Borrowers
4,817
4.962
5,110
Adult Resident Borrowers
3,542
3,648
3,758
Child Resident Borrowers
1,119
1,152
1,187
Adult Non- Resident Borrowers
104
107
110
Child Non- Resident Borrowers
52
54
55
% of Resident Borrowers
47
48
50
# Items Borrowed
59,284
64.000
69,100
# of Items Borrowed per User
12.31
12.90
13.53
Average # of Items Borrowed /week
1,140
11231
1,329
# of Days to Reshelve Items
1
1
1
% of Items Reshelved within 3 days
100
100
100
% of Items Checked in & Reshelved
within 3 days
100
100
100
% of Items Processed within 10 days
99
99
99
% of Items Entered within 10 days
99
99
99
% of New Items Processed
within 10 days
100
100
100
% of Items Catalogued within 10 days 100
100
100
135
MIAMI SHORES VILLAGE, FLORIDA ........ .............................FY 1997 -1998 BUDGET
1997 - 1998 BUDGET EXPLANATION
LIBRARY
001 -1500 -571
CODE CLASSIFICATION AMOUNT EXPLANATION
REQUESTED
PERSONNEL SERVICES
.11
Executive Salary
$ 39,764
Director of Library Services
.12
Regular Salaries
114,610
Youth Services Librarian
Library Assistant 11 (2)
Part-time Library Assistant 11 (1)
Part-time Library Assistant I (2)
Part-time Library Page (1)
Part-time Library Aide (1)
Part-time Custodian (1)
.21
Social Security
11,810
FICA % of Salaries
.22
Retirement
1,527
As per Finance Director
.23
Life & Health Insurance
9,009
LTD / Health Insurance
24 Worker's Compensation
OPERATING EXPENSES
.34 Other Contractual Services
40 Training and Per Diem
661 As per Finance Director
4,564
1,420
41 Telephone 1,659
42 Postage 675
Maintenance contract:A/C, Computer,
Exterminator, Typewriters, Smoke and
Fire alarm, Security alarm
Florida Library Association
Convention
Various seminars
Car allowance for Director
Telephone services
Library correspondence
Book and film postage
4301 Electricity 7,572 Electricity
136
MIAMI SHORES VILLAGE, FLORIDA ........ .............................FY 1997 -1998 BUDGET
1997 - 1998 BUDGET EXPLANATION
LIBRARY
001 -1500 -571
CODE CLASSIFICATION AMOUNT EXPLANATION
REQUESTED
OPERATING EXPENSES (cont'd
.4303
Water
255
Water
.45
Insurance
9,820
Liability insurance
.4602
Repair and Maintenance
2,600
A/C service not included in contract
Plumbing & electrical services
General maintenance of building
.47
Printing and Binding
1,245
Periodical binding, Rebinding OP
books, Bookmarks, Brochures,
Reserve notifications, Applications
.48
Advertising and Promotions
1,455
Summer reading programs
Christmas open house, Miscellaneous
programs, Reading clubs
.51
Office Supplies
399
Miscellaneous office supplies
.5202
Other Operating Expenses
3,631
Book jacket covers, Book pockets,
Catalog cards, Book repair supplies,
Vinyl bond laminate, Paper towels/
tissues, Cleaning supplies, Audio-
cassette cases, Magazine protectors
.54
Subscriptions & Memberships
410
Florida Library Association
Florida Public Library Association
Internet Connection
CAPITAL OUTLAY
.64 Equipment 3,262 Children's book browser, PHD
Scanner
.66 Books, Publications, 32,840 Books, Periodicals, Library materials,
Library -iaterials Large print books, Reference
materials
.6601 Media 9,492 CD -Roms, Books on tape, Video
137
MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 1997 -1998 BUDGET
1997 - 1998 BUDGET EXPLANATION
LIBRARY
001 -1500 -571
CODE CLASSIFICATION AMOUNT EXPLANATION
REQUESTED
NON- OPERATING EXPENSES
93 Contingency 5,809 Merit / Longevity
TOTAL S 264,489
138
I CAPITAL PROJECTS FUND
THE CAPITAL PROJECTS FUND ACCOUNTS FOR FINAN-
CIAL RESOURCES TO BE USED FOR ACQUISITION OR
CONSTRUCTION OF MAJOR CAPITAL FACILITIES AND
t IMPROVEMENTS.
MIAMI SHORES VILLAGE, FLORIDA ..... ............................... FY 1997 -1998 BUDGET
FIVE YEAR CAPITAL PLAN
It has been a yearly practice for the Village to prepare a five year Capital Improvement Plan (CIP) at the end
of January. CIP forms are distributed to departments at the end of January, and departments have one month
to complete their requests for any capital expenditures over $1,000. The department will include in the
program form the priority ofthe projects and what quarter of the fiscal year the projects will occur. At the
beginning ofMarch, the Village Manager, Finance Director and the department heads will discuss and review
the submissions. Prior to the meetings, the Finance Director will forecast the funding ofthe capital projects.
Based on the funding level, the Village Manager will decide on the priorities ofthe projects to be funded for the
next fiscal year. The CIP plan which includes the program form and summary for each department's request
along with the Village Manager's recommendations will then be submitted to the Village Council for review in
April and a workshop will be held at the end of April. However, in FYI 997 because of the a newly elected
Council, the process was delayed to June.
The CIP is a planning document and does not authorize or fund projects. However, after the special work-
shop, the Village would then incorporate the projects tentatively recommended by the Village Manager and the
Village Council into the proposed operating budget for the upcoming fiscal year. Any increases or decreases
in operating costs that are affected by these projects will also be submitted as part of the proposed annual
operating budget for Village Council adoption. Capital projects that exceed $10,000 will be funded in the
Capital Projects Fund. Otherwise, the projects will be funded under the General Fund, Capital Outlay.
The total capital projects submitted by department, including Waste, Streets - resurfacing and sidewalk repair
for the next five years totaling $4,631,550. After meeting with department heads, various projects have been
delayed, eliminated or financed to develop the most affordable funding for the Village. The total expenditures
come to $3,554,200 and the funding comes to S3,450,650, a shortfall of $103, 550 over a five year period.
The following projects for FY 98 have been delayed, elimnated or funded with a different option:
DEPARTMENT
PROJECT
AMOUNT
ALTERNATIVES /
REQUESTED
COMMENTS
Village Manager
Vehicle
$ 33,500
Financing over a three year period
Building & Zoning
Vehicle
25,000
Delayed until FY 1999 with financing
over a three year period
Public Works
Streets Resurfacing
75,000
Reduced by $3,000 - Funded: 3 cent gas tax
Sidewalk Repairs
104,300
Reduced to $50,000 - Funding. CIP fund bal
Sign machine materials
5,000
To be funded under the operating budget
Motor Pool Equipment
2,200
To be funded under the operating budget
Bucket truck
73,000
Financed over 5 years at 5.76%
Hurricane supplies
11500
To be funded under the operating budget
Voice Mail
3,000
Eliminated from the program
Roller
15,000
May be eliminated during the budget process
139
MIAMI SHORES VILLAGE, FLORIDA ..... ............................... FY 1997 -1998 BUDGET
DEPARTMENT PROJECT AMOUNT
REQUESTED
Public Works - Cont'd Motor Pool parts office
98,000
Pick -up V 13 6 & V14
53,900
Landscape design - 96 St
106,200
Digital camera & software
1,200
Video camera
700
New guard clocks
600
Clock for NE 2nd Avenue
10,000
Recreation Tot Lot Phase II
16,700
Playshade cover
8,900
Christmas tree
8,600
Portable in -line hockey
15,300
Basketball court relighting
18,700
Park design consultant
35,300
Tennis court resurfacing
11,900
Mobile score board
3,000
Soccer goals, small
1,100
Resurface basketball courts
8,300
ALTERNATIVES /
COMMENTS
Eliminated from the program
Request Council approval for FY 97 purchase
Eliminated from the program
Eliminated from the program
To be funded under the operating budget
To be funded under the operating budget
Eliminated from the program
Delayed to FY 1999
Delayed to FY 1999
Delayed to FY 2000
Delayed to FY 1999
Delayed to FY 2000
Delayed to FY 2001
Delayed to FY 2000
Raise donations to purchase this item
Raise donations to purchase this item
Delayed to FY 2000
The following projects were submitted by Department Heads from FY 1999 -2002 but are not funded in this
five -year plan:
The second phase of landscape design for 96th Street $106,200
Beautification project for NW 2nd Avenue 58,700
New storage shed 100,000
Beautification project for NW 111 Street 100,000
Old Police Department air handler 8,000
Fitness Center 140,000
Assistant Public Works Director's Vehicle 22,000
Portable Haunted House 73,500
TOTAL $608,400
140
MIAMI SHORES VILLAGE, FLORIDA ..... ............................... FY 1997 -1998 BUDGET
FIVE YEAR CAPITAL IMPROVEMENT PLAN SUMMARY
1000
800
c
m 600
7
400
d
a
200
0
$740,100
$772,900 $796,850 $825,800
$519,550
FY 97 -98 FY 98 -99 FY 99 -2000 FY 2000 -01 FY 2001 -02
Fiscal Year
DEPARTMENTS
FY
FY
FY
FY
FY
TOTAL
97 -98
98 -99
99 -2000
2000 -01
2001 -02
EXPENDITURES:
Village Manager
$12,400
$12,400
$12,400
$15,000
$15,000
567,200
Building & Zoning
-0-
$9,200
$9,200
$9,200
-0-
527,600
Non - Departmental
$3,300
-0-
S5.000
$5,000
$5,000
518,300
Police
$22,150
$131,400
$131.100
$103,450
$103,100
$491,200
Public Works
$415,700
$451,000
$391.700
$387,300
$451,100
$2.096,800
Waste Department
$7,500
$75,500
$151,600
$180,600
$171,000
$586,200
Recreation
$56,200
$56,200
$71,900
$96,300
$78,700
$359,300
Library
$2,300
$4,400
-0-
-0-
$1,900
$8,600
Total Expenditures
$519,550
$740,100
$772,900
$796,850
$825,800
$3,655,200
FUNDING:
Garbage Fees /Adv. funding $7,500
$75,500
$151,600
$180,600
$171,000
5586,200
Local Option Gas Tax
572,000
$74,000
$76,000
$78,000
$80,000
$380,000
Interest CIP Fund
$35,000
$35,000
$35.000
$35,000
$35,000
5175,000
FY 96 Capital Funding
5279,100
$279,100
$279,100
$279,100
$279,100
$11395,500
.1 mill
-0-
$31,400
$32 -300
$33,300
$34,300
$131,300
FEMA
-0-
$6,900
-0-
-0-
-0-
$6,900
Special Assessment
-0-
$109,500
$115.000
$120,800
$126.800
5472,100
Debt defeasance
-0-
$50,000
$50.000
$50,000
$50,000
S200,000
Recreation Grant
$101,000
-0-
-0-
-0-
-0-
$101,000
Fund Balance
$24,950
$78,700
-0-
-0-
-0-
$103,650
Total Funding
$519,550
$740,100
$739.000
$776,800
$776,200
$3.551,650
Excess /Shortfall
$0
$0
($=3,900)
($20,050)
($497600)
(5:03,550)
141
MIAMI SHORES VILLAGE, FLORIDA ....... .............................FY 1997 -1998 BUDGET
CAPITAL PROJECTS FUND
ACTUAL ACTUAL ACTUAL ESTIMATED BUDGET
ENDING FUND BALANCE
Reserve for Encumbrances
FY 1994
FY 1995
FY 1996
FY 1997
FY 1998
Reserve for Pool Project
116,890
191,309
256,636
312,588
312,588
BEGINNING FUND BAL.
435,488
556,389
532,788
957,736
416,946
REVENUES /SOURCES
556,389
532,788
957,736
416,946
I
391,946
Interests
25,364
41,396
49,937
44,088
35,000
Intergovernmental Revenue
0
0
0
154,940
101,000
Other financing sources
417,736
572,239
1,628,881
383,158
443,234
Total
443,100
613,635
1,678,818
582,186
579,234
EXPENDITURES/USES
General Government
7,667
33,208
30,425
0
0
Public Safety
2,997
116,543
500,741
531,430
0
Public Service
151,373
326,793
336,225
238,278
151,500
Culture/Recreation
73,933
108,136
333,923
112,603
219,200
Debt Service
86,249
52,556
52,556
240,665
233,534
Total
322,219
637,236
1,253,870
1,122,976
604,234
Excess of revenues and other
financing sources over
120,901
(23,601)
424,948
(540,790)
(25,000)
expenditures
ENDING FUND BALANCE
Reserve for Encumbrances
139,894
195,583
529,906
0
0
Reserve for Pool Project
116,890
191,309
256,636
312,588
312,588
Unreserved Fund Balance
299,605
145,896
171,194
104,358
79,358
Total
556,389
532,788
957,736
416,946
I
391,946
142
MIAMI SHORES VILLAGE, FLORIDA ..... ............................... FY 1997 -1998 BUDGET
Capital Improvement Fund
Where the Monet/ Comes From
TransErr From
61.3%
Appropriated Fund Balance
Grants
16.7%
Transfer From General Fund 370,234
Grants 101,000
Capital Loan Proceeds 73,000
Interest Earnings 3 5, 000
Appropriated .Fund Balance 2 5, 000
TOTAL BUDGETED REVENUES 604,234
143
MIAMI SHORES VILLAGE, FLORIDA ..... ............................... FY 1997 -1998 BUDGET
Capital Improvement Fund
here the Money Goes
R=rmtion/Culture
36.3%
38.6%
Physical Environment
Recreation/Culture
Debt Service
A rnvimnment
25.1%
151,500
219,200
233,534
TOTAL BUDGETED EXPENDITURES 604,234
144
MIAMI SHORES VILLAGE, FLORIDA ........ .............................FY 1997 -1998 BUDGET
1997 - 1998 BUDGET EXPLANATION
NON- DEPARTMEN - AL
301 - 0800 -519
CODE CLASSIFICATION AMOUNT EXPLANATION
REQUESTED
NON- OPERATING EXPENSES
71 Principal $ 48,935
72 Interest 3,621
TOTAL $ 52,556
145
MIAMI SHORES VILLAGE, FLORIDA ........ .............................FY 1997 -1998 BUDGET
1997 - 1998 BUDGET EXPLANATION
POLICE
301- 0900 -521
CODE CLASSIFICATION AMOUNT EXPLANATION
REQUESTED
NON - OPERATING EXPENSES
.71 Principal $ 143,907 Police building $ 80,000
Police vehicles 63,907
.72 Interest 37,071 Police building $ 34,916
Police vehicles 2,155
TOTAL $ 180,978
146
MIAMI SHORES VILLAGE, FLORIDA ........ .............................FY 1997 -1998 BUDGET
1997 - 1998 BUDGET EXPLANATION
WASTE
301 - 1200 -534
CODE CLASSIFICATION AMOUNT EXPLANATION
REQUESTED
NON - OPERATING EXPENSES
93 Contingency S 123,500
TOTAL S 123,500
147
Advanced funding for future
capitals.
MIAMI SHORES VILLAGE, FLORIDA ........ .............................FY 1997 -1998 BUDGET
1997 - 1998 BUDGET EXPLMNATION
PARKS
301 - 1201 -572
CODE CLASSIFICATION AMOUNT EXPLANATION
REQUESTED
CAPITAL OUTLAY
63 Land Improvement $ 10,500 Auto irrigation
64 Equipment 73,000 Bucket truck
TOTAL $ 83,500
148
i
MIAMI SHORES VILLAGE, FLORIDA ........ .............................FY 1997 -1998 BUDGET
1997 - 1998 BUDGET EXPLANATION
PUBLIC WORKS ADMINISTRATION
301 -1203 -534
CODE CLASSIFICATION AMOUNT EXPLANATION
REQUESTED
CAPITAL OUTLAY
64 Equipment $ 28,000 Computer hardware $18,000
Computer software 10,000
TOTAL $ 28,000
149
MIAMI SHORES VILLAGE, FLORIDA ........ .............................FY 1997 -1998 BUDGET
1997 - 1998 BUDGET EXPLANATION
RECREATION
301 -1400 -572
CODE CLASSIFICATION AMOUNT EXPLANATION
REQUESTED
CAPITAL OUTLAY
62 Building $ 119,000 Building improvements
to comply with ADA requirements
$ 101,000
Alarm system 18,000
64 Equipment $ 16,700 Tot lot
TOTAL $ 135,700
150
MIAMI SHORES VILLAGE, FLORIDA ..... ............................... FY 1997 -1998 BUDGET
General Fund - County Gas Tax
Streets Resurfacing
This is an on going project that involves resurfacing of Village streets. An annual survey is performed of
all paved streets and alleyways throughout the Village. A plan will then be developed to prioritize the
areas that will be in need of the most improvement.
Cost: $72,000
Fund: $38,283 - 3 cents gas tax
33,717 - General Fund
Operating Impact: Reduce liability claims.
Department: Public Works - Streets Division
2. Sidewalks Repairs
An engineering study was performed to identify the need of Village wide sidewalks repair. This a five -
year project. Fiscal Year 1998 is the second year of this project. The initial study indicated that 23 miles
of Village's sidewalks have to be repaired.
Cost:
Fund:
Operating Impact
Department:
Capital Projects Fund
2.
$50,000
$38,284 - 3 cents gas tax
11,716 - General Fund
Reduce liability claims
Public Works - Streets Division
Building improvements to comply with ADA requirements
This project is designed to remodel the existing recreation buildings to comply with ADA requirements.
The scope of work would include additional handicapped parking spaces, provide handicapped access to
the porch and bathrooms in the Tennis Pro shop, remodel existing bathrooms in the Tennis Pro Shop,
Community Center and Field House. It will also provide handicap access to the reception area and stage
in the Community Center and entrance to the Field House building.
Cost: $101,000
Fund: Safe Neighborhood Bond Grant from Dade County
Operating Impact: None, except avoid lawsuit from ADA
Department: Recreation
Alarm System
Installation of a new fire alarm system, including control panel. smoke detectors, manual pull stations, and
heat and duct detectors.
Cost: $18,000
Fund: Capital Projects Fund
Operating Impact: None
Department: Recreation
151
MIAMI SHORES VILLAGE, FLORIDA ..... ............................... FY 1997 -1998 BUDGET
Tot Lot Equipment
This is the second phrase of a two -year project with the replacement of existing equipment to National
standards. The equipment includes Big Toy Villa for 32 children, Big Toy Cabana for 12 children, and Big
Toy Moving Tunnels for 6 children. All this equipment is for children ages two to five.
Cost:
Fund:
Operating Impact:
Department:
$ 16,700
Capital Projects Fund
None
Recreation
4. Auto Irrigation
Installation of irrigation lines for well water, spray heads, valves, timers (as required, energy- saving
devices to maximize benefits, minimize operating and energy costs). This will reduce dependence on city
water usage and will apply irrigation effectively to protect landscape investment.
Cost: $10,500
Fund: Capital Projects Fund
Operating Impact: Approximately $400 annually for maintenance
Reduce city water expense by approximately $4,000 a year.
Department: Public Works - Parks Division
Bucket Truck
This is to replace the existing bucket truck which was purchased in 1988.
Cost: $73,000
Fund: Capital Projects Fund - financing for five years
Operating Impact: Reduce maintenance cost on the equipment for the first few years.
Department: Public Works - Parks Division
6. Computer hard}vare/Software
To provide computer access for supervisory levels in the Public Works Department. A server and
additional workstations will be purchased. The system will have installed work order and repair order
software. This will assist the department in establishing performance measures.
Cost: $28,000
Fund: Capital Projects Fund
Operating Impact: $600 - maintenance agreement
Department: Public Works Administration
152
STORMWATER UTILITY FUND
THE STORMWATER UTILITY FUND IS AN ENTERPRISE
FUND USED TO ACCOUNT FOR CAPITAL IMPROVEMENTS
AND OPERATING EXPENSES REGARDING STORMWATER
DISCHARGE.
MIAMI SHORES VILLAGE, FLORIDA ..... ............................... FY 1997 -1998 BUDGET
STORMWATER UTILITY FUND
The Federal Water Quality Act of 1987 requires the Environment Protection Agency to develop regulations
under the National Pollutant Discharge Elimination System (NPDES) permit program to address stormwater
discharges. In conjunction with this Federal requirement, the Florida Department of Environmental Regulation
has implemented a state -wide Stormwater Management Program directed to reducing the pollutants trans-
ported by stormwater. In November 1992, Miami Shores Village signed an interlocal agreement with Dade
County to participate in the County's storm water system for a term offive years with an option of an additional
five years.
The Village responsibilities are to develop a stormwater utility budget, subject to County approval. The Village
will also develop a master plan for all drainage basins which conforms with the master plan developed by the
County. The first installation of the drainage basins will begin in the latter part of fiscal year 1997 on 103 Street.
The County will collect the fees on behalf of the Village and remit these monies on a quarterly basis.
153
MIAMI SHORES VILLAGE, FLORIDA ..... ............................... FY 1997 -1998 BUDGET
STORMWATER UTILITY FUND
154
ACTUAL
ACTUAL
ACTUAL
ESTIMATED
BUDGET
FY 1994
FY 1995
FY 1996
FY 1997
FY 1998
BEGINNING
RETAINED EARNINGS
10,250
80,557
174,748
258,733
283,614
INCOME
Charges for Services
127,341
134,237
124,444
116,000
118,000
Interests
410
6,274
9,805
12,700
8,000
Total
127,751
140,511
134,249
128,700
126,000
OPERATING EXPENSES
Personnel expenses
28,818
28,818
28,819
28,819
28,816
Administrative & General
28,626
17,502
21,445
18,000
11,000
Capital Improvement
-0-
-0-
-0-
57,000
210,610
Total
57,444
46,320
50,264
103,819
250,426
Net Income
70,307
94,191
83,985
24,881
(124,426)
ENDING
RETAINED EARNINGS
80,557
174,748
258,733
283,614
159,188
154
MIAMI SHORES VILLAGE, FLORIDA ..... ............................... FY 1997 -1998 BUDGET
1997 - 1998 BUDGET EXPLANATION
STORMWATER BUDGET
CODE CLASSIFICATION AMOUNT EXPLANATION
REQUESTED
PERSONNEL SERVICES
.12 Regular Salaries and Wages $ 28,816 Annual salaries required to clean catch
basins and sweep streets that are curbed
within the Village
OPERATING EXPENSES
.34 Contractual Services 6,000 DERM Interlocal Agreement for
sampling and monitoring
5,000 Inspection fees for drainage consultant
CAPITAL OUTLAY
.63 Land Improvements 210,610 Installation of 103rd Street drainage
system as approved by DERM.
TOTAL $250,426
155
MIAMI SHORES VILLAGE, FLORIDA ..... ............................... FY 1997 -1998 BUDGET
GL OSSAR Y
M
ACTIVITY: The smallest unit of budgetary accountability and control which encompasses specific and
distinguishable lines of work performed by an organizational unit for the purpose of accomplishing a function
for which the Village is responsible.
ADA: Americans with Disabilities Act
AD VALOREM TAXES: Property taxes computed as a percentage of the value of real or personal prop-
erty expressed in mills.
AGENCY FUND: A fund used to account for assets held by the Village as an agent for individuals, private
organizations, other governments or other funds, such as deferred compensation plans.
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.
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 AMENDMENT: Generally done on a semiannual basis by which unanticipated changes in
revenue or expenditures are made a part of the budget, thereby amending it. These changes may be between
Funds or Departments and require Village Council approval if any department's base budget increases.
BUDGET MESSAGE: A general discussion of the proposed budget written by the Village Manager to the
Village 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 expenses.
BUDGETARY CONTROL: The control or management of a governmental unit in accordance with an
approved budget for the purpose of keeping expenditures within the limitations of available appropriations and
available revenues.
156
MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 1997 -1998 BUDGET
C
CAPITAL IMPROVEMENT PLAN: A multi -year plan that forecasts spending for all anticipated capital
projects. The plan addresses the repair and replacement of existing infrastructure. It also helps to identify
needed capital projects and to coordinate facility financing and timing.
CAPITAL OUTLAY: Expenditures which result in the acquisition of or addition to fixed assets: building,
land improvements, or equipment.
CASH MANAGEMENT: The management of cash necessary to pay for government services while invest-
ing temporary cash excesses in order to earn interest revenue. Cash management refers to the activities of
forecasting the inflows and outflows of cash, mobilizing cash to improve its availability for investment,
establishing and maintaining banking relationships, and investing funds in order to achieve the highest
interest and return available for temporary cash balances.
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.
W
DEBT SERVICE: The payments required for interests on, and repayment of, principal amount of debt.
DEPARTMENT: A major unit of organization in the Village which indicates overall an operation or group
of related operations within a functional area.
DERM: Department of Environmental Resources Management
E
ENCUMBRANCE: An amount of money committed for the payment of goods or services not vet received
or paid for.
ENTERPRISE FUNDS: The funds established to account for operations that are financed and operated in
a manner similar to private business enterprises, where the intent of the governing body is that the costs
(expenses, including depreciation ) of providing goods or services to the general public on a continuing basis
be financed or recovered primarily through user charges.
ESTIMATED REVENUES: Projections of funds to be received during the fiscal year.
EXPENDITURES: The cost of goods delivered or services rendered including operating expenses, capital
outlays and debt service.
F
FISCAL YEAR: The period of 12 months to which the annual budget applies. The Village's fiscal year
begins October 1 and ends September 30.
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MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 1997 -1998 BUDGET
F.P.E.: Federation of Public Employees
F.R.P.A.: Florida Recreation and Parks Association
FRANCHISE FEE: Fees assessed on public utility corporations in return for granting a privilege to
operate inside the Village limits, eg. water, electricity.
FULL -TIME EQUIVALENT POSITION: A part-time position converted to the decimal equivalent of a
full -time position based on 2,080 hours per year. For example, a summer lifeguard working for four months,
or 690 hours, would be equivalent to .3 of a full -time position.
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 limitations.
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.
G
GENERAL FUND REVENUE: Most of the Village revenue sources are channeled through the General
Operating Fund. Such revenues are commonly generated by fees, charges, taxes and intergovernmental
revenues.
GOAL: A statement of broad direction, purpose or intent based on the needs of the community. A goal is
general and timeless; that is, it is not concerned with specific achievement in a given time period.
GOVERNMENTAL FUND TYPES: Funds used to account for the acquisition, use and balances of
expendable financial resources and the related current liabilities, except those accounted for in proprietary
and fiduciary funds.
GRANTS: A contribution by the Federal or State government to subsidize specific projects, either partially
or entirely.
H
HMO: This is an abbreviation for a Health Management Organization in relation to health insurance.
INTER -FUND TRANSFER: Equity transferred from one fund to another.
INTER -LOCAL AGREEMENT: A written agreement between the Village and other units of government
to share in similar services, projects, emergency assistance support, funding, etc. for the mutual benefit of
all parties.
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MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 1997 -1998 BUDGET
INTERNAL REVENUE SERVICE FUND: Funds established for the financing of goods or services
provided by the department to other departments within the Village on a cost - reimbursement basis.
L
LEVY: To impose taxes, special assessments, or service charges for the support of Village activities.
LINE ITEM BUDGET: A budget that lists each expenditure category separately, such as social security,
office supplies, uniforms, etc., along with the dollar amount budgeted for each specific category.
LONG -TERM DEBT: Debt with a maturity of more than one year after the date of issuance.
LTD: Long term disability.
0i
MILLAGE RATE: The tax rate to generate ad valorem tax revenue. One Mill equals $1 per $1000 of
assessed property value.
MODIFIED ACCRUAL BASIS OF ACCOUNTING: A basis of accounting in which expenditures are
recognized when the related fund liability is incurred, but revenues are accounted for on a cash basis. This
accounting technique is a combination of cash and accrual accounting, since expenditures are immediately
incurred as a liability while revenues are not recorded until they are actually received or available and
measurable. This type of accounting basis is a conservative financial approach and is recommended as the
standard for most governmental funds.
W
OBJECTIVE: Desired output oriented accomplishments which can be measured and achieved within a
given time frame. Achievement of the objective advances the activity and organization toward a correspond-
ing goal.
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.
P
POS: This is an abbreviation for Point Of Service in relation to health insurance.
PPO: This is an abbreviation for Preferred Provider Organization in relation to health insurance.
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MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 1997 -1998 BUDGET
PPO: This is an abbreviation for Preferred Provider Organization in relation to health insurance.
PROGRAM: A group of related activities performed by one or more organizational units for the purpose of
accomplishing a function for which the Village is responsible.
PROPRIETARY FUND TYPES: A group of funds in which the services provided are financed and
operated similarly to those of a private business.
W
REVENUE: Additions to assets which (a) do not increase any liability (b) do not represent the recovery of
an expenditure, and (c) do not represent the cancellation of certain liabilities or decrease in assets.
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.
S
SPECIAL 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 200.06, F.S.)
TRUST FUND: A fund used to account for assets held by the Village in a trustee capacity for individuals,
other governments or other funds, such as Pension Funds.
U
UTILITY TAXES: Municipal charges on consumers or various utilities such as electricity, gas, water,
telecommunications.
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