1999-2000MIAMI SHORES VILLAGE
ADOPTED ANNUAL BUDGET
FISCAL YEAR. 1999 - 2000
MIAMI SHORES VILLAGE
ORGANIZATION CHART
VILLAGE ATTORNEY
POLICE
1999 -2000
VILLAGE CITIZENS
VILLAGE COUNCIL
BOARDS
Handicapped Services
MAYOR MARK ULMER
Planning & Zoning
Police Pension
VICE MAYOR ROBERT BLUM
General Employee Pensi
COUNCILWOMAN MARY ROSS AGOSTA
Personnel Appeals
COUNCILMAN STEPHEN LOFFREDO
Code Enforcement
COUNCILMAN AL DAVIS
Historic Preservation
Library
Fine Arts
Recreation Advisory
Country Club Advisory
Beautification Advisory
VILLAGE MANAGER
VILLAGE CLERK I I FINANCE
BUILDING & I ( COMMUNITY DEVELOPMENT
ZONING &
CODE COMPLIANCE
PUBLIC RECREATION
WORKS
I
LIBRARY
BUILDING & I ( COMMUNITY DEVELOPMENT
ZONING &
CODE COMPLIANCE
TABLE OF CONTENTS
PAGE
Village Manager Budget Message ................................................................... ............................... 1
INTRODUCTION
CommunityProfile ........................................................................................... ............................... 3
FinancialPolicies .............................................................................................. ............................... 5
Explanation of Budget Basis & Budget Process ............................................. ............................... 8
GENERAL FUND
1999 Millage Rate & Assessed Value Trend History (Graphs) ....................... ............................... 9
General Fund - Revenue with graphs ............................................................... .............................10
Where the Money Goes (Graph) ...................................................................... .............................13
Personnel Services by Function (Graph) ........................................................... .............................14
EXPENDITURE DETAIL
Mayorand Council ............................................................................................ .............................15
LegalCounsel ................................................................................................... .............................18
VillageManager .............................................................................................. ...............................
20
Community Development / Code Compliance ................................................ ...............................
23
HumanResources ........................................................................................... .:.............................
30
VillageClerk ................................................................................................... ...............................
32
Building& Zoning ........................................................................................... ...............................
38
Finance............................................................................................................ ...............................
43
Non - Departmental .......................................................................................... ...............................
49
Police................................................................................................................ .............................51
PublicWorks ................................................................................................... ...............................
59
Sanitation (Enterprise) Division ................................................................... ...............................
61
ParksDivision .............................................................................................. ...............................
64
StreetsDivision ............................................................................................ ...............................
67
AdministrationDivision ................................................................................ ...............................
70
Recreation Maintenance Division ................................................................ ...............................
73
FleetMaintenance Division ......................................................................... ...............................
76
Recreation....................................................................................................... ...............................
78
Library.............................................................................................................. .............................93
GLOSSARY
Glossary............................................................................................................ .............................99
MIAMI SHORES VILLAGE, FLORIDA ......................... ............................... FY 1999 -2000 BUDGET
♦ ��ORES L <<
■rr� �r �r�u �
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Thomas J. Benton
Village Manager
October 1, 1999
Mayor Mark Ulmer and Members of the Village Council
10050 NE Second Avenue
Miami Shores, FL 33138
Subject: Adopted FY 1999 -2000 Operating and Capital Budgets
Dear Mayor Ulmer and Village Council Members:
It is with pleasure that I hereby submit theAdopted Operating and Capital Budgets for the fiscal year which
began on October 1, 1999 and ends September 30, 2000.
The budgets presented in this document represent the results of the departmental submissions as reviewed,
discussed and amended at the budget workshops and two public hearings. For your reference, the final budget
has no material changes or modifications from theProposed Budgetwhichwas submitted for your consideration
in July.
The total ofall -funds budget ofthe Village for FY 2000 is $15,103,922, segregated as follows:
General Fund $7,577,802
Debt Service Fund 221,006
Special Revenue Funds 1,794,289
Capital Projects Fund 3,641,691
Enterprise Operations
$1,603,302
Risk Management Fund
148,255
Trust Agency Funds
117,577
MIAMI SHORES VILLAGE, FLORIDA ......................... ............................... FY 1999 -2000 BUDGET
The budget is balanced on ad valorem levies of $ 8.3627 and 0.6065 mills for general operating and debt service
respectively. The millage for general operations is a4.5% reduction from last year's tax levy. This is the first.
reduction in tax levies since 1995.
We want to thank all of the Council members, department heads and their staff for their efforts to bring the FY
2000 budget together. Their hard work is demonstrated by this budget, designed to provide the highest level
ofservice to Village residents and businesses in the most cost - effective manner.
We welcome any comments which you might have concerning the budget and, of course, should you have any
questions concerning the budget, we are available to respond to your inquiries.
Sincerely,
MIAMI SHORES VILLAGE
.I- /-/)gy
THOMAS J. BENTON
VillageManager
TJB:MAM
2
MIAMI SHORES VILLAGE, FLORIDA ......................... ............................... FY 1999 -2000 BUDGET
MIAMI SHORES VILLAGE
COMMUNITY PROFILE
Date of Incorporation 1932
Form of Government Council / Manager
Area 2 1/2 Square Miles
Miles of Streets 40
Number of Street Lights 1,038
DEMOGRAPHICS
Land Use Lol
Age Composition ( %1
Population
Residential
67.6
Under 6
7.2
Commercial
5.0
6 -17
14.1
Recreational
15.2
18 -24
9.8
Educational / Religious
12.2
25 -34
11.0
* April 1999
1995
35 -44
15.1
1994
10,125
45 -54
15.0
Racial Composition %
55 -64
9.7
65 & Over
18.1
Caucasian-Non Hispanic
74.7
Black
22.2
Other
3.1
Household Income ( %)
Less than $25,000
0.0
Educational Attainment (%)
$25,000 - $34,999
9.3
$35,000 - $49,999
14.1
Less than High School dimploma
14.9
$50,000 - $74,999
16.0
High School Diploma
85.1
$75,000 - $99,999
14.2
Some College, no degree
2.2
Over $100,000
46.4
Associate Degree
8.0
Bachelor's Degree
36.7
Median household income
$56,547
Graduate or Professional Degree 13.9
3
Elections
Population
Registered Voters 5,409
1999
10,311
Votes cast in last Village election* 2,081
1998
10,214
% voting in last Village election 38.5
1997
10,149
1996
10,149
* April 1999
1995
10,123
1994
10,125
1993
10,125
3
MIAMI SHORES VILLAGE, FLORIDA ......................... ............................... FY 1999 -2000 BUDGET
Occupation Composition ( %)
102
Construction Value
400
Technical / Sales / Clerical
31.5
FY Commercial
Residential
Professional
21.3
98 823,366
3,934,603
Executive / Administrative / Managerial
21.0
97 1,622,916
3,934,603
Service / Farm
13.6
96 4,196,947
4,958,956
Blue Collar
12.6
95 1,881,706
5,152,751
94 7,682,079
4,697,261
Occupation Status ( %)
1999 Properly Tax Assessed Valuation
Employed
59.4
Real Property
$367,730,418
Not Employed
3.5
Personal Property
$17,216,613
Not in Labor Force
37.0
Centrally Assessed
$854,252
Service Statistics
Fire Protection (Operated by Dade County):
Police Protection:
Recreation / Culture
Education:
University
Number of Classrooms
102
Number of Teachers
400
Number of Students
7,048
4
Number of Stations
1
Number of Firemen
7
Number of Stations
1
Number of Police Officers 33
Number of Parks
5
Number of Libraries
1
Number of Volumes
58,858
Elementary School Preschool and Centers
75
18
101
43
1,838
281
MIAMI SHORES VILLAGE, FLORIDA ......................... ............................... FY 1999 -2000 BUDGET
FINANCIAL POLICIES
Operating Budget Policies
The Village will comply with all State and local legal requirements pertaining to the administration of all
operating and capital budgets.
The Village will utilize a structured budget preparation and formulation process for all departments.
The process will encourage citizen comments and participation. Five year capital projections will be
utilized to develop the operating budget.
Services providing for the health welfare and public safety of the community will receive the highest
funding priorities. The Village will maintain or exceed current service levels for all essential services.
- The administration will analyze and evaluate user fees, determining if increases are necessary or iden-
tify alternative funding sources.
The Village will pay for all current expenditures with current revenues.
The Village will avoid budgetary procedures that balance current expenditures at the expense of meet-
ing 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, including where
applicable, sufficient ad valorem levies for voter - approved general obligation debt service.
The Village will introduce advanced technologies to maximize the Village's return on capital investment
programs which are cost effective and reduce operating costs.
The administration maintains a budgetary control at the line -item level to insure adherence to Council
directives.
The Village will employ a structured expenditure and revenue forecasting system to allow for effective
financial planning.
The Village will issue monthly financial reports identifying actual revenues and expenditures to bud-
geted amounts.
5
MIAMI SHORES VILLAGE, FLORIDA ......................... ............................... FY 1999 -2000 BUDGET
FINANCIAL POLICIES
(Continued)
The Village will implement a budgetary encumbrance control system to insure proper budgetary con-
trol.
An independent audit will be performed annually by an external audit firm to review the finanical
condition of the Village and issue a management letter with administrative comments related to Village
operations.
The Village administration will promptly evaluate the audit management letter's recommendations and
determine the necessary required to ameliorate the findings. Time frame for each action will be pro-
vided and the administration will comply with the designated period.
The Village maintains a Capital Projects Fund. Fund will be appropriated annually from operations to
provide for orderly replacement of equipment. The amount of the appropriations shall be sufficient to
fund the designated improvements or acquisition of capital assets.
Reserve Policies
The Village will establish a contingency reserve to provide for unanticipated expenditures. The reserve
will be maintained at 7.5 to 10.0 percent of the total general fund operating 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 of annual revenue. Any unusual circumstances or events that
affect drastic changes of revenue will be noted. This encourages accurate forecasts of future revenues
or trends.
The Village sets garbage fees at a level sufficient enough to fund the full cost of providing the services
(i.e. direct, indirect and capital costs).
The Village will maintain affordable user fees for its recreation programs.
The Village will annually calculate the full cost of activities supported by user fees to identify any
inflationary impact, and will amend affected user fees upon approval by the Council during the annual
budget process.
on
MIAMI SHORES VILLAGE, FLORIDA ......................... ............................... FY 1999 -2000 BUDGET
FINANCIAL POLICIES
(Continued)
The Village will aggressively seek federal and state grant and capital improvement funds to enhance
the Village's service levels and activities.
The Village will aggressively seek alternative revenue sources, such as annexation, and contracting
Village services to other communities or agencies.
Debt Policies
The Village will issue debt only for capital improvements such as infrastructure and equipment.
The term of any debt issuance shall not exceed the useful life of the capital improvement being fi-
nanced, except those which are specifically identified by the administration or contracted financial
advisors.
The Village will not issue debt to subsidize or fund current operations.
General obligation debt can not be used to fund enterprise activities; however, should any of the
enterprise funds require financing, revenue bonds will be used to provide cash for the designated
program or project.
Cash Management /Investment Policies
The City will deposit all funds on the next business day subsequent to when the actual funds are
received.
Investment of City funds will emphasize preservation of principal. The investment of surplus working
capital and reserve funds will include overnight investments, money market instruments, the State
Board of Administration, commercial certificates of deposits and top -grade commercial paper, none
of which will exceed longer than one year with the majority of investments scheduled for three to six
months.
7
MIAMI SHORES VILLAGE, FLORIDA ......................... ............................... FY 1999 -2000 BUDGET
EXPLANATION OF BUDGET BASIS
The Budget for the General Fund is adopted using generally accepted accounting principles (GAAP).
All governmental funds arebudgeted using the modified accrual basis ofaccounting. Under the modified accrual
basis, revenues are recognized when they become measurable and available. "Available" means collectible
within 45 days from which they are recorded or shortly thereafter so that current period liabilities may be
liquidated. "Measurable" means that the dollar amount is easily determinable and cash is received (or in the
bank). Revenues that are not available and measurable (e.g. building permits, fines and forfeitures) are not
recognized until time of collection (i.e. cash basis). Examples ofrevenues susceptible to accrual under modified
accrual basis include ad valorem tax, revenues, charges for services, rents and interest. Expenditures are
generally recognized under the modified accrual basis of accounting when the related bills are received. 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. This exemption occurs as the Village needs to determine the value
of leave costs for a long -term period.
BUDGET PROCESS
The fiscal year for Miami Shores Village is from October 1 ofeach yearto September 30, ofthe following
year. According to the TRIM calendar, the Village is required to legally adopt its operating and capital budgets
by resolution - following two public hearings -no later than September 30 of each year.
The budget process begins as early as February of each year. The Village prepares a five -year capital
plan during the months of February and March, submitting the result to the Council for consideration in late
March, followed by a special council workshop during April. This process indicates the infrastructure and capital
project plans for the Village including proposed funding sources. The approval ofthe subsequent next year is
will be incorporated in the formal budget process.
The operating budget process simultaneously begins with the capital budget schedule. During this
period, departments identify their operating expenditures for the new year. The Finance Director is responsible
for estimating operating revenues using complex formulas and analysis ofrevenue trends. Completed budget
estimates are submitted to the Finance Director in mid -May and are reviewed by the Finance Director and Village
Manager. Meetings are held between the Village Manager, Finance Director and Department Heads in early
June. During the month of June, the Village Manager and Finance Director review the budgets and prepare
proposed operating and capital budgets with a transmittal message to Council. Workshops are held in mid -July.
At the conclusion of the Budget Workshops, the Council will direct the Finance Director as to what millage to
certify to Property Appraiser's Office. Public hearings are conducted in the first two weeks in September to
adopt the budget for the new year which begins on October 1.
The final budget is adopted on a categorical level, identifying total divisional costs for: personnel,
operating and capital outlay. The budget amounts are presented to the Village Council at the divisional lever.
Line item transfers may occur throughout the year with Finance Director and Village Manager approval;
however, the division totals may not be changed without prior approval by Council, presented in the form of
budget amendment resolutions.
MIAMI SHORES VILLAGE, FLORIDA ................. ............................... FY 1999 -2000 BUDGET
TREND HISTORY ON MILLAGE RATE
9.50
$385,801,283
Less adjustments in progress
(2,230,680)
F¢- 9.00
cG
8.740 8.740 8.740
.493 - --
8.50 8
'
Q - ■
-- 8,3.627
a
is
1996
8.00 _
Data A
1997
7.50
3.72%
1996
1997 1998 1999 2000
354,787,869
FISCAL YEAR
Assessed Value as of 7/1/99
$385,801,283
Less adjustments in progress
(2,230,680)
Current Year adjusted Taxable Value
383,570,603
Proposed FY 99 -00 Millage Levy
8.3627
Ad Valorem Proceeds
$3,207,686
Less Discount Factor
154.553
NET TAX REVENUE FOR BUDGET PURPOSES $3,053,133
One Mill Equals
$383,571
TREND HISTORY ON ASSESSED VALUE
390
380
Q N 370
c
M °- 360 .
w 350 _
340
330
1996 1997 1998 1999 2000
FISCALYEAR
■
■
Increase
FY
Assessed Value
1994
$319,503,326
6.12%
1995
339,048,927
0.86%
1996
341,965,184
0.03%
1997
342,065,289
3.72%
1998
354,787,869
3.16%
1999
366,000,000
4.51%
2000
383,570,603
In FY 1994 -95, the Florida legislature passed Amendment 10 establishing limits to the increased
assessed values of homestead properties to 3.0% or the Consumer Price Index (CPI), whichever is
less. In the subsequent year (1996), Biscayne Kennel Club closed and transferred ownership to Barry
University, a tax exempt property owner. The material increases reflected in the FY 2000 value is
indicative of the considerable investments in the renovation and rehabilitation projects in progress.
The Administration anticipates the continuation of these demonstrated trends.
L
MIAMI SHORES VILLAGE, FLORIDA ................. ............................... FY 1999 -2000 BUDGET
GENERAL FUND - REVENUE
The General Fund Budget for FY 1999 -2000 is proposed at $7,577,802, a $347,085 increase or 4.8%
greater than the FY 98 -99 amended budget.
Ad Valorem Tax
The 1999 assessed value of Miami Shores Village is
provided by Dade County Property Appraisal
Office. The Office sets the - assessed value of the
property and certifies the tax roll to the Village. The
Village then sets the millage rate at which the
property owners are taxed according to the
proposed budget. Each mill generates $1 of tax
revenue for every $1,000 of assessed property value.
Ad Valorem Taxes are the Village's primary source
of revenue. It generates $3,059,789 or 42.3% of the
total general fund revenues. The current assessment
for 1999 has increased by 4.5% from the 1998
taxable value of $367,011,955 to $383,570,603.
The roll -back rate is 8.3627. The Adopted Budget is
balanced at the roll -back millage levy of 8.3627
estimated to generate $3,047,302.
Franchise and Utility Taxes
The Village collects five (5) types of franchise fees:
electric, telephone, gas, cable T.V., and solid waste.
The revenue estimates are based on historical trends.
As for utility taxes, the Village levies the maximum
rate of 10% that is permissable under Florida
Statutes, except for telecommunications which is
levied at 7 %. In FY 1989, the Village incorporated
long distance calls into the 7% utility tax. This
category is projected to generate 20.2 %, or
$1,533,600, of the total revenue.
10
Ad Valorem Tax
3250
3000
2750
A
2500 Q
2250 p
x
F
2000
1750
1500
FISCAL YEAR
Franchise and Utility Taxes
FISCAL YEAR
1600
1500
1400
0
z
1300
d
0
s
1200 F
1100
1000
MIAMI SHORES VILLAGE, FLORIDA ................. ............................... FY 1999 -2000 BUDGET
Licenses and Permits
Licenses and permits are projected at $325,588 or
4.3% of total revenue. This category reflects a 2%
increase in FY 99 compared to the FY 98 estimated
actual. This increase is directly associated with the
Council approved fee schedule adjustment to
various building fees and lien search charges.
Intergovernmental Revenue
The Village receives shared revenue from the State
of Florida and Miami -Dade County. The State
provides a formula -based estimate to the Village
using historical receipts and population for each
municipality. The County license fees are based on
trend history. Revenue adopted in this category is
projected to be $944,325 representing 12.5% of the
total FY 99 budget. The increase represents a
stronger allocation generated by the enhanced
State -wide economic indicators.
Charges for Services
This revenue category represents the total value of
fees charged for programs and service offered by the
Village, generating $467,226 or 6.2% of the total
budget. The significant decrease results from the
reclassification of sanitation fees which are recorded
into the newly created Sanitation Operations
Enterprise Fund effective October 1, 1999.
11
Licenses and Permits
FISCAL YEAR
50
25
00
75 °z
50
0
25 x
75
50
Intergovernmental Revenue
1200
1100
1000
c
900 Q
800 C
z
700 F
600
500
FISCAL YEAR
Charges for Services
FISCAL YEAR
1500
10o0
0
1500 z
Q
1000 =
F
Soo
0
MIAMI SHORES VILLAGE, FLORIDA ................. ............................... FY 1999 -2000 BUDGET
Fines and Forfeitures
Fines and forfeitures are calculated using historical
trends. FY 99 is forecasted to generate 5.8% or
$440,063 of the total general fund budget as a result
of enhanced traffic enforcement efforts and code
enforcement operations.
Other Revenue
This category will generate $807,211 or 10.7 %.
Revenues included in this component include
interest earnings ($230,645); country club rents
($150,000); transfers in from the Local Option Gas
Tax Fund ($238,582); management fees of $75,000
from the Sanitation and Stormwater enterprise
funds; and all other sources total $112,984.
12
Fines and Forfeitures
1996 1997 1998 1999
FISCAL YEAR
Other Revenue
i 450
425
400
375 V
350 Zq
325
300 0
275 F
250
225
200
175
2000
1996 1997 1998 1999
FISCAL YEAR
900
800
700
600 a
z
a
500 LO)
d
0
400 S
E-
300
200
100
2000
MIAMI SHORES VILLAGE, FLORIDA ................. ............................... FY 1999 -2000 BUDGET
Where the Money Goes
Debt Se iccs
1.9%
Physical Environment
23.1 %
Public Safety
43.1%
I I.y %o
Contingency
1.3%
on /Cullum
.7%
Agency
Percentage of Budget
Dollar Amount
Public Safety
43.1%
$ 3,266,060
Physical Environment
23.1%
1,750,608
Recreation /Culture
18.7%
1,415,305
General Government
11.9%
900,579
Debt Services
1.9%
145,250
Contingency
1.3%
100.000
Total Expenditures
100.0%
$ 7,577,802
General Government: Mayor & Council, Legal Counsel, Village Manager, Finance,
Community Development, Human Resources, Village Clerk, and
Non - Departmental.
Physical Environment: Parks, Streets, Public Works Administration, Motor Pool (Fleet
Maintenance), and Property Management.
Recreation /Culture: Recreation Maintenance, Recreation, Athletics, Pool, Tennis,
Community Center and Library.
Public Safety: Police, Building & Zoning and Code Compliance.
13
MIAMI SHORES VILLAGE, FLORIDA ................. ............................... FY 1999 -2000 BUDGET
Personnel Costs by Function
Police
45.1%
Waste
20.546
Public Svcs.
10.5%
General Gov't
7.5%
'Code Enf.
4.1%
Agency Percentage of Budget Dollar Amount
Police 45.1% $2,685,131
Recreation/Culture 20.5% 1,218,620
Waste 12.2% 728,618
Public Services 10.5% 626,994
General Government 7.5% 445,897
B &Z /Code Enforcement 4.1% 245,542
Total Personnel Costs 100.0% $5,950,802
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.
14
SNORES
MAYOR/COUNCIL
h ORGANIZATION CHART
y
� RiDp'
VILLAGE CLERK
BARBARA FUGAZZI
MAYOR/ COUNCIL
MAYOR MARK ULMER
VICE MAYOR BLUM
COUNCILWOMAN ROSS AGOSTA
COUNCILMAN DAVIS
COUNCILMAN LOFFREDO
EXECUTIVE ASST. VILLAGE MANAGER
TO VILLAGE MANAGER THOMAS BENTON
BARBARA FUGAZZI
15
VILLAGE ATTORNEY
RICHARD SARAFAN
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 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 Village func-
tions 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. Council member terms are four years for the candidates receiving the first and
second highest number of votes. The candidate receiving the third highest number of
votes is elected to Council for a two year term. To be eligible to seek office, prospective
candidates must reside in Miami Shores Village for six months and must qualify as a
voter of the State and of the Village.
Regular 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.
l & E
VOW �
25
20 CPI
g v 15 ACTUAL
J N
7
j 0 10
z
5i ■���
0
1996 1997 1998 1999 2000
FISCAL YEAR
16
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
1999 - 2000 BUDGET EXPLANATION
MAYOR & COUNCIL
001 - 0100 -511
CODE CLASSIFICATION AMOUNT EXPLANATION
ADOPTED
PERSONNEL SERVICES
11 Executive Salaries $ 5 Mayor & Council receive $1 per year
per Village Charter
OPERATING EXPENSES
.40 Travel & Per Diem 2,500 Conferences, Meetings & Function
Reimbursement
.42 Postage 75
.49 Other Current Charges 2,000 Plaques, Flowers & Awards requested
by Council, Photos for Council
Functions and Presentations
5202 Other Operating Expenses 200
54 Subscriptions & Memberships 1,600 Subscription / Membership to Florida
League of Cities, Membership to Dade
League of Cities
TOTAL $6,380
17
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 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
legislative and policy goals of the Village Council, preparing and reviewing contracts and
other legal documents necessary for the operation of the Village and representing the
Village in legal proceedings.
The Village contracts a separate and independent labor attorney to counsel and represent
the Village in labor - related matters, including, but not limited to contracts, union nego-
tiations and grievances.
The dramatic increase in FY 1998 resulted from the legal costs assocaited with an ADA lawsuit.
Costs incurred during FY 98 included three independent firms providing specialized services to settle
and close several outstanding litigatory matters. The adopted FY 2000 Budget includes a fee increase
in both retainer and hourly rates for the Village Attorney to $3,600 per month and $200 per hour
respectively.
170
160 ACTUAL I
150 _ +_
140 CPI % \
f
g c 130
O 0 a 120
0
FE 110 ■E
? 100
90%
80
70
1996 1997 1998 1999 2000
FISCAL YEAR
18
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
1999 - 2000 BUDGET EXPLANATION
LEGAL COUNSEL
001- 0200 -514
CODE CLASSIFICATION AMOUNT EXPLANATION
ADOPTED
OPERATING EXPENSES
.31 Professional Services
.3121 Professional Services
.3122 Professional Services
.34 Contractual Services
$20,000 Village Attorney and Reserve for
Legal Service of Village Attorney not
covered by Retainer Fees
43,200 Legal Retainer
50,000 Labor Attorney
45,000
.54 Subscriptions & Memberships 1.000 Law Update, Miscellaneous Publica-
tions
TOTAL
$159,200
19
cj I FRCS
'� VILLAGE MANAGER'S
"" " "'� OFFICE
R ORGANIZATION CHART
ORIDp
EXECUTIVE ASST.
TO VILLAGE MANAGER
BARBARA FUGAZZI
PUBLIC WORKS DIRECTOR
DAVE TRAILL
ASSISTANT DIRECTOR
FOR RECREATION
JERRY ESTEP
VILLAGE MANAGER
TOM BENTON _ VILL AGEATTORNEY
RICHARD SARAFAN
ASST. VILLAGE MANAGER
FINANCE DIRECTOR BUILDING &
ZONING
MARKA DIRECTOR III FRA EN
DIRECTOR OF LIBRARY
SERVICES
ELIZABETH ESPER
20
CHIEF OF POLICE
RICHARD MASTEN
COMMUNITY DEVELOPMENT 8
CODE COMPLIANCE DIRECTOR
RICHARD FREEMAN
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
VILLAGE MANAGER
Services, Functions and Activities
The Office of the Village Manager oversees all administrative, management and opera-
tional functions of the Village. This responsibility includes direct oversight of all Village
staff and directors in the following operating departments: Building and Zoning, Com-
munity Development, Finance, Library, Police, Public Works, Recreation, and Village
Clerk.
The Village Manager, both independently and at the direction of Village Council, con-
ducts studies for various revenue generating projects, which have a direct impact on the
Public Safety, health and welfare of the residents, businesses and visitors of the commu-
nity.
180
160
m 140
g 120 CPI
O m -f-
N TUAL
100 f�AN AC�
? 80
60
40
1996 1997 1998 1999 2000
FISCAL YEAR
l
Increases in FY 1998 were mainly attributed to
the severance package paid subsequent to the
departure of the previous Village Manager.
21
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
1999 - 2000 BUDGET EXPLANATION
VILLAGE MANAGER
001 -0300 -512
CODE CLASSIFICATION AMOUNT EXPLANATION
ADOPTED
PERSONNEL SERVICES
.11
Executive Salary
.21
Social Security
.22
Retirement
.23
Life & Health Insurance
.24
Workers' Compensation
OPERATING EXPENSES
.40 Travel
.41
Telephone
.42
Postage
.48
Advertising & Promotion
.51
Office Supplies
.5201
Gasoline
.5202
Other Operating Expenses
.54
Subscriptions & Memberships
OTHER EXPENSES
.93 Contingency
TOTAL
$ 90,647
Village Manager
6,935
FICA
12,940
ICMA contributions
4,717
LTD / Health Insurance
579
Finance Calculation
$ 2,000 Manager's attendance at various
meetings and conferences
2,400 Telephone services / Cellular phone
200
150
200
500
350
1,700
6,806
130124
22
Miscellaneous promotions
Miscellaneous office supplies
Gasoline for vehicle
Miscellaneous publications, Books,
Miami Dade City /County Manage-
ment Association, FCCMA, ICMA,
America on Line
5 "�Rs COMMUNITY DEVELOPMENT
evil
OR CODE COMPLIANCE
IDp
ORGANIZATION CHART
COMMUNITY DEVELOPMENT
& CODE COMPLIANCE
DIRECTOR
RICHARD FREEMAN
SENIOR CODE
COMPLIANCE OFFICER
RICHARD TRUMBLE
CODE COMPLIANCE I I CODE COMPLIANCE
OFFICER OFFICER
ERNST LOUIS HILLARY GRAVER
23
ADMINISTRATIVE ASSISTANT
IRENE FAJARDO
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
COMMUNITY DEVELOPMENT DEPARTMENT
Effective October 1, 1999, the Community Development Department merged with the Code
Enforcement Division. The new department provides both functions under two divisions.
Services, Functions and Activities
The Community Development Department was established to facilitate various commu-
nity development activities which include, but are not limited to, annexation, economic
and housing development, infrastructure enhancement, grant acquisition, intergovern-
mental coordination and cooperation.
The function of the Community Development Division is to plan and administer grant
applications, and to act as a liaison between local, state and federal governments to
insure that Miami Shores Village takes advantage of any program that may be of benefit
to the community.
Ongoing activities include: Developing RFA packages, administration of the National
Flood Insurance Program, supporting downtown and neighborhood redevelopment
projects, responding to council and citizen queries about various Village projects and
activities, and other projects or activities as directed by the Village Manager.
The Code Compliance Division responds to complaints and performs community -wide
survey assessments for ordinance violations throughout the Village. The objective of the
division 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 division also works with other organizations throughout the
community to achieve compliance.
24
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
11 COMMUNITY DEVELOPMENT DEPARTMENT III
The new director for the Community Development Department has been employed since March of
1999 and during this period has achieved several important goals. The Department submitted an
application to join the National Flood Insurance Program and was awarded a level three rating by
FEMA in July 1999. A level three rating means that flood insurance premiums will decrease by 15%
for Miami Shores Residents in 2000. The Village applied for a Geographic Information System Grant
and was awarded the grant in August. This software system will enable the Village to accurately map
all infrastructure elements to assist in management of the Village's assets. Other on -going projects
include but are not limited to the Charrette taskforce, legislative priority tracking, development of a
Village web page, organizational review and charter school research.
The Department (Community Response Team) works by using a Village -wide survey in the assess-
ment when improving and maintaining 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.
EF,>
Some of the goals set by the Department for completion in FY 2000 are: to continue to research and
support the development of a Charter High School in Miami Shores Village; submittal of grant appli-
cations for Community Development Block Grant funding to support enhancement of existing hous-
ing stocks; to implement Charrette recommendations as directed by the Village Council; to continue
to coordinate with surrounding municipalities and unincorporated Miami -Dade County to solve prob-
lems of mutual interest; to research and provide recommendations to the Village Council on topics of
community interest.
In order to maintain and upgrade existing properties in the Village, surveys will be continued and
followed by enforcement on a priority basis. This year it is expected that two additional compliance
tools may aid in achieving compliance: ticket powers and the establishment of post enforcement
procedures. The department will work with the Village Attorney's office in achieving these goals.
Additional measures of improved techniques are always explored when looking for new ways to
achieve compliance.
25
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
1999 - 2000 BUDGET EXPLANATION
COMMUNITY DEVELOPMENT DIVISION
001- 0350 -512
CODE CLASSIFICATION AMOUNT EXPLANATION
ADOPTED
PERSONNEL SERVICES
.11
Executive Salary
$ 60,000
Community Devolpment Director
.12
Regular Salary
11,0000
.14
Overtime
250
.21
Social Security
5,451
FICA
.23
Life & Health Insurance
3,735
LTD / Health Insurance
.24
Workers' Compensation
750
Calcualted by Finance
OPERATING EXPENSES
.31
Professional Services
$ 24,000
Lobbying services
.40
Travel
2,500
Attendance at State Legislative
Session in Tallahassee, Miscellaneous
luncheons / meetings
.41
Telephone Expenses
500
Local, long distance, cellular, pagers
.42
Postage
500
Mailing of newsletter, Community
information guide, Miscellaneous
correspondence
.47
Printing
500
Miscellaneous printing of flyers,
invitations, announcements
.48
Advertising & Promotions
1,850
Miscellaneous promotional expenses
.51
Office Supplies
250
For 5 staff members
.5202
Other Operating Expenses
1,000
Photography development for
monthly newsletter; Miscellaneous
expenses: Clip -Art, Specialty paper
one
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
1999 - 2000 BUDGET EXPLANATION
COMMUNITY DEVELOPMENT DIVISION
001 - 0350 -512
CODE CLASSIFICATION AMOUNT EXPLANATION
ADOPTED
OPERATING EXPENSES (cont'd)
.54 Subscriptions & Memberships $ 500 Yearly membership to 3CMA, North -
Dade Chamber, Miami Shores Cham-
ber, Downtown Bay Forum
OTHER EXPENSES
.93 Contingency 4,950 Merit and Longevity
TOTAL 117,736
27
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
1999 - 2000 BUDGET EXPLANATION
CODE ENFORCEMENT DIVISION
001 - 0351 -512
CODE CLASSIFICATION AMOUNT EXPLANATION
ADOPTED
PERSONNEL SERVICES
.12 Regular Salaries $ 66,131 Code Compliance Officer
- 2 full -time
Support staff from Finance
.14 Overtime 500
.21 Social Security 5,097
.23 Life & Health Insurance 11,201
.24 Workers' Compensation 10,296
OPERATING EXPENSES
.34
Contractual Services
.3420
Court Filing Fees
.40
Travel
.41
Telephone
.42
Postage
.47
Printing & Binding
.51
Office Supplies
.5201
Gasoline
.5202
Other Operating Expenses
$ 1,000
3,000
877
1,530
5,000
1,000
525
1,620
1,000
FICA % of Salaries
LTD / Health Insurance
Calculated by Finance
Uniform cleaning
Lien Recording Fees
Florida Assoc. of Code Enforcement
Telephone service
Correspondence and certified mail
Educational pamphlet series
Miscellaneous office supplies
Gasoline for vehicles
Film purchase & development
Toner for printer
Upgrade of cellular phone
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
1999 - 2000 BUDGET EXPLANATION
CODE ENFORCEMENT DIVISION
001 - 0351 -512
CODE CLASSIFICATION AMOUNT EXPLANATION
ADOPTED
OPERATING EXPENSES (cont'dj
.5204 Uniforms $
.54 Subscriptions & Memberships
NON - OPERATING EXPENSES
.93 Contingency
1,215 Replacement of uniforms
:1
1,258
TOTAL 111,530
29
Florida Association of Enforcement
Florida Planning &Zoning Assoc.
Merit / Longevity
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
HUMAN RESOURCES DEPARTMENT
Services, Functions and Activities
The Human Resources Department was reorganized during FY 1997. The Village Clerk
coordinates the advertising of employment opportunities. The Finance Department 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.
An organizational restructuring occurred in February
1997. This resulted in allocating the basic personnel
functions between the office of the Village Clerk and
Finance Department. Subsequently, the Human Re-
source Department reflects costs for new employment -
related costs and mandatory training sessions (i.e. com-
mercial driving and safety).
30
120
100
CO
80
g 6 \,�
CPl
W
60
CO,
ACTUPL
O L
5 L
2
20
► - -_� /�
0
1996 1997 1998 1999 2000
FISCAL YEAR
An organizational restructuring occurred in February
1997. This resulted in allocating the basic personnel
functions between the office of the Village Clerk and
Finance Department. Subsequently, the Human Re-
source Department reflects costs for new employment -
related costs and mandatory training sessions (i.e. com-
mercial driving and safety).
30
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
1999 - 2000 BUDGET EXPLANATION
HUMAN RESOURCES DEPARTMENT
001- 0302 -512
CODE CLASSIFICATION AMOUNT EXPLANATION
ADOPTED
OPERATING EXPENSES
.31
Professional Services
$ 13,500
Village wide pre - employment tests and
federally- mandated training (including
commercial driving, first aid and
workplace safety programs).
.34
Other Contractual Services
4,000
Employee assistance program
.47
Printing
500
Forms
.48
Advertising and Promotions
9,000
Advertising for Village wide vacancies
.5800
Training & Education
5.000
Volunteer appreciation reception
Employee breakfast
TOTAL 32,000
31
gHoREs
VILLAGE CLERK
ORGANIZATION CHART
mail 111111"
i2�o�d
RiDp'
VILLAGE CLERK
BARBARA FUGAZZI
PART -TIME I I RECEPTIONIST
RECORDING SECRETARY SANDRA MOREDOCK
32
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
OFFICE OF THE VILLAGE CLERIC
Services, Functions and Activities
The Office of the Village Clerk encompasses the traditional responsibility of record archiving,
as well as voter registration, general elections, coordination of Village Council meetings and
Board selection process, Council 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.
33
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
OFFICE OF THE VILLAGE CLERIC 1i
The Clerk's office initiated a complete review of the existing personnel job descriptions. Working
together with the various Department Heads, each section of the Handbook was reviewed for pos-
sible changes, clarifications and deletions. The descriptions resulted in a more effective format which
has been forwarded to the Village's labor attorney for comments and suggestions. Final implementa-
tion is anticipated in FY 2000.
As of June 30,1999,90% of the projected revenues were received for Village Occupational Licenses.
The collection rate continues to improve from year to year due to enhanced and more aggressive
follow -up procedures on delinquent accounts.
In April, 1999, Village Council election was held at the Community Center. The Clerk's office pro-
cessed the appropriate candidate paperwork, ensured proper filing requirements and deadlines were
met, placed the mandatory advertisements, and facilitated the absentee ballot voting. Additionally,
the Clerk served as the Deputy Clerk on election day, April 13, 1999.
The coordination of the Village News monthly newsletter was undertaken by the Clerk's office this
year.
The Clerk's office will continue inputting data into the Electronic Filing System in order to allow for
the efficient retrieval of records requests.
The Clerk's office anticipates finalizing the revised Village -wide job description manual by Spring
2000.
The Clerk's office will publish twelve monthly newsletters by September 30, 2000.
34
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
OFFICE OF THE VILLAGE CLERIC
w
A,� Trend iisto� ��
The Office of the Village Clerk was created in 1996. The receptionist position was
transferred from the Village Manager's Office in FY 97 to provide centralized
switchboard and professional receptionist services.
I
--
130
120
•
-7
110
Q H
v
100
CPI
O 10
90
�—
'o
i
ACTUAL
80
�-
Z
;
70
60
50
1996
1997 1998 1999 2000
FISCAL YEAR
35
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
1999 - 2000 BUDGET EXPLANATION
OFFICE of the VILLAGE CLERK
001 - 0303 -512
CODE CLASSIFICATION AMOUNT EXPLANATION
ADOPTED
PERSONNEL SERVICES
.11
Executive Salary
$ 43,422
Village Clerk
.12
Regular Salaries
32,115
Receptionist / Recording Secretary
.21
Social Security
5,779
FICA
.23
Life & Health Insurance
6,445
LTD / Health Insurance
.24
Workers' Compensation
479
Calculated by Finance
OPERATING EXPENSES
.31
Professional Services
$ 2,500
Temporary contracted and clerical
assistance while Receptionist and
Clerk are on vacation
.34
Other Contractual Services
1,930
Maintenance contract
- Electronic filing system
- Selectric III typewriter
.40
Travel
2,800
FAOLA, IIMC Institute,
FACC annual conference
Mayor's Ball / Chamber installation
Miscellaneous luncheons / Meetings
.41
Telephone Expenses
500
Local, long distance and cellular
.42
Postage
6,450
Mailing of occupational licenses
Follow -up letters, etc.
.47
Printing
8,700
Printing ofmonthly newsletter
.49
Other Current Charges
5,500
Legal advertising of Ordinances;
Codification of Ordinances
36
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
1999 - 2000 BUDGET EXPLANATION
OFFICE of the VILLAGE CLERK
001 - 0303 -512
CODE CLASSIFICATION AMOUNT EXPLANATION
ADOPTED
OPERATING EXPENSES (cont'd)
.51 Office Supplies $
500 Supplies for 2 staff
.5202 Other Operating Expenses
300 Supplies for electronic filing system
Miscellaneous costs associated with
newsletter printing
.54 Subscriptions & Memberships
500 Florida Assoc. of City Clerks
Int'l Institute of Municipal Clerks
Florida Assoc. of Licensing Officials
Dade County Municipal Clerks Assoc.
Internet access
CAPITAL OUTLAY
.64 Equipment
NON - OPERATING EXPENSES
.93 Contingency
TOTAL
$ 5,000 Computer enhancement and sound
system renovation
4,885 Merit / Longevity
127,805
KA
SHORE&
'� BUILDING & ZONING
51110 ""'1 ORGANIZATION CHART
6n��6
a
RiDp'
DIRECTOR OF BUILDING & ZONING
FRANCIS J. LUBIEN
ASSISTANT DIRECTOR
VACANT
EXECUTIVE ASSISTANT
MARGARITA MONTIEL
TEMPORARY
CLERICAL ASSISTANT
GLADYS VILLAR
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
BUILDING &_ ZONING DEPARTMENT
Services, Functions and Activities
The Building and Zoning Department strives to effectively and efficiently obtain compli-
ance with municipal and county construction codes in a client sensitive manner. Building
inspections 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 meth-
ods and materials. The Department processes all permit applications to ensure that
mandatory 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 Miami -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 Department also accepts and prepares all items for hearing by the Village's
Planning and Zoning Board.
39
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
BUILDING SL ZONING DEPARTMENT
F1
Some major renovations were undertaken on 88 Terrace with a Montessori nursery school being built.
For the remainder of the "1999 projected period ", the Department estimates an additional 590 permits
to be issued for a total of 1,425.
The Department has a vacancy for the Assistant Director position which is anticipated to be filled
during FY 2000. The Department continues to educate and inform residents and contractors on
permit requirements to comply with the strict policies of Miami -Dade County Code Compliance.
The primary objective of the Building & Zoning Department is to maintain the residential integrity of
the Village in accordance with the Code of Ordinances and the South Florida Building Code. The
trend of younger families relocating to Miami Shores continues. The majority of new residents plan to
expand and /or improve their homes. Since Hurricane Andrew, there has been an increase in the
number of regulations related to building and construction projects. The Department will strive to
ensure that these requirements are met with a minimum amount of inconvenience to our citizenry.
Check lists and processing aids will be upgraded to assure concurrency with the changes to applicable
codes. Sensitivity and uniform response to the wants and needs of the public will be emphasized.
The reduction of operating expenditures in
FY 1995 reflects the divisions' restructur-
ing of Code Compliance functions to the
Community Development Department.
Personnel expenditures were increased in
FY 1997 due to the budgeting for an Assis-
tant Building and Zoning Director. The Vil-
lage continues to update the Comprehen-
sive Plan incurring an additional cost of ap-
proximately $8,500 during FY 1997.
40
220
210
200
190
" CPI
0 180 /
° c 170 ��� ; ACTUAL
160 i -f-
150 /
140 4'
130
1996 1997 1998 1999 2000
FISCAL YEAR
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
1999 - 2000 BUDGET EXPLANATION
BUILDING & ZONING DEPARTMENT
001 - 0400 -524
CODE CLASSIFICATION AMOUNT EXPLANATION
ADOPTED
PERSONNEL SERVICES
.11
Executive Salary
$ 47,442
Building & Zoning Director
.12
Regular Salaries
71,180
Assistant B & Z Director
Executive Assistant
.21
Social Security
9,075
FICA % of Salaries
.23
Life & Health Insurance
8,453
LTD / Health Insurance
.24
Workers' Compensation
8,401
Calculated by Finance
OPERATING EXPENSES
.3101
Comprehensive Plan
$ 5,000
Comprehensive Plan amend & review
Professional Services
Upgrade plan to comply with State
requirements
.34
Contractual Services
30,774
Fees for inspection on Plumbing,
Electrical and Mechanical
Maintenance contract for typewriter
.40
Travel
2,000
Building Official's Association of
Florida annual seminar and Board
meeting, South Florida Builiding
Official's Meeting
.41
Telephone
1,680
Local, long distance, cellular and pager
.42
Postage
536
Correspondence and certified mail
.47
Printing & Binding
2,000
Printed forms for Building & Zoning:
permits, Garage sale, Other miscella-
neous printing
.51
Office Supplies
500
Office supplies for staff members
41
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
1999 - 2000 BUDGET EXPLANATION
BUILDING & ZONING DEPARTMENT
001 - 0400 -524
CODE CLASSIFICATION AMOUNT EXPLANATION
ADOPTED
OPERATING EXPENSES (cont'dj
.5201 Gasoline $
.5202 Other Operating Expenses
.54 Subscriptions & Memberships
NON - OPERATING EXPENSES
.93 Contingency
950 Gasoline for vehicles
504 Film, Filing cabinets
210 Building Official's Association of FL
South FL Building Official Council
Dade Council
National Notary Association
$ 3.633 Merit / Longevity
TOTAL S 193.9 -R
42
,SHORES`, FINANCE DEPARTMENT
ORGANIZATION CHART
ORIDp'
COMPTROLLER
CAROLYN MODESTE
ACCOUNTS PAYABLE CLERK
GLORIA ALDANA
FINANCE DIRECTOR
MARK A MALATAK
43
ACCOUNTANTI
ELIZABETH KEELEY
PART -TIME
CLERK TYPIST
DATA PROCESSOR SPECIALIST
CLARA BENDER
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
FINANCE DEPARTMENT
Services, Functions and Activities
The Finance Department is responsible for ensuring the safety and integrity of 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 that the safeguarding
of procurement practices are followed. Since 1987, the Village has received the Certifi-
cate of Achievement for Excellence in Financial Reporting from the Government Fi-
nance Officers Association.
The Finance Department is also responsible for preparing the annual operating and capi-
tal budgets, forecasting revenues and expenditures with the assistance of department
heads. The Department controls expenditures within the approved appropriation levels,
prepares budget revisions and prepares quarterly evaluation report to the Village Man-
ager and Village Council. Finance prepares a five year capital plan concurrent with the
annual budget process mandated by Florida Statute 200.065 commonly referred to as the
TRIM (truth in millage) regulation.
Due to reorganization which occurred in mid -fiscal year 1997, the Department is also
responsible for all insurance issues. These include health insurance, worker's compensa-
tion and liability insurance.
Ongoing departmental functions include the processing of weekly payroll, billing and
payables for the Village, preparing certified statements, handling of cash and invest-
ments, disbursing of funds, debt issuance and SEC mandated reporting, data processing
and management information services, and administration of the Village Pension Plans
(the general employee's and (new) Police retirement systems).
44
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
FINANCE DEPARTMENT
The Finance Department continued to coordinate the 125 cafeteria plan through AFLAC. This plan
allows employees to pay for child care and medical expenses on a pre -tax service resluting in im-
proved new checks for staff. A Flexible Benefit Plan was developed to explain the advantages of the
cafeteria plan.
As a result of the termination of the health insurance contract with Humana, the Department negoti-
ated new health benefits effective October 1, 1999. Because of the Village's self - insured status,
claims were filed against the Village. However, the status of the claims was not significant enough to
involve our third party administrator accordingly, the department handled liability cases in -house
saving the Village dollars in administrative costs.
The Department continued foreclosure proceedings for those properties with liens outstanding for
more than four years. Along with the imminent threat of routine lien filings, these processes netted
the Village a total increase in garbage revenue for delinquent accounts without counsel involvement.
The Department will complete the Village's software enhancements to prepare for Year 2000.
Budget documents and financial statements will continue to be prepared in accordance with the Gov-
ernment Finance Officers Association standards for the Distinguished Budget Presentation Award and
Certificate of Achievement for Excellence in Financial Reporting.
In conjunction with Village Special Counsel, the Department will continue in its efforts to collect
delinquent waste fees. This includes the implementation of revised payment systems: first the credit
card system by November 1 and direct debit payments by December 1, 1999.
45
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
FINANCE DEPARTMENT
Contributing to the increase in FY 97 was the renewal of the
auditor's contract with an increase of $4,500. FY 98's in-
crease is due to the professional fees for annexation and pro-
gram changes for Year 2000. In FY 1999, the Village has
budgeted an additional $3,000 for auditing fees associated
with the regulation of the Single Audit Act for grant funds.
The FY 2000 budget reflects increases related to the Village -
wide computer system enhancements to PICK and the de-
sign / implementation of a Code Enforcement system. Also,
as the Department's Director position was vacant for six
months, the FY 99 audit will be slightly more detailed to
ensure that proper procedures were followed.
310
300 1►
290
280
g 270 / CPI
o zso ACTUAL
250
Z 240
230
220
210
1996 1997 1998 1999 2000
FISCAL YEAR
46
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
1999 - 2000 BUDGET EXPLANATION
FINANCE DEPARTMENT
001 - 0500 -513
CODE CLASSIFICATION AMOUNT EXPLANATION
ADOPTED
PERSONNEL SERVICES
.11
Executive Salary
$ 67,000
Finance Director
.12
Regular Salaries
120,331
Accountant I (2)
Data Processing Specialist (Part-
Time)
Accounts Payable Clerk
Clerk Typist (Part-time)
.14
Overtime
1,100
Wages for excess hours
.21
Social Security
14,415
FICA % of Salaries
.23
Life & Health Insurance
10,436
LTD / Health Insurance
.24
Workers' Compensation
1,200
Calculated by Finance
OPERATING EXPENSES
.31 Professional Services $ 10,000
.32 Accounting and Auditing 40,000
34 Other Contractual Services 10,620
.40 Travel 2,750
.4020 Per Diem Allowance 250
.41 Telephone 1,500
47
Software support
Annual Village audit, Program audit,
Country Club audit, CAFR,
Distinguished Budget Program
Maintenance contract
- Computer systems
- Typewriters
Miscellaneous conferences
Meetings for Government Finance
Officers Assoc, Dade and Broward
County Municipal Finance Officers
Assoc.
Travel - related reimbursement
Telephone services
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
1999 - 2000 BUDGET EXPLANATION
FINANCE DEPARTMENT
001 -0500 -513
CODE CLASSIFICATION AMOUNT EXPLANATION
ADOPTED
OPERATING EXPENSES (cont'd)
.42 Postage
.4602
.47
.48
.51
.5202
.54
:11
Repair and Maintenance
Printing and Binding
250
450
2,500
Advertising and Promotions 2,500
Office Supplies 1,000
Other Operating Expenses 3,000
Subscriptions & Memberships 2,000
Training & Education
NON - OPERATING EXPENSES
.93 Contingency
TOTAL
3,225
Postage for accounts payable and
correspondence
Repairs to equipment not covered by
contract such as: cash register, burster,
laser printer
Printed forms, Deed transfers, W -2,
941 -A, Revenue envelopes, Letterhead
and envelopes, Budget documents,
etc.
Budget advertising
Office supplies for six staff members.
Computer paper, Gummed labels,
Data binders, Printer ribbons,
Computer tape
National Govt Finance Officers Assoc,
State Govt Finance Officers Assoc,
Dade and Broward Municipal Finance
Officers Association, PICK User's
Group, GASB Review
GFOA training on fixed assets and
pension (Nov 99); GFOA training at
National Conference (June 2000);
GFOA training for accounting
changes- GASB34 (Feb 2000)
$ 9,520 Merit / Longevity
$ 304,047
48
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
NON - DEPARTMENTAL /
UNCLASSIFIED ACCOUNTS
Services, Functions and Activities
Budgeted non - departmental expenditures include personnel services for accumulated
leave settlement and unemployment compensation; operating expenditures include con-
tractual services for office equipment shared by all departments such as the copy ma-
chine and postage meter. Non - operating expenditures include contributions to commu-
nity organizations and contingency funds. This department is monitored by the Finance
Director.
300 - -
250 ■�
g v CPI
o 200
ACTUAL
o
5 FE
z
150
r
j 100
1996 1997 1998 1999 2000
FISCAL YEAR
49
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
1999 - 2000 BUDGET EXPLANATION
NON - DEPARTMENTAL
001 - 0800 -519
CODE CLASSIFICATION AMOUNT EXPLANATION
ADOPTED
PERSONNEL SERVICES
.1850 Accrue Leave Settlement $ 25,000
.25 Unemployment Compensation 10,000
OPERATING EXPENSES
.34 Contractual Services
.41 Telephone
.42 Postage
5202 Other Operating Expenses
DEBT SERVICE
Reserve for payout of vacation and
sick hours when employees separate
services from the Village.
Reserve for all Village
$ 3,500 Copier, Fax Machine, Check Signer,
Postage Meter, Service Agreements
500 Fax Machine Line
1,500 Meter Permit Rental
Bulk Mail / 1 st Class Mail Permits
3,500 Copy Paper, Toner & Misc. Supplies
.8201 Dade Partners/Horace Mann $ 500
.8202 Dade Partners /Shores Elementary 500
.8207 North Miami Foundation 5,000
.93 Contingency 100.000
TOTAL $ 152,500
50
Donation
Donation
Donaction
Cost of Living / Contingency
',SNORF,T POLICE DEPARTMENT
l°, ORGANIZATION CHART
Dn�b
�ORIDp
COMPLAINT OFFICER
PAM ESTRADA
T
COMPLAINT OFFICER
MICHELLE SOLI
T
COMPLAINT OFFICER
KAREN ROBINSON
COMPLAINT OFFICER
KIMBERLYJAMES
T
COMPLAINT OFFICER
TANNIKABRIDGES
CHIEF OF POLICE
RICHARD MASTEN
SPECIAL PROJECTS
COORDINATOR EXECUTIVE ASSISTANT
JOHN HUGHES IRENE TOLENO
POLICE CHAPLAIN
FR. RAY GEISSER
LEGALADVISOR
D.P. HUGHES
P? OFFICER
LEGALADVISOR
SERGEANT
DAVID MCLEOD
I DETECTIVE I
K•BUNITS
CORPORAL
STANTAYLOR
PATROLMAN
RICHPRDJESSUP
PATROLMAN
JOHN LEE
POLICE CRIME
ANALYST
LIEUTENANT LIEUTENANT srEVENwnrsoN
JACK ULMER KEVIN LYSTAD
4
POLICE RECORDS
CLERK
SERGEANT EDDERAMOS I I I RO ERTKNOWLES I (MARTHA SERGEANT
51
I CROSSINGGUARD I
ANNIE ELLIS
P/T SCHOOL
CROSSING GUARD
ROGER GREENE
P- SCHOOL
CROSSING GUARD
POLICE OFFICER
JEROME BENSINGER
RESERVE
POLICE OFFICER
VACANT
RESERVE
POLICE OFFICER
SQ11SKI
D:..N
_E.N CO ER
STEVVEE
TIM
PATROLMAN
PATROLMAN
PATROLMAN
KEVINREED
PATRICKMORIARITY
JOSEPH KEELEY
PATROLMAN
PATROLMAN
PATROLMAN
DONLOHNES
CHRISHUBER
JAMESYOUNG
PATROLMAN
.PATROLMAN
PATROLMAN
KEITH HARRELL
CHRISBRADLEY
GLADIMIROOCTEUR
PATROLMAN
PATROLMAN
PATROLMAN
CUFFORDVICKERS
ROBERTFRAME
JACKST. THOMAS
PATROLMAN
PATROLMAN
PATROLMAN
AARON GYSAN
MIKEGREEN
SERGIOGIACOMONE
PATROLMAN
PATROLMAN
PATROLMAN
KERRYTURNER
CHRISTINE MENENDFZ
MATTWES7BROOK
PATROLMAN
PATROLMAN
VACANT
VAf,PM
51
I CROSSINGGUARD I
ANNIE ELLIS
P/T SCHOOL
CROSSING GUARD
ROGER GREENE
P- SCHOOL
CROSSING GUARD
POLICE OFFICER
JEROME BENSINGER
RESERVE
POLICE OFFICER
VACANT
RESERVE
POLICE OFFICER
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
POLICE DEPARTMENT
Services, Functions and Activities
The Miami Shores Police Department is the chief law enforcement agency of 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 Village 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 fulfill our Mission, the Miami Shores Police Department is dedicated to providing a quality work
environment and the development of its members through effective training and leadership."
52
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
POLICE DEPARTMENT
This year the Police Department implemented a new and innovative community- oriented policing
initiative that assigned each officer an individual neighborhood district. The Neighborhood Contact
Officer Program (N -COP) has been successful in identifying quality of life issues, as well as specific
problem solving opportunities in its first year of operation. A computerized, voice -mail system allows
personal messaging from citizens directly to their N -COP Officer. This program will bring national
attention to Miami Shores Village with the publication, relative to the program, soon to be featured in
the Department of Justice Community Policing Consortium Journal.
After successfully obtaining grant funds for the purchase of Automatic External Defibrillators (AEDs),
the Department has purchased the units and has held the mandatory training to all patrol personnel.
The life- saving machines are now located in all Police cruisers.
As citizen concerns regarding speeding motorists remained a priority, the Department continued its
"Zero Tolerance" enforcement campaign called "Safe & Slow." Since the start of "Safe & Slow ", the
number of citations issued to speeding motorists has increased steadily. The Department has received
numerous compliments from citizens and very few complaints since the operation's inception. The
Department will aggressively promote this campaign, ensuring the safety of our residents, businesses,
and visitors of the Village until we achieve voluntary compliance with posted speed limits.
We are currently reviewing all departmental policies and procedures to prepare for State Accredita-
tion. The Accreditation process requires a department to meet or exceed State standards which will
have a direct impact on the department's level of professionalism.
The Miami Shores Police Department will maintain its sworn and civilian employee strength in per-
sonnel and will continue to deliver the highest quality of police service to the citizens of our Village.
The effectiveness of our Police Department will continue to be the benchmark for municipal police
agencies throughout South Florida.
The Miami Shores Police Department will strive to enhance its police - community partnership using a
team - oriented approach to community problem solving. Our officers will continue to receive addi-
tional training in community policing to reinforce this team- oriented approach.
The Miami Shores Police Department will maintain its vigorous emphasis on traffic control with
strong enforcement aimed at speeders. We will continue to enforce the "Safe & Slow" campaign of
"Zero Tolerance." The Police Department is proceeding toward the deployment of laptop computers
to patrol officers. This anticipated deployment would enhance our current service delivery.
53
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
POLICE DEPARTMENT
The increase in this Department's costs directly reflects the
negotiated personnel cost increases. The Department's op-
erating costs and capital outlay have remained constant.
3100
3000
2900
N
J C
CO) 2800
O
Z 9 2700
j�
i
2s
2soo oo
I
1996
1997 1998 1999 2000
FISCAL YEAR
54
CPI
_E_
ACTUAL
4
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
POLICE DEPARTMENT
This year the Police Department implemented a new and innovative community- oriented policing
initiative that assigned each officer an individual neighborhood district. The Neighborhood Contact
Officer Program (N -COP) has been successful in identifying quality of life issues, as well as specific
problem solving opportunities in its first year of operation. A computerized, voice -mail system allows
personal messaging from citizens directly to their N -COP Officer. This program will bring national
attention to Miami Shores Village with the publication, relative to the program, soon to be featured in
the Department of Justice Community Policing Consortium Journal.
After successfully obtaining grant funds for the purchase of Automatic External Defibrillators (AEDs),
the Department has purchased the units and has held the mandatory training to all patrol personnel.
The life- saving machines are now located in all Police cruisers.
As citizen concerns regarding speeding motorists remained a priority, the Department continued its
"Zero Tolerance" enforcement campaign called "Safe & Slow." Since the start of "Safe & Slow ", the
number of citations issued to speeding motorists has increased steadily. The Department has received
numerous compliments from citizens and very few complaints since the operation's inception. The
Department will aggressively promote this campaign, ensuring the safety of our residents, businesses,
and visitors of the Village until we achieve voluntary compliance with posted speed limits.
We are currently reviewing all departmental policies and procedures to prepare for State Accredita-
tion. The Accreditation process requires a department to meet or exceed State standards which will
have a direct impact on the department's level of professionalism.
The Miami Shores Police Department will maintain its sworn and civilian employee strength in per-
sonnel and will continue to deliver the highest quality of police service to the citizens of our Village.
The effectiveness of our Police Department will continue to be the benchmark for municipal police
agencies throughout South Florida.
The Miami Shores Police Department will strive to enhance its police - community partnership using a
team - oriented approach to community problem solving. Our officers will continue to receive addi-
tional training in community policing to reinforce this team- oriented approach.
The Miami Shores Police Department will maintain its vigorous emphasis on traffic control with
strong enforcement aimed at speeders. We will continue to enforce the "Safe & Slow" campaign of
"Zero Tolerance." The Police Department is proceeding toward the deployment of laptop computers
to patrol officers. This anticipated deployment would enhance our current service delivery.
53
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
POLICE DEPARTMENT
7'reac story
The increase in this Department's costs directly reflects the
negotiated personnel cost increases. The Department's op-
erating costs and capital outlay have remained constant.
3100
3000
2900
N
J C
CO) 2800
O
Z 2700
2600
2500
pia
1996 1997 1998 1999 2000
FISCAL YEAR
54
CPI
__111-
ACTUAL
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
1999 - 2000 BUDGET EXPLANATION
POLICE DEPARTMENT
001 - 0900 -521
CODE CLASSIFICATION AMOUNT EXPLANATION
ADOPTED
PERSONNEL SERVICES
.11 Executive Salaries $195,901 Chief (1)
Lieutenant (2)
Village Supplement (State Law)
Longevity / Holiday Pay
.12 Regular Salaries 1,713,431 Sergeants (4)
Detectives (4)
Police Officers (23)
Complaint Officer / Dispatcher (5)
Exectutive Assistant (1)
Records Specialist (1)
Clerk / Crime Analyst (1)
Special Projects Coordinator (1)
Courier
Village Supplement
Longevity / Holiday Pay
Supervisor's Relief Pay
Vacation / Sick Time
13 Other Salaries 27,274 School Crossing Guard (3)
Summer School Crossing Guard
Crime Watch Coordinator
.14 Overtime 82,710 Sergeants
Detectives
Police Officers
Complaint Officers
Executive Assistant
Records Specialist
Crime Analyst
Special Projects Coordinator
.15 Extra Detail 84,088 Extra detail salary
55
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
1999 - 2000 BUDGET EXPLANATION
POLICE DEPARTMENT
001 - 0900 -521
CODE CLASSIFICATION AMOUNT EXPLANATION
ADOPTED
PERSONNEL SERVICES (cont'd)
.21
Social Security
163,438
FICA % of Salaries
.22
Retirement
180,441
Actuarially calculated
.23
Life & Health Insurance
116,140
LTD / Health Insurance
.2301
Retirement Insurance
7,300
City's matching portion of Police
Officer Retirees insurance
.24
Workers' Compensation
140,352
Calculated by Finance
OPERATING EXPENSES
.31
Professional Services
$ 1,000
Actuarial study for retirees insurance
Annual physical exam
Decontamination services
.34
Contractual Services
38,486
Veterinary contract; Uniform cleaning;
Maintenance on computers, software,
photocopier, dictaphone
Car wash contract, Radio Maintenance
.40
Travel
13,870
Mileage allowance, Meals and lodging,
Dog kennel, Miscellaneous training,
Tuition reimbursement, Citizens Police
Academy, Cadet Academy
.41
Telephone Expenses
15,193
Emergency rotary and non - emergency
lines, Long distance equipment
purchase, Equipment maintenance,
Mobile Phones / Fax Line / Pagers
.42 Postage 1,987 Postage, Freight charges, Registered
and certified mail
56
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
1999 - 2000 BUDGET EXPLANATION
POLICE DEPARTMENT
001 - 0900 -521
CODE CLASSIFICATION AMOUNT EXPLANATION
ADOPTED
OPERATING EXPENSES (cont'd)
.4301
Electricity
13,854
Pistol range, Police headquarters
.4303
Water
1,882
Police headquarters
.44
Rentals
14,250
County based computer
Motorcycle lease
Unmarked vehicles
.4602
Miscellaneous Maintenance
3,277
Pistol range, Computer
Miscellaneous equipment
.47
Printing & Binding
2,015
Stationary, Business cards, ID cards,
Phone stickers, Permits, Case referral
forms, Survey cards, Police vehicle
decals, Alarm permit decals
.48
Promotional Activity
4,300
Police Chief dinner
Winterfest
Advertisement for new employees
.51
Office Supplies
3,895
Miscellaneous office supplies
.5201
Gasoline
37,070
Calculated by Public Works
.5202
Other Operating Expenses
25,389
Firearm supplies and ammunition
First aid supplies
Detective bureau supplies
K -9 supplies
Other operating supplies
Coffee / water
.5204
Uniforms
19,324
Uniforms and personal equipment
.54
Subscriptions
4,535
Memberships and training books,
Publications, Police Academy
57
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
1999 - 2000 BUDGET EXPLANATION
POLICE DEPARTMENT
001 - 0900 -521
CODE CLASSIFICATION AMOUNT EXPLANATION
ADOPTED
CAPITAL OUTLAY
.64 Equipment $ 20,200 Bullet Proof Vests
Radio System
NON - OPERATING EXPENSES
.71 Debt Service Principal
$ 104,857
Debt payment for police vehicles
.72 Debt Service Interest
9,720
Debt payment for police vehicles
.83 Crime Watch
4,302
Contribution towards Crime Watch
programs
.93 Contingency
26.249
Merit / Longevity
TOTAL
$ 3,076,730
PUBLIC WORKS
DEPARTMENT
ORGANIZATION CHART
DIRECTOR OF PUBLIC WORKS/
DAVE TRAILL
ASST. PUBLIC
WORKS DIRECTOR
VACANT
P/TADMINSECRETARY EXECUTIVE ASSISTANT PURCHASINGAGENT
TERRY CLARKE PAMELA MENADIER SCOTT DAVIS
WASTE / RECYCLING SUPERVISOR I I SHOP FOREMAN
JOHN COBB JIM MCCOY
EQUIPMENT
REFUSE
REFUSE
EQUIPMENT
CUSTODIAL
OPERATOR 111
TRUCKDRIVER
TRUCK DRIVER
MECHANIC
WORKER
IROLD WOODS
LUIS HERNANDEZ
ERNEST HAMILTON
JOE ALLEN
DALLAS SCOT
EQUIPMENT
REFUSE
REFUSE
EQUIPMENT
EQUIPMENT
OPERATORIII
COLLECTOR
COLLECTOR
COLLECTOR
MECHANIC
COURIER
WILLIE BAILEY
WORKER I
RICHARDBUTAS
CHARLIE HARBER
TONYJONES
EQUIPMENT
REFUSE
REFUSE
EQUIPMENT
METERENFORCEl
OPERATORIII
COLLECTOR
COLLECTOR
MECHANIC
OFFICER
DANIEL WILSON
TERRY DINKINS
COLINFRANCIS
ERIC REYNOLDS
VACANT
REFUSE
REFUSE
REFUSE
AUTO
TRUCKDRIVER
TRUCKDRIVER
TRUCK DRIVER
DETAILER
CEMENT FINISHER
OSCAR ESPINOSA
ERNES T RAY
LEROYKNIGHT
FELIXALEGRIA
FRANK ALBALADEJO
REFUSE
REFUSE
REFUSE
TRUCKDRIVER
COLLECTOR
COLLECTOR
WILLIE JAMES
GREG WHITE
ENRIQUE NAVARRO
REFUSE
REFUSE
REFUSE
TRUCKDRIVER
TRUCK DRIVER
COLLECTOR
TRUCK DRIVER
Ail
I SPECIAL PROJECTS I
JOHN RUMBLE
STREETS SUPERVISOR
MELVIN MOORE
PARKS
MAINTENANCE
FOREMAN
WORKER II
VACANT
JOHN PINDER
KS LEAD WORKER
MAINTENANCE
RICK MILLER
WORKER II
VACANT
MAINTENANCE
MAINTENANCE
WORKER II
WORKER
'ALESST.FLEUR
RAFAEL HERRER
EQUIPMENT
EQUIPMENT
OPERATORI
OPERATORIII
JULIO ROMAN
SAM BLACK
MAINTENANCE
TREE
WORKER I
TRIMMER
ERIC NORMAN
J.C. ANTOINE
MAINTENANCE
EQUIPMENT
WORKER
OPERATORII
LUISVAZOUEZ
YVES VINCENT
EQUIPMENT
OPERATORI
ALTIAGASEVERE
EQUIPMENT
OPERATORI
GROUNDS
FOREMAN
LUIS URQUTA
T
GROUNDSKEEPER
SILMO MARTINEZ
T
GROUNDSKEEPERII
CHESTER PEARSON
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
PUBLIC WORDS DEPARTMENT
The Public Works Department proudly reports another highly successful year of constant accomplish-
ment. In reviewing our stated departmental goals and objectives for our current year to date, the
Department has successfully achieved impressive results in every of the major accomplishments claimed
for the fiscal year of 1999 - 2000.
For FY 2000, the Public Works Department will be moving ahead with an agenda to improve the
appearance of Miami Shores, improve services to our customers and revitalizing our vehicular fleet,
maintaining our long reputation as an efficient and progressive organization.
Our trash collection service will benefit from the removal of our last old trash truck and its replace-
ment with a new, highly reliable truck, reducing the frequency of service losses previously identified.
With new equipment, goes the effort to fine tune our commercial waste collections services, ensuring
proper accuracy in container management practices.
Our streets and sidewalks will continue to show progress, constantly repairing and replacing danger-
ous or unattractive conditions as part of the Village's comprehensive sidewalk renovation plan. Re-
placement of worn street and informational signs continue to remand attention, improving the attrac-
tive appearance of the Village. We will continue to plant new replacement live oak trees to invest in
a pleasant future of tree -lined street canapies in the Village. The colorful and vibrant appearance of
our many plant beds along our major street will continue to be a source of pride. Coupled with this
effort is an ongoing program to convert from city water irrigation to the use of well water to save
financial resources.
The multi - purpose recreational field will benefit from the acquisition of a new and vastly improved
top dresser to enable our fine recreation maintenance crew to keep this vital facility in top shape. Our
motor pool will increase its capability to care for a vast vehicular fleet by acquiring a state -of -the -art
Ford diagnostic computer. Concurrently, more in -house repairs of ever increasing complexity (a
noticeable trend over the past few years) will save valuable repair dollars.
Lastly, a capable and committed administrative staff will continue to provide leadership and support
to our work force, rounding out the collective efforts of an organization dedicated to the constant
pursuit of excellence in everything we as a department undertake.
Z
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
SANITATION (ENTERPRISE) DIVISION
Services, Functions and Activities
The Sanitation Division 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, plastics, aluminum
beverage cans, as well as brown, green and clear glass. Effective October 1, 1999, this
function will be reported is a self - supporting enterprise fund operations. This new ac-
counting method allows for enhanced reporting and permits the Village to accumulate
relacement reserves.
The Sanitation collection crews have logged another banner year of solid waste service to the commu-
nity. Several hurricane preparation campaigns, a major golf course cleanup effort and a myriad of
special pickups around the Village have kept our personnel in constant demand for service.
The addition of two new trash trucks has been a highly welcome addition to our operation as has been
our extended service hours during hurricane season. Implementation of a unique dumpster marking
method has reduced commercial customer service complaints and increased overall efficiency.
The Sanitation Division increase pri-
marily results from the funding of two
additional full -time employees which
was approved by the Council in mid -
fiscal year 1998.
1500
1450
Cl) 1400
H
g 1350
CPI
/
ACTUAL
00 1300
5�
? 1250
1200
1150
1996 1997 1998 1999 2000
FISCAL YEAR
61
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
1999 - 2000 BUDGET EXPLANATION
SANITATION (ENTERPRISE FUND) DIVISION
405 - 3000 -534
CODE CLASSIFICATION AMOUNT EXPLANATION
ADOPTED
PERSONNEL SERVICES
.12 Regular Salaries $ 534,463 Waste Supervisor (1)
Code Enforcement Officer
Refuse Truck Driver (9)
Equipment Operator III (3)
Refuse Collectors (7)
.14 Overtime 26,326 Holiday Pay
Labor for Driver and Helper to pick
up garbage on Saturdays
Emergencies
.21
Social Security
42,900
FICA % of Salaries
.23
Life & Health Insurance
35,910
LTD / Health Insurance
.24
Workers' Compensation
97,441
Calculated by Finance
OPERATING EXPENSES
.34
Contractual Services
$ 68,500
Security Guard
Labor for sick leave, vacation,
personal leave
.40
Travel
.1,025
Training for Supervisor & Employees
.42
Postage
3,690
Mailing of Garbage Bills & Statements
.4304
Waste Disposal
415,530
Garbage and Trash Disposal
.44
Rental
3,659
Rental for cleaning chipper field
.4601
Vehicle Maintenance
44,462
Equipment maintenance
.47
Printing & Binding
564
PR for recycling
Statements, Invoices,
Courtesy notices, Recycling pamphlet
62
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
1999 - 2000 BUDGET EXPLANATION
SANITATION (ENTERPRISE FUND) DIVISION
405 - 3000 -534
CODE CLASSIFICATION AMOUNT EXPLANATION
ADOPTED
OPERATING EXPENSES
.5201
Gasoline & Lubricant
31,965
Diesel fuel, Gasoline, Oil & Lubricants
.5202
Other Operating Expenses
20,950
Safety equipment, Tote barrels &
Tools
.5203
Tires
18,729
Tires for Waste vehicles
.5204
Uniforms
3,588
Per F.P.E. contract
.5900
Depreciation
25,000
Estimated contribution to the Renewal
and Replacement Fund
.5950
Management Fee
50,000
Inter -fund transfer to the General
Fund to apy for the direct and indirect
costs provided to the Division by other
Village operations.
CAPITAL OUTLAY
.6500 Vehicles
NON - OPERATING EXPENSES
.93 Contingency
TOTAL
$ 56,000 Estimated cost to replace vehicles
$ 26.725 Merit / Longevity Pay
S 1.507.427
63
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
PARIS DIVISION
Services, Functions and Activities
The Parks Division 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.
During this past year, the Parks Division personnel have converted all of NE 96 Street east of NE 2nd
Avenue from city to well water. Consequently, we have exceeded the preliminary utility costs savings
by 16 %.
As a special project, the Parks Division has revitalized the downtown corner flower beds, all six
Grand Concourse triangular displays, Biscayne Boulevard, etc... by using dwarf ixora as our featured
plant.
A new bucket truck was placed in operation this year to allow a tree crew to reduce or eliminate the
backlog of tree trimming and tree planting requests.
The drastic increase in FY 1997 resulted from
the Council approval increase in staff which
was partially offset by the low turnover in
staff, maintaining the other expenditures. The
FY 98 decrease reflects the low turnover,
keeping costs constant.
Eli
420
400 '
380
g 360 * CPI
o�
c 340 ACTUAL
�IE j
? 320
i
300
280
1996 1997 1998 1999 2000
FISCAL YEAR
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
1999 - 2000 BUDGET EXPLANATION
PARKS DIVISION
001 -1201 -572
CODE CLASSIFICATION AMOUNT EXPLANATION
ADOPTED
PERSONNEL SERVICES
.12
Regular Salaries
$ 241,406
Parks Foreman (1)
Crew Leader (1)
Equipment Operator (4)
Maintenance Worker (4)
Tree Trimmer (1)
.14
Overtime
6,261
Estimates using historical trends
.21
Social Security
18,947
FICA % of Salaries
.23
Life & Health Insurance
19,773
LTD / Health Insurance
.24
Worker's Compensation
18,898
Calculated by Finance
OPERATING EXPENSES
.34
Contractual Services
$ 7,500
Outside temporary labor costs
.40
Travel
1,229
Management seminars for supervisor
.4303
Utility Services
17,220
Water used to irrigate parks &
medians
.5201
Gasoline
10,886
Gasoline for vehicles
.5202
Other Operating Expenses
17,111
Safety equipment, tools & other
supplies
.52021
Beautification Expenses
39,070
Tree and street planting program
.5204
Uniforms
2,000
Per F.P.E. contract
.5205
Fertilizers & Chemicals
1,656
Fertilizer for grass and trees
.54
Memberships & Subscriptions
97
Dade County Nursery Report
65
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
1999 - 2000 BUDGET EXPLANATION
PARKS DIVISION
001 - 1201 -572
CODE CLASSIFICATION AMOUNT EXPLANATION
ADOPTED
CAPITAL OUTLAY
.63 Land Improvements
DEBT SERVICE
.71 Debt Principal
.72 Debt Interest
.93 Contingency
TOTAL
$ 27,500 City Water replacement
$ 21,425 Payment on six year loan for vehicle
5,062 Annual interest for vehicle loan
4,711 Reserved for merit and longevity
$ 460,752
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
STREETS DIVISION
Services, Functions and Activities
The Streets Division 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 j anitorial staff for the Vil-
lage Hall, Police Department, Fleet Maintenance and Public Works buildings are also
provided. The cost of this function is partially offset from contributions transfered from
the Local Option Gas Tax and Stormwater Enterprise funds.
The construction of two speed humps in key areas of the village as an in -house project marked a new
capability of our talented crew. Enhancement projects such as a new landscaped sidewalk crossing
island at the community center and an additional planter bed on NE 97 Street have highlighted the
good work of the new sidewalk crew.
Continued improvement to sidewalk and drain restoration projects have further illustrated the tasks
completed by the crew. Noteworthy is the superb interior and exterior painting performed by the
streets Section on the Village Hall, Community Center, Field House, and Public Works facilities.
390
380
C0 370
g
CPI
360
m
-f-
ACTUAL
y o 350
5 ;E
—�-
z 340
330
320
1996
1997 1998 1999 2000
FISCAL YEAR
67
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
1999 - 2000 BUDGET EXPLANATION
STREETS DIVISION
001 - 1202 -541
CODE CLASSIFICATION AMOUNT EXPLANATION
ADOPTED
PERSONNEL SERVICES
12
Regular Salaries
$ 95,035
Streets Supervisor (1)
Maintenance Worker (4)
Parking Monitor (1)
Custodian
Courier (3/4 funded by Police Dept.)
.14
Overtime
2,290
Estimated on historical trends
.21
Social Security
7,445
FICA % of Salaries
.23
Life & Health Insurance
10,932
LTD / Health Insurance
.24
Worker's Compensation
10,077
Calculated by Finance
OPERATING EXPENSES
.34
Contractual Services
$ 9,062
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
Travel
718
Seminars & Training Sessions for
Supervisor & Mechanics
.430101
Electricity
146,023
Street Lights
.430102
Electricity
11,275
Village Hall
.430103
Electricity
6,378
Public Works Motor Pool / Nursery
.4303
Water
1,942
Village Hall / Public Works
.4602
Miscellaneous Maintenance
22,177
Repairs to buildings & structures
Miscellaneous parts for A/C units /
water heater
68
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
1999 - 2000 BUDGET EXPLANATION
STREETS DIVISION
001- 1202 -541
CODE CLASSIFICATION AMOUNT EXPLANATION
ADOPTED
OPERATING EXPENSES
.47 Printing & Binding 418
.49 Other Current Charges 513
.5201 Gasoline 3,998
.5202 Other Operating Expenses 27,316
5204 Uniforms 1,270
5205 Chemicals 185
53 Road Maintenance & Supplies 5,156
CAPITAL OUTLAY
.63 Land Improvements
.6301 Road End Beautification
NON - OPERATING EXPENSES
.93 Contingency
TOTAL
Business cards, Repair orders, Action
Requests, Parts requisitions
Dade County & Florida fuel permits
Gasoline & Diesel fuel purchases
Safety equipment, Paper towels, toilet
tissue, cups and other miscellaneous
operating supplies
Per F.P.E. contract
Weed Killer and Insecticide
Hot asphalt patch, Bus bench repairs
Miscellaneous signs and posts
$ 222,700 Streets resurfacing; Sidewalk repairs;
Sign materials; Seal coat downtown;
ADA Improvements
5,000 Miscellaneous replacement of shrubs,
trees, signage mulch, etc. necessary
for the upkeep and maintenance of the
street and alley road closures
$ 5.177 Merit / Longevity Pay
$ 595.087
.•
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
ADMINISTRATION DIVISION
Services, Functions and Activities
This Division provides direction and guidance to all Public Works Divisions to ensure
successful completion of routine maintenance and special projects. The Division 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.
Under new leadership, the Division has to improve all aspects of the department. The challenges
facing the Division are now managed using an efficient and organized management approach. The
needs of each Division are prioritized and balanced to ensure the most efficient approach to opera-
tions.
Programs extensively involving coordination with collateral agencies on environmental, ADA safety,
architectural and project oversight matters were flawlessly managed and executed. Of special pride is
the success enjoyed through the efforts of our Special Projects Coordinator and Purchasing Agent
which have brought numerous projects on line while controlling costs through efficient and careful
procurement practices.
Personnel additions and reclassifica-
tions were the result of continuous es-
calating costs in this department. Ad-
ditions include an Assistant Public
Works Director hired in 1995, a Spe-
cial Projects Coordinator and a part-
time clerk hired in 1996 and the re-
classification of the Human Resource
Director as Parts Manager in FY 1997.
70
350
300
S ,rte CPI
o N zso r �-
0
ACTUAL
200
150
1998 1997 1998 1999 2000
FISCAL YEAR
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
1999 - 2000 BUDGET EXPLANATION
PUBLIC WORKS ADMINISTRATIVE DIVISION
001 - 1203 -534
CODE CLASSIFICATION AMOUNT EXPLANATION
ADOPTED
PERSONNEL SERVICES
.11
Executive Salary
$ 66,000
Public Works Director
.12
Regular Salaries
170,220
Assistant Public Works Director
Executive Assistant
Purchasing Agent
Special Projects Coordinator
Dispatcher / Secretary
.21
Social Security
18,071
FICA % of Salaries
.23
Life & Health Insurance
14,387
LTD / Health Insurance
.24
Workers' Compensation
4,393
Calcualted by Finance
OPERATING EXPENSES
.34
Other Contractual Services
$ 1,000
Copy machine maintenance contract
Typewriter maintenance
.40
Travel
1,900
Managememt seminars
.41
Telephone
8,105
Telephone systems
.42
Postage
135
Estimated on last year's actual
.49
Other Current Charges
810
Advertising for Sealed Bids
.51
Office Supplies
3,450
Miscellaneous Office Supplies
.5201
Gasoline
4,585
Calculated by Fleet Maintenance
Division
.5202
Other Operating Expenses
461
Copy Paper / Toner
.54
Memberships & Subscriptions
559
Publications, Dade County Subscrip-
tion fee for purchasing contracts
American Public Works Association
America On -Line
71
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
1999 - 2000 BUDGET EXPLANATION
PUBLIC WORKS ADMINISTRATIVE DIVISION
001 - 1203 -534
CODE CLASSIFICATION AMOUNT EXPLANATION
ADOPTED
OTHER EXPENSES
.71 Debt Service Principal $ 3,629 Principal payment on five year lease -
purchase agreement on vehicles
.73 Debt Service Interest 1,043 Interest payment on lease /purchase
agreement
.93 Contingency 6,254 Merit / Longevity Pay
TOTAL
_$ 305,002
72
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
RECREATION MAINTENANCE DIVISION
Services, Functions and Activities
This Public Works Division maintains all playing fields, the baseball diamonds and the
Tot -Lot playground. Maintenance includes, but is not limited to mowing, edging, fertili-
zation, weed control and insect eradication. It also prepares game fields for play by
striping, setting goals and any other necessary services or equipment as identified by the
Recreation Department. The crew also helps setup Recreation sponsored community
events like Halloween Howl, the annual Christmas tree lighting, Unity Day, Taste of the
Shores, and other special events.
The three member crew has demonstrated high professionalism in supporting the Village's outdoor
athletics programs including soccer, baseball and summer camp programs. Frequent maintenance
activities have included calibrated spray protocols, resodding, aerification and pest control.
Additionally, this Division has been directly responsible to set up numerous special events held on the
recreation field (Unity Day & Tree Lighting) as well as the Miami Shores' Halloween Howl and
Springfest occasions. Above and beyond the rigorous daily schedule, the recreation maintenance
crew also supports various activities at the pool, tennis center and community center.
73
140
130
120
g H
y
CPI
O
110
�
ACTUAL
O
9
100
Z
90
-� -- -1 - - -�
80
1996
1997 1998 1999 2000
FISCAL YEAR
73
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
1999 - 2000 BUDGET EXPLANATION
RECREATION MAINTENANCE
001 -1204 -541
CODE CLASSIFICATION AMOUNT EXPLANATION
ADOPTED
PERSONNEL SERVICES
.12
Regular Salaries
$ 79,510
Grounds Foreman
Grounds Keeper (2)
.14
Overtime
5,000
Overtime for special events
.21
Social Security
6,465
FICA % of salaries
.23
Life & Health Insurance
5,391
LTD / Health Insurance
.24
Workers' Compensation
6,360
Calculated by Finance
OPERATING EXPENSES
.40
Travel
$ 431
Local and out -of -town Reimbursements
.41
Telephone
571
Specialized, local, long distance and
cellular
.4301
Electricity
891
Maintenance shed; Security lighting
.4602
Miscellaneous Maintenance
324
Minor repairs to building & Tot Lot
equipment
.5201
Gasoline
1,210
Gasoline for recreation equipment
.5202
Other Operating Expenses
10,260
Top dressing, Clay, Irrigation, Tools,
Paint, Chalk, Etc.
.5204
Uniforms
438
Per F.P.E. contract
.5205
Fertilizers & Chemicals
9,020
Miscellaneous chemicals and fertilizers
to ensure proper growth of Recreation
field turf
74
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
1999 - 2000 BUDGET EXPLANATION
RECREATION MAINTENANCE
001 - 1204 -541
CODE CLASSIFICATION AMOUNT EXPLANATION
ADOPTED
NON - OPERATING EXPENSES
.93 Contingency $ 3,587 Merit / Longevity Pay
TOTAL $ 129,458
75
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
III FLEET MAINTENANCE DIVISION II
Services, Functions and Activities
The Fleet Maintenance Division provides preventitive maintenance and repairs to all
Village owned cars, trucks and equipment.
Continuing a recent trend of repairing more vehicles in- house, the Division has now undertaken major
hydraulic repairs of the Village's large loaders and sanitation equipment, previously provided by out-
side contractors. Modifications to existing equipment by Division staff has added a new, more effi-
cient dimension to our truck fleet, while a major addition of new police vehicles has been smoothly
integrated into operational status.
With a major addition to the Fleet Maintenance facility in progress, the administrative and parts man-
agement capacities will expand to state -of -the -art levels. Simultaneously, the Division has initiated
the electrical and plumbing equipment refurbishment to satisfactory levels.
_ � E I �_ SM3 � �
E
270
260
250 /
240
2
CPI
30
0 220 ACTUAL
�,
Z 210 -�-
200
190
180
1996 1997 1998 1999 2000
FISCAL YEAR
76
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
1999 - 2000 BUDGET EXPLANATION
FLEET MAINTENANCE DIVISION
001 - 1205 -541
CODE CLASSIFICATION AMOUNT EXPLANATION
ADOPTED
PERSONNEL SERVICES
.12
Regular Salaries
$ 149,420
Equipment Mechanics (3)
Equipment Shop Foreman (1)
Part-time Auto Detailer (1)
.14
Overtime
1,153
Calculated on last year's actuals
.21
Social Security
11,519
FICA % of Salaries
.23
Life & Health Insurance
7,344
LTD / Health Insurance
.24
Workers' Compensation
10,811
Calculated by Finance
OPERATING EXPENSES
.4601
Vehicle Maintenance
$ 52,006
City -wide vehicle maintenance
.5201
Gasoline, Oil & Lubricants
4,182
Oil & lubricants
.5202
Other Operating Expenses
6,794
Miscellaneous supplies
.5203
Tires
12,590
City -wide tires
.5204
Uniforms
1,027
Per F.P.E. contract
NON - OPERATING EXPENSES
.93 Contingency
TOTAL
$ 3,463 Merit / Longevity pay
$ 260,309
77
,gHOREm RECREATION DEPARTMENT
vi � ORGANIZATION CHART
RiDp
ASST. DIRECTOR
OF OPERATIONS
JERRY A. ESTEP
I EXECUTIVE ASSISTANT I
ANITA RACKL
ANGELA DORNEY
JASON REGER
ASST. ATHLETIC
P/T COACH
P/TCOACH
MAINTENANCE
P ?PARK
WORKER II
RANGER
SUPERVISOR
KAREN LITTLE
BARRYSIESEL
HILDAALSUERNE
VACANT
VACANT
MAINTENANCE
PITHEAD
YOUTH CENTER
P/T COUNSELOR
P/TCOACH
WORKER II
COUNSELOR
ATTENDANT
JARRET KAPLAN
MICHAEL HOMERDING
MARISASELGIRALDO
JEANNETTESARDINA
STACYPHILPOTT
P/T COMM. CENTER
ATTENDANT
PIT COUNSELOR
P/TCOACH
P/TCOACH
P/TCOACH
BARBARA MCGEE
VACANT
EDDY LONGMAN
CATHY LONGMAN
LUISZEVALLOS
P/T COMM. CENTER
ATTENDANT
P/T COUNSELOR
P/TCOACH
P/TCOACH
PR COUNSELOR
MARTAFERNANDEZ
VACANT
JOSEPH FOSAFY
MICHAEL MAULINI
KYLLENE WEISS
P/T COMM. CENTER
P/TCOACH
PIT COACH
P/TCOACH
ATTENDANT
CINDYJOHNSON
ROLANDO MEDINA
CLARKLEANDER
LESLIE RACKL
P/T COACH
PIT COACH
P/TCOACH
MICHAEL ZAVERTNIK
KELLYCHATMAN
ERICMARTIN
P/T COACH
P/T COACH
P/TCOACH
ERIN JAESEK
CASEY KORKUS
DON WEISS
PIT COACH
P/T COACH
P/T COUNSELOR
RICHARDJEAN
CARMENACEVEDO
24VACANCIES
AQUATIC SUPERVISOR
VACANT
ASST. AQUATIC
SUPERVISOR
ERIK OLSEN
PR LIFEGUARD I
WILLIAM GIBSON
P? LIFEGUARD I
SKYSTEVENSON
P/T LIFEGUARD If
VACANT
PIT LIFEGUARD I
8 VACANCIES
P/T LIFEGUARD II
2 VACANCIES
P/T LIFEGUARD 11
KATHYDLUZAK
P/T LIFEGUARD II
VACANT
P/T LIFEGUARD 11
JAMESTOTH
P/T LIFEGUARD II
AARON CORLISS
PIT LIFEGUARD II
ANGELA RIGDON
77SWIM TEAM
COACH
TENNIS PRO
BEN HANKS
P/TTENNIS
ATTENDANT
VACANT
P/TTENNIS
ATTENDANT
SANDRABLOOM
P/TTENNIS
ATTENDANT
SILVIA CRUZ -MUNOZ
P/TTENNIS
ATTENDANT
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
RECREATION ADMINISTRATIVE DIVISION
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. The Department is com-
prised of several divisions: Administration, Aquatics, Athletics, Community Center, and.
Tennis. Programs are designed to provide an uplifting experience for the participants
and/or spectators. This is achieved by professional allocation and management of per-
sonnel, 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.
The overwhelming success of the Miami Shores Village 1999 General Obligation Bond led all achieve-
ments in Recreation. This was made possible by the team effort of the elected officials, Village
Manager, volunteers and department staff. This bond issue will provide funding for the construction
of a state of the art Aquatic Facility that will serve Miami Shores Village residents well into the 21 st
Century.
New and exciting programs combined with the high quality of existing programs fueled yet another
year of growth in participation and attendance throughout the Recreation Department.
FY 1999 was highlighted with over twenty special events. The largest programs included: Halloween
Howl, the Marshmallow Drop, Easter Egg Dive and Memorial Day, all drawing record crowds. The
Department also worked to support several new special events sponsored by the Mayor's Community
Task Force and the Fine Arts Commission.
79
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
RECREATION ADMINISTRATIVE DIVISION
The Mayor's Community Task Force sponsored Unity Day, the Breast Cancer Awareness Walk and
the Heart Run. The Fine Arts Commission was very active in sponsoring Opera Fun Time, a children's
interactive opera program, and four Artists on View Exhibits. Artists on View recognizes one adult
and one young artist from the community for each exhibit. Artists are invited to display their work at
the Brockway Memorial Library and the Community Center highlighted by a reception and music on
the first day of their showing. The Fine Arts Commission also co- sponsored the Brockway Memorial
Library's 50th Anniversary reception.
The Community Center introduced eight new and diverse programs including kickboxing, adult and
children's art classes, including watercolor and collage, faux painting, aikido, swing dance, and a new
social confidence class.
The Athletic Division continues to experience growth in all sports and special programs. Over 350
children participated in our intramural basketball program and 400 in travel and intramural soccer
programs. To increase the quality of our summer camp program, Club Play, registration was capped
at 200 campers. Additional activities including swim lessons, golf and special events were added to
the expanded program. Into its second year, the after school program has experienced a 30% increase
in participation.
The Aquatic Center year was highlighted by the Aquatic Center: General Obligation Bond, assuring
the future of the program. This, in addition to a number of special events and classes, enhanced the
continued growth at the pool. New classes include Red Cross water safety instructor and lifeguard
training courses were introduced in FY 99. A number of changes were made in the Learn to Swim
program improving both the quality and convenience of the program.
The Tennis program continues to provide a high quality program with the Women's team winning the
South Florida Women's double league.
Developing new and diverse programs to address the increased demand in recreational services will
be a priority for FY 2000. To maintain the outstanding programs offered by the Recreation Depart-
ment requires a departmental communication network, both internally and externally, with those us-
ing the recreational facilities and programs. Not only will this develop a team- oriented atmosphere
between the divisions, but it will allow for external suggestions from users identifying the needs and
possible improvements to the programs and facilities.
1:117
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
RECREATION ADMINISTRATIVE DIVISION
One of the major objectives for the FY 2000 is the design, construction and programming of the new
Aquatic Facility. This will include working with the design team and the contractors to develop the
multi - purpose facility meeting the scope and specification of the original designs.
Ascertaining patron needs and/or wants will allow for the continuing increase in quality recreational
programs offered by the Village as well as the ability to maintain the outstanding safety record of the
facilities and associated programs. This will be accomplished through extensive and continued em-
ployee training using only certified instructors and coaches concerned with safety within the facilities.
With attention focused on quality recreational programs, the Department will continue to familiarize
the community through the monthly Village Newsletters, the Miami Herald "Neighbors ", quarterly
recreational brochures, the local marquee and flyers to local schools. Increasing awareness will boost
attendance at special events and is anticipated to increase sponsorship /donations for special programs
and events.
Meeting these objectives will entail servicing both patrons and employees creating an atmosphere of
excellence in recreational programming not only throughout the Village but on the leading edge through-
out the recreational community.
1100
1000 EXPENSES
N
g 900 CPI
JO M /� -� / -■--
ACTUAL
Z
7 g 800 t
Z
700
600
1996 1997 1998 1999 2000
FISCAL YEAR
400
360
REVENUE
y
g
� 300 CPI
OJ V -F
O j
ACTUAL
5 260
Z
200 ■
■
160
1989 1997 1998 1999 2000
F I SCAL Y EAR
As clearly indicated in the above charts, the increase in expenditures is contributed
to an increase in participation and new programs offered by the department.
,:
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
1999 - 2000 BUDGET EXPLANATION
RECREATION DEPARTMENT. CONSOLIDATED SUMMARY
001 - 1400 -572
CODE CLASSIFICATION AMOUNT EXPLANATION
ADOPTED
PERSONNEL SERVICES
.12
Regular Salaries
$ 309,051
Full -time Employment
.13
Other Salaries
363,749
Part-time and seasonal Employment
.14
Overtime
4,569
Calculated on previous year's actual
.21
Social Security
49,926
FICA % of Salaries
.23
Life & Health Insurance
19,103
LTD / Health Insurance
.24
Workers' Compensation
16,687
Calculated by Finance
OPERATING EXPENSES
.31
Professional Services
$ 2,500
Referee fees
.34
Contractual Services
80,746
Fireworks, Tennis pro, Swim Team
coach, Air conditioning, Pest control,
Time clocks, Typewriters
.40
Travel
8,303
Tolls, FRPA conference, Education
reimbursement, Car allowance
.41
Telephone
6,109
Local, long distance, cellular and pager
.42
Postage
1,500
Mailings
.4301
Electricity
56,842
Pool, Community Center, Tennis
Center, Field House, Irrigation Pump
.44
Rentals & Leases
7,887
Tent, Fun Club tapes, Costumes, Pool
.4602
Repair and Maintenance
25,010
Miscellaneous Repairs
82
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
1999 - 2000 BUDGET EXPLANATION
RECREATION DEPARTMENT. CONSOLIDATED SUMMARY
001 -1400 -572
CODE CLASSIFICATION AMOUNT EXPLANATION
ADOPTED
OPERATING EXPENSES (cont'd)
.47
Printing and Binding
3,340
Brochures, Posters, Programs
.48
Advertising & Promotions
1,000
Ads in Herald and special programs
.49
Other Current Charges
445
Pool /spa permits, Fireworks permit
.51
Office Supplies
5,304
Miscellaneous office supplies
.52 **
Operating Expenses
60,043
Gasoline as calculated by Public Works
Athletic uniforms & equipment, Class &
activity supplies, Maintenance & custodial
supplies, First aid supplies, Staff uniforms,
Pool chemicals, Fine Arts Commision
.54 Subscriptions & Memberships 10,154 Staff Training, FRPA, League Fees
Tournament
.5800 Training & Education 1,048 Estimated costs for safety training
CAPITAL OUTLAY
.62 Building $ 3,900 Renovation to Community Center and
Field House
.64 Equipment 750 Cashiering systems in Community Center
NON - OPERATING EXPENSES
.81 Community Band $ 2,100 Donation to Miami Shores Village band
.9103 Transfer to Capital Projects Fund 60,000 Transfer to Capital Projects Fund
93 Contingency
TOTAL
12.733 Merit / Longevity
$ 1,138,939
83
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
1999 - 2000 BUDGET EXPLANATION
RECREATION ADMINISTRATION DIVISION
001 - 1401 -572
CODE CLASSIFICATION AMOUNT EXPLANATION
ADOPTED
PERSONNEL SERVICES
.12 Regular Salaries $ 75,633 Full -time Employment
.21 Social Security 5,786 FICA % of Salaries
.23 Life & Health Insurance 3,930 LTD / Health Insurance
.24 Workers' Compensation 16,687 As per Finance Director
OPERATING EXPENSES
.31 Professional Services
.34 Contractual Services
.40 Travel
$ 2,500
2,100
500
.41 Telephone 1,476
.42 Postage 1,500
.47 Printing and Binding 1,800
.48 Advertising & Promotions 1,000
.51 Office Supplies 3,600
.5201 Gasoline 1,200
.5202 Other Operating Expenses 3,200
84
Participants Insurance
Copy Machine, Typewriters
Pagers (4)
Tolls, FRPA conference,
Car allowance
Local, long distance, cellular and pager
Mailings
Brochures, Posters, Programs
Advertising Open Recreation
Department positions
Miscellaneous office supplies
Recreation Department vans
Copy Machine Materials, Recreation
Department promotions,
Miscellaneous Others
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
1999 - 2000 BUDGET EXPLANATION
RECREATION ADMINISTRATION DIVISION
001 - 1401 -572
CODE CLASSIFICATION AMOUNT EXPLANATION
ADOPTED
OPERATING EXPENSES (cont'd)
.5204
Uniforms
260
Staffuniforms
.5210
Fine Arts Commission
4,425
Miami City Ballet
Three Artists on View
Jazz / Poetry Night
Village Concert
.54
Subscriptions & Memberships
690
Staff Training
FRPA & NRPA Memberships
.5800
Training & Education
442
FRPA State Conference & Mini -
Conference
NON - OPERATING EXPENSES
.81 Community Band $ 2,100
.9103 Transfer to Capital Projects Fund 60,000
.93 Contingency 2,493
TOTAL L191,.322
85
Contribution to the Miami Shores
Village Band
Community Center Air Conditioning
Replacememnt
Merit / Longevity
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
1999 - 2000 BUDGET EXPLANATION
RECREATION - ATHLETICS DIVISION
001 -1402 -572
CODE CLASSIFICATION AMOUNT EXPLANATION
ADOPTED
PERSONNEL SERVICES
.12
Regular Salaries
$ 79,824
Full -time Employment
.13
Other Wages
164,709
Part-time and seasonal employees
.14
Overtime
2,051
Calculated on prior year's actual
.21
Social Security
18,774
FICA % of Salaries
.23
Life & Health Insurance
5,731
LTD / Health Insurance
OPERATING EXPENSES
.34
Contractual Services
$ 22,041
Air conditioning, Pest control, Time
clocks, Typewriters, Sports Officials,
Computers
.4001
Special Events / Field Trips
5,665
Field Trips; Kid's Day Off; Punt, Pass,
Kick; Unity Day; Halloween; 4th of
July; Diamond Skills
.41
Telephone
1,501
Telephones
.4301
Electricity
4,248
Utility service for field house and
surroundings
.4303
Water
500
Utility service
.44
Rentals & Leases
200
Movie Rentals
.4602
Repairs & Maintenance
5,750
Repairs on equipment, facilities and
fencing
.47
Printing and Binding
750
Brochures, Posters, Programs,
Registration Forms
.51
Office Supplies
1,200
Miscellaneous office supplies
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
1999 - 2000 BUDGET EXPLANATION
RECREATION - ATHLETICS DIVISION
001 -1402 -572
CODE CLASSIFICATION AMOUNT EXPLANATION
ADOPTED
OPERATING EXPENSES (cont'd)
.5202 Other Operating Expenses 35,073
.5204 Uniforms 2,820
.54 Subscriptions & Memberships 8,495
.5800 . Training & Education
CAPITAL OUTLAY
.64 Equipment
NON - OPERATING EXPENSES
.93 Contingency
1,048
Athletic uniforms & equipment
Class & activity supplies
Maintenance & custodial supplies
First Aid Supplies
Staff uniforms
Staff Training
FRPA
League Fees
Tournament
NYSCA Fees
Edith Upchurch Training
$ 750 Cashiering systems
3,990 Merit / Longevity
TOTAL 365,120
Mi
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
1999 - 2000 BUDGET EXPLANATION
RECREATION - COMMUNITY CENTER DIVISION
001 - 1403 -572
CODE CLASSIFICATION AMOUNT EXPLANATION
ADOPTED
PERSONNEL SERVICES
.12
Regular Salaries
$ 90,594
Full -time Employment
.13
Other Wages
25,710
Part-time and seasonal staff
.14
Overtime
758
Calculated on prior year's actual
.21
Social Security
8,956
FICA % of Salaries
.23
Life & Health Insurance
5,566
LTD / Health Insurance
OPERATING EXPENSES
.34
Contractual Services
$ 18,153
Air conditioning, Pest control, Time
Clocks, Typewriters, Police
Supervision for Special Events,
Entertainment for Special Events,
Fireworks /Independence Day,
Security Guard/ Basketball Courts
.40
Travel
275
FRPA Conference
.41
Telephone
1,140
Local, long distance, cellular and pager
.4301
Electricity
18,600
Utilities at community center building
.4303
Water
1,540
Water utility service
.44
Rentals & Leases
6,655
Rides /Equipment for Special Events
.4602
Repairs & Maintenance
12,760
Maintenance Supplies
Building Repairs / Paint
.47
Printing and Binding
440
Brochures, Posters, Programs
.49
Other Current Charges
50
Annual Fire Safety Permit
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
1999 - 2000 BUDGET EXPLANATION
RECREATION - COMMUNITY CENTER DIVISION
001 - 1403 -572
CODE CLASSIFICATION AMOUNT EXPLANATION
ADOPTED
OPERATING EXPENSES (cont'd)
.5202 Other Operating Expenses
.5204 Uniforms
54 Subscriptions & Memberships
.5800 . Training & Per Diem
CAPITAL OUTLAY
.62 Buildings
NON - OPERATING EXPENSES
.93 Contingency
9,795 Class & activity supplies
Maintenance & custodial supplies
First aid supplies
Special Event Expenses
691 Staff uniforms
494 Staff Training
FRPA
League Fees
Tournament
179 FRPA State & Mini Conference
$ 3,900 Renovation of Community Center
windows
3,000 Merit / Longevity
TOTAL 209,256
1
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
1999 - 2000 BUDGET EXPLANATION
RECREATION - AQUATICS FACILITY
001 -1405 -572
CODE CLASSIFICATION AMOUNT EXPLANATION
ADOPTED
PERSONNEL SERVICES
.12
Regular Salaries
$ 63,000
Full -time Employment
.13
Other Wages
150,323
Part-time and seasonal staff
.21
Social Security
16,320
FICA % of Salaries
.23
Life & Health Insurance
3,876
LTD / Health Insurance
OPERATING EXPENSES
.34
Contractual Services
$ 18,252
Swim Team Coach
Hepatitis B Shots / Staff
Pest Control, Copy Machine
.40
Travel
296
FRPA Conference
.41
Telephone
1,452
Local, long distance, cellular and pager
.4301
Electricity
17,578
Utilities at pool
.4302
LP Gas
7,200
Heat Pool
.4303
Water
7,000
Water utility service
.44
Rentals & Leases
1,032
Water Treatment/ CO2 Tank
.4602
Repairs & Maintenance
5,700
Repair Pool Equipment
.47
Printing and Binding
350
Brochures, Posters, Programs,
Grand Opening Supplies
.49
Other Current Charges
395
Pool Permit, Spa Permit, Activity
Pool Permit
.51
Office Supplies
504
Supplies for facility
.E
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
1999 - 2000 BUDGET EXPLANATION
RECREATION - AQUATICS FACILITY
001 -1405 -572
CODE CLASSIFICATION AMOUNT EXPLANATION
ADOPTED
OPERATING EXPENSES (cont'dj
.5202 Other Operating Expenses 10,975 Class & activity supplies
Maintenance & custodial supplies
First aid supplies, Special Event
Supplies, Sunscreen
.5204 Uniforms 2,827 Staff uniforms
.5205 Fertilizer & Chemicals 14,021 Chlorine, Pool Chemicals
54 Subscriptions & Memberships 225 Staff Training
Swim Team Memberships
ASCA Memberships
.5800 . Training 946 AQ. Facility Operator /CPR Training
NON - OPERATING EXPENSES
.93 Contingency 2,000 Merit / Longevity
TOTAL $ 324,272
91
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
1999 - 2000 BUDGET EXPLANATION
RECREATION - TENNIS DIVISION
001 - 1406 -572
CODE CLASSIFICATION AMOUNT EXPLANATION
ADOPTED
PERSONNEL SERVICES
.13 Other Wages
.21 Social Security
OPERATING EXPENSES
.34 Contractual Services
.41 Telephone
.4303 Water
.4602 Repairs & Maintenance
.5202 Other Operating Expenses
5204 Uniforms
NON - OPERATING EXPENSES
.93 Contingency
TOTAL
$ 23,007 Part-time staff
1,760 FICA % of Salaries
20,200
Tennis Professional contractual fees,
Air conditioning, Pest control, Time
Clocks, Typewriters
540
Telephones
176
Utilities at Tennis facility
800
Cleaning Materials,
Wind Screen Replacements
1,000
Building Maintenance
Light Replacements
Court Water Roll (To dry Courts)
236
Staff uniforms
1,250 Merit / Longevity
48,969
92
SNoRe,
LIBRARY DEPARTMENT
ORGANIZATION CHART
Bull Illll"
-y�
ORNp
DIRECTOR OF LIBRARY SERVICES
ELIZABETH ESPER
P/T LIBRARY ASSISTANT
KELLY STANT I I I YOUTH LIBRARIAN I I FIT LIBRARY
ODDER
AR NT II
A O
PR LIBRARY ASSISTANT I I I F/T LIBRARY ASSISTANT II
JULIANA REESE MARIATEMKIN
P/T LIBRARY ASSISTANT I I I P/T LIBRARY ASSISTANT II
MICHELLE BRIDGES AGNES SHEEHAN
P/T CUSTODIAL WORKER I I P/T LIBRARY PAGE
DOROTHY SHORTER ELLEN GUERRA
93
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
LIBRARY DEPARTMENT
Services, Functions and Activities
Brockway Memorial Library provides area residents with free access to a diversified
portfolio of library materials in a variety of formats and media. The Library staff is
committed to providing patrons with a high level of personal assistance to gain access to
information, meeting diversified personal, educational and professional needs. The Li-
brary promotes community enrichment and individual achievement through reading. The
Library keeps its shelves filled with best sellers, latest works by a popular author, a well -
balanced collection of non - fiction books, popular 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 and events. 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.
94
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
LIBRARY DEPARTMENT 1i
The Brockway Memorial Archives were established to preserve and catalog all kinds of materials
relating to the history of Miami Shores, as part of the special events commemorating the 50th anniverary
of the Library. A variety of other cultural events for adults were also held throughout the year.
Upgraded all computers to Pentium and made all of them Y2K compliant; switched from dial up
access to digital access; and made the Internet available to the public on several computers.
Alterations were made to the building in order to comply with the requirements of the Americans
With Disabilities Act (ADA). These include a handicap ramp, widening of doorways, installation of
an alarm system, providing a fire safe room and converting the men's bathroom into a handicapped
equipped facility.
Held many events for children through the Youth Services Department, including events relating to
the Library's anniversary, as well as regularly scheduled programs and participation in community
wide events.
Make the Library a greater focus of cultural events by having several author presentations and book
signing programs, exhibits by local artists, and special guest presentations.
Keep the Library's electronic resources current and responsive to local research needs by exploring
new on -line databases, maintaining the Library's comupter hardware, and exploring available grants
for the Library's technological expansion.
Expand the Library's computer network and services to the public with the Gates Foundation Grant.
Create and maintain a greater volunteer work group to monitor, train, and offer assistance with elec-
tronic research to Library users.
Increase the young adults' participation in Library activities by providing special programs for that
age group and enlisting them in specific volunteer projects such as puppet shows and reading pro-
grams.
Assess current state of collection and circulation statistics by completing a total inventory of book and
media collection.
95
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
LIBRARY DEPARTMENT
290
280 t
Cl) 270
< \
260 CPI
O y �-
'0 250 ACTUAL
s
Z 240
230 i
220
1 2 3 4 5
FISCAL YEAR
•e
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
1999 - 2000 BUDGET EXPLANATION
LIBRARY DEPARTMENT
001 -1500 -571
CODE CLASSIFICATION AMOUNT EXPLANATION
ADOPTED
PERSONNEL SERVICES
.11
Executive Salary
$ 47,046
Director of Library Services
.12
Regular Salaries
121,196
Youth Services Librarian
Library Assistant II (2)
Part-time Library Assistant II (1)
Part-time Library Assistant I (2)
Part-time Library Page (1)
Part-time Custodian (1)
.21
Social Security
12,871
FICA % of Salaries
.23
Life & Health Insurance
10,277
LTD / Health Insurance
.24
Workers' Compensation
1,075
Calculated by Finance
OPERATING EXPENSES
.34
Other Contractual Services
$ 4,894
Maintenance contract:A/C, Computer,
Exterminator, Typewriters, Smoke and
Fire alarm, Security alarm
.40
Travel
1,643
Florida Library Association
Convention
Various seminars
Car allowance for Director
.41
Telephone
4,048
Local and long distance
.42
Postage
722
Library correspondence
Book and film postage
.4301
Electricity
7,500
Electricity
.4303
Water
126
Water
.4602
Repair and Maintenance
2,100
A/C service not included in contract
Plumbing & electrical services
General maintenance of building
97
MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET
1999 - 2000 BUDGET EXPLANATION
LIBRARY DEPARTMENT
001 - 1500 -571
CODE CLASSIFICATION AMOUNT EXPLANATION
ADOPTED
OPERATING EXPENSES (cont'd)
.47 Printing and Binding 1,091 Periodical binding, Rebinding OP
CAPITAL OUTLAY
.64 Equipment 3,400 Upgrade 8 Library Computers from
486 to Pentium
.66 Books, Publications, 34,330 Books, Periodicals, Library materials,
Library Materials Large print books, Reference
materials
.6601 Media 9,546 CD -Roms, Books on tape, Videos,
On -line databases
NON - OPERATING EXPENSES
.93 Contingency
$ 8,415 Merit / Longevity
TOTAL $ 276.366
0•
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
421 Miscellaneous office supplies
.5202 Other Operating Expenses
3,886 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
150 Florida Library Association
Florida Public Library Association
Internet Connection
CAPITAL OUTLAY
.64 Equipment 3,400 Upgrade 8 Library Computers from
486 to Pentium
.66 Books, Publications, 34,330 Books, Periodicals, Library materials,
Library Materials Large print books, Reference
materials
.6601 Media 9,546 CD -Roms, Books on tape, Videos,
On -line databases
NON - OPERATING EXPENSES
.93 Contingency
$ 8,415 Merit / Longevity
TOTAL $ 276.366
0•
MIAMI SHORES VILLAGE, FLORIDA ....................... ............................... FY 1999 -2000 BUDGET
GLOSSARY OF FUNDS & KEY TERMS
General Fund: The group of accounts used to record
all financial resources except those required to be re-
corded and accounted for in another fund. The Gen-
eral Fund is normally used to record all day -to -day
operating purposes.
Special Revenue Fund(s): A group of accounts used
to record all proceeds designated for specific uses or
allocations based upon a legally restricted value. The
financial resources identified as a special revenue may
not be grouped or co- mingled with other operating
funds.
Capital Projects Fund: A group of accounts used to
record the costs (or use of financial resources) for the
acquisition or construction of major capital facilities
or infrastructure, except those transactions specifically
related to proprietary (or enterprise), special assess-
ments, or expendable trust funds. There are several
methods to finance these projects including capital
deposits and/or the sale of bonds (either general obli-
gation or revenue bonds).
Debt Service Fund: A group of funds established to
record the accumulation of resources for and the pay-
ment of general long -term debt principal and interest
costs. These dollars are normally established through
voter - approved legislation and, under usual circum-
stances, relate to general obligation bonds issued for
capital projects.
Enterprise (or Proprietary) Fund(s): A group of seg-
regated accounts, grouped together to record the costs
(whether direct or indirect) for operations financed and
operated in the same or similar manner as a private
business. The concept of an enterprise fund is that it
is an on -going concern and does not legally or for-
mally require legislative authority to operate - with
the exception of the levying of operating fees or charges.
Unlike the general fund, enterprise funds are recorded
under the full - accrual method of accounting meaning
that revenues are recorded as earned, whether or not
received and expenses are recorded as incurred,
whether or not paid. Village enterprise funds for the
new fiscal year include the Stormwater Operating funds
and the newly created Sanitation (or Waste) Opera-
tions Fund - both assigned to the Public Works De-
partment.
Internal Service Funds: Individual groups of accounts
established to record the financing of goods or ser-
vices provided by one village division to another. Fund-
•.
ing (or the revenue portion) for these funds are based
upon cost allocation schedules using the total operat-
ing costs, applied to a formula directly related to the
services or goods provided by the internal service op-
erator. For example, the Liability Insurance Fund is
an internal service operation and the revenues gener-
ated into this fund are based upon charges to each di-
vision. Those costs are determined by applying the
total premiums necessary to fund the self - insurance
operations, applied to the number and classification of
employees in each division (for workers' compensa-
tion costs); the total number of and type of vehicle(s)
in the user divisions for auto liability; and, the total
operating budget for the general liability costs.
Expendable Trust or Agency Fund: Individual
groups of funds and accounts used to segregate spe-
cific dollars or assets held by a governmental unit in a
trustee capacity or as an agent for individuals, private
organizations, or other governmental units and /or
funds. Included in this category are the Law Enforce-
ment Training Trust Fund and Pension Fund.
Ad Valorem Taxes: Taxes paid on the fair market
value of land, buildings and personal properties in-
cluding business inventory and equipment as deter-
mined by the Miami -Dade County Property Apprais-
ers Office. The ad valorem taxes are the largest single
source of revenues for general operations and are used
to support the general operations and debt service ob-
ligations of the Village. (Cross reference "Property
Taxes" and ` Millage Rate').
Appropriation: Monies, funds or dollars allocated by
the Village Council for specifically designated pur-
poses.
Bond Funds: Proceeds from the sale of general obli-
gation or revenue bonds for the construction of capital
facilities. (Cross reference Capital Projects Fund to
which bond funds are occasionally referred).
Budget: A balanced fiscal plan for programs, ser-
vices and construction projects funded within avail-
able resource limits during a specific period of time -
usually one year. A Balanced Budget is legislatively
mandated by Florida State Statute Section 200.065 for
the General and Special Revenue Funds each fiscal
yam•
MIAMI SHORES VILLAGE, FLORIDA ....................... ............................... FY 1999 -2000 BUDGET
Fiscal Year: A specific period of time in which op-
erations are recorded. Under statutory provisions, the
fiscal year for Miami Shores Village is October 1
through September 30.
Fund: A group of appropriates treated as an entity to
meet legal requirements of Generally Accepted Ac-
counting Principals commonly referred to as "GAAP ".
Fund Balance: The Equity position of Net Worth of
the general, special revenue and trust funds resulting
from the residual cash balance accumulated through
the excess of revenues over expenditures from opera-
tions. (Cross reference to "retained earnings" to ex-
plain equity positions of proprietary funds).
Local Government 1/2 -cent Sales Taxes: The value
of a state - imposed $0.005 (1/2 -cent tax levy collected
on all taxable sales state wide which is subsequently
allocated to all Counties then apportioned to the local
taxing authorities within the counties' jurisdiction
based upon the proportion of gross sales in the com-
munity.
Local Option Gas Taxes: Two (2) county- imposed
levies on each gallon of motor fuel or other petroleum
related products. The tax, levied with state approval,
is comprised to two portions: a six-cent levy and a three -
cent levy. These funds are restricted to repairs to roads,
rights -of -ways, easements, sidewalks, streetlights,
curbs and alleys. General provisions of this tax are
defined in Florida State Statute Section 206, and fur-
ther defined by the Miami -Dade County Home Rule
Charter.
Millage Rate: The value of one dollar ($1.00) of tax
for each $1,000.00 of assessed value of tangible and
intangible, real and personal properties as determined
by the Miami -Dade County Property Appraisers Of-
fice on the first of each calendar year.
Operating Budget: A balanced and consolidated fis-
cal plan to provide governmental programs and ser-
vices for a single fiscal year.
Personnel costs: The total planned expenditures re-
lated to salaries, taxes, and fringe benefits including
health insurance premiums, leave time (paid or un-
paid), pension, and compensatory time when appli-
cable.
100
Prior year encumbrances: Outstanding fiscal obli-
gations of the Village to purchase goods and/or ser-
vices which had not yet been paid at the end of any
given fiscal period. It is not necessary to ascertain
whether or not the product or service had been received,
but that the obligation existed. The transaction to
record the obligation is identified in each respective
funds' Reserved Fund Balance of Reserve Retained
Earnings account, requiring reappropriation in the sub-
sequent fiscal budget.
Property Tax: (See Ad Valorem Taxes) - Taxes paid
on the assessed or "just" value of land, buildings, busi-
ness inventory or assets as determined by the Miami -
Dade County Property Appraisers Office on January
1st of each year.
Retained Earnings: The accumulated income less
the costs incurred during operations and/or transferred
out of the funds, resulting in the fund's net worth. As
with Fund Balance, positive retained earnings may be
used to accumulate surplus cash for renewal and re-
placement of the respective funds' assets or may be
used to offset deficit operations.
Revenues: Income derived from taxes, fees and
charges for use. In the broad sense, revenue refers to
all government income regardless of source, used to
fund operations.
Rolled -back Millage Rate or Levy: The value of a
millage levy which will provide the same amount of
property (or ad valorem) taxes as was collected in the
previous year, adjusted for the increase of decrease in
overall property values as determined by the Miami -
Dade County Property Appraisers' Office. Excluded
in the calculation are new levies for construction in
progress, additions or deletions to structures, deletions
or additions to property resultant from mergers, ac-
quisitions or annexation efforts involving the geo-
graphical boundaries of the Village.
State Revenue Sharing: Funds collected and distrib-
uted by the State Department of Revenue directly to
municipalities and other taxing authorities through-
out the state as determined in the respective distribu-
tion formulas. The revenues included in this class are
the "sin taxes" and other non - petroleum or general sales
tax based goods.