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2002-2003FISCAL YEAR, 2002-2003 PROPOSED OPERATING BUDGETS i MIAMI SHORES VILLAGE A FLORIDA MUNICIPALITY I MIAMI SHORES VILLAGE A FLORIDA MUNICIPALITY ADOPTED OPERATING BUDGETS By Department &z Division ;:Of (Ac Fiscae year 6c4limmiHg... Gcto6cr 1, 2002 I cmd ime... Scptco"60r 30, 2003 - Prepared Gy iRc Miartii Mores Weeagc Fihamce Dcparlmomf f4cAt Ywvj, 2002 -2003 TABLE Of CONTENTS Int duct. Village -wide Organization Chart Transmittaf Letter Financial Summaries (Revenues & Expenditures) Administration - -------------------------- O flice o f tl a Mayor and Village Council Office o f the Village Attorney Office of the Viffage Manager Off ice o f tf a Village Clerk Code Enforcement Divisi Building Department Planning & Zoning Division Finance Department Non - Departmental Division Risk Management Division GO Bona Division Public sa f eq Police Department School Crossing Guards DivisioH Public works— Parks Division Streets Division _ Administrative Division Recreation Maintenance Division Storm Water Enterprise Division Sanitation Enterprise Division Fleet Maintenance Division Recreation & Leisure Recreation Department Administrative Division Athletics Division - Athfetic Programs - Community Center Division Aquatics Division Tennis Division Brockway Library Department Appendices Glossary Proposed Budget Transmittal Letter Capital Budget Summary IVA VILLAGE -WIDE ORGANIZATION CHART MAYOR / COUNCIL MAYOR AL DAVIS VICE MAYOR ULLMAN COUNCILMAN ULMER COUNCILMAN BLUM COUNCILMAN HERRERA VILLAGE CLERK I I I RI HARD SARA FAN BARBARA FUGAZZI VILLAGE MANAGER SPECIAL PROJECTS THOMAS BENTON ADMINISTRATOR JAMES SMITH PUBLIC WORKS DIRECTOR FINANCE DIRECTOR BUILDING DIRECTOR CHIEF OF POLICE DAVE TRAILL MARK A MALATAK VACANT RICHARD MASTEN RECREATION DIRECTOR OF LIBRARY PLANNING & ZONING / CODE DIRECTOR SERVICES ENFORCEMENT DIRECTOR JERRY ESTEP ELIZABETH ESPER ALLYN BERG Mark A. Malatak, CPA. Chief Financial Officer MIAMI SHORES VILLAGE Tuesday, October 1, 2002 Mayor Al Davis, Members of the Village Council and Administration 10050 NE Second Avenue Miami Shores, Florida 33138 -2382 Dear Mayor Davis, Council Members, Staff & Citizens: Finance Department 10050 N.E.2nd Avenue Miami Shores, Florida 33138 Tel: (305) 795.2209 Fax: (305) 756.8972 E -mail: MalatakM ()MiamiShoresVillaae.com Enclosed, please find a copy of the Adopted Fiscal Year 2002 -2003 Operating and Capital Budgets ending September 30, 2003. The Adopted Budget will provide you with an easily accessed summary of the operating and capital plans adopted during the September public hearings. No changes have occurred between the Proposed and Adopted Budgets. We provide this document to you for quick access and future reference. As a reminder, the operating budget for FY 2002 -2003 is $17.798.228 comprised of: General Fund ($9,633,774); Debt Service Fund ($249,313); Special Revenue Funds ($2,325,001); Enterprise Funds ($2,385,591); Internal Service Funds ($1,470,011); and, under separate cover, the Capital Projects Fund ($1,734,538). The operating and debt service budgets were adopted applying the following ad valorem tax levies: Operating ad valorem levy: 7.7500 mills Debt Service ad valorem levy: 0.5151 mills We wish again to thank all of the individuals who dedicated so much time and effort towards the preparation of this budget. Without their considerable efforts, this document would not be complete. Respec submitted, MIA SH RES VILLAGE MARK A. MALATAK, CPA Chief Financial Officer MAM:lk Attachment FY 2002 -2003 Proposed Operating Budget TRENb HISTORY - MILLAGE RATES 9.0000 8.7400 y 8.7400 8.3627 8.5000 8.3627 d 8.0000 8 7.7500 v 7.5000 7.0000 1998 1999 2000 2001 2002 2003 Assessed value as of January 1, 2002 Addback adjustments in progress Current year adjusted taxable valuation Proposed FY 2002 -03 Ad valorem levy Ad valorem proceeds Less 5% collection discount factor FY 2002 -03 PROPERTY TAX REVENUES TREND HISTORY on ASSESSED VALUES $600 FA $500 $400 d $300 N N $200 N � $100 199$ TODD 2002 Fiscal Years Fiscal years Chg FY 3.72% 1998 3.87% 1999 3.73% 2000 5.40% 2001 9.41% 2002 11.13% 2003 $ 482,755,673 7,118,057 $ 489,873,730 7.7500 $ 3,796,521 $ 189,826 $ 3,606,695 Assessed values $ 354,787,869 368,519,109 382,252,856 402,897,483 440,802,643 489,873,730 FY 2002 -2003 Proposed Operating Budget Millage and Taxable Value Worksheet The Miami -Dade County Property Appraisers Office is responsible for providing all municipalities in Dade County with certified information associated with taxable assessed property values on July 1 of each year. The information is determined as of January 1st of the preceeding year and used to set ad valorem tax levies for the subsequent fiscal year beginning October 1st. The Village receives Form DR-420 reflecting the Property Tax Values as of January 1, 2002 which were $489,873,730 and incorporated into the Proposed Operating Budgets. FY 2000 FY 2001 FY 2002 FY 2003 Valuation Valuation Valuation Valuation Adjusted values $ 383,570,603 $ 405,448,292 $ 436,567,916 $ 482,755,673 First time additions 2,230,680 2,462,213 4,234,727 7,118,057 TOTAL VALUE $ 385, 801, 283 $ 407, 910, 505 $ 440, 802, 643 $ 489, 873 ,730 Equalization adjustments % of adjustments $ (1,405,012) $ (5,013,022) $ (887,001) $ - - 0.36% - 1.23% - 0.20% 0.00% Final value for Taxes $ 384,396,271 $ 402,897,483 $ 439,915,642 $ 489,873,730 Value of one mill for operating purposes $ 384,396 $ 402,897 $ 439,916 $ 489,874 95% collection factor $ 365,176 $ 382,753 $ 417,920 $ 465,380 Millage levied by Village General operating purposes 8.3627 8.3627 8.0000 7.7500 Voter - approved debt service 0.6065 0.5151 0.5151 0.5151 TOTAL MILLASE 8.9692 8.8778 8.5151 8.2651 Tax levies & revenues for FY 2002 -03 are based upon the July 1, 2002 report and presented as follows: Estimated Tax levy category. Millage Rate Revenues Tax levy for General Operating Purposes -> 7.7500 $ 3,682,626 Tax levy for Voter approved debt service -> 0.5151 244,764 Total Revenue potential Q 95% 8.2651 $ 3,927,390 FY 2003 FINAL; Printed on 1/31/2003 at 2:42 PM The General Fund Budget for FY 2002 -2003 is proposed at$9,633,774, $497,887 (5.45%) greater than the FY 2001 -2002 amended budget. Ad valorem Taxes The 2003 assessed value of Miami Shores Village is provided by the Dade County Property appraiser's office. The office sets the assessed value of the property and certifies the tax roll to the Village. The Village then sets the millage rates at which the property owners are taxed. Each Mill generates $1.00 of tax revenue for each $1,000 of assessed property values. Ad valorem tax revenues are the Village's primary source of revenue generating $3,975,167 or 38.9% of the total general fund budget. Current assessed values are $489,873,730 The roll -back rate for the new fiscal year is 7.245 mills. FY 2002 -03 Revenues: $3,975,167 Franchise & Utility Taxes The Village collects five types of franchise fees: electricity, telephone, gas, cable TV, and solid waste. Revenue estimates for the new year are based upon historical trends except for the "Simplified Telecommunication Tax" implemented in FY 2001 -02 by the State Legislation. Utility taxes are levied at the maximum allowable rate of 10% under State Statutes. FY 2002 -03 Revenues: $1,710,577 Ad Valorem Taxes Thousands $3,800 $3,600 $3,400 i $3,200 I $3,000 $2,800 $2,600 1999 2000 2001 2002 Fiscal Year Excise Taxes y 1,700 a 1,650 c 1,600 H 1,550 1,500 I 1,450 1,400 1,350 1 1999 2000 2001 2002 Fiscal Year Licenses & permits This category represents fees collected for occupational licenses issued by the Village and County along with permits issued by the Building and Planning /Zoning Departments for construction, renovation or planning activities. Due to the considerable influx of families relocating into the Village, this revenue category shows a relatively strong growth pattern. Additionally, a fee increase is reflected in the total proceeds for FY 1999. A fee increase of 5% is included in the FY 2003 request. FY 2002 -03 Revenues: $336,272 Intergovernmental Revenues The Village receives proceeds from state revenues distributed to the Village and other municipalities in Miami -Dade County by the State of Florida. Revenues for this category are based solely upon projections issued and released by the Florida Department of Revenue. Revenues in this category include local option sales taxes, cigarette and motor fuel taxes and other miscellaneous revenues issued by the State. FY 2002 -03 Revenues: $816,632 License & permits N 400 M C N 300 o � F- 200 100 0 1999 2000 2001 2002 Fiscal Year Intergovernmental Revenues N $940 M $920 N r $900 F- $880 $860 $840 � \ $820 $800 $780 $760 1999 2000 2001 2002 Charges for services Revenues recorded in this category include all service fees associated with our recreational and leisure activity programs. Also included are fees earned from the library, rental of the Community Center and Miami Shores Aquatics Facility. Prior to 10/01/2000, all sanitation and storm water utility fees were recorded as a separate, self - balancing reporting entity. Beginning with the FY 2000 -01 operating year, Sanitation was reclassified to an enterprise operation and fees resulting from this activity are recorded as an income to the Sanitation Fund. FY 2002 -03 Revenues: $700,878 Fines & forfeitures This revenue source category represents all receipts resulting from the issuance and settlement of claims from code enforcement, library violations, and police activities. Projections for the new year are based on historical trends developed as well as information provided by the source department. FY 2002 -03 Revenues: $520,314 Charges for services N 2500 N = 2000 s F 1500 1000 500 0 1999 2000 2001 2002 Fines & Forfeitures N 600 v 500 i N s 400 H 300 200 100 0 1999 2000 2001 2002 Other Revenues This category encompasses all other revenues recorded in the General Fund. Source items included in this category include transfers -in (excluding Excise Tax proceeds already disclosed); interest income, rentals and royalty fees, contributions from reserved and unreserved fund balances; management fees from Sanitation & Storm Water; school crossing guards; off -duty fees and miscellaneous income. For information, transfers -in from equity and budgetary surpluses reappropriated from prior years do not have an impact on cash and are reported strictly for budgetary purposes to comply with State Statutes and other financial and accounting rules. FY 2002 -03 Revenues: $ 1,573,934 Sanitation Fees The Village charges a fee to remove trash and garbage from all properties located within the jurisdiction. Prior to FY 2000, the function was reported as a General Fund Revenue. Beginning with FY 2000, the function was created as a self - supporting enterprise operation. Fees generated by user charges fully support all aspects of the operation including the non -cash transactions of a management fee to the general fund for administrative support services and an annual contribution to the fund's renewal & replacement account through quarterly depreciation charges. The residential fee trend is reflected in this chart indicating that the proposed fee increase is the first in twelve years. FY 2002 -03 Revenues: $1,732,383 Other Revenue Sources $2,500 -o C 0 $2•000 - r ~ $1,500 $1,000 $500 $_ I 1999 2000 2001 2002 Annual Sanitation Fee to Homeowners $445.00 $440.00 $435.00 L i $430.00 o _ $425.00 Q $420.00 $415.00 $410.00 91 92 93 94 95 96 97 98 99 00 01 02 Year �SHV` OR MAYOR /COUNCIL �n "-� ORGANIZATION CHART Ri�'Dp` VILLAGE CLERK BARBARA A. FUGAZZI EXECUTIVE ASST. TO VILLAGE MANAGER BARBARA FUGAZZI MAYOR / COUNCIL MAYOR AL DAVIS VICE MAYOR GREG ULLMAN COUNCILMAN MARK ULMER COUNCILMAN ROBERT BLUM COUNCILMAN PROSPERO HERRERA VILLAGE MANAGER THOMAS J. BENTON VILLAGE ATTORNEY RICHARD SARAFAN, ESQ. Fiscal Year 2002 -2003 Operating Budget Miami Shores Village, Florida MAYOR and COUNCIL 1 - - - mnmm - - - M=nm - - - - -===4 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 functions and is the ceremonial head of the Village. The Council legislatively establishes policy and appoints the Village Manager, who is responsible for administration of that policy and for managing the Village's departments and services. Additionally, the Village Council appoints the Village Clerk and Village Attorney. 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 (excluding August) at 7.30 p.m. Special meetings may be held when required. FY 2002 -2003 PROPOSED OPERATING BUDGET Miami Shores Village Florida OFFICE OF THE MAYOR & COUNCIL Code 001 - 0100 -511 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION PERSONNEL SERVICES .11 Executive Salaries $ 5 Mayor Ft Council receive annual stipends 24 ISF: Workers' Compensation $ 90 .47 Subtotal Personnel Services $ 95 OPERATING EXPENSES Other Current Charges $ .40 Travel $ 400 .4020 Travel, Per Diem Allowance $ 350 .42 Postage $ 100 .4201 Freight / Shipping Charges $ 20 .4501 ISF: Risk Management $ 239 .47 Printing $ 750 .49 Other Current Charges $ 1,000 .51 Office Supplies $ 125 .5202 Other Operating Expenses $ 500 .54 Subscriptions and Memberships $ 2,000 of $1 each as stipulated by the Village Charter Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions Conferences and meetings reimbursement for Council members Per Diem Costs For Conference Attendance Mailing costs for Village Council correspondence Calculations prepared by the Finance Department using a Village -wide schedule, allocating the total general Liability and casualty insurance costs and the actuarially determined self - insurance reserve requirement to all divisions. Stationary and business cards for Council members Plaques, flowers and awards requested by Council, photos for Council functions and presentations Office supplies for five (5) Council members Supplies, materials, services to support the department's operation Annual subscription membership to Florida League of Cities, membership to Miami -Dade League of Cities FY 2002 -2003 PROPOSED OPERATING BUDGET Miami Shores Village, Florida OFFICE OF THE MAYOR R COUNCIL Code 001 - 0100 -511 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION OPERATING EXPENSES - Continued .5800 Training Et Education $ 850 Registration Fees for Conference /Training .5830 Organization Meetings $ 350 Subtotal: Operating Expenses $ 6,684 TOTAL: Office of the Mayor and Village Council $ 6,779 Attendance. Attendance at Miami -Dade County League of Cities meetings Fiscal Year 2002 -2003 Operating Budget Miami Shores Village, Florida LEGAL COUNSEL Services, Functions and Activities The Village Attorney, appointed by the Village Council, provides legal counsel to the Village Council, the Village Manager, Village departments and various advisory boards. The Village Attorney has the primary responsibility to coordinate legal matters of the Village. The duties include, but are not limited to, the preparation of Village ordinances, resolutions and the implementation of Council goals and legislative priorities. The Village Attorney also provides legal counsel, representation in legal matters, the preparation and review of contracts or agreements, as well as other legal documents. When required, the Village Attorney prepares and provides legal opinions on a myriad of issues where the Village may have litigatory exposure. The Village contracts a separate and independent labor attorney to provide counsel and representation on labor - related matters, including, but not limited to employment contracts and collective bargaining agreements, union negotiations and grievances. FY 2002 -2003 PROPOSED OPERATING BUDGET Miami Shores Village, Florida I I-------------- - - - - -- _— _— _— _ -- - -- - - - - -J OFFICE OF THE VILLAGE ATTORNEY Code 001 - 0200 -514 .. CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION . PERSONNEL SERVICES .24 ISF: Workers' Compensation $ 36 Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions Subtotal Personnel Services $ 36 OPERATING EXPENSES .3120 Professional Services: $ 25,000 Fees anticipated for special legal research, Legal - General opinions, supplemental negotitations or representation .3121 Professional Services: $ 50,400 Legal - Retainer Legal retainer for Village Attorney .3122 Professional Services: $ 65,000 Fees anticipated for general labor costs Legal - Labor and representation on labor issues as needed .3123 Professional Services: $ 25,000 Legal fees anticipated for Village Legal - Litigation representation brought to the court system .3125 Professional Services: $ 2,000 Fees for serving notices, taking Legal- Other depositions, and other court related services .40 Travel $ 200 Computer costs allocated by Finance .42 Postage $ 50 Special delivery of legal materials .4501 ISF: Risk Management $ 1,582 Calculations prepared by the Finance Department using a Village -wide schedule, allocating the total general liability and casualty insurance costs and the actuarially determined self- insurance reserve requirement to all divisions. .54 Subscriptions and Memberships $ 1,200 Law Update, miscellaneous publications .5800 Training Ft Education $ 425 Attendance at workshops and seminars Subtotal: Operating Expenses $ 170,857 TOTAL: LEGAL COUNSEL $ 170,893 OR VILLAGE MANAGER'S OFFICE ORGANIZATION CHART SPECIAL PROJECTS I ADMINISTRATOR JAMES SMITH PUBLIC WORKS DIRECTOR DAVE TRAILL VILLAGE MANAGER THOMAS J BENTON FINANCE DIRECTOR III BUILDING DIRECTOR MARK A MALATAK VACANT VILLAGE ATTORNEY RICHARD SARAFAN EXECUTIVE ASST. TO VILLAGE MANAGER BARBARA FUGAZZI CHIEF OF POLICE RICHARD MASTEN RECREATION DIRECTOR I I DIRECTOR ELIZABETH SERVI SP Y LIBRARY I FORCEME DIIRECTORE I JERRY ESTEP Fiscal Year 2002 -2003 Operating Budget Miami Shores Village, Florida VILLAGE MANAGER Services, Functions and Activities The Office of the Village Manager is responsible for the general and specific operations of all aspects of the Village. As Chief Executive and Administrative Officer for the Village, the Manager is appointed by and serves at the discretion of the Village Council, implementing the directives, policies and objectives of the Council through the operating departments of the Village. The Manager is also responsible for the appointment of all department heads with the exception of the Village Clerk and the Village Attorney, both of whom are appointed directly by the Mayor and Village Council. FY 2002 -2003 PROPOSED OPERATING BUDGET Miami Shores Village. Florida OFFICE OF THE VILLAGE MANAGER Code 001 - 0300 -512 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION PERSONNEL SERVICES .11 Executive Salary $ 113,500 Village Manager base salary .1101 Executive Benefit - General $ 17,472 ICMA contribution Et Executive benefit package .12 Regular Salaries $ 52,400 Special Projects Administrator .21 FICA $ 14,992 Social Security and Medicare taxes .23 Health Insurance $ 5,655 Estimated annual per employee costs for health, dental and other contractually obligated non - liability benefits with 5% inflationary factor included. .24 ISF: Workers' Compensation $ 720 Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions .2999 Contingent Personnel Costs $ 12,605 Projected costs for all eligible employee's annual COLA, Merit (percent dependent upon union contract(s)), longevity, other contractually required personnel cost increases and the associated federal taxes for a one year period Subtotal Personnel Services $ 217,344 OPERATING EXPENSES .3126 Professional Services: $ 24,000 Lobbying service agreements for two (2) Lobbyist lobbyists: (1) State, (1) County .34 Contractual Services $ 640 Allocated charges applied for maintenance agreements on Village Hall office equipment .40 Travel $ 1,000 Manager's attendance at various meetings and conferences; Special Project Administrator's attendance at State legislative sessions .4020 Per Diem Allowance $ 100 Funding to conference attendees and local mileage 1 FY 2002 -2003 PROPOSED OPERATING BUDGET Miami Shores Vilta Florida OFFICE OF THE VILLAGE MANAGER Code 001 - 0300 -512 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION . OPERATING EXPENSES - Continued .41 Telephone Expenses $ 1,200 Base fee allocated to all users for .411 Telephone Long Distance $ 100 .412 Cellular Telephone $ 650 .42 Postage $ 400 .4501 ISF: Risk Management $ 7,013 4502 ISF: Fleet Maintenance $ 4,382 .4602 Repairs and Maintenance $ 200 .47 Printing $ 500 .48 Advertising and Promotions $ 1,000 .51 Office Supplies $ 500 5202 Other Operating Expenses $ 600 Centrex line dedications and anticipated internet licensing Estimated costs for long distrance or toll calls Nextel cellular telephone costs with beeper Postage cost for Manager's /Special Projects Administrator's correspondence Calculations prepared by the Finance Department using a Village -wide schedule, allocating the ttoal general liability and casualty insurance costs and the actuarially determined self - insurance reserve requirement to all divisions. Calculations prepared by the Finance Department, applying the total fleet maintenance costs to all user divisions and the total number and types of vehicles assigned to each user function. To fund damaged or broken equipment and fixtures in the department Miscellaneous printing of stationary, business cards, flyers, reports, announcements, and grant applications Promotional costs for staff plaques and advertising costs for notices Pens, paper, ink and other office supplies for a one year period for two (2) full - time employees Costs for supplies not reflected in office supplies. FY 2002 -2003 PROPOSED OPERATING BUDGET Miami Shores Village. Florida OFFICE OF THE VILLAGE MANAGER Code 001 - 0300 -512 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION OPERATING EXPENSES - Continued .54 Subscriptions and Memberships $ 2,500 Miscellaneous publications, books, Miami .5800 Training and Education $ 500 Subtotal: Operating Expenses $ 45,285 TOTAL: Office of the Village Manager $ 262,629 Dade City /County Management Association, FCCMA, ICMA, Chamber of Commerce. Cost to attend ten (10) local ICMA training sessions VILLAGE CLERK long � ORGANIZATION CHART _�IORIDp' VILLAGE CLERK BARBARA A. FUGAZZI RECEFFIONIST CHERYL CHANCELLOR Fiscal Year 2002 -2003 Operating Budget Miami Shores Village, Florida OFFICE OF THE VILLAGE CLERK 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 resolutions, requests for bids and board member vacancies. Notices are also published for changes to the Comprehensive Plan and changes in land use. The Clerk's office is responsible for complying with the records requests in the form of paper copies audio and video copies. In addition to the above duties, the Clerk's office administers the Village's Occupational Licensing Program, ensuring payment of applicable taxes on a yearly basis. The issuance of film and peddler (solicitor) permits are also facilitated by the Clerk's office. Q Processed and issued approximately 640 Occupational Licenses. Q Organized and archived Village records per the records retention requirements. Q Processed approximately 185 requests for records in various formats. Q Web page maintenance through input of Council agenda, Council minutes and Planning Et Zoning Board meeting agendas on the Village web page. Q Assisted the Miami -Dade County Elections Department with educating the public on the new voting machines. Fiscal Year 2002 -2003 Operating Budget Miami Shores Village, Florida OFFICE OF THE VILLAGE CLERK 1 - - mmmm - - - - - =Mmm - mmmm - =WM= - M=== -�4 GOALS AND OBJECTIVES ❖ To serve as the Election Official and manage/ facilitate the April 2003 Village Council Elections. ➢ By providing the necessary support during the campaign and the election transition period. ❖ To continue to pursue receiving designation as a Master Municipal Clerk. ❖ To update files and process both renewal and new occupational licenses. ❖ To process public record requests in a timely manner. FY 2002 -2003 PROPOSED OPERATING BUDGET Miami Shores Village, Florida _-------_—_—_—_—_—_-----_—_---_—_—_—_--_— _— _— _— _— _--- _----- _--- _— _ —_ -- inflationary factor included. .24 OFFICE OF THE VILLAGE CLERK $ 720 Calculation prepared by the Finance Code 001 -0303 -512 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION .. .. PERSONNEL SERVICES .11 Executive Salary $ 54,447 Village Clerk base salary .1101 Executive Benefit - General $ 2,500 Executive package .12 Regular Salaries $ 18,720 Receptionist / Recording Secretary .21 FICA $ 6,216 Social Security and Medicare taxes .23 Health Insurance $ 5,655 Estimated annual per employee costs for health, dental and other contractually obligated non - liability benefits with 5% inflationary factor included. .24 ISF: Workers' Compensation $ 720 Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions .2999 Contingent Personnel Costs $ 5,590 Projected costs for all eligible employee's annual COLA, Merit (percent dependent upon union contract(s)), longevity, other contractually required personnel cost increases and the associated federal taxes for a one year period Subtotal Personnel Services $ 93,848 OPERATING EXPENSES .31 Professional Services $ 7,800 Costs for background and pre- employment verification testing for all candidates in the Village .34 Contractual Services $ 60 Maintenance contracts allocated and specialized - Selectric III typewriter .40 Travel $ 500 FAOLO, IIMC Institute, FACC annual conference, Chamber installation, miscellaneous luncheons, meetings .4020 Per Diem Allowance $ 200 Funding to conference attendees and local mileage .41 Telephone Expenses $ 750 Emergency rotary and non - emergency lines, fax lines .411 Telephone Long Distance $ 50 Estimated costs for long distrance or toll calls FY 2002 -2003 PROPOSED OPERATING BUDGET Miami Shores Village, Florida OFFICE OF THE VILLAGE CLERK Code 001 -0303 -512 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION . OPERATING EXPENSES - Continued .42 Postage $ 800 Mailing of occupational licenses and follow up correspondence .4210 Courier / Delivery Services $ 50 .4501 ISF: Risk Management $ 5,568 Calculations prepared by the Finance Department using a Village -wide schedule, allocating the total general liability and casualty insurance costs and the actuarially determined self - insurance reserve requirement to all divisions. .47 Printing $ 275 Printing of forms .48 Advertising and Promotions $ 9,000 Costs for advertising vacant positions and ordinance advertising. .49 Other Current Charges $ 5,000 Council election costs. .51 Office Supplies $ 350 Pens, paper, ink and other office supplies for a one year period for two (2) full -time employees .5202 Other Operating Expenses $ 400 Supplies for electronic filing system, records retention and ordinance - related transactions .54 Subscriptions and Memberships $ 650 Florida Association of City Clerks, International Institute of Municipal Clerks, Florida Association of Licensing Officials, Dade County Municipal Clerks Association, Internet Access .5800 Training and Education $ 3,500 Conference registrations, costs for annual volunteer and employee appreciation parties Subtotal: Operating Expenses $ 34,953 TOTAL: Office of the Village Clerk $ 128,801 CODE ENFORCEMENT R5.3 ORGANIZATION CHART s... mint" Ift CODE ENFORCEMENT, PLANNING & ZONING DIRECTOR ALLYN BERG SENIOR CODE ENFORCEMENT OFFICER RICHARD TRUMBLE ADMINISTRATIVE ASSISTANT IRENE FAJARDO CODEENFORCEMENT I I CODE ENFORCEMENT OFFICER OFFICER ANTHONY FLORES HILLARY GRAVER Fiscal Year 2002 -2003 Operating Budget Miami Shores Village, Florida PLANNING, ZONING Ft CODE ENFORCEMENT DEPARTMENT CODE ENFORCEMENT DIVISION - - _ - - _ - _ - _ -°I Services, Functions and Activities The Code Enforcement Division performs community-wide inspections to maintain the highest standards of Miami Shores Village. By forging an alliance with the community and its residents, the division staff is able to achieve an exceptionally high compliancy percentage. Continuing violations are processed through the Code Enforcement Board which may impose fines in the form of property liens. Staff associates work closely with the Police and Public Works Departments in order to achieve Village -wide community improvement programs. Q Improved case management through computer upgrades and tracking system. Q Participated in a neighborhood outreach program to involve residents in the recycling program. Q Became more proactive by pursuing Minimum Housing Code violations in order to improve existing housing and maintain higher property values. Q Performed property surveys and conducted neighborhood "sweeps" in order to identify declining conditions. Q Implemented a more customer friendly approach to code enforcement by encouraging efforts to establish contacts in the field without the necessity of writing "violations ". Q Processed over 2200 cases through the code enforcement board. Q Collected over $90,000 in fines. Q Improved customer relations by creating brochures and newspaper articles about minimum housing, building and zoning requirements. Q Attended seminars and housing workshops to improve customer relations. Fiscal Year 2002 -2003 Operating Budget Miami Shores Village, Florida PLANNING, ZONING Et CODE ENFORCEMENT DEPARTMENT CODE ENFORCEMENT DIVISION GOALS AND OBJECTIVES ❖ To enhance community appearance. ➢ By implementing a paint color approval process that is consistent with the community standards - on going. ➢ By implementing a policy of uniform size, material, and type of shed by October 2002. • Submit to Planning and Zoning Board by September 2002. • Adopt a policy and set standards by October 2002. ➢ By increasing community awareness of zoning codes through the distribution of flyers and newspaper articles - ongoing ❖ To reduce the number of complaints referred to code enforcement. ➢ By identifying the most common complaint by November 2002 and addressing the problem during area surveys. ■ Share information through the use of brochures, newspaper articles, and neighborhood meetings - ongoing. ➢ By developing Web site December 2002. ■ Organize material and develop site. ❖ To reduce Code Enforcement Board caseload. ➢ By encouraging customer contact and dialogue without writing violations - ongoing. ➢ By exploring possibility of developing a new homeowner package which addresses codes for property maintenance. ➢ By encouraging more field investigative time by code officers. ❖ To improve department effectiveness by promoting information exchange via office automation system. ➢ By studying existing system by November 2002. ➢ By recommending improvements by January 2003. ➢ By providing additional staff training in public relations to improve customer service. ■ Attend a minimum of three sessions per year per employee FY 2002 -2003 PROPOSED OPERATING BUDGET Miami Shores Village, Florida PLANNING, ZONING 13 CODE ENFORCEMENT DEPARTMENT Code Enforcement Division Code 001 -0351 -512 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION PERSONNEL SERVICES .12 Regular Salaries $ 121,592 (3) Code Enforcement Officers (full -time) (1) Administrative Secretary - 50% allocated with Planning i3 Zoning .14 Overtime $ 1,500 Estimated overtime costs for special enforcement efforts and attendance at Board meetings under FLSA regulations .21 FICA $ 9,417 Social Security and Medicare taxes .23 Health Insurance $ 9,716 Estimated annual per employee costs for health, dental and other contractually obligated non - liability benefits with 5% inflationary factor included. .24 ISF: Workers' Compensation $ 2,159 Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions .2999 Contingent Personnel Costs $ 7,553 Projected costs for all eligible employee's annual COLA, Merit (percent dependent upon union contract(s)), longevity, other contractually required personnel cost increases and the associated federal taxes for a one year period Subtotal Personnel Services $ 151,937 OPERATING EXPENSES .34 Contractual Services $ 1,500 .3420 Court Filing Fees $ 1,900 Record notices, orders and lien releases .41 Telephone Expenses $ 1,100 Base fee allocated to all users for Centrex line dedications and anticipated internet licensing .411 Telephone Long Distance $ 500 Estimated costs for long distrance or toll calls .42 Postage $ 3,700 Correspondence and certified mail, notices of violations FY 2002 -2003 PROPOSED OPERATING BUDGET, Miami Shores ViIlaee, Florida PLANNING, ZONING 8: CODE ENFORCEMENT DEPARTMENT Code Enforcement Division Code 001 -0351 -512 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION OPERATING EXPENSES - Continued .4501 ISF: Risk Management $ 9,896 Calculations prepared by the Finance .4502 ISF: Fleet Maintenance $ 13,147 .4602 Repairs and Maintenance $ 350 .47 Printing $ 2,000 .51 Office Supplies $ 800 .5202 Other Operating Expenses $ 2,400 .5204 Uniforms $ 450 .54 Subscriptions and Memberships $ 120 .5800 Training and Education $ 300 Subtotal: Operating Expenses $ 38,163 TOTAL: Planning, Zoning ft Code Enforcement Department: Code Enforcement Division $ 190,100 Department using a Village -wide schedule, allocating the total general liability and casualty insurance costs and the actuarially determined self - insurance reserve requirement to all divisions. Calculations prepared by the Finance Department, applying the total fleet maintenance costs to all user divisions and the total number and types of vehicles assigned to each user function. Printing of educational or advisory pamphlet and notice of violations Pens, paper, ink and other office supplies for a one year period for three and one half (3.5) full -time employees Film purchase and development, toner for printers, special software requirements to support Code Enforcement program Uniform costs for three (3) staff members per contract: (5) pants, (5) uniform shirts with logo, belts and shoes where applicable Florida Association of Code Enforcement Continued education funding for Enforcement staff and computer training (allocated) for administrative secretary BUILDING DEPARTMENT ENT ORGANIZATION CHART �lORD�' DIRECTOR OF BUILDING VACANT EXECUTIVE ASSISTANT ANGELA BECKER CLERICALASSISTANT CLERICAL ASSISTANT ALICIAHERNANDEZ GLADYS VILLAR Fiscal Year 2002 -2003 Operating Budget Miami Shores Village, Florida BUILDING DEPARTMENT Services, Functions and Activities The Building Department is responsible to enforce all State, County and Municipal construction and building related 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. Compliance includes building plans examination, permitting and the inspection of construction methods 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. Q Automated the department's permitting functions in coordination with Finance. Q Increased public awareness on the building process for painting and hiring of contractors by providing brochures on these issues. GOALS AND OBJECTIVES ❖ To effectuate the building process. ➢ To process a minimum of 100 permits weekly. ➢ To process a minimum of 25 building inspections weekly. ➢ To respond to a minimum of 25 telephone inquiries daily. ➢ To close a minimum of 50 files weekly. II. To provide building and construction compliance services. a. To automate the department's permitting functions (in coordination with Finance). 1. To complete study the department's needs and assess what is needed by November 2001. 2. Submit bid specifications and go out for bids by December 2001. 3. Review bids and award contract by January 2002 4. Install system and train staff by June 2002. Fiscal Year 2002 -2003 Operating Budget Miami Shores Village, Florida BUILDING DEPARTMENT b. To automate the departments property files 1. To complete a study of the department's needs and assess what is needed by November 2001. 2. Submit bid specifications and go out for bid by December 2001. 3. Review bids and award bid by January 2002. 4. Have documents scanned by July 2002. C. To set up a fee schedule for scanning future records. 1. Submit schedule of fees to the Village Council by November 2001. 2. Receive Village Council approval by December 2001. d. Have staff attend public relations and public management classes. 1. Schedule public relations class by November 2001. 2. Schedule second public relations class by May 2002. e. Increase public awareness. 1. Provide contractor brochure by November 2001. 2. Provide department permitting information brochure by December 2001. FY 2002 -2003 PROPOSED OPERATING BUDGET Miand Shores Village, Florida BUILDING DEPARTMENT Code 001 -0400 -524 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION PERSONNEL SERVICES .21 FICA .11 Executive Salary $ 70,000 Bulding Director base salary .1101 Executive Benefit - General $ 2,500 Executive benefit package .12 Regular Salaries $ 81,391 (1) Executive Assistant (1) Clerical Asssistant .14 Overtime $ 750 .21 FICA $ 12,455 .23 Health Insurance $ 11,104 .24 ISF: Workers' Compensation $ 1,799 .2999 Contingent Personnel Costs $ 8.168 Subtotal Personnel Services $ 188,167 OPERATING EXPENSES .34 Contractual Services .41 .411 .412 .42 .4210 Telephone Expenses Telephone Long Distance Social Security and Medicare taxes Estimated annual per employee costs for health, dental and other contractually obligated non - liability benefits with 5% inflationary factor included. Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers compensation costs to all user divisions Projected costs for all eligible employee's annual COLA, Merit (percent dependent upon union contract(s)), longevity, other contractually required personnel cost increases and the associated federal taxes for a one year period $ 155,000 Fees to external contractors that provide inspection on Building, Plumbing, Electrical and Mechanical in department head's absence or Leave $ 500 Base fee allocated to all users for Centrex line dedications and anticipated internet licensing $ 100 Estimated costs for long distrance or toll calls Cellular Telephone $ 583 Nextel cellular telephone costs Postage $ 450 Correspondence and certified mail Courier / Delivery Services $ 50 Hand delivery of plans, recovered by fees FY 2002 -2003 PROPOSED OPERATING BUDGET Miami Shores VH a Florida BUILDING DEPARTMENT Code 001 -0400 -524 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION OPERATING EXPENSES- Continued .4501 ISF: Risk Management $ 60,839 Calculations prepared by the Finance .4502 ISF: Fleet Maintenance $ 4,382 .4602 Repairs and Maintenance $ 1,000 .47 Printing $ 3,000 .51 Office Supplies $ 1,500 .54 Subscriptions and Memberships $ 250 .5800 Training and Education Subtotal: Operating Expenses TOTAL: Building Department $ 2.500 $ 230,154 $ 418,321 Department using a Village -wide schedule, allocating the ttoal general liability and casualty insurance costs and the actuarially determined self- insurance reserve requirement to all divisions. Calculations prepared by the Finance Department, applying the total fleet maintenance costs to all user divisions and the total number and types of vehicles assigned to each user function. Printed forms for Building: permits, garage sale, other miscellaneous printing Pens, paper, ink and other office supplies for a one year period for three (3) full - time employees Building Official's Association of Florida, South Florida Building Official Council, Dade Council, National Notary Association Estimated registration fee for director to attend annual seminar 5 "u PLANNING & ZONING ORGANIZATION CHART PLANNING & ZONING, CODE ENFORCEMENT DIRECTOR ALLYN BERG ADMINISTRATIVE ASSISTANT IRENE FAJARDO Fiscal Year 2002 -2003 Operating Budget Miami Shores Village, Florida PLANNING, ZONING Et CODE ENFORCEMENT DEPARTMENT PLANNING Et ZONING DIVISION Services, Functions and Activities The Planning and Zoning Division accepts development proposals and conducts meetings with homeowners, contractors, developers, attorneys, architects and other Village staff to effectively, efficiently and timely review the submission to ensure compliance with the land development codes. Applications are processed, staff reports are prepared and material is presented to the Planning 1# Zoning board for all variances, site plans and ordinance revisions. This Division provides staff support for the Board on special projects as well as acting as the official staff liaison between the Board and Village. The Division is responsible to investigate and report matters as assigned by the Village Manager. New ordinances, staff reports and materials are prepared and submitted for approval by the Village Council. Updates to the Land Use Map and Comprehensive Plan are also reviewed periodically as required by Florida Statutes. 4 Processed plans and approved development requests for a new, 34 unit condominium project and four new single- family residences. Q Drafted an updated /revised accessory structure ordinance for review by the Planning and Zoning Board. Q Continued review of the existing zoning code with proposals for updating and changing the processes and content of the code. Q Improved paint permit process by field checking work and looking at house before work is done. Q Processed 94 cases to the Planning and Zoning Board. Q Collected $20,000 in plan review fees. 4 Scheduled speaking engagements at homeowners' associations to share zoning and code enforcement information. Fiscal Year 2002 -2003 Operating Budget Miami Shores Village, Florida PLANNING, ZONING Ft CODE ENFORCEMENT DEPARTMENT PLANNING Ft ZONING DIVISION GOALS AND OBJECTIVES ❖ To provide for operational efficiency. ➢ By creating new zoning map by May 2003. • Draft map by November 2002. • Submit map to Planning and Zoning Board by December 2002. • Submit map to Village Council by March 2003. ➢ By updating zoning ordinances as needed. • Draft zoning updates to accessory uses by November 2002. • Present to Planning and Zoning Board by December 2002. • Present ordinance revisions to Village Council by February 2003. ➢ By providing information /instruction packet to Planning and Zoning applicants. • Draft instructions by October 2002. • Final instructions by November 2002. j FY 2002 =2003 PROPOSED OPERATING BUDGET ------------------- Nami Shores Pillage ;Florida 1— _- _--- _— _— _ —_ - -- _— _ ---_ -- PLANNING, ZONING ft CODE ENFORCEMENT DEPARTMENT Planning & Zoning Division Code 001 -0450 -524 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION PERSONNEL SERVICES .11 Executive Salary $ 73,760 Planning and Zoning Director base salary .1101 Executive Benefit - General $ 2,500 Executive benefit package .12 Regular Salaries $ 12,685 Administrative Assistant (50% allocation fro Code .21 FICA $ 6,804 .23 Health Insurance $ 4,164 .24 ISF: Workers' Compensation $ 29,534 .2999 Contingent Personnel Costs Subtotal Personnel Services OPERATING EXPENSES .31 Professional Services $ 6.916 $ 136,363 $ 5,000 .3410 Contractual Services : $ 500 Temporary Labor .40 Travel $ 250 .41 Telephone Expenses $ 300 .411 Telephone Long Distance $ 170 .412 Cellular Telephone $ 350 .42 Postage $ 250 .4501 ISF: Risk Management $ 5,695 Enforcement Division) Social Security and Medicare taxes Estimated annual per employee costs for health, dental and other contractually obligated non - liability benefits with 5% inflationary factor included. Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions Projected costs for all eligible employee's annual COLA, Merit (percent dependent upon union contract(s)), longevity, other contractually required personnel cost increases and the associated federal taxes for a one year period Comprehensive Plan update prepared by certified engineer Travel to attend state planning conference Base fee allocated to all users for Centrex line dedications and anticipated internet licensing Estimated costs for long distance or toll calls Funding for Nextel telephone Zoning hearing notices, certified mailings miscellaneous correspondence Calculations prepared by the Finance Department using a Village -wide schedule, allocating the total general liability and casualty insurance costs and the actuarially determined self - insurance reserve requirement to all divisions. j FY 2002 -2003 PROPOSED OPERATING BUDGE - ------- - - - - -- T Miami Shores V1!!M,_ jF c! ft _ PLANNING, ZONING $ CODE ENFORCEMENT DEPARTMENT Planning it Zoning Division Code 001 -0450 -524 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION .. . OPERATING EXPENSES - Continued .4502 ISF: Fleet Maintenance $ 4,382 Calculations prepared by the Finance Department, .4602 Repairs and Maintenance $ 300 .47 Printing $ 2,500 .51 Office Supplies $ 500 .5202 Other Operating Expenses $ 500 .54 Subscriptions and Memberships $ 613 .5800 Training and Education Subtotal: Operating Expenses TOTAL: Planning, Zoning Et Code Enforcement Department: Planning ft Zoning Division $ 500 S 21,810 $ 158,173 applying the total fleet maintenance costs to all user divisions and the total number and types of vehicles assigned to each user function. Estimated repair costs on equipment protected by contract or service agreement Information brochures, miscellaneous printing of promotional literature Pens, paper, ink and other office supplies for a one year period for one and one half (1.5) full - time employees Computer peripheral equipment, filing and storage facilities Florida Planning and Zoning Association, American Institute of Certified Planners, Zoning news and zoning law bulletin Attend annual Florida Planning and Zoning conference, attend two (2) local Zoning and Code Enforcement seminars FINANCE DEPARTMENT ARTMENT ORGANIZATION CHART _��IORDpot�' FINANCE DIRECTOR MARKA. MALATAK, CPA COMPTROLLER CAROLYN MODESTE ACCOUNTANT ELIZABETH KEELEY ADMINISTRATIVE 1 SECRETARY ACCOUNTS PAYABLE CLERK SABRINA COX [DATA PROCESSOR SPECIALIST GLORIA ALDANA CLARA BENDER Fiscal Year 2002 -2003 Operating Budget Miami Shores Village, Florida FINANCE DEPARTMENT Services, Functions and Activities The Finance Department is responsible for the security of all Village funds. The Department is a full- function operation ranging from basic accounting to comprehensive financial management and planning. Included in the many responsibilities of the department are: preparing the annual operating and capital budgets; processing fifty-two payrolls and maintaining all appropriate records; filing the necessary payroll - related taxes and the corresponding reports; preparing twelve monthly financial reports and the annual financial report; recording all financial transactions and ensuring that the fiscal integrity of the Village is ensured; and, managing the information technology functions of the Village. The Department is also responsible for the timely and accurate reporting of all financial activities. This includes the recording of all purchase orders, direct payments, invoices and daily deposits. The Department is responsible to reconcile a minimum of four monthly bank statements, confirming all cash and electronic transactions. The Department also is charged with monitoring and coordinating the Villages five retirement plans: the General Employees' Pension System, the Police Officers' Retirement System, the ICMA -457 Deferred Compensation Plan, the VALIC -457 Deferred Compensation Plan, and the ICMA- 401(a) Money Purchase Plan. The responsibilities include the coordination of quarterly Board of Trustee meetings, distribution of materials and information to Trustees and plan members, timely deposits of employee and Village contributions to all funds; and collating the year- end financial data for audit and year -end State reporting requirements. The Department also manages the Village's risk management function, employee benefit programs, cash management, debt service management, central stores, payroll, accounts payable and receivable and other finance- related matters. Fiscal Year 2002 -2003 Operating Budget Miami Shores Village, Florida FINANCE DEPARTMENT Q Prepared and implemented the FY 2001 -2002 Operating Et Capital Budgets. Q Completed the FY 2000 -2001 Comprehensive Annual Financial Report. Q Implemented the first of several phases of the transition to the new computer software program which will be used for reporting annual financial reports, accounts receivable, accounts payable and payroll. Q Completed 25% of Phase II (Inventory and Control) of the transition to the GASB 34 reporting procedures, requiring the Village to disseminate its annual financial reports in a manner similar to that which is provided by publicly traded corporations - eliminating many of the previous governmental -type reporting. Q Assisted with the conversion of several software programs for Recreation (Rec Trac) and Building (Black Bear) which enable better financial reporting and continued streamlining of programs and permitting. GOALS AND OBJECTIVES ❖ To implement and on -line Internet access program. ➢ By developing specifications for an RFP for network on -line access by November 2002. ➢ By selecting a contractor for an internet access program by December 2002. ➢ By implementing the on -line access program by February 2003. ➢ By going live with the internet access program by March 2003. ❖ To process accounting reports. ➢ By preparing a minimum of 52 weekly payrolls by September 30, 2003. ➢ By closing a minimum of twelve monthly financial reports by September 30, 2003. ➢ By reconciling a minimum of 28 bank statements by September 30, 2003. ➢ By preparing a minimum of 12 tax return reports by September 30, 2003. ➢ By preparing and releasing a minimum of 250 IRS Form W -2s by January 31, 2003. Fiscal Year 2002 -2003 Operating Budget Miami Shores Villa4e• Florida FINANCE DEPARTMENT - - mnm= - - - - =Mmw - mmmm - - - -=!M1 GOALS AND OBJECTIVES - Continued ❖ To prepare financial reports. ➢ By completing the FY 2001 -2002 CAFR by January 15, 2003. ➢ By preparing a minimum of quarterly financial performance reports for managements' review by September 30, 2003. ➢ By preparing a Proposed Operating Budget for FY 2003 -2004 by July 31, 2003. ➢ By preparing a Proposed Capital Improvement Budget for FY 2004 -2008 by June 30, 2003. ❖ To continue implementing the four phases of the transition to the GASB 34 reporting procedures. ➢ By completing Phase II (Inventory and Control) of four phases by September 2003. ➢ By initiating the Phase III of four phases by October 2003. FY 2002 -2003 PROPOSED OPERATING BUDGET Miami Shores Village, Florida FINANCE DEPARTMENT Code 001 -0500 -513 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION PERSONNEL SERVICES .11 Executive Salary $ 83,523 Chief Financial Officer base salary .1101 Executive Benefit - General $ 2,500 Executive benefit package .12 Regular Salaries $ 173,425 Comptroller 14 Overtime $ 1,000 21 FICA $ 19,953 23 Health Insurance $ 11,310 .24 ISF: Workers' Compensation $ 2,159 2999 Contingent Personnel Costs $ 19.449 Subtotal Personnel Services $ 313,319 OPERATING EXPENSES Staff Accountant Accounts Payable Clerk Data Processing Specialist Administrative Assistant Courier (20% of salary from Police) Wages for excess hours related to budget preparation, year -end audit and computerization changes Social Security and Medicare taxes Estimated annual per employee costs for health, dental and other contractually obligated non - liability benefits with 5% inflationary factor included. Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions Projected costs for all eligible employee's annual COLA, Merit (percent dependent upon union contract(s)), longevity, other contractually required personnel cost increases and the associated federal taxes for a one year period .31 Professional Services $ 2,500 PC software support for on -line bill inquiry project, data conversion and year -end closing .32 Accounting and Auditing $ 55,000 Annual Village audit, program audit, Country Club audit and implementation of Phase II - GASB 34 (Fixed Asset Reporting) compliance\ FY 2002 -2003 PROPOSED OPERATING BUDGET Miami Shores Village, Florida FINANCE DEPARTMENT Code 001 -0500 -513 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION OPERATING EXPENSES - Continued .34 Contractual Services $ 72,890 Maintenance contract for computer systems (including PC's), typewriters, check signer and burster, copiers, fax machine, telephone maintenance agreement, software licensing .40 Travel $ 1,500 Miscellaneous conferences and meetings for Government Finance Officers Association national conference; Dade and Broward County Municipal Finance Officers Association and GASB 34 training .41 Telephone Expenses $ 4,500 Base fee allocated to all users for Centrex line dedications and anticipated internet licensing .411 Telephone Long Distance $ 800 Estimated costs for long distance or toll calls .42 Postage $ 3,000 Postage for accounts payable, collection letters and correspondence .4201 Freight / Delivery Charges $ 100 Miscellaneous freight charges for purchases .4210 Courier / Delivery Services $ 100 Hand delivery and overnight service for regulatory documents; partially offset thru bond reimbursements .4501 ISF: Risk Management $ 25,845 Calculations prepared by the Finance Department using a Village -wide schedule, allocating the ttoal general liability and casualty insurance costs and the actuarially determined self- insurance reserve requirement to all divisions. .4602 Repair and Maintenance $ 2,000 Repairs to equipment not covered by contract such as cash register and laser printer .47 Printing $ 3,200 Printed forms, deed transfers, W -2, 941 -A, revenue envelopes, letterhead and envelopes, budget documents, etc. .48 Advertising and Promotions $ 1,950 Budget (TRIM) advertising mandated by Florida State Statute 200.065 FY 2002 -2003 PROPOSED OPERATING BUDGET Miami Shores Village, Florida FINANCE DEPARTMENT Code 001 -0500 -513 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION OPERATING EXPENSES - Continued .51 Office Supplies $ 7,250 Pens, paper, ink and other office supplies 5202 Other Operating Expenses $ 4,750 .5204 Uniforms $ 300 .54 Subscriptions and Memberships $ 2,605 .5450 Licenses and permits $ 3,750 .5800 Training and Education $ 1,795 Subtotal: Operating Expenses $ 193,835 TOTAL: Finance Department $ 507,154 for a one year period for six (6) full -time employees Computer paper, gummed labels, data binders, printer ribbons, computer tape, back -up tape drives Uniform shirts for six (6) staff members National Government Finance Officers Association, State Governement Finance Officers Association, Dade and Broward Municipal Finance Officers Association, GASB review, CPA license renewal Miscellaneous permit fees for computer software GFOA training at national conference (June 2001); GFOA training for accounting changes - GASB 34 FY 2002 -2003 PROPOSED OPERATING BUDGET Miami Shores Village, Florida FINANCE DEPARTMENT Non - Departmental - Unclassified Accounts Code 001 -0800 -519 CODE CLASSIFICATION AMOUNT ADOPTED PERSONNEL COSTS .1850 Accumulated Leave Settlements $ 25,000 .21 FICA $ 1,913 .23 Health Insurance $ 10,000 .24 ISF: Workers' Compensation $ 6,477 .25 Unemployment Compensation $ 15,000 Subtotal: Personnel Costs S 58,390 OPERATING EXPENSES .31 Professional Services $ 10,000 .34 Contractual Services $ 30,000 .3450 Contractual Services: Newsletter $ 33,783 .41 Telephone $ 35,000 .42 Postage $ 1,500 .4210 Courier / Delivery Charges $ 250 .4501 ISF: Risk Management $ 24,523 .4602 Repairs and Maintenance $ 7,500 .47 Printing $ 1,000 .48 Advertising £t Promotions $ 4,500 .4840 Special Projects Account $ 25,000 .51 Office Supplies $ 11,250 .5202 Other Operating Expenses $ 16,250 .5280 Bank Fees $ 10,000 .54 Subscriptions Et Memberships $ 3,500 .5800 Training Et Education $ 7,500 Subtotal: Operating Expenses $ 221,556 OTHER OPERATING EXPENSES .8201 Contribution: Horace Mann $ 500 .8202 Contribution: Miami Shores Elementary $ 500 .8207 Contribution: North Miami Foundation $ 5,000 .93 Contingency $ 200,000 Subtotal: Other Operating Expenses $ 206,000 TOTAL: Non - Departmental Unclassified Accounts $ 485,946 FY 2002 -2003 PROPOSED OPERATING BUDGET Miami Shores Villave, Florida; FINANCE DEPARTMENT Risk Management Internal Service Fund Code 501 - 6500 -519 CODE CLASSIFICATION AMOUNT ADOPTED OPERATING EXPENSES .31 Professional Services $ 5,000 .3123 Professional Services: Legal Litigation $ 10,000 .3126 Professional Services: Legal Other $ 5,000 .32 Accounting 8 Auditing Services $ 5,000 .41 Telephone $ 400 .411 Telecommunication: Long Distance $ 75 .42 Postage $ 10 .4210 Courier / Delivery Charges $ 50 .4511 ISF: RM Premium Package $ 287,554 .4512 ISF: RM Premium Excess Prop #1 $ 56,311 .4513 ISF: RM Premium Excess Prop #2 $ 25,005 .45131 ISF: RM Premium Excess Liability $ 25,005 .4515 ISF: RM Premium Boiler /Machinery $ 7,842 .4516 ISF: RM Premium Public Officials Liability $ 23,944 .4517 ISF: RM Premium Finance Director Surety Bond $ 1,750 .4518 ISF: RM Premium General Finance Bond $ 1,370 .4519 ISF: RM Premium Special Events Liability $ 2,468 .4555 ISF: RM Third Party Administrative Fees $ 10,000 .4560 ISF: RM Direct Payments Claims Exempt $ 10,000 .4580 ISF: RM Premium Recreation Participants $ 17,000 .4602 Repairs and Maintenance $ 250 .47 Printing $ 150 .48 Advertising tt Promotions $ 50 .51 Office Supplies $ 25 .5202 Other Operating Expenses $ 50 .5280 Bank Fees - Liability Account $ 850 .5281 Bank Fees - Investment Account $ 250 .5450 Licenses, Permits ft Fees $ 1,400 .5451 Florida State Workers' Compensation Reporting Fees $ 26,397 .5800 Training It Education $ 225 Subtotal: Operating Expenses $ 523,431 FY 2002 -2003 PROPOSED OPERATING BUDGET Miami Shores Village, Florida FINANCE DEPARTMENT Risk Management Internal Service Fund Code 501 - 6500 -519 CODE CLASSIFICATION AMOUNT ADOPTED OTHER OPERATING EXPENSES .72 Debt Service - Finance Charges $ 10,000 Subtotal: Other Operating Expenses S 10,000 TOTAL: Risk Management Internal Service Fund: $ 533,431 FY 2002 -2003 PROPOSED OPERATING BUDGET-- ��- �� -� - - Miami Shores aftl _ ft - FINANCE DEPARTMENT GO Bond Debt Service Accounts Code 201 - 0000 -519 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION PERSONNEL SERVICES .1250 Leased Employees $ 2,500 Subtotal Personnel Services $ 2,500 OPERATING EXPENSES .31 Professional Services $ 4,000 Knox Wall - Continuing Disclosure Report .32 Auditing It Accounting Fees $ 4,000 Rachlin, Cohen Et Holtz - Disclosure Audit .41 Telephone $ 350 Base phone cost - allocated to fund for use .411 Telephone - Long Distance $ 50 Long distance calls to Knox Wall / New York / Underwriters .42 Postage $ 75 Shipping reports & statements to underwriters .4210 Courier / Delivery Charges $ 200 Delivery Et Federal Express charges for reports .47 Printing $ 500 Printing costs for statements, CAFR and other reports .4910 Bond Administration Fee $ 3,901 Fee paid to SunTrust to manage bond transactions .4915 Bond Trustee Fee $ 1,466 Fee paid to SunTrust Et League of Cities to coordinate filings .51 Office Supplies $ 75 Pens, paper, toner Et other suppplies used to report on bonds .5202 Other Operating Expenses $ 5,000 Bond opinion letters & statements as needed; Bindings, seals, & other bond - related supplies & materials .54 Subscriptions & Memberships $ 225 Bond Reporter Subtotal: Operating Expenses $ 19,842 FY 2002 -2003 PR OPERATING BUDGET----- - -� -�, ami Shoves Vi!!aj! Florida I FINANCE DEPARTMENT GO Bond Debt Service Accounts Code 201 - 0000 -519 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION OTHER OPERATING EXPENSES .71 Principal $ 60,000 Annual principal payment made April 2003 .72 Interest $ 143,649 Interest due 10/01 /2002 Interest due 04/01/2003 .9101 Transfer to General Fund $ 23,323 Subtotal: Other Operating S 257,981 Expenses TOTAL: GO Bond Debt Service $ 22,342 5 OR POLICE DEPARTMENT ORGANIZATION CHART RIDP' CHIEF OF POLICE RICHARD MASTEN SPECIAL PROJECTS COORDINATOR EXECUTIVE ASSISTANT JOHN HUGHES IRENE TOLENO CAPTAIN KEVIN LYSEAD POLICE CHAPLAIN POLICE CRIME ANALYSE STEVEN WATSON POLICE RECORDS CLERK CROSSING GUARD VACANT WE SCHOOL CROSSING GUARD LINDA LOPEZ T PIT SCHOOL CROSSING GUARD EARLEAN INGRAHA! Z RESERVE POLICE OFFICER JEROME BENSINGER T RESERVE POLICE OFFICER VACANT LEGAL ADVISOR D.P. HUGHES WT OFFICER LIEUTENANT LIEUTENANT LEGAL ADVISOR JACK ULMER RICHARD HARRISON COMPLAINT OFFICER PETER MAGRINO PAM ESTRADA COMPLAINT OFFICER KIMBERLY JAMES SERGEANT SERGEANT SERGEANT SERGEANT NT COMPLAINT OFFICER HE DAVID MCLEOD EDDIE RAMOS JACK ST TFIOMAS ROBERT FRAME C LEAN JONCHUCK COMPLAINT OFFICER HEATHER WILL01 SERGEANT DETECNIVE DETECTIVE DETECTIVE DETECTIVE ROBERT KNOWLES MIKE RNERA GLENN COSNER STEVE SADOWSKI j TIM DEARDEN COMPLAINT OFFICER WALTER BYARS K-9 LIM PA O MAN PATROLMAN PATROLMAN KEVN RED VACANT JOSEPH KE ELEY PATROLM W PATROLMAN PATROLMAN PATROLMAN RK7LIYtD JFSSUP DON LOHtlES CHRIS HlffiN JAMES YOUNG PATROLMAN PATROLMAN PATROLMAN PATROLMAN JOIN LEE KEITH HARRELL ADRIAN PEREZ GLADIMR DOCTEUR PATROLMAN PATROLMAN CLFFORD VICKERS VACANT PATFKIIJMN M� CAREEN P..ATT lq PATROLMAN �.WFl o SOLI POLICE CRIME ANALYSE STEVEN WATSON POLICE RECORDS CLERK CROSSING GUARD VACANT WE SCHOOL CROSSING GUARD LINDA LOPEZ T PIT SCHOOL CROSSING GUARD EARLEAN INGRAHA! Z RESERVE POLICE OFFICER JEROME BENSINGER T RESERVE POLICE OFFICER VACANT Fiscal Year 2002 -2003 Operating Budget Miami Shores Village, Florida POLICE DEPARTMENT 1 - - mmm= - - - =Mmm - - =Mmm - - - - °I Services, Functions and Activities The Miami Shores Police Department is the chief law enforcement agency of the Village, 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. 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 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 community. We will strive daily to nurture public trust by holding ourselves to the highest standards of performance and ethics. To fulfill our Mission, the Miami Shores Police Department is dedicated to providing a quality work environment and the development of its members through effective training and leadership." Fiscal Year 2002 -2003 Operating Budget Miami Shores Villaee, Florida POLICE DEPARTMENT 1 M=== - _ - - mmmm - mn== - - - - M=== - -�4 4 Over the last several years, the State of Florida had continued to experience a drop in the incidents of crime. For the year 2001, the Florida Department of Law Enforcement reported an increase in the number of Total Index Offenses of 1.7 %. Miami -Dade County, however, reported an overall decrease in the Total Index Offenses of 5.4 %. Through various enforcement programs and task force assignments, overall Class I crimes for the Miami Shores Police Department for 2001 were down 11 %. (Note: Robbery down 11 %, Aggravated Assaults up 7 %, Burglary down 12 %, Larceny down 9 % and Auto Theft down 11 %.) 4 For the first six months of 2002, overall Class I crimes for the Miami Shores Police Department are down 10 %. (Note: Robbery down 10 %, Aggravated Assaults down 17 %, Burglary down 26 %, Larceny down 2 % and Auto Theft down 26 %.) With the reopening of the Publix Supermarket, it is anticipated that the overall rate of Larceny offenses may increase as shoplifting offenses fall within this category. 4 During this period, several organizational changes were implemented in the department. Kevin Lystad was promoted to the rank of Captain and Richard Harrison returned to the Miami Shores Police Department at the rank of Lieutenant. 4 Last year Miami Shores Police Officers responded to over 8900 calls for service not including officer - initiated contacts such as traffic stop etc. For the first six months of 2002, the Department has responded to over 4500 calls for service. The police officers logged over 330,000 patrol miles. 4 The Miami Shores Police Department has received several grants to enhance the community policing efforts in Miami Shores Village. With funding from these grants, the Miami Shores Police Department has been able to provide CPR training to the community, conduct crime prevention surveys and implement a vehicle VIN - etching and bicycle registration program. 4 Our Crime Watch and Mobile patrol program continues to flourish. Several new volunteers have joined our mobile patrol, which has logged over 800 hours of service time. Ms. Rengstl continues to recruit Crime Watch block captains and attend Crime Watch meetings. Fiscal Year 2002 -2003 Operating Budget Miami Shores Village, Florida POLICE DEPARTMENT Q We continued our participation in the South Florida IMPACT taskforce directed at disrupting drug trafficking activities and money laundering operations. For 2001, we received over $137,000 dollars in forfeiture funds for our participation in the taskforce. For the first six months of 2002, we have received over $51,000 dollars of forfeiture funds. 4 Officer John Lee and his K -9 partner Tommy competed in the United States Police Canine Association's National Field trials held in Central Florida. Officer Lee, in his second year of competition, finished in the "Top Ten" overall. GOALS AND OBJECTIVES ❖ To have the Miami Shores Police Department maintain its sworn and civilian employee strength in personnel and will continue to deliver high quality police service to the citizens of our Village. The effectiveness of our Police Department will continue to be the benchmark for municipal police agencies in South Florida. ➢ By the budgeted strength of both our sworn and civilian ranks kept at its maximum allowable level. • To recognize the fact that our quality of service and our response time relative to our available strength is one of our most important assets. Vigilant efforts in the area of recruiting and personnel selection / screening will continue. • To provide over 70,000 person hours of sworn public safety services by September 2003. • To provide a minimum of 20,000 person hours of civilian services by September 2003. ❖ To continue quality service as our model for delivery to our citizens. ➢ By personalizing current service and attention through rapid response time, high visibility and effective crime prevention methods. ➢ By increasing Departmental efforts to empower our citizen segments of the community by establishing a communicative and participative bridge through increased efforts in the area of Crime watch, Mobile Crime Patrol and our NCOP officer program. Fiscal Year 2002 -2003 Operating Budget Miami Shores Village, Florida POLICE DEPARTMENT GOALS AND OBJECTIVES - Continued • The Crime Watch Coordinator will bolster the community component of volunteerism through these programs. • The Citizen's Police Academy will enhance and enlarge our base of contacts. ❖ To enforce traffic laws vigorously to improve the quality of life for our residents. In response to citizen concerns regarding speeding motorists, the Department began its "Zero Tolerance" enforcement campaign "Safe ft Slow." We will continue to promote this campaign to ensure the safety of our citizens until we achieve voluntary compliance with posted speed limits. ➢ By utilizing the traffic radar equipment to conduct traffic enforcement operations in the school zones and thoroughfares to cite violators, reduce speeds and endeavors to obtain voluntary compliance. ➢ By conducting at least twelve "Operation Safe Streets" traffic safety checkpoints. ➢ By conducting and participating in at least (2) DUI checkpoint operations during the year. ➢ By continuing to deploy our digital speed measuring S.M.A.R.T. system and trailer at key locations to monitor speed conditions for possible enforcement action. ➢ By providing traffic enforcement training to patrol officers. ❖ To enhance our relationship with the community through community events and crime prevention contacts. To proactively address crime trend throughout the Village. ➢ By planning and coordinating the Police Department's participation in Halloween Howl and Unity Day. ➢ By utilizing crime prevention officers by conducting residential security surveys to "target- harden" the residences against the criminal element. ➢ By providing the community with VIN - etching for vehicles to prevent auto theft. ➢ By deploying officers in identified areas to prevent crime and arrest those responsible for criminal activity. j FY 2002 -2003 PROPOSED OPERATING BUDGET--- ��-- -�� Miami Shores )ill F1o!1' POLICE DEPARTMENT - OPERATIONS Code 001 - 0900 -521 .._ ........_.._........_....._.._. CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION PERSONNEL SERVICES .11 Executive Salaries S 308.521 (1) Police Chief .1101 Executive Benefit S 2.500 .12 Reeular Salaries S 1.871.516 13 Other Waees S 9.232 14 Overtime $ 97,000 .1401 Overtime - Special Detail $ 85,000 .15 Off -Duty Assignments $ 187,990 .21 FICA $ 208,209 .22 Retirement $ 170,000 .23 Health Insurance $ 124,916 .2301 Retirement Insurance $ 7,500 .2310 Employee Benefit - Savings Bond $ 1,700 (11 Captain (2) Lieutenants Loneevity / Holidav Dav Executive Packaee (6) Sergeants (4) Detectives (20) Police Officers (5) Telecommunications Officers (1) Executive Assistant (1) Police Records Specialist (1) Crime Analvst (1) Special Proiects Coordinator (1) Courier Longevitv / Holidav Pav Supervisor's Relief Pav Vacation / Sick time one sergeant position is funded by forfeiture funds; the Courier salary is allocated to School Crossing Guards and Finance (1) Crime Watch Coordinator (part-time) Sergeants, Detectives, Police Officers Complaint Officers, Executive Assistant, Records Specialist, Crime Analyst, Special Projects Coordinator Funding for the special Crime Suppression Task Force Funding for security details provided to private companies fully offset by direct charges to vendor plus a 25% administrative surcharge. (This account is fully self - supporting.) Social Security and Medicare taxes Preliminary estimate to fund the actuarially determined contributions to the Miami Shores Village Police Pension Fund Estimated annual per employee costs for health, dental and other contractually obligated non - liability benefits with 5% inflationary factor included. Village's matching portion of Police Officer Retirees insurance Contractually mandated annual purchase of $100 Savings Bond for qualified officers. FY 2002 -2003 PROPOSED OPERATING BUDGET I_._._._._._._._._._._._._._. Miami Shores Village, Florida POLICE DEPARTMENT - OPERATIONS Code 001- 0900 -521 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION PERSONNEL SERVICES - Continued .24 ISF: Workers' Compensation $ 6,477 Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions .2999 Contingent Personnel Costs S 159.926 Projected costs for all eligible employee's annual COLA, Merit (percent dependent upon union contract(s)), longevity, other contractually required personnel cost increases and the associated federal taxes for a one year period Subtotal Personnel Services $ 3,240,487 OPERATING EXPENSES .34 Contractual Services $ 60,924 .40 Travel $ 9,125 .4030 Travel : Local Mileaee S 50 .41 Telephone Expenses $ 12,269 .411 Telephone Long Distance $ 714 .412 Cellular Telephone $ 9,980 .42 Postage $ 2,273 .4210 Courier / Delivery Services $ 654 .4301 Electricity $ 18,203 .4303 Water $ 1,308 .44 Rentals and Leases $ 9,965 Veterinary contract; Uniform cleaning; Maintenance on computers, software, photocopier, dictaphone, telephone car wash contract, radio maintenance, air conditioning, annual physical exams, decontamination services, janitorial services Meats and lodging, miscellaneous training Emergency rotary and non - emergency lines, fax lines Estimated costs for tong distrance or toll calls Estimated cellular costs for six (6) phones Postage, freight charges, registered and certified mail Funding for courier and overnight deliveries Pistol range, police headquarters (Estimated with 5% increase) Police headquarters water services County based computer, motorcycle lease and umarked vehicles j FY 2002 -2003 PROPOSED OPERATING BUDGET-------------- ------- � _— _ —_ —_ —_ Miami Shoresllage_Florida POLICE DEPARTMENT - OPERATIONS Code 001 - 0900 -521 .._.. . .._.._.._.._..........._....._. CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION OPERATING EXPENSES - Continued .4401 Rental Vehicle $ 10,000 Rental of vehicle to support the pilot off duty .4501 ISF: Risk Management .4502 ISF: Fleet Maintenance 5 16,737 $ 127,814 .4602 Repairs and Maintenance $ 23,377 .47 Printing $ 2,205 .48 Advertising and Promotions $ 4,800 .51 Office Supplies $ 4,700 .5202 Other Operating Expenses 5204 Uniforms .54 Subscriptions and Memberships .5800 Training and Education .5810 Tuition Reimbursement Subtotal: Operating Expenses 5 33,350 5 25,200 5 2,915 $ 12,000 5 4.000 S 392,563 program initiated during FY 2000 -2001 Calculations prepared by the Finance Department using a Village -wide schedule, allocating the ttoal general liability and casualty insurance costs and the actuarially determined self - insurance reserve requirement to all divisions. Calculations prepared by the Finance Department, applying the total fleet maintenance costs to all user divisions and the total number and types of vehicles assigned to each user function. Pistol range, computer periperals and other equipment Stationary, business cards, ID cards, permits, phone stickers, case referral forms, survey cards, police vehicle and alarm permit decals Annual Police Chief dinner Pens, paper, ink and other office supplies for a one year period for forty -five (45) full -time employees Firearm supplies and ammunition, first aid supplies, K -9 supplies, detective bureau supplies, coffee, water and other operating supplies Uniforms and personal equipment as defined in the PBA contract Membership books, publications per schedule submitted to Finance Funding for specialized police training and continuing education costs Contratually required funding for qualified staff associates FY 2002 -2003 PROPOSED OPERATING BUDGET Miami Shores Vi'llai3e, Florida POLICE DEPARTMENT - OPERATIONS Code 001- 0900 -521 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION .. . NON - OPERATING EXPENSES .83 Crime Watch Program $ 3,300 Funding for specialized Crime Watch programs, .8301 Crime Watch Postage $ 200 Subtotal: Non - operating Expenses $ 3,500 TOTAL: POLICE DEPARTMENT $ 3,636,550 including promotional materials, volunteer awards and reception Postage for miscellaneous mailings Fiscal Year 2002 -2003 Operating Budget Miami Shores Village, Florida POLICE DEPARTMENT School Crossing Guard Division - - - - - - - - - - -°I Services, Functions and Activities The Miami Shores Police Department provides crossing guards to provide for the safety of our children as they come and go to school during the year. They assist residential children in crossing several major thoroughfares in the Village in addition to monitoring their safety. GOALS AND OBJECTIVES ❖To maintain the Miami Shores Police Department School Crossing Guard program to keep the budgeted strength at its maximum allowable level. ➢ By filling vacancies as soon as practical, providing a minimum of 3,000 staff hours by October 2002. ➢ By monitoring and maintaining the recruitment and selection processes vigilantly. ➢ By background processing and investigations funded and conducted to insure continued professionalism. ❖ To provide the community with quality and personalized service through the Miami Shores Police Department's School Crossing Guard program. ➢ By providing annual training to all school crossing guards. ➢ By issuing all school crossing guards the necessary equipment to safely and effectively perform their tasks. FY 2002 -2003 PROPOSED OPERATING BUDGET Miami Shores Village. Florida POLICE DEPARTMENT School Crossing Guard Division Code 001 - 0901 -521 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION .. .. . PERSONNEL SERVICES .13 Other Wages $ 30,458 School Crossing Guards (5) .21 FICA .24 ISF: Workers' Compensation .2999 Contingent Personnel Costs Subtotal Personnel Services OPERATING EXPENSES .4501 ISF: Risk Management .5204 Uniforms Subtotal: Operating Expenses S *Note: One (1) guard also serves as the Police Department Courier 2,330 Social Security and Medicare taxes 2,159 $ 2,026 $ 36,973 $ 959 $ 1,072 $ 2,031 TOTAL: School Crossing Guard Division $ 39,004 Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions Projected costs for all eligible employee's annual COLA, Merit (percent dependent upon union contract(s)), longevity, other contractually required personnel cost increases and the associated federat taxes for a one year period Calculations prepared by the Finance Department using a Village -wide schedule, allocating the ttoat general liability and casualty insurance costs and the actuarially determined self - insurance reserve requirement to all divisions. Uniforms and personal equipment as defined in the PBA contract PUBLIC WORKS DEPARTMENT OF CHART DIRECTOR OF PUBLIC WORKS( DAVE TRAILL ASST. PUBLIC WORKS DIRECTOR SCOTT DAVIS P/T ADMIN SECRETARY EXECUTIVE ASSISTANT PURCHASING AGENT TERRY CLARKE PAMELA MENIA DEER JUAN PAULINO WASTE! RECYCLING SUPERVISOR I JOHN COBB OPERATOR III WILLIE BAILEY EQUIPMENT OPERATOR III DANIEL WILSON EQUIPMENT OPERATOR III HAROLD WOODS EQUIPMENT OPERATOR III VACANT REFUSE TRUCK DRIVER BOBBY MOSELY REFUSE TRUCK DRIVER MILTON CHONG REFUSE TRUCK DRIVER TOMAS RIVERA REFUSE TRUCK DRIVER ERIC NORMAN REFUSE TRUCK DRIVER LUIS HERNWDEZ REFUSE COLLECTOR TERRY DNKNS REFUSE COLLECTOR MILTON CHONG, JR REFUSE TRUCK DRIVER ERNEST RAY REFUSE COLLECTOR WILLIAM MOORE REFUSE TRUCK DRIVER RICHARD HALL REFUSE TRUCK DRIVER RIQUI RENAUD TEMPORARY PART TIME REFUSE TRUCK DRIVER HAMI ERNEST LTON REFUSE COLLECTOR COLLECTOR TERRANCE CUSAK REFUSE TRUCK DRIVER LEROY KNIGHT REFUSE COLLECTOR ROBERTO PABON REFUSE COLLECTOR REFUSE COLLECTOR VACANT I SHOPFOREMAN JIM MCCOY EQUIPMENT MECHANIC JOE ALLEN EQUIPMENT MECHANIC CHARLIE HARBER EQUIPMENT MECHANIC ERIC REYNOLDS AUTO DETAILER FELIX ALEGRA SPECIAL PROJECTS I ' DATAPROCESSOR JOHN RUMBLE II-I JORGE GONZALEZ ISTREETS SUPERVISOR I MELVIN MOORE EQUIPMONT PARKS OPERATOR III FOREMAN SAM BLACK CARLOS ESPINOZA CEMENT FOREMAN PARKS LEAD WORKER FRANK ALBALADEJO RICK MILLER IETER ENFORCEMENT MAINTENANCE OFFICER WORKER 11 VACANT TALES ST. FLEUR EQUIPMENT OPERATOR I EFINISHER JULIO ROMAN MAINTENANCE WORKERI ANGEL MARTINEZ MAINTENANCE WORKER 11 LUIS VAZQUEZ MAINTENANCE WORKER I EMANUEL LEWIS WORKER II OSCAR MERAZ MAINTENANCE WORKER II JUAN ESPINOLA MAINTENANCE WORKER II WILLIE JAMES EQUIPMENT OPERATOR I JARVIS ONE AL TREE TRIMMER HERODEJOSEPH EQUIPMENT OPERATOR II REMY PALLANT EQUIPMENT OPERATORI ALIZEE MERE MAINTENANCE WORKER I TRAVIS BELL GROUNDS FOREMAN LUIS URQUA T GROUNDSKEEPERII CHESTER PEARSON I GROUNDSKEEPER SILVIO MARTINEZ Fiscal Year 2002 -2003 Operating Budget Miami Shores Village, Florida PUBLIC WORKS DEPARTMENT Parks Division Services, Functions and Activities The Parks Division of the Public Works Department maintains the grounds / landscaping needs for all Village non - recreational facilities, rights -of -way areas, plants and thousands of trees throughout Miami Shores. The Division maintains dozens of automated and manual irrigation systems, develops and cares for approximately fifty specialized plant beds and over one hundred barricade landscapes. The Division routinely accomplishes both beautification and irrigation capital improvement upgrades or projects to enhance the image of "the Village Beautiful." Q Re- landscaped the Library, Village Hall and Police Department grounds. Q Constructed new planter beds at Grand Concourse and 95th Street. Q Planted new and replaced trees on residential streets throughout the Village. GOALS AND OBJECTIVES ❖ To provide an increase in the health and appearance of the park and roadway trees, plants and swale areas. ➢ By continuing the current, in -house fertilization program. • Increasing applications to three times a year for hedge material. • Fertilizing sod at least two times a year. • By having at least one application of weed and feed. ➢ By contracting with professional tree experts for fertilization of palm trees. ➢ By preventing plants from being affected by lack of water. • Continuing with the on -going irrigation repair and maintenance schedule. • Converting city water to wells increasing watering times while reducing water utility costs. Fiscal Year 2002 -2003 Operating Budget Miami Shores Village, Florida PUBLIC WORKS DEPARTMENT Parks Division GOALS AND OBJECTIVES - Continued ❖ To continue the mutual goal of the Village and Miami -Dade County of increasing the tree canopy throughout the Village. ➢ By identifying areas that require trees in either new locations or by removal of problem trees. ➢ By identifying new tree vendors to insure an adequate supply of desirable tree species at the best possible cost to the Village. ➢ By participating in the Shade for Dade Grant program. ■ Utilizing grant funds to plant up to an additional one hundred trees throughout the Village. FY 2002 -2003 PROPOSED OPERATING BUDGET Miami Shores Villaee. Florida PUBLIC WORKS DEPARTMENT PARKS DIVISION Code 001 - 1201 -572 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION PERSONNEL SERVICES .12 Regular Salaries $ 255,230 (1) Parks Foreman 14 Overtime $ 5,700 1510 Lot Clearing $ 3,000 .21 FICA $ 20,231 .23 Health Insurance $ 27,759 24 ISF: Workers' Compensation $ 2,159 2999 Contingent Personnel Costs $ 534 Subtotal Personnel Services S 314,613 OPERATING EXPENSES .3410 Contractual Services: Temporary Labor $ 5,000 (1) Crew Leader (1) Equipment Operator (3) Maintenance Workers (1) Tree Trimmer Estimated funding using past trends Funding to identify special sevices for Code Enforcement lot clearing; fees charged to property owner - offset by direct charges Social Security and Medicare taxes Estimated annual per employee costs for health, dental and other contractually obligated non - liability benefits with 5% inflationary factor included. Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions Projected costs for all eligible employees annual COLA, Merit (percent dependent upon union contract(s)), longevity, other contractually required personnel cost increases and the associated federal taxes for a one year period Funding for temporary labor to assist in property maintenance when regular employees are on leave or during special events .4303 Water $ 6,500 Water used to irrigate parks and medians FY 2002 -2003 PROPOSED OPERATING BUDGET Miami Shores Village, Florida PUBLIC WORKS DEPARTMENT PARKS DIVISION Code 001- 1201 -572 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION OPERATING EXPENSES - Continued .44 Rentals $ 1,000 Rental of non - inventory departmental .4501 ISF: Risk Management .4502 ISF: Fleet Maintenance $ 8,886 $ 118,319 .48 Advertising it Promotions $ 858 .5202 Other Operating Expenses $ 18,500 .52021 Beautification Expenses $ 36,212 .5204 Uniforms $ 1,250 .5205 Fertilizers and Chemicals $ 2,008 .54 Subscriptions and Memberships $ 103 .5800 Training and Education $ 1,000 Subtotal: Operating Expenses S 199,636 TOTAL: PUBLIC WORKS DEPARTMENT PARKS DIVISION $ 514,249 equipment Calculations prepared by the Finance Department using a Village -wide schedule, allocating the ttoal general liability and casualty insurance costs and the actuarially determined self - insurance reserve requirement to all divisions. Calculations prepared by the Finance Department, applying the total fleet maintenance costs to all user divisions and the total number and types of vehicles assigned to each user function. Promotional literature Safety equipment, tools, building supplies and other products Funding for the continuation of the Village - wide comprehensive tree and street planting program Funding for contractually specified uniforms: (5) shirts, (5) pants Fertilizer for grass and trees Local journal subscription Funding for staff testing, recertification for xeriscaping, seminars and training materials Fiscal Year 2002 -2003 Operating Budget Miami Shores Village, Florida PUBLIC WORKS DEPARTMENT Streets Division - - - - - - s - - - -�4 Services, Functions and Activities The Streets Division of the Public Works Department functions as a multifaceted specialized work force which accomplishes building maintenance, storm water management, and local option (street maintenance) applications. This Division maintains drains, pumps flooded locations during storms, cleans streets, repairs /replaces sidewalks, performs light maintenance (plumbing, carpentry, masonry, etc.) and manages downtown trash can /parking meter services. Q Constructed dozens of ADA curb crossings at Village intersections. B Increased sidewalk replacement output by more than two hundred fifty sidewalk sections. Q Constructed significant drainage improvements using added catch basin and absorption areas in problem locations. GOALS AND OBJECTIVES 4- To continue to provide quality service to residents. ➢ By training all Streets personnel on the correct and safe operation of newly purchased Bobcat loader. ■ Insuring any available staff member can utilize departmental equipment. ➢ By contracting critical sidewalk repair work allowing in -house personnel to concentrate on other projects. ➢ By improving street drainage. • Installing drainage structures. • Contracting out the installation of deep injection wells in areas prone to flooding. ➢ By increasing the storm drain cleaning frequency through an established maintenance schedule. FY 2002- 2003 .PROPOSED OPERATING BUDGET Miami Shores Village, Florida PUBLIC WORKS DEPARTMENT STREETS DIVISION 001 - 1202 -541 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION PERSONNEL SERVICES .12 Regular Salaries $ 165,363 (1) Streets Supervisor .14 Overtime $ 2,476 .1510 Lot Clearing $ 1,000 .21 FICA $ 12,961 .23 Health Insurance $ 22,207 .24 ISF: Workers' Compensation $ 720 .2999 Contingent Personnel Costs $ 590 (5) Maintenance Worker (1) Parking Enforcement Specialist (1) Custodian Estimated funding measurement using past trends Funding to identify special sevices for Code Enforcement lot clearing; fees charged to property owner - offset by direct charges Social Security and Medicare taxes Estimated annual per employee costs for health, dental and other contractually obligated non - liability benefits with 5% inflationary factor included. Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions Projected costs for all eligible employee's annual COLA, Merit (percent dependent upon union contract(s)), longevity, other contractually required personnel cost increases and the associated federal taxes for a one year period Subtotal Personnel Services $ 205,317 OPERATING EXPENSES .31 Professional Services $ 2,000 .34 Contractual Services $ 2,500 .3410 Contractual Services: $ 1,030 Funding for staff during leaves, attrition and special Temporary Labor events .3490 Contractual Services: $ 22,000 Funding for Viltage -wide maintenance contracts including Property Maintenance A /C, extermination, janitorial services and elevator - excludes costs recorded in Recreation .40 Travel $ 777 Seminars and training sessions for supervisor and mechanics .4030 Travel : Local Mileage $ 25 .41 Telephone Expenses $ 46 Connection fee to Centrex system .430101 Electricty: $ 145,000 Street light estimates based on FPL projections Streetlights Village -wide -2003 PROPOSED OPERATING BUDGET Miami Shores Village, Florida .44 Rentals and Leases PUBLIC WORKS DEPARTMENT 1,750 .4501 STREETS DIVISION $ 13,546 .48 001 - 1202 -541 $ CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION OPERATING EXPENSES - Continued .51 Office Supplies .430102 Electricity: Village Hall $ 12,194 Village Hall - estimated using actual usage plus 5% .430103 Electricity: Public Works $ 10,300 Public Works motor pool and nursery .4303 Water $ 2,100 Village Hall, public works and rights -of -way water .44 Rentals and Leases $ 1,750 .4501 ISF: Risk Management $ 13,546 .4502 ISF: Fleet Maintenance $ 54,777 .4602 Repairs and Maintenance $ 24,958 .47 Printing $ 452 .48 Advertising and Promotions $ 400 .49 Other Current Charges $ 350 .51 Office Supplies $ 258 .5202 Other Operating Expenses $ 30,540 .5204 Uniforms $ 1,200 .5205 Fertilizers and Chemicals $ 216 .53 Road Materials $ 5,150 .54 Subscriptions and Memberships $ 500 .5800 Training and Education 5 500 Subtotal: Operating Expenses 5 332,569 TOTAL: PUBLIC WORKS DEPARTMENT STREETS DIVISION $ 537,886 reflective of savings from conversion program Short -term rental of special equipment and tools not warehoused by department Calculations prepared by the Finance Department using a Village -wide schedule, allocating the ttoal general liability and casualty insurance costs and the actuarially determined self - insurance reserve requirement to all divisions. Calculations prepared by the Finance Department, applying the total fleet maintenance costs to all user divisions and the total number and types of vehicles assigned to each user function. Repairs to buildings and structures, miscellaneous parts for A/C units and water heater Business cards, repair orders, action requests, parts requisitions Dade County and Florida fuel permits Pens, pencils and paper for support staff Safety equipment, paper towels, toilet tissue, cups and other miscellaneous operating supplies Funding for contractually specified uniforms: (5) shirts, (5) pants Weed killer and insecticide Hot asphalt patch, bus bench repairs, miscellaneous signs and posts Fiscal Year 2002 -2003 Operating Budget Miami Shores Village, Florida PUBLIC WORKS DEPARTMENT Administrative Division - - - - - - - - - - -°1 Services, Functions and Activities The Administrative Division of Public Works is responsible for the organizational functions of the largest Village Department. All paperwork associated with our operation (payroll, accounts payable, purchasing, customer service, workers' compensation, etc...) is accomplished by this Division. The administrative unit also coordinates interdepartmental activities through special projects support (GIS logistics, intergovernmental coordination, etc.). A total of seven budgeted positions support this element of our departmental mission. Q Managed the Village Hall re- roofing project. Q Managed the street and alley resurfacing project. Q Implemented and executed the Village tree mapping to comply with GASB 34 reporting. Q Secured the "Shade for Dade" tree grant. GOALS AND OBJECTIVES ❖ To increase information utilization for planning purposes. ➢ By capitalizing on current GIS mapping abilities. ➢ By expanding usage to encompass new uses such as documenting tree planting, flower beds and other projects undertaken by departmental staff. ➢ By employing GIS tracking techniques for resources spread throughout the Village such as drains, lighting fixtures, irrigation pumps, etc. FY 2002 -2003 PROPOSED OPERATING BUDGET Miami Shores Village, Florida PUBLIC WORKS DEPARTMENT ADMINISTRATIVE DIVISION 001 - 1203 -534 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION . . PERSONNEL SERVICES .11 Executive Salary $ 82,757 Public Works Director base salary .1101 Executive Benefit - General $ 2,500 Executive benefit package .12 Regular Salaries $ 194,037 (1) Assistant Public Works Director .21 FICA $ 21,551 .23 Health Insurance $ 13,880 .24 ISF: Workers' Compensation $ 2,159 .2999 Contingent Personnel Costs $ 2,416 Subtotal Personnel Services $ 319,300 OPERATING EXPENSES .34 Contractual Services $ 750 .3430 Other Contractual Services $ 65,048 (1) Executive Assistant (1) Purchasing Agent (1) Special Projects Coordinator (1) Administrative Secretary (PT) (1) Data Processor (PT) Social Security and Medicare taxes Estimated annual per employee costs for health, dental and other contractually obligated non - liability benefits with 5% inflationary factor included. Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions Projected costs for all eligible employee's annual COLA, Merit (percent dependent upon union contract(s)), longevity, other contractually required personnel cost increases and the associated federal taxes for a one year period Copy machine maintenance contract, typewriter maintenance, fax machine, acanner and plotter Full funding of contracted security services partially offset from management fee payments from the Enterprise funds (Sanitation and Storm Water) corresponding to support schedule filed with Finance FY 2002 -2003 PROPOSED OPERATING BUDGET Miami Shores VillM_Florida PUBLIC WORKS DEPARTMENT ADMINISTRATIVE DIVISION 001 - 1203 -534 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION OPERATING EXPENSES - Continued .40 Travel $ 860 Management seminars and training events .41 Telephone Expenses .411 Telephone Long Distance .412 Cellular Telephone .42 Postage .4305 Utility: Storm Water Fee .4501 ISF: Risk Management .4502 ISF: Fleet Maintenance .47 Printing .48 Advertising and Promotions .49 Other Current Charges .51 Office Supplies 5202 Other Operating Expenses 54 Subscriptions and Memberships I $ $ 7,622 Telecommunication costs to connect satellite office to Village telephone system and internet access fee 271 Estimated costs for long distance or toll calls 1,000 Funding for two (2) Nextel telephones 1,000 Funding requirements for letters to staff and residents indicative of past trends 2,500 14,825 20,450 108 1,000 300 3,605 1,648 576 Calculations prepared by the Finance Department using a Village -wide schedule, allocating the ttoal general liability and casualty insurance costs and the actuarially determined self- insurance reserve requirement to all divisions. Calculations prepared by the Finance Department, applying the total fleet maintenance costs to all user divisions and the total number and types of vehicles assigned to each user function. Printing of note pads, stationary, envelopes Advertising for sealed bids Pens, paper, ink and other office supplies for a one year period for seven (7) full - time employees Copy paper, toner, cabinets and other storage boxes Publications, Dade County subscription fee for purchasing contracts, American Public Works Association FY 2002 -2003 PROPOSED OPERATING BUDGET Miami Shores Village, Florida __ PUBLIC WORKS DEPARTMENT ADMINISTRATIVE DIVISION 001- 1203 -534 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION . . OPERATING EXPENSES - Continued .5800 Training and Education $ 850 Management computer training sessions .5810 Tuition Reimbursement $ 2,000 Subtotal: Operating Expenses $ 124,413 TOTAL: Public Works Department Administrative Division $ 443,713 Funding for contractually- required benefit to qualified employees Fiscal Year 2002 -2003 Operating Budget Miami Shores Village, Florida PUBLIC WORKS DEPARTMENT Recreation Maintenance Division Services, Functions and Activities The Recreation Maintenance Division of the Public Works Department with three full -time employees maintains the exterior recreational facilities (multipurpose field, Tot -Lot playground, basketball / tennis courts, etc...). Due to the specialized care these facilities require, these employees require specialized training and equipment to carry out this function and ensure safe playing conditions for our residents. In addition, these employees support an aggressive program of special events throughout the year such as Halloween Howl, Unity Day, Memorial Day, and so on, setting up and supporting each activity in an outstanding manner. Q Completed set -up of facilities for Unity Day, the annual Tree Lighting Ceremony, Halloween Howl and other miscellaneous Village events. Q Re- mulched the Tot Lot playground facility with replacement cushioning material and routinely inspected the facility play stations for safe operating conditions. Q Replaced the recreation field irrigation pump and electrical components. GOALS AND OBJECTIVES ❖ To improve the appearance of the recreation complex. ➢ By painting the community center to match the color of the other recreational facilities. ➢ By designing and installing an irrigation system for the front of the field house. ➢ By building a cement stab for field entry areas to eliminate the run down appearance. FY 2002 -2001 PROPOSED OPERATING BUDGET Miami Shores Kff age,_FloriL (— - - --- ---------------- - - - - -- -------- . ............ PUBLIC WORKS DEPARTMENT Recreation Maintenance Division Code 001 - 1204 -541 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION PERSONNEL SERVICES .12 Regular Salaries $ 89,498 (1) Grounds Foreman .14 Overtime $ 5,150 .21 FICA $ 7,241 .23 Health Insurance $ 8,328 24 ISF: Workers' Compensation $ 1,080 .2999 Contingent Personnel Costs $ 853 .4502 ISF: Fleet Maintenance $ 18,989 4602 Repairs and Maintenance $ 1,030 (2) Grounds Keeper Overtime for special events Social Security and Medicare taxes Estimated annual per employee costs for health, dental and other contractually obligated non - liability benefits with 5% inflationary factor included. Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions Projected costs for all eligible employee's annual COLA, Merit (percent dependent upon union contract(s)), longevity, other contractually required personnel cost increases and the associated federal taxes for a one year period Local and out -of -town reimbursements Connection fee for accerss line to Centrex Maintenance shed and security lighting Estimated costs to rent small equipment and tools not warehoused by the Division Calculations prepared by the Finance Department using a Village -wide schedule, allocating the ttoal general liability and casualty insurance costs and the actuarially determined self- insurance reserve requirement to all divisions. Calculations prepared by the Finance Department, applying the total fleet maintenance costs to all user divisions and the total number and types of vehicles assigned to each user function. Minor repairs to building and Tot Lot equipment Subtotal Personnel Services $ 112,150 OPERATING EXPENSES .40 Travel $ 466 .41 Telephone Expenses $ 412 .4301 Electricity $ 900 .44 Rentals and Leases $ 1,030 .4501 ISF: Risk Management $ 19,527 .4502 ISF: Fleet Maintenance $ 18,989 4602 Repairs and Maintenance $ 1,030 (2) Grounds Keeper Overtime for special events Social Security and Medicare taxes Estimated annual per employee costs for health, dental and other contractually obligated non - liability benefits with 5% inflationary factor included. Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions Projected costs for all eligible employee's annual COLA, Merit (percent dependent upon union contract(s)), longevity, other contractually required personnel cost increases and the associated federal taxes for a one year period Local and out -of -town reimbursements Connection fee for accerss line to Centrex Maintenance shed and security lighting Estimated costs to rent small equipment and tools not warehoused by the Division Calculations prepared by the Finance Department using a Village -wide schedule, allocating the ttoal general liability and casualty insurance costs and the actuarially determined self- insurance reserve requirement to all divisions. Calculations prepared by the Finance Department, applying the total fleet maintenance costs to all user divisions and the total number and types of vehicles assigned to each user function. Minor repairs to building and Tot Lot equipment FY 2002 -2003 PROPOSED OPERATING BUDGET , Miami Shores_ViQage,_F[orida 1------------------------ - - - - -- -- ----------------------- - - - - -� PUBLIC WORKS DEPARTMENT Recreation Maintenance Division Code 001 -1204 -541 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION OPERATING EXPENSES - Continued .5202 Other Operating Expenses $ 14,000 Top dressing, clay, irrigation, tools, paint, chalk, etc... .5204 Uniforms $ 474 Funding for contractually specified uniforms: (5) shirts, (5) pants .5205 Fertilizers and Chemicals $ 9,755 Miscellaneous chemicals and fertilizers to ensure proper growth of field turf .54 Subscriptions and Memberships $ 103 Annual membership .5800 Training and Education $ 500 Subtotal: Operating Expenses S 67,186 TOTAL: PUBLIC WORKS DEPARTMENT RECREATION MAINTENANCE DIVISION $ 179,336 Fiscal Year 2002 -2003 Operating Budget Miami Shores Village, Florida PUBLIC WORKS DEPARTMENT Storm Water Division - e - - - - - - - - -�4 Services, Functions and Activities The Storm Water Division of the Public Works Department works in conjunction with the Streets division to maintain buildings, to manage storm water, and local option (street maintenance) applications. This Division maintains drains, pumps flooded locations during storms, cleans streets, repairs /replaces sidewalks, performs light maintenance (plumbing, carpentry, masonry, etc.) and manages downtown trash can /parking meter services. Q Constructed significant drainage improvements using added catch basin and absorption areas in problem locations. GOALS AND OBJECTIVES ❖ To continue to provide quality service to residents. ➢ By improving street drainage. • Installing drainage structures. • Contracting out the installation of deep injection wells in areas prone to flooding. ➢ By increasing the storm drain cleaning frequency through an established maintenance schedule. FY 2002 -2003 PROPOSED OPERATING BUDGET lI Miami Shores Village, Florida I PUBLIC WORKS DEPARTMENT Storm Water Division - Enterprise Fund Code 402- 3500 -541 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION . PERSONNEL SERVICES .12 Regular Salaries $ 39,991 (1) Equipment Operator I .14 Overtime $ 1,500 .21 FICA $ 3,229 .23 Health Insurance $ 5,552 .24 ISF: Workers' Compensation $ 720 .2999 Contingent Personnel Costs Subtotal Personnel Services OPERATING EXPENSES .31 Professional Services .3110 Professional Services: Engineer .32 Professional Services: Audit and Accounting .34 Contractual Services .42 Postage .44 Rentals and Leases $ 716 $ 51,708 (1) Maintenance Worker I Wages for excess hours and special events Social Security and Medicare taxes Estimated annual per employee costs for health, dental and other contractually obligated non- liability benefits with 5% inflationary factor included. Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions Projected costs for all eligible employee's annual COLA, Merit (percent dependent upon union contract(s)), longevity, other contractually required personnel cost increases and the associated federal taxes for a one year period $ 20,000 Design fees for project financing $ 83,701 Estimated cost to update Village -wide Storm water drainage plan $ 1,030 Special audit of fund $ 194,938 Preliminary cost for storm water basin rehabilitation program $ 1,250 $ 2,060 Estimates to use special equipment and tools not warehoused by Village FY 2002 -2003 PROPOSED OPERATING BUDGET Miami Shores Village, Florida PUBLIC WORKS DEPARTMENT Storm Water Division - Enterprise Fund Code 402- 3500 -541 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION . .4501 ISF: Risk Management $ 22,942 Calculations prepared by the Finance Department using a Village -wide schedule, allocating the ttoal general liability and casualty insurance costs and the actuarially determined self - insurance reserve requirement to all divisions. .4602 Repairs and Maintenance $ 2,500 .47 Printing $ 250 .51 Office Supplies $ 194 .5202 Other Operating Expenses $ 7,002 .5204 Uniforms $ 206 .54 Subscriptions and Memberships $ 50 .5800 Training and Education $ 500 Subtotal: Operating Expenses $ 336,623 OTHER EXPENSES .9108 Management Fee to General Fund Subtotal: Other Expenses TOTAL: PUBLIC WORKS DEPARTMENT STORM WATER UTILITY ENTERPRISE FUND Costs associated with drains and curb repairs Funding for contractually specified uniforms: (5) shirts, (5) pants $ 35.395 Payment to the General Fund to fund the costs for direct services (billing and personnel) and indirect charges (computer and other overhead charges.) $ 35,395 $ 423,726 Fiscal Year 2002 -2003 Operating Budget Miami Shores Village, Florida PUBLIC WORKS DEPARTMENT Sanitation Division Services, Functions and Activities The Sanitation Division is responsible for the management and disposition of all non - hazardous solid waste generated by Miami Shores Village residents and businesses. Curb side recycling, commercial and residential garbage collection and bulk trash removal services constitute the Division's focus. Annually, the Division transports approximately 7,800 tons of refuse to local disposal facilities and reduces hundreds of tons of plant material waste to biodegradable mulch. The Division has 22 full -time employees. This Division is fully self - supporting and will operate in FY 2002, charging the same residential rate of $420 annually for the ninth consecutive year. This Division generates $1,578,808 in Enterprise Fund revenues and pays $175,000 to the General Fund in management fees. Q Profoundly increased recycling participation in the Northwest quadrant of the Village. Q Deployed a new trash grabber truck, Bobcat loader with trailer and plant material grinder to enhance curbside and alley trash collection efforts. Q Implemented a Freon recovery notification process to help isolate refrigerants from air conditioners, freezers and refrigerators thereby protecting the environment. Fiscal Year 2002 -2003 Operating Budget Miami Shores Village, Florida PUBLIC WORKS DEPARTMENT Sanitation Division GOALS AND OBJECTIVES ❖ To increase service Village -wide. ➢ By working with garbage crews in picking up small trash items such as bags of grass and small palm fronds. ➢ By continuing with the newly created recycling task force to inform residents of the recycling program. • Printing brochures in three languages provided to residents by door hangers. • Providing replacement recycling bins. • Providing personal contact with residents. • To answer any questions. • To instruct residents on the proper recycling of household materials. FY 2002 -2003 PROPOSED OPERATING BUDGET Miami Shores Village, Florida PUBLIC WORKS DEPARTMENT Sanitation Division - Enterprise Fund Code 405 -3000 -534 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION PERSONNEL SERVICES .12 Regular Salaries $ 544,898 (1) Waste Supervisor OPERATING EXPENSES .32 Professional Services: $ 4,500 (10) Refuse Truck Driver Audit and Accounting (5) Equipment Operator III .3410 Contractual Services: $ 23,164 (6) Refuse Collectors .14 Overtime $ 25,750 Holiday pay, special events, tabor for .42 Postage $ 4,413 driver and helper to pick up garbage on .4304 Waste Disposal $ 430,000 Saturdays and in emergencies .21 FICA $ 43,698 Social Security and Medicare taxes .23 Health Insurance $ 61,070 Estimated annual per employee costs for health, dental and other contractually obligated non - liability benefits with 5% inflationary factor included. .24 ISF: Workers' Compensation $ 17,992 Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions .2999 Contingent Personnel Costs $ 562 Projected costs for all eligible employee's annual COLA, Merit (percent dependent upon union contract(s)), longevity, other contractually required personnel cost increases and the associated federal taxes for a one year period Subtotal: Personnel Services $ 693,970 OPERATING EXPENSES .32 Professional Services: $ 4,500 Audit and Accounting Special audit of fund .3410 Contractual Services: $ 23,164 Labor for sick leave, vacation, personal Temporary Labor leave .42 Postage $ 4,413 Training for supervisor and employees .4304 Waste Disposal $ 430,000 Garbage and trash disposal .44 Rentals and Leases $ 6,143 FY 2002 -2003 PROPOSED OPERATING BUDGET -------- - -� —�� Miami Shores Village, Florida PUBLIC WORKS DEPARTMENT Sanitation Division - Enterprise Fund Code 405 -3000 -534 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION . OPERATING EXPENSES - Continued .4501 ISF: Risk Management $ 49,762 Calculations prepared by the Finance .4601 Vehicle Maintenance $ 61,548 .47 Printing $ 1,900 .48 Advertising and Promotions $ 800 .51 Office Supplies $ 309 .5201 Gas, Oil and Lubricants $ 48,367 .5202 Other Operating Expenses $ 19,423 .5203 Tires $ 25,616 .5204 Uniforms $ 2,500 .5280 Bank Fees $ 1,185 .5450 Licenses, Permits and Taxes $ 812 .5900 Depreciation $ 51,500 .5950 Management Fee $ 104,098 Subtotal: Operating Expenses $ 836,040 Department using a Village -wide schedule, allocating the ttoal general liability and casualty insurance costs and the actuarially determined self- insurance reserve requirement to all divisions. Equipment maintenance for Sanitation to Fleet Maintenance -- not part of general internal service fleet PR for recycling, statements, invoices, courtesy notices, recycling pamphlet Publication of job ads and annual solid waste disclosure ad Pens, pencils and supplies for support staff Diesel fuel, gasoline, oil and lubricants Safety equipment, tote barrels and tools Tires for waste vehicles (see .4601) Funding for contractually specified uniforms: (5) shirts, (5) pants Charge for credit card transactions Annual DERM fee Estimated contribution to the renewal and replacement fund Inter -fund transfer to the General Fund to pay for the direct and indirect costs provided to the Division by other Village operations including billing contract, security services (prorated), collections, lien searches, etc... FY 2002 -2003 PROPOSED OPERATING BUDGET Miami Shores Villaee, Florida PUBLIC WORKS DEPARTMENT Sanitation Division - Enterprise Fund Code 405 -3000 -534 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION - CAPITAL OUTLAY .64 Equipment $ 91,000 .6500 Vehicles $ 269,000 Subtotal: Capital Outlay $ 360,000 OTHER EXPENSES .93 Contingency $ 25,000 .9301 Transfer: to $ 46.857 Renewal Et Replacement Subtotal: Other Expenses $ 71,857 TOTAL: PUBLIC WORKS DEPARTMENT SANITATION DIVISION $ 1,961,867 Fiscal Year 2002 -2003 Operating Budget Miami Shores Village, Florida PUBLIC WORKS DEPARTMENT Fleet Maintenance Division Services, Functions and Activities The Fleet Maintenance Division, created in FY 2000 as an Internal Service Fund of the Public Works Department, is responsible for the acquisition and maintenance of all Village owned vehicles (approximately 100) in the municipal inventory, except those vehicles and equipment owned by the Sanitation or Storm Water Divisions. Assets managed by this Division include: motorcycles, police or squad units, heavy trucks and the Village's 29 passenger bus. With It's extensive tool and equipment inventory, Fleet Maintenance provides extremely valuable assistance in the construction or repair of other Village property, such as street signs and alley gates, plus other tasks such as spray painting, wood /metal fabrication, and so on. Fleet Maintenance has earned a high level of confidence from all areas of the Village - due to its solid reputation of being able to fix or create almost anything on a professional level, given extremely short notice. As of 1010112000, this function will be a separate Internal Service Fund. Operating revenues provide the funding from the user division which receives the Division's services. Total costs are allocated to users based on a weighted scale by the types of quantities and types of vehicles. The Fund is scheduled to accumulate full replacement funding through depreciation charges by FY 2006. Q Constructed a four block long wrought iron fence along Biscayne Boulevard. Q Coordinated police car and other departmental vehicle and equipment integration to active fleet. Q Maintained and repaired well over one hundred vehicles and Village -owned equipment. Fiscal Year 2002 -2003 Operating Budget Miami Shores Village, Florida PUBLIC WORKS DEPARTMENT Fleet Maintenance Division GOALS AND OBJECTIVES ❖ To improve the technical knowledge and skill of the fleet maintenance staff. ➢ By encouraging staff to maintain ASE certification. • By encouraging staff to continue with existing ASE certification. • By encouraging staff to obtain certification in new areas. ➢ By having staff attend professional enrichment classes and seminars to expand the scope of capabilities. ❖ To reduce the down time of vehicles and equipment maintained by the Fleet Maintenance Division. ➢ By increasing the number of preventative maintenance check list items on each vehicle. ➢ By charging mechanics with the responsibility of preventative maintenance for specific vehicles. FY 2002 -2003 PROPOSED OPERATING BUDGET Miami Shores fI!M Florida PUBLIC WORKS DEPARTMENT Fleet Maintenance Division - Internal Service Fund Code 550 -6000 -541 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION PERSONNEL SERVICES .12 Regular Salaries $ 180,365 (3) Equipment Mechanics (1) Equipment Shop Foreman (1) Auto Detailer .14 Overtime $ 2,000 .21 FICA $ 13,951 .23 Health Insurance $ 11,104 24 ISF: Workers' Compensation .2999 Contingent Personnel Costs Subtotal Personnel Services OPERATING EXPENSES .34 Contractual Services .41 Telephone Expenses .4501 ISF: Risk Management .4601 Vehicle Maintenance (Summary) .47 Printing .49 Other Current Charges $ 3,598 $ 12,322 $ 223,340 $ 2,500 $ 50 $ 8,331 $ 61,519 $ 475 $ 163 Social Security and Medicare taxes Estimated annual per employee costs for health, dental and other contractually obligated non - liability benefits with 5% inflationary factor included. Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions Projected costs for all eligible employee's annual COLA, Merit (percent dependent upon union contract(s)), longevity, other contractually required personnel cost increases and the associated federal taxes for a one year period Allocated costs for extended telephone services in shop Calculations prepared by the Finance Department using a Vitlage -wide schedule, allocating the ttoal general liability and casualty insurance costs and the actuarially determined self - insurance reserve requirement to all divisions. Vehicle maintenance cost by Division maintained by Finance Work order and inventory control reports Operating permit FY 2002 -2003 PROPOSED OPERATING BUDGET Miami Shores Villaee. Florida PUBLIC WORKS DEPARTMENT Fleet Maintenance Division - Internal Service Fund Code 550 -6000 -541 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION OPERATING EXPENSES - Continued .51 Office Supplies $ 77 Miscellaneous supplies .5201 Gas, Fuel, Oil (Summary) $ 82,974 Fuel costs by Division .5202 Other Operating Expenses $ 15,500 Lubricants and other fluids for general fleet .5203 Tires (Summary) $ 13,887 Tire replacement by Division .5204 Uniforms $ 659 Funding for contractually - determined uniforms: (5) shirts, (5) pants .5450 License Permit and Taxes $ 670 DERM permit .5800 Training and Education $ 1,500 Recertification training for mechanics Subtotal: Operating Expenses S 188,305 CAPITAL OUTLAY .64 Equipment $ 60,700 .6500 Vehicles $ 340,000 Subtotal: Capital Outlay $ 400,700 OTHER EXPENSES .93 Contingency $ 20,000 Subtotal: Other Expenses $ 20,000 TOTAL: Public Works Department Fleet Maintenance Division $ 832,345 FY 2002 -2003 PROPOSED OPERATING BUDGET — --------- - - - - -� Miami Shores Vitt ae_Florida �_---- - - - - -- PUBLIC WORKS DEPARTMENT Local Option Gas Tax - Special Revenue Fund Code 130 - 1202 -541 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION OPERATING EXPENSES .31 Professional Services $ 38,816 Engineering fees to draw and design sidewalk impreovement program .34 Contractual Services $ 235,000 Contracted services to implement the Village -wide comprehensive sidewalk rehabilitation program funded with gas tax proceeds .44 Rentals and Leases $ 2,500 .4502 ISF: Fleet Maintenance $ 1,461 Calculations prepared by the Finance Department, applying the total fleet maintenance costs to all user divisions and the total number and types of vehicles assigned to each user function. .4602 Repairs and Maintenance $ 15,000 Estimates to provide repair services of Village public lots and alleys .51 Office Supplies $ 258 Miscellaneous supplies .5202 Other Operating Expenses $ 31,000 Road materials, signs, concrete and other supplies needed to maintain the Village's streets, sidewalks, roads, easements, curbs and rights -of -way .5205 Fertilizers and Chemicals $ 2,500 .53 Road Materials $ 2,500 .5450 License Fee and Permits $ 150 .5800 Training and Education S 500 Subtotal: Operating Expenses $ 329,685 TOTAL: Public Works Department Local Option Gas Tax Special Revenue Fund $ 329,685 ,sue R RECREATION DEPARTMENT ORGANIZATION CHART RADA ANGELA DORNEY MAINTENANCE WORKER II HILDAALBUERNE PIT BASKETBALL AI'fE7dDAldT SOLOMONMENESSES MAINTENANCE WORKER II AMRISABEL GIRALDO PITHEAD COUNSELOR ANDREW STEFAMCK PIT COMM. CENTER ATTENDANT STACY SCOTT PIT COUNSELOR RICK HALTER SUPERVISOR ERRA PIT COMM. CENTER ATTENDANT AKISHA PEENING pR COUNSELOR ZACHARY SHERMAN PIT CASHIER RD P/T COMM. CENTER ATTENDANT AURORE MCBRIDE p? COUNSELOR BROOKE PIMJEY PfT CONCESSION PIT LIFEGUARD III PR COUNSELOR TIM ZAVERTNIK DIRECTOR OF OPERATIONS JERRY A. ESTEP EXECUTIVE ASSISTANT LESLIE RACKL ATHLETIC SUPERVISOR ANN MARIE INDORF ASST. ATHLETIC 20 FULL TIME SUPERVISOR SEASONAL BROOKE PINNEY COUNSELORS PROGRAM 20 PART TIME COORDINATOR SEASONAL STACY PHILPOTT COUNSELORS CLERK TYPIST 20 PART TIME VACANT SEASONAL COACHES I TENNIS PRO I BEN HANKS TYPIST RTTA GEER PITTENNIS ATTENDANT JAIRO GAVIRIA PIT TENNIS ATTENDANT ATTENDANT WENDY WINEAPPLE AQUATIC SUPERVISOR ERIK OLSEN ASST' AQUATIC RD III SUPERVISOR ERRA WILLIAM GIBSON PF' PIT CASHIER RD DINA DAMUS HRIE PfT CONCESSION PIT LIFEGUARD III LAURIS HERNANDEZ ROBERT MCBRIDE PIT LIFEGUARD II PIT MAINTENANCE NYKI TEVINI REINA LOPEZ PIT LIFEGUARD 1 PIT LIFEGUARD 11 KATHRYN WARLESS 9 VACANCIES PIT LIFEGUARD I F/T LIFEGUARD II SEASONAL SEASONAL 14 VACANCIES 4 VACANCIES PIT SWIM TEAM COACH NOEMI ZAHARIA I TENNIS PRO I BEN HANKS TYPIST RTTA GEER PITTENNIS ATTENDANT JAIRO GAVIRIA PIT TENNIS ATTENDANT ATTENDANT WENDY WINEAPPLE Fiscal Year 2002 -2003 Operating Budget Miami Shores Village, Florida RECREATION: ADMINISTRATIVE DIVISION Services, Functions and Activities The Administrative Division strives to provide the highest quality cultural and recreational programs for Village residents. This is accomplished by developing, planning and implementing programs, special events and facility improvements. The Division oversees the preparation and administration of the annual operating budget, five year capital plan and provides administrative support and supervision to the Department's four divisions. Q Purchased and installed a new recreational software system that has greatly streamlined participant registration, financial accountability and provides resident ID cards. Q The first operational year of the Miami Shores Aquatic Center's Shipwreck Cove was a resounding success. Utilization of the new facility better than doubled that of the old pool with over 36,000 total visits. The first year was also a success in operating under the estimated budget. Q The Shipwreck Cove Miami Shores Village Aquatic Center was selected by the Florida Recreation and Parks Association as one of the top ten new recreational facilities in Florida. The Aquatic Center was highlighted in the 2002 Facility Showcase edition of the F.R.P.A. journal. Q Two of the years greatest programming successes were the First Biennial Fine Art Exhibit and the Children's Holiday Program featuring the Miami City Ballet's demonstration of The Nutcracker. The Department worked in conjunction with the Fine Arts Commission to produce these two great special events plus two concerts in the park, poetry night and several other events providing culturally enriching programs for our residents. Q The successful rejuvenation of the Miami Shores Swim Team was one of the year's highlights. This turn around began with the proactive approach utilized by the Department when hiring Noemi Zaharia as the swim team coach. Ms. Zaharia is a three time Olympic medalist and a previous Olympic swim coach. With Noemi's arrival, the swim team's membership has increased from 11 to 42 swimmers. Fiscal Year 2002 -2003 Operating Budget Miami Shores Village, Florida RECREATION : ADMINISTRATIVE DIVISION GOALS AND OBJECTIVES ❖ To develop a new Comprehensive Recreation Master Plan. ➢ By completing an analysis of new demographic and patron utilization information to develop plans for future program needs. ➢ By exploring potential facility expansion options to meet future growth. ❖ To successfully implement and complete the Department conversion to the new Rec Trac recreation software program. ➢ By merging existing patron information and office forms to new program by December 2002. ➢ By scheduling additional staff training for advance software application. ❖ To update Recreational Comprehensive Plan and Departmental Operational Manual. ➢ By evaluating all current policy and procedures and recommend updates and improvements. ➢ By replacing existing forms and information with newly developed forms. ➢ By scanning a newly developed Comprehensive Plan and Operational Manual onto a disk to facilitate future updates. FY 2002 -2003 PROPOSED OPERATING BUDGET Miami Shores Village_ Florida RECREATION DEPARTMENT Adminstrative Division Code 001 - 1401 -572 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION .. . PERSONNEL SERVICES .11 Executive Salary $ 58,934 Recreation Director base salary .1101 Executive Benefit - General $ 2,500 Executive package .12 Regular Salary $ 30,564 (1 ) Executive Assistant .14 Overtime $ 1,500 Wages for excess hours related to .21 FICA $ 7,739 .23 Health Insurance $ 5,552 24 ISF: Workers' Compensation .2999 Contingent Personnel Costs Subtotal Personnel Services OPERATING EXPENSES $ 720 $ 7.660 $ 115,169 .34 Contractual Services $ 4,414 .40 Travel $ 550 .4020 Travel : Per Diem $ 25 .4030 Travel : Local Mileage $ 75 .41 Telephone Expenses $ 1,575 .411 Telephone Long Distance $ 150 recreational events Social Security and Medicare taxes Estimated annual per employee costs for health, dental and other contractually obligated non - liability benefits with 5% inflationary factor included. Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions Projected costs for all eligible employee's annual COLA, Merit (percent dependent upon union contract(s)), longevity, other contractually required personnel cost increases and the associated federal taxes for a one year period Service and repair agreements on copy machine, typewriters, computers and extermination services Tolls, FRPA conference Allocated telephone and internet access fees Estimated costs for long distrance or toll calls FY 2002 -2003 PROPOSED OPERATING BUDGET Miami Shores Village, Florida RECREATION DEPARTMENT Adminstrative Division Code 001- 1401 -572 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION OPERATING EXPENSES - Continued .412 Cellular Telephone $ 1,500 Nextel cellular phone assigned to .42 Postage $ 1,000 .4501 ISF: Risk Management $ 13,546 4502 ISF: Fleet Maintenance $ 47,474 .4602 Repairs and Maintenance $ 500 .47 Printing $ 600 .48 Advertising and Promotions $ 500 .51 Office Supplies $ 3,000 .5202 Other Operating Expenses $ 4,500 5204 Uniforms $ 324 5210 Fine Arts Commission $ 14,200 department Mailing of fliers and informational materials Calculations prepared by the Finance Department using a Village -wide schedule, allocating the total general liability and casualty insurance costs and the actuarially determined self - insurance reserve requirement to all divisions. Calculations prepared by the Finance Department, applying the total fleet maintenance costs to all user divisions and the total number and types of vehicles assigned to each user function. Funding for design and preparation of informational brochures, posters, programs and various forms Advertising recreation programs and events Pens, paper, ink and other office supplies for a one year period for two (2) full -time employees Copy machine materials excluded from service agreement, departmental promotions and other non - office supplies Staff uniforms Expanded funding for Florida Philharmonic education presentation, Artists on View, Jazz Et Poetry night, two (2) Village concerts and other special events focusing on the arts. FY 2002 -2003 PROPOSED OPERATING BUDGET Miami Shores Village, Florida RECREATION DEPARTMENT Adminstrative Division Code 001 - 1401 -572 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION . OPERATING EXPENSES - Continued .54 . Subscriptions and Memberships $ 600 Staff training, FRPA Et NRPA memberships .5800 Training and Education $ 300 FRPA State conference and mini conference Subtotal: Operating Expenses $ 94,833 TOTAL: RECREATION DEPARTMENT ADMINISTRATIVE DIVISION $ 210,002 Fiscal Year 2002 -2003 Operating Budget Miami Shores Village, Florida RECREATION: ATHLETIC DIVISION Services, Functions and Activities The Athletics Division of the Miami Shores Recreation Department is responsible for the sports, after school care and summer camp programs. The Athletics Division is managed directly by the Athletic Supervisor with assistance from the Assistant Athletic Supervisor and the Program Director. The sports program runs all year round and offers intramural soccer, intramural basketball, intramural baseball and softball, travel soccer and travel baseball. The intramural programs average three hundred participants a season and the travel programs average eighty participants a season. The after school program runs from August to June and manages an average of eighty children a week. The program hires an average of ten counselors throughout the year. The summer camp program runs from mid -June to mid - August managing a maximum of two hundred participants each week. We staff an average of eighteen counselors each week with four supervisors who monitor the pool, field trips, arts Et crafts and facilities. Q Successfully implemented program evaluations for all athletic and after school programs to determine additional needs or improvements. Q Increased participant enrollment in Travel Soccer and Basketball allowing for two additional soccer teams and four in basketball. Q Added a new specialty camp, Basketball, to the summer camp schedule. Q Partnered with Barry University, Coral Gables Youth Center and the University of Miami to host the Annual National Girls Et Women in Sports Day. Q Partnered with Miami Country Day School in facility exchange program that would allow us access to the computer lab and gymnasium during summer camps. Country Day would receive access to the softball and baseball fields during off peak times. Fiscal Year 2002 -2003 Operating Budget Miami Shores Village, Florida RECREATION : ATHLETIC DIVISION Q Increased Summer Camp enrollment to 200 campers per week for the first time in 4 years. Q Increased the After School Care program average participation per month to 82 participants. GOALS AND OBJECTIVES ❖ To successfully implement the Rec Trac software to all recreational programs. ➢ By completing data entries by December 2002. ➢ By generating one hundred percent of membership cards to all participants. ❖ To generate 100% sponsorships for each team each season. ➢ By mailing sponsorship letters to corporate sponsors and previous sponsors. ➢ By promoting sponsorships during registration to parents and relatives. ➢ By recruiting a volunteer parent to help promote sponsorships throughout each season. ❖ To implement a new registration calendar for each sport and parent orientation. ➢ By identifying two registration dates or periods for registration for residents and non- residents. ➢ By mandating parent meetings during registration after which a code of ethics is signed by each parent. ➢ By generating at least one volunteer parent for each team. ❖ To successfully implement a pay rate scale for part time employees. ➢ By creating guidelines for positions and years of service. ➢ By creating and implementing part time employee evaluations. FY 2002 -2003 PROPOSED OPERATING BUDGET Miami Shores Villaee, Florida RECREATION DEPARTMENT Athletics Division Code 001 -1402 -572 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION PERSONNEL SERVICES .12 Regular Salary $ 111,089 (1) Athletic Supervisor OPERATING EXPENSES .34 Contractual Services $ 5,200 (1) Assistant Athletic Supervisor (1) Program Coordinator (1) Clerk Typist .13 Other Wages $ 37,195 Seasonal and temporary coaches .14 Overtime $ 1,000 Wages for excess hours related to athletic .40 Travel $ 550 events .21 FICA $ 11,902 Social Security and Medicare taxes .23 Health Insurance $ 8,328 Estimated annual per employee costs for health, dental and other contractually obligated non- liability benefits with 5% inflationary factor included. .24 ISF: Workers' Compensation $ 2,159 Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions .2999 Contingent Personnel Costs $ 69304 Projected costs for all eligible employee's annual COLA, Merit (percent dependent upon union contract(s)), longevity, other contractually required personnel cost increases and the associated federal taxes for a one year period Subtotal Personnel Services 5 177,977 OPERATING EXPENSES .34 Contractual Services $ 5,200 Service and repair agreements on air conditioning, pest control, time clocks, typewriters, computers and sports officials .3440 Recreation Program Costs $ 1,500 .40 Travel $ 550 Costs for supervisor to attend FRPA conference .4001 Special Events / Field Trips $ 400 Field trips; Kid's Day Off; Punt, Pass and Kick; Unity day; Halloween; Fourth of July; Diamond Skills FY 2002 -2003 PROPOSED OPERATING BUDGET Miami Shores Vit a Florida RECREATION DEPARTMENT Athletics Division Code 001 -1402 -572 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION OPERATING EXPENSES - Continued .4030 Travel: Local Mileage $ 25 .41 Telephone Expenses $ 2,016 Allocated telephone and internet access fees .411 Telephone Long Distance $ 390 Estimated costs for long distrance or toll calls .412 Cellular Telephone $ 384 Nextel cellular phone assigned to department .4301 Electricity $ 6,480 Utility service for field house and surroundings .4303 Water $ 648 Utility service for field house and surroundings .4501 ISF: Risk Management $ 14,825 Calculations prepared by the Finance Department using a Village -wide schedule, allocating the ttoal general liability and casualty insurance costs and the actuarially determined self - insurance reserve requirement to all divisions. .4602 Repairs and Maintenance $ 5,775 Repairs on equipment, facilities and fencing .47 Printing $ 500 Funding for the printing of brochures, posters, programs, registration forms .51 Office Supplies $ 1,400 Pens, paper, ink and other office supplies for a one year period for four and one half (4.5) full -time employees .5202 Other Operating Expenses $ 5,661 Athletic equipment, first aid supplies, class and activity supplies, maintenance and custodial supplies .5204 Uniforms $ 1,200 Uniforms for supervisor and staff .52042 Uniforms : Specialty Camps $ 750 .54 Subscriptions and Memberships $ 300 Staff training, FRPA membership, league and tournament fees .5800 Training and Education $ 500 NYSCA fees; Edith Upchurch Training Subtotal: Operating Expenses S 48,504 FY 2002 -2003 PROPOSED OPERATING BUDGET Miami Shores Villaee, Florida RECREATION DEPARTMENT Athletics Division Code 001 -1402 -572 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION CAPITAL OUTLAY .64 Equipment $ 4,000 Subtotal: Capital Outlay $ 4,000 TOTAL: RECREATION DEPARTMENT ATHLETICS DIVISION $ 230,481 FY 2002 -2003 PROPOSED OPERATING BUDGET Miami Shores Villaee, Florida OPERATING EXPENSES .34 Contractual Services RECREATION DEPARTMENT 1,890 .4001 Special Events and Field Trips Athletics Division: Summer Camp 2,400 .4002 Code 001 - 1407 -572 $ CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION . PERSONNEL SERVICES .4501 ISF: Risk Management .13 Other Salaries $ 68,000 Part-time and seasonal coaches .21 FICA $ 5,202 Social Security and Medicare taxes .24 ISF: Workers' Compensation $ 5.398 Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions Subtotal: Personnel Services $ 78,600 OPERATING EXPENSES .34 Contractual Services $ 1,890 .4001 Special Events and Field Trips $ 2,400 .4002 FYSA ft Trip Costs $ 5,000 .44 Rentals and Leases $ 1,250 .4501 ISF: Risk Management $ 5,108 .47 Printing .5202 Other Operating Expenses .5204 Uniforms Subtotal: Operating Expenses TOTAL: RECREATION DEPARTMENT ATHLETICS DIVISION SUMMER CAMP $ 570 $ 2,500 $ 3.780 $ 22,498 $ 101,098 Rental of videos and games Calculations prepared by the Finance Department using a Village -wide schedule, allocating the ttoal general liability and casualty insurance costs and the actuarially determined self- insurance reserve requirement to all divisions. FY 2002 -2003 PROPOSED OPERATING BUDGET Miami Shores Villapee, Florida RECREATION DEPARTMENT Athletics Division : Travel Soccer Code 001 - 1408 -572 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION PERSONNEL SERVICES .13 Other Salaries S 15,000 Part-time and seasonal coaches .21 FICA $ 1,148 Social Security and Medicare taxes .24 ISF: Workers' Compensation $ 360 Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions Subtotal : Personnel Services $ 16,508 OPERATING EXPENSES .34 Contractual Services $ 2,400 .40 Travel $ 300 .4001 Special Events and Field Trips $ 300 .4501 ISF: Risk Management $ 1,525 Calculations prepared by the Finance Department using a Village -wide schedule, allocating the ttoal general liability and casualty insurance costs and the actuarially determined self - insurance reserve requirement to all divisions. .5202 Other Operating Expenses $ 2,428 .5204 Uniforms $ 4,000 .54 Subscriptions Et Memberships $ 2.742 Subtotal: Operating Expenses $ 13,695 TOTAL: RECREATION DEPARTMENT ATHLETICS DIVISION Travel Soccer $ 30,203 FY 2002 -2003 PROPOSED OPERATING BUDGET Miami Shores Villaee. Florida RECREATION DEPARTMENT Athletics Division : Intramural Soccer Code 001 - 1409 -572 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION PERSONNEL SERVICES .13 Other Salaries $ 7,420 Part-time and seasonal coaches .21 FICA $ 568 Social Security and Medicare taxes .24 ISF: Workers' Compensation $ 360 Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions Subtotal : Personnel Services S 8,348 OPERATING EXPENSES .34 Contractual Services $ 900 .4501 ISF: Risk Management $ 947 .5202 Other Operating Expenses $ 4,305 .5204 Uniforms $ 4.200 Subtotal: Operating Expenses $ 10,352 TOTAL: RECREATION DEPARTMENT ATHLETICS DIVISION Intramural Soccer $ 18,700 Calculations prepared by the Finance Department using a Vitlage -wide schedule, allocating the ttoal general liability and casualty insurance costs and the actuarially determined self- insurance reserve requirement to all divisions. FY 2002 -2003 PROPOSED OPERATING BUDGET Miami Shores Villaee, Florida Subtotal : Personnel Services OPERATING EXPENSES .34 Contractual Services .4501 ISF: Risk Management .5202 Other Operating Expenses .5204 Uniforms .54 Subscriptions 8 Memberships Subtotal: Operating Expenses TOTAL: RECREATION DEPARTMENT ATHLETICS DIVISION Travel Baseball $ 7,336 $ 2,500 $ 707 $ 3,600 $ 1,870 $ 600 $ 9,277 $ 16,613 Calculations prepared by the Finance Department using a Village -wide schedule, allocating the ttoal general liability and casualty insurance costs and the actuarially determined self- insurance reserve requirement to all divisions. RECREATION DEPARTMENT Athletics Division : Travel Baseball Code 001 - 1410 -572 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION PERSONNEL SERVICES .13 Other Salaries $ 6,480 Part-time and seasonal coaches .21 FICA $ 496 Social Security and Medicare taxes .24 ISF: Workers' Compensation $ 360 Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions Subtotal : Personnel Services OPERATING EXPENSES .34 Contractual Services .4501 ISF: Risk Management .5202 Other Operating Expenses .5204 Uniforms .54 Subscriptions 8 Memberships Subtotal: Operating Expenses TOTAL: RECREATION DEPARTMENT ATHLETICS DIVISION Travel Baseball $ 7,336 $ 2,500 $ 707 $ 3,600 $ 1,870 $ 600 $ 9,277 $ 16,613 Calculations prepared by the Finance Department using a Village -wide schedule, allocating the ttoal general liability and casualty insurance costs and the actuarially determined self- insurance reserve requirement to all divisions. FY 2002 -2003 PROPOSED OPERATING BUDGET I Miami Shores Village, Florida RECREATION DEPARTMENT Athletics Division : Intramural Baseball Code 001 - 1411 -572 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION PERSONNEL SERVICES .13 Other Salaries $ 15,795 Part-time and seasonal rnarhes .21 FICA $ 1,208 Social Security and Medicare taxes .24 ISF: Workers' Compensation $ 360 Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions Subtotal : Personnel Services $ 17,363 OPERATING EXPENSES .34 Contractual Services $ 2,646 .40 Travel $ 125 .4001 Special Events and Field Trips $ 125 .4501 ISF: Risk Management $ 2,012 Calculations prepared by the Finance Department using a Village -wide schedule, allocating the ttoal general liability and casualty insurance costs and the actuarially determined self- insurance reserve requirement to all divisions. .5202 Other Operating Expenses $ 4,860 .5204 Uniforms $ 8,400 Subtotal: Operating Expenses $ 18,168 TOTAL: RECREATION DEPARTMENT ATHLETICS DIVISION Intramural Baseball $ 35,531 FY 2002 -2003 PROPOSED OPERATING BUDGET ��--- �� —�—� -- Miami Shores Village, Florida Subtotal : Personnel Services S 3,859 OPERATING EXPENSES .34 Contractual Services $ 720 .4501 ISF: Risk Management $ 488 .5202 Other Operating Expenses $ 2,700 .5204 Uniforms $ 3,000 .54 Subscriptions & Memberships $ 250 Subtotal: Operating Expenses S 7,158 TOTAL: RECREATION DEPARTMENT ATHLETICS DIVISION Softball $ 11,017 Calculations prepared by the Finance Department using a Village -wide schedule, allocating the ttoal general liability and casualty insurance costs and the actuarially determined self- insurance reserve requirement to all divisions. RECREATION DEPARTMENT Athletics Division : Softball Code 001- 1412 -572 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION PERSONNEL SERVICES .13 Other Salaries $ 3,250 Part-time and seasonal coaches .21 FICA $ 249 Social Security and Medicare taxes .24 ISF: Workers Compensation $ 360 Calculation prepared by the Finance Department using a Viltage -wide schedule, allocating the total workers' compensation costs to all user divisions Subtotal : Personnel Services S 3,859 OPERATING EXPENSES .34 Contractual Services $ 720 .4501 ISF: Risk Management $ 488 .5202 Other Operating Expenses $ 2,700 .5204 Uniforms $ 3,000 .54 Subscriptions & Memberships $ 250 Subtotal: Operating Expenses S 7,158 TOTAL: RECREATION DEPARTMENT ATHLETICS DIVISION Softball $ 11,017 Calculations prepared by the Finance Department using a Village -wide schedule, allocating the ttoal general liability and casualty insurance costs and the actuarially determined self- insurance reserve requirement to all divisions. FY 2002 -2003 PROPOSED OPERATING BUDGET .� Miami Shores Village, Florida RECREATION DEPARTMENT Athletics Division : Intramural Basketball Code 001 - 1413 -572 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION PERSONNEL SERVICES .13 Other Salaries $ 19,760 Part-time and seasonal coaches .21 FICA $ 1,512 Social Security and Medicare taxes .24 ISF: Workers' Compensation $ 360 Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions Subtotal : Personnel Services $ 21,632 OPERATING EXPENSES .34 Contractual Services $ 2,500 .4501 ISF: Risk Management $ 1,442 .51 Office Supplies .5202 Other Operating Expenses .5204 Uniforms Subtotal: Operating Expenses TOTAL: RECREATION DEPARTMENT ATHLETICS DIVISION Intramural Basketball $ 100 $ 5,000 $ 3.450 $ 12,492 $ 34,124 Calculations prepared by the Finance Department using a Village -wide schedule, allocating the ttoal general liability and casualty insurance costs and the actuarially determined self - insurance reserve requirement to all divisions. FY 2002 -2003 PROPOSED OPERATING BUDGET Miami Shores Village. Florida RECREATION DEPARTMENT Athletics Division : After School Program Code 001 - 1414 -572 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION PERSONNEL SERVICES .13 Other Salaries $ 53,944 Part-time and seasonal coaches .21 FICA .24 ISF: Workers' Compensation Subtotal : Personnel Services OPERATING EXPENSES .34 Contractual Services .4001 Special Events and Field Trips .44 Rentals and Leases .4501 ISF: Risk Management .51 Office Supplies .5202 Other Operating Expenses .5204 Uniforms Subtotal: Operating Expenses TOTAL: RECREATION DEPARTMENT ATHLETICS DIVISION After School Program $ 4,127 Social Security and Medicare taxes $ 5,398 Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions $ 63,469 $ 3,500 $ 600 $ 100 $ 4,183 Calculations prepared by the Finance Department using a Village -wide schedule, allocating the ttoal general liability and casualty insurance costs and the actuarially determined self - insurance reserve requirement to all divisions. $ 100 $ 8,863 $ 150 $ 97,496 $ 80,965 Fiscal Year 2002 -2003 Operating Budget Miami Shores Village, Florida RECREATION : COMMUNITY CENTER DIVISION Services, Functions and Activities The Recreation Community Center Division sponsors eighteen special events a year including Halloween Howl, Light Up the Village Hayride and Caroling, the Springtime Marshmallow Drop, Memorial Day program and an Independence Day Celebration with fireworks. It also coordinates events throughout the year for children including Dive in Theaters and Dances. Q Fishing Camp for children ages 8 to 15 years has run full each session with eighteen children registered in each session. This is a dramatic increase in attendance since its inception. Q The annual Unity Day event was moved from January to March allowing for a much larger attendance at the event than usual. The Fine Arts Commission sponsored the entertainment for the day which was very successful and well attended. Q This year the Community Center added several additional classes including Pilates, Cardio Combo, Drama for children, guitar lessons and a children's belly dance class which increased all around participation. GOALS AND OBJECTIVES ❖ To add additional programs /service seminars for the general community. ➢ By conducting two AARP Safe Driving Courses for senior citizens ➢ By conducting one American Red Cross Community C.P.R /FIRST AID course. ➢ By conducting one American Red Cross Babysitting Course. ❖ To add additional programs for children under 12 years. ➢ By hiring an art teacher to teach a mixed media art class. ➢ By hiring an acting/ performing arts teacher. ❖ To implement a Miami Shores Dolphin Tournament with a minimum of twenty boats participating. ➢ By advertising the tournament through all local publications including Chamber newsletter, Village newsletter, brochure, flyers, marquee and area marinas. FY 2002 -2003 PROPOSED OPERATING BUDGET �— �— �— �— �— � —� —�- Miami Shores Vil[age_Ftorida ---------------- _ —_ - -- RECREATION DEPARTMENT events .21 Community Center Division $ 10,165 Social Security and Medicare taxes Code 001 -1403 -572 Health Insurance CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION PERSONNEL SERVICES .12 Regular Salary $ 105,388 (1) Recreation Superintendent obligated non - liability benefits with 5% (2) Maintenance Worker II .13 Other Wages $ 26,740 Part-time and seasonal staff .14 Overtime $ 750 Wages for excess hours related to special events .21 FICA $ 10,165 Social Security and Medicare taxes .23 Health Insurance $ 8,328 Estimated annual per employee costs for health, dental and other contractually obligated non - liability benefits with 5% inflationary factor included. .24 ISF: Workers' Compensation $ 1,080 Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions Subtotal Personnel Services $ 152,451 OPERATING EXPENSES .34 Contractual Services $ 16,654 Air conditioning, pest control, time clocks, typewriters, police supervision for special events, entertainment for special events, fireworks for Fourth of July, security guard for basketball courts .3410 Contractural Services : $ 96 Temporary labor Temporary Labor .3415 Contract Services: Recreation $ 42,000 Class and program Instructors .3440 Recreation Program: Contra $ (2,500) Expense Account .40 Travel $ 160 Local FRPA conference and transportation costs .41 Telephone Expenses $ 600 Allocated telephone and internet access fees .411 Telephone Long Distance $ 396 Estimated costs for long distance or toll calls .42 Postage $ 500 Miscellaneous mailings FY 2002 -2003 PROPOSED OPERATING BUDGET Miami Shores YiLlIgS., Florida RECREATION DEPARTMENT Community Center Division Code 001 -1403 -572 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION OPERATING EXPENSES - Continued .4301 Electricity $ 17,856 Utility service for community center building .4303 Water $ 1,124 Utility service for community center building .44 Rentals and Leases $ 7,000 Rides and equipment for special events .4501 ISF: Risk Management $ 19,527 Calculations prepared by the Finance Department using a Village -wide schedule, allocating the ttoal general liability and casualty insurance costs and the actuarially determined self - insurance reserve requirement to all divisions. .4602 Repairs and Maintenance $ 15,250 Maintenance supplies and building repairs / paint .47 Printing $ 340 Brochures, posters, programs .48 Advertising and Promotions $ 200 Advertising for Bargain Blitz event .49 Other Current Charges $ 211 Annual fire safety permit .5202 Other Operating Expenses $ 14,800 Class and activity supplies, maintenance and custodial supplies, first aid supplies, special event supplies .5204 Uniforms $ 772 Uniforms for supervisor and staff .54 Subscriptions and Memberships $ 586 Staff training, FRPA, league fees, tournament .5800 Training and Education $ 300 FRPA State and mini conference Subtotal: Operating Expenses $ 135,872 TOTAL: RECREATION DEPARTMENT COMMUNITY CENTER DIVISION $ 288,323 Fiscal Year 2002 -2003 Operating Budget Miami Shores Village, Florida RECREATION: AQUATIC DIVISION Services, Functions and Activities The Miami Shores Aquatics Center opened in November 2000 and is comprised of an eight lane competition and instruction pool, an activity pool and a twelve person Jacuzzi. The integrated aquatics facility offers an expanded comprehensive aquatic program including adult and youth swimming lessons, swim team competitions, water exercise classes and open swim in the competition / instruction pool. The activity pool features six slides, water cannons and interactive toys. This state -of- the -art facility offers residents the best aquatics facility in the area, competing with several large capacity facilities. Q The aquatic staff has maintained a consistently high level of safety. All staff members participate in monthly in- service training and random lifeguard drills, including rescue, C.P.R. and first aid techniques which are practiced and tested. Q The Miami Shores Aquatic Center hired Noemi Zaharia as the swim team head coach. Ms. Zahari is a former Olympian and has coached swimmers to the Olympic trials. Since she began, the team has grown from 7 swimmers to better than 40. With Noemi and staff working together all aspects of the team have improved including revenue and skill level, renewing the confidence and enthusiasm from both the swimmers and parents. Q Utilization of the new Aquatic Center better than doubled that of the old pool with over 36,243 total visits. Paid admission for open and lap swim was 23,953. Learn to swim attendance increased to nearly 4000 students and water exercise programs attendance reached 5700. Both of these are significant increases from the previous year. Q Aquatic staff conducted two Lifeguard training classes prior to summer program. As a result, the facility did not need any form of advertisement in newspapers or local colleges and universities in order to obtain qualified staff. The top Lifeguard students were recruited internally. This marks the first time in years the facility did not encounter difficulty in recruiting lifeguards. Q Due to the increased number of applicants, lifeguards with more flexible schedules were hired. As a result, only 21 lifeguards were needed for the summer in comparison to last year, which required 25. i Fiscal Year 2002 -2003 Operating Budget Miami Shores Village, Florida RECREATION: AQUATIC DIVISION GOALS AND OBJECTIVES ❖ To hold bi- annual Water Safety Instruction classes at the Aquatic Center in order to increase class revenue as well as certify the current staff. ➢ By using the American Red Cross to certify the Aquatic Supervisor as a Water Safety Instructor - Trainer. ➢ Once certified, the supervisor can certify the current staff, reducing the instructor's cost paid by the Village to a Water Safety Instructor Trainer. ❖ To increase the learn to swim class revenue at the Aquatic Center by 10 %. ➢ By having a Water Safety Instructor Trainer on staff, the Village can train more Water Safety Instructor's from its own staff. As a result, more instructors will be available to teach learn to swim classes. ➢ By increasing instructors availability to teach private lessons. ❖ To increase the number of umbrella rentals held at Shipwreck Cove by 25 %. ➢ By increasing the number of "Funbrellas," the aquatic center now has the ability to offer 50% more rentals on every day except Sunday. Umbrella sellout for specific days should be greatly reduced. ➢ By expanding the concessions menu to appeal to a wider variety of tastes. ❖ To increase swim team attendance by 15 %. ➢ By utilizing Noemi Zaharia's experience and prestige to attract new swimmers each month. ➢ By advertising the swim team through the distribution of swim team flyers during special events and at local schools. ❖ To improve the quality and increase revenue of water exercise classes by 10 %. ➢ By hiring an experienced and improved instructor to stimulate new patrons. ➢ By encouraging the new instructor to create a new class for different skill levels. FY 2002 -2003 PROPOSED OPERATING BUDGET _,_,_,___,____________ Miami Shores ViUage_Ftorida RECREATION DEPARTMENT Aquatics Facility Division Code 001 -1405 -572 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION PERSONNEL SERVICES .12 Regular Salary $ 100,051 (1) Aquatic Supervisor .13 Other Wages $ 151,000 .14 Overtime $ 3,000 .21 FICA $ 20,085 .23 Health Insurance $ 11,104 .24 ISF: Workers' Compensation .2999 Contingent Personnel Costs Subtotal Personnel Services OPERATING EXPENSES .31 Professional Service .34 Contractual Services .3425 Concession Services .40 Travel .41 Telephone Expenses $ 5,398 $ 8,504 $ 299,142 (1) Assistant Aquatic Supervisor (2) Lifeguard III (1) Lifeguard III (part-time) Part-time and seasonal staff Wages for excess hours related to aquatic events Social Security and Medicare taxes Estimated annual per employee costs for health, dental and other contractually obligated non - liability benefits with 5% inflationary factor included. Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions Projected costs for all eligible employee's annual COLA, Merit (percent dependent upon union contract(s)), longevity, other contractually required personnel cost increases and the associated federal taxes for a one year period $ 300 Funding to pay for Hepatitis B shots $ 23,521 Swim team coach, Hepatitis B shots, pest control, copy machine $ 25,000 Estimated costs of goods to operate the concession stand at the Aquatics facility $ 1,370 Transportation costs for supervisor and assistant supervisor attnedance at FRPA conference $ 1,140 Allocated telephone and internet access fees FY 2002 -2003 PROPOSED OPERATING BUDGET Miami Shores Vit a Florida RECREATION DEPARTMENT Aquatics Facility Division Code 001 -1405 -572 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION OPERATING EXPENSES - Continued .411 Telephone Long Distance $ 360 Estimated costs for long distance or toll calls .412 Telephone Cellular $ 516 .4301 Electricity $ 32,000 Utility service for aquatics facility .4302 LP Gas $ 12,000 .4303 Water $ 10,400 Utility service for aquatics facility .44 Rentals and Leases $ 545 .4501 ISF: Risk Management $ 40,991 Calculations prepared by the Finance Department using a Village -wide schedule, allocating the ttoal general liability and casualty insurance costs and the actuarially determined self - insurance reserve requirement to all divisions. .4602 Repairs and Maintenance $ 5,500 Repair pool equipment .47 Printing $ 370 Brochures, posters, programs .48 Advertising and Promotions $ 1,464 Promotions to notice residents of the projects sponsered at the Aquatics facility .49 Other Current Charges $ 395 Pool permit, spa permit activity pool permit .51 Office Supplies $ 750 Pens, paper, ink and other office supplies for a one year period for three (3) full - time employees .5202 Other Operating Expenses $ 13,900 Class and activity supplies, maintenance and custodial supplies, first aid supplies, special event supplies, sunscreen .5204 Uniforms $ 3,278 Uniforms for supervisor and staff .5205 Fertilizer and Chemicals $ 18,400 Chlorine and pool chemicals .54 Subscriptions and Memberships $ 360 Staff training, Swim team membership, ASCA membership .5800 Training and Education $ 800 Aquatics facility operator and CPR training Subtotal: Operating Expenses $ 193,360 TOTAL: RECREATION DEPARTMENT AQUATICS DIVISION $ 492,502 Fiscal Year 2002 -2003 Operating Budget Miami Shores Village, Florida RECREATION : TENNIS DIVISION Services, Functions and Activities The Tennis Division provides a variety of programs and classes designed to challenge and attract all skill levels and age groups while maintaining a safe and attractive facility. Q The tiny tots and junior after school programs showed a marked increase in participation this year. Q The Miami Shores Women's Double Team won first place in the North Dade Women's Double League B Division. Teams will participate in the A Division in 2003. Q Facility improvements included installment of two new awnings and windscreen replacement. Q Tournament participation increased with adult tournaments. The Adult Halloween Tournament showed the largest increase. GOALS AND OBJECTIVES ❖ To increase tiny tot and junior after school program attendance by 10 %. ➢ By advertising on 96th Street marquee and distributing flyers to area schools and at special events. ❖ To increase adult tournament participation by 5 %. ➢ By advertising on 96th Street marquee and at special events. r -- o FY 2002 -2003 PROPOSED OPERATING BUDGET I Miami Shores Village, Florida RECREATION DEPARTMENT Tennis Division Code 001 -1406 -572 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION . PERSONNEL SERVICES .13 Other Wages $ 24,773 (3) Part -time tennis attendants .21 FICA $ 2,009 .24 ISF: Workers' Compensation $ 360 2999 Contingent Personnel Costs $ 1.486 Subtotal Personnel Services $ 28,628 OPERATING EXPENSES .34 Contractual Services $ 23,414 .41 Telephone Expenses $ 400 .4303 Water $ 300 .4501 ISF: Risk Management $ 947 4602 Repairs and Maintenance $ 1,200 51 Office Supplies $ 100 5202 Other Operating Expenses $ 700 .5204 Uniforms $ 256 Subtotal: Operating Expenses $ 27,317 TOTAL: RECREATION DEPARTMENT TENNIS DIVISION $ 55,945 (1) Part-time clerk typist Social Security and Medicare taxes Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions Projected costs for all eligible employee's annual COLA, Merit (percent dependent upon union contract(s)), longevity, other contractually required personnel cost increases and the associated federal taxes for a one year period Tennis professional contractual fees, air conditioning, pest control, time clocks and typewriters Allocated telephone access fees Utility service for tennis facility Calculations prepared by the Finance Department using a Village -wide schedule, allocating the total general liability and casualty insurance costs and the actuarially determined self - insurance reserve requirement to all divisions. Cleaning materials, wind screen replacements Miscellaneous supplies Building maintenance, light replacements court water roll (to dry courts) Staff uniforms for part-time employees LIBRARY DEPARTMENT s�SNu� ORGANIZATION CHART w wml" gook ..sr. lift PR LIBRARYASSISTANT I DEBRA REESE P/T LIBRARYASSISTANT I JULIANA REESE F/T LIBRARYASSISTANT I MICHELLE BRIDGES DIRECTOR OF LIBRARY SERVICES ELIZABETH ESPER YOUTH SERVICES LIBRARIAN ANNE KELLY FR LIBRARYASSISTANT it DALIA HODDER P/T LIBRARYASSISTANT II MARIA TEMKIN P/T LIBRARYASSISTANT 11 SUSANATEMKIN P/T CUSTODIAL WORKER I I PR LIBRARYPAGE DOROTHY SHORTER SHERMIN FERNANDES Fiscal Year 2002 -2003 Operating Budget Miami Shores Village, Florida LIBRARY DEPARTMENT Services, Functions and Activities Brockway Memorial Library provides residents with free access to 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 Library promotes community enrichment and individual achievement through reading and cultural programs. The Library keeps its shelves filled with best- sellers, the latest works by popular authors, a well - balanced collection of non - fiction books, popular magazines and periodicals, audio books, videos, and large print books, which lends to the adage "There is 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 children of all ages, programs to encourage reading and Library participation, book clubs, puppet shows, cultural arts series and art exhibits. Seasonal and holiday programs are also offered with stories, films, puppet shows, arts and crafts and guest presentations. Q Successfully raised over $370,000 for the new multi -media center. This included $125,000 in grants from the State Library of Florida and a $125,000 matching grant from the North Dade Medical Foundation. The balance of the monies came from private donations. Q Groundbreaking took place in September 2001 and construction for the addition started in November. Completion is scheduled for mid - summer 2002. All furniture, equipment and accessories for the new media center have been chosen and ordered. The Grand Opening Ceremony will be held at the end of September 2002. Q Statistics demonstrate successful fulfillment of our goals: Keeping our collections current by adding 2,174 new books, 256 new media, 570 material donations; Repairing 408 books and other materials; and withdrawing 1,038 items. Our 5,170 Library patrons checked out 60,168 items and 9,600 computer sessions were logged in. Q Maintained our cataloging and circulation systems current by integrating new features that make the collection more accessible and the program more user friendly. Fiscal Year 2002 -2003 Operating Budget Miami Shores Village, Florida LIBRARY DEPARTMENT - - _ - - - MMMM - - mmmm - mnnm - -°I 4 Continued receiving a telecommunication grant from the FCC Universal Service Fund which provides the Library with approximately 74% discount on BellSouth telecommunications costs. 4 Refinished the Library's wood and glass front doors and resurfaced the circulation and reference desk in a continued effort to maintain the facility in good condition. 4 Through Net Library, accessibility to a collection of over 14,000 a -Books (electronic versions of printed books) to our patrons. GOALS AND OBJECTIVES ❖ To function as a source of recreational reading, self - education and enrichment. ➢ By purchasing a minimum of 1,000 books of all genre, including best - sellers, popular reading, reference, non - fiction, to meet the needs of Library patrons by September 2003. ❖ To function as a reading and information center for children and young adults. ➢ By purchasing a minimum of 500 new books for children and young adults to help with homework by August 2003. ➢ By encouraging independent reading and learning. ❖ To provide audio - visual materials for education and pleasure. ➢ By purchasing a minimum of 350 videos, audio cassettes ft DVD's by September 2003. ❖ To sponsor a variety of language arts programs for all ages to foster a love of books and reading. ➢ By encouraging community participation in Library activities by providing cultural events and educational programs. ➢ By offering a minimum of 85 programs for children and adults. ➢ By launching new children book clubs Et family cultural arts series by August 2003. ❖ To provide services to the sight impaired and home bound patrons. ➢ By purchasing a minimum of 100 new large print books. ➢ By responding to requests for material delivery 100% of the time. Fiscal Year 2002 -2003 Operating Budget Miami Shores Village, Florida LIBRARY DEPARTMENT GOALS AND OBJECTIVES - Continued ❖ To maintain and keep the current Library computer system and to provide efficient access to information made available through technology. ➢ By providing access to Internet and databases during 95% of Library's operating hours. ❖ To keep the collection current and withdraw materials as they become dated or worn beyond repair. ➢ By maintaining an annual weeding rate of 2% of collection or 1,000 titles by August 2003. ❖ To maintain an effective staff committed to the provision of Library services. ➢ By improving the question - answering abilities of staff with current and expanded sources so that less than 2% of questions are unanswered. ➢ By processing and cataloging materials within 10 days of acquisition. ➢ By re- shelving materials within 2 days after return 99% of the time. ❖ To maintain a collection that is current, well- rounded, and meets user demands. ➢ By maintaining a minimum of 52,000 books and other materials available for reference and circulation. ❖ To efficiently set up materials in the new multi -media room. ➢ By enhancing our services by making archival materials, computer research, videos, audios, and reference materials more easily accessible by December 2003. — �- -- ---- - - - -FY 2002 -2003 PROPOSED OPERATING BUDGET - - -- -- - �- - -� -- Miami Shores Village, Florida LIBRARY DEPARTMENT Code 001 -1500 -571 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION PERSONNEL SERVICES .11 Executive Salary $ 55,684 Library Director base salary .1101 Executive Benefit - General $ 2,500 Executive benefit package .12 Regular Salaries .21 FICA .23 Health Insurance .24 ISF: Workers' Compensation .2999 Contingent Personnel Costs Subtotal Personnel Services OPERATING EXPENSES .34 Contractual Services .40 Travel 41 Telephone Expenses 138,279 (1) Youth Services Librarian (full -time) (2) Library Assistant II (full -time) (1) Library Assistant II (part-time) (5) Library Assistant I (part-time) (1) Library Page (part-time) 16,298 Social Security and Medicare taxes 11,104 2,339 $ 16,577 $ 242,781 Estimated annual per employee costs for health, dental and other contractually obligated non - liability benefits with 5% inflationary factor included. Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions Projected costs for all eligible employee's annual COLA, Merit (percent dependent upon union contract(s)), longevity, other contractually required personnel cost increases and the associated federal taxes for a one year period $ 19,344 Maintenance contracts for A /C, computers, exterminator, typewriters, smoke and fire alarms and security alarm, Janitorial Services. $ 875 Travel costs for two Library associates to attend the Florida Library Association Convention. $ 3,772 Telephone and secured internet service access fees FY 2002 -2003 PROPOSED OPERATING BUDGET � Miami Shores Village, Florida LIBRARY DEPARTMENT Code 001 - 1500 -571 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION OPERATING EXPENSES - Continued .411 Telephone Long Distance $ 60 Estimated costs for long distance or toll calls .42 Postage $ 655 Library correspondence and book and film postage .4301 Electricity $ 10,285 Estimated costs for library electricity usage. i .4303 Water $ 138 Water connection charge .4501 ISF: Risk Management g $ 4,574 Calculations prepared by the Finance Department using a Village -wide schedule, allocating the ttoal general liability and casualty insurance costs and the actuarially determined self- insurance reserve requirement to all divisions. .4602 Repair and Maintenance $ 3,150 A/C service & parts not covered under contract, plumbing and electrical services, carpet cleaning and general maintenance of building. .47 Printing $ 1,414 i Book binding, bookmarks, brochures, and various library forms. .48 Advertising and Promotions $ 900 Summer reading programs, Holiday open house, Reading Clubs. .51 Office Supplies $ 510 Pens, paper and other office supplies for a one year period for four (4) full -time employees. .5202 Other Operating Expenses $ 5,225 Book jacket covers, catalog cards, book processing supplies, audio -video cassette cases, magazine and paperback protectors, back -up tape drive, data ft printer cartridges, barcode scanners, security tags, user ID cards, paper towels /tissues. .54 Subscriptions and Memberships $ 145 Florida Library Association Subtotal: Operating Expenses $ 51,047 FY 2002 -2003 PROPOSED OPERATING Miami Shores Village. Florida LIBRARY DEPARTMENT Code 001 - 1500 -571 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION CAPITAL OUTLAY .66 Books, Publications, Library $ 38,699 Annual funding for books, periodicals, Materials library materials large print books, and reference materials. .6601 Media $ 12.451 Annual funding for CD -Roms, books on tape, videos, on -line databases. Subtotal: Capital Outlay $ 51,150 TOTAL: Library Department $ 344,978 MIAMI SHORES VILLAGE, FLORIDA ....................... ............................... FY 2002 -2003 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 ofthe levying ofoperating fees or charges. Unlike the general fund, enterprise funds arerecorded 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 ofaccounts 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 year. 1; .. MIAMI SHORES VILLAGE, FLORIDA ....................... ............................... FY 2002 -2003 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 f ir- 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. 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 1 st 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. kia Miamishorej Villac4e 10050 N.E. SECOND AVENUE . MIAMI SHORES, FLORIDA 331 38-2382 TELEPHONE (305) 795 -2207 FAX (305) 756 -8972 THOMAS J. BENTON VILLAGE MANAGER Monday, July 8, 2002 Mayor Al Davis and the Members of the Miami Shores Village Council 10050 Northeast Second Avenue Miami Shores, Florida 33138 -2382 SUBJECT: FY 2002 -2003 OPERATING BUDGET PROPOSAL Dear Mayor Davis and Village Council Members: It is with great pleasure that we present to you the Proposed Operating Budgets for the Village's fiscal year beginning October 1, 2002 and ending September 30, 2003. The Proposed Budget reflects the anticipated revenues and planned expenditures for all funds excluding the Village's Pension Funds of $17,515,477. The Proposed Budget is prepared in compliance with Florida State Statutes Section 200.065, along with Article IV, Section 43 of the Miami Shores Village Code. Working closely with the various department heads, we have developed a budget that addresses the needs of the community. The level of service provided and the number of programs available to the residents of Miami Shores has been expanded over the last number of years and I am proud to announce that while we are going to continue with the exceptional service and outstanding programming, we are recommending a slight decrease in the millage rates. FY 2002 -2003 VILLAGE -WIDE GOALS 1) Provide the community with the highest level of safety and security. 2) Maintain and enhance the physical infrastructure of the Village. 3) Enhance the recreational, leisure and cultural activities in the Village. 4) Maintain and secure the fiscal integrity of the Village. 5) Automate the Village's administrative functions using the latest technologies. FY 2002 -03 Proposed Budget Page -2- Monday, July 8, 2002 As a government, we must remember that our primary task is to serve and protect the public. To do this, we have reinforced our commitment as an organization to provide the best security, the finest recreational programs, and keeping our Village beautiful while, at the same time, control our dollar outlays. EWPORTANT ELEMENTS TO THE BUDGET On the revenue side, the County reported a 9.5% increase in assessed values as of January 1, 2002. This corresponds to staff's preliminary valuation estimates which were based upon the value of issued building permits and the tracking of property sales. We begin the budget process for the new year with several positive economic indicators. We have prepared the budget using the July 1, 2002 County assessed value for real and personal properties in the Village of $482,755,673. This assessment represents a 9.58% over the 2001 valuation. As a result of the increased property values, we are proposing a slight decrease in the operating ad valorem levy to 7.7500 Milk This millage levy reflects a 3.2% decrease from the 2001 tax rate; but, will be published as a 5.82% increase over the rolled -back level. As an example, assume a resident had a home valued at $250,000 in 2001 and made no changes to their property during the year. They would be subject to a rate increase of 2% to a new assessed value of $255,000. Taking the standard $25,000 homestead exemption, their Miami Shores operating tax bill would be $1,783 compared to $1,800 last year. Applying the millage rate to the assessed value, we project $3,725,802 or 38.9% of the general fund revenues originating from ad valorem or property taxes. At the same time, the levy required to fund the financial obligations associated with the 1999 General Obligation Bond remains constant for FY 2003 at 0.5151 mills to fund the principal, interest, and administrative costs of $249,313. These costs represent the proportionate share to each property for the debt associated with the 1999 General Obligation Bond used to purchase, design, develop and construct the Miami Shores Village Aquatics Facility. Miami Shores Village Property Values too* too to lot 009 1AUZ'K1g1 VIE- III,, IF Ilk" g VN 11 V v IlA UA U� U0 IJ ��l j9.fl� �.9'9S 199 j9'99 200J Value on July 1st of each year FY 2002 -03 Proposed Budget Page -3- Monday, July 8, 2002 For the sixth consecutive year, the State and other governmental agencies are "tightening" their bank accounts. Ten years ago, state revenue sharing proceeds accounted for 30% of the total general fund. At the same time, property tax revenues were only 11 %. Today, those revenue ratios are reversed where property taxes represent 39% of the total general fund while revenue sharing programs sponsored by the State and other pass through entities reflect a smaller proportion or 8% of the general fund budget. As a side note, we have been actively seeking relief from many of the new unfunded mandates which impact the Village both administratively and, more importantly, financially. Our lobbyists are monitoring the new legislation and are moving towards identifying alternate funding sources to offset these program costs. We have also seen significant and material decline in interest earnings. While we had been earning an average of 5.85% on our working capital account, the last two years, and the last year in particular we have seen our earnings drastically fall, with the last few months averaging a bond equivalent yield of 0.99 %. The investment opportunities for the Village are restricted by State and Federal mandates. We have been actively seeking timed instruments which have been yielding about 1 to 2% more than our standard investment accounts, but, we are not optimistic that returns will increase during the next year. The Federal Reserve recently met and took no action on the federal discount rate. This is a marker which the Village uses to determine what rates our investment accounts may potentially earn. Historically, the Village's investment accounts earning approximately 60% of the federal discount rate. Accordingly, that would lead us to calculate an annualized return of 1.95 %. Experts continue to press the reserve to maintain the low rates which, while in the macro - economic picture of things, has a greater benefit to the economy. Even so, these low rates result in small returns on our cash and we have adjusted our projections downward for the new year. Ad valorem (or property taxes) represent the largest individual revenue item in the general fund. As a single unit, the projected tax proceeds equate to about the total cost to operate the Village's police department. Other revenues are recorded and the following pie chart will provide a snap -shot for the new year: REVENUE COMPARISONS by CLASSIFICATIONS Revenue comparisons for FY 2002 and FY 2003 Sorted by Source FY 02 % FY 03 % Property Tax $ 3,577,996 39.2% $ ,975,167 41.5% Licenses $ 362,200 4.0% $ 336,272 3.5% IG Revenues $ 846,425 9.3% $ 816,632 8.5% Char $ 595,129 6.5% $ 700,878 7.3% Fines $ 551,291 6.0% $ 520,314 5.4% Interest $ 391,087 4.3% $ 99,270 1.0% Rent $ 185,000 2.0% $ 150,000 1.6% Misc $ 82,503 0.9% $ 65,650 0.7% Interfunds $ 1,892,850 20.7% $ 2,178,069 22.8% Transfers $ 651,406 7.1% $ 725,000 7.6% FY 2002 -03 Proposed Budget Page -4- 1 Monday, July 8, 2002 FY 2001 -02 by Classificotion `a 9% 6eneral Fund Revenues by Classification The second largest general fund revenue source is the "Transfers -in" account. This category represents the excise tax proceeds. Excise taxes include franchise fees and public service or utility taxes for electricity, gas, water, cable and telecommunications. Under the 1999 General Obligation Bond agreement, the Village is required to record all excise taxes in a segregated fund should we be unable to meet the general obligation bond debt, the excise taxes are pledged to pay the debt service obligation. If the cash is not required, the Village may then transfer those proceeds into the general fund for use. Due to the number of new programs, we are projecting a 15% increase in excise tax proceeds for the year. The budget is also balanced using a proposed fee increase for building permits (up 5 %) and recreation programs including soccer, basketball, baseball and community center rentals (all of which are increased by an average of $5.00). The fee increase for the building department, if approved by the Village Council, will result in an average fee increase of about $9. For the recreation programs, we recommend the same rate increase which would reflect a dollar value of just over $2.00. The building permit fee increases are necessary to meet the additional costs for automation. The recreation program increases are necessary to fund the additional costs for supplies and insurances required to legally protect the Village. As with most local governments, personnel costs make up the majority of our operations with 78% of our outlays pledged to fund costs which include salaries, taxes, and benefits. The benefit factor (the percent which is used as a ratio or percent of actual salary costs) is relatively low for a Village of our size. For the FY 2002 -03 Proposed Budget Page -5- Monday, July 8, 2002 new year, we estimate that the personnel benefit factor is 24 %, a slight up -tick from last year which reflected a factor of 21.75 %. This increase primarily relates to the costs of insurances (workers' compensation and health insurances, reflecting increases of 40% and 22% respectively). Personnel costs as a whole are increasing at an annual average of 8 %. You may recall, though, that the Village continues its negotiation with one of our bargaining units, the Federation of Public Employees (FPE). Along those same lines, the Village's pension contribution costs are also outstanding. Since the investment market has been less than "shining ", our professionals have provided us with preliminary funding estimates for the new year or $170,000 and $25,000 for the police officers' and general employees' retirement systems respectively. Funding for both of these mandatory contributions has been included in the operating budgets. On the lines of insurances, you will see that the Village was hit hard this year in our risk management policies. While the Village is self - insured, the exposure limits to protect our assets in the event of natural disaster, accidents or other related injuries require co- insurance above the previously established thresholds. For workers' compensation, the market for this type of coverage has skyrocketed even though our aggregated loss reports are very low for our size municipality. This year, however, we have been quoted rates which increased 40 %. For property and casualty, this will be the first full year that we must insure the new aquatics facility. Take this new asset, add the new computer system and network approved by Council two years ago, and top it off with September 11t' and our overall policies increased 31 %. Some policies, in fact, increased more than 200 %. These increases are just the beginning. We are seeing that the entire risk management industry is on a verge of a complete restructuring. Costs will continue to increase while coverage levels will continue to decline. We have already initiated new program changes and will be working closely with our consultants to ensure that the Village's assets are protected and secured while doing our best to contain costs. It may require a complete redesign of the Village's self - insurance function and staff will continue to keep you apprised of these changing market conditions as they arise. The Proposed Budget includes two (2) independent and fully, self - sustaining enterprise operations for Sanitation operations and the Storm Water Utility Fund. For the first time in 12 years, the Village must request an increase in sanitation costs. The proposed operating budget includes a recommendation to increase the quarterly fees from $105 to $110 (a 4.7% increase) due primarily to insurance costs. Concurrently, we recommend an increase to the quarterly storm water utility charge by $2.00 to $32.00 annually ($0.50 quarterly). These fees will be used to develop a reserve fund for future storm water drainage programs. The personnel costs have been projected to include cost -of- living adjustments (COLA) for all Village staff members. Members of the Police Benevolent Union will receive a negotiated 2.50% increase, with the FPE members contract still under discussion. Funding has been included in the proposed budget for inflationary (cost -of- living) increases. We have also included funding for increased health insurance costs as previously mentioned. We have received preliminary commitments from our carrier, Humana Health Care that our cost increase will be around 25% brining our monthly premium to an estimated $225 for each eligible employee. Finally, with regard to the personnel costs, the FY 2002 -03 operating budget does not include requests for any additional or new positions. Our current staffing levels have been able to meet the needs of our community. While we have additional programs on the planning board, we believe that our staff members will be capable of providing the needs of the current as well as future plans. FY 2002 -03 Proposed Budget Page -6- Monday, Judy 8, 2002 EXPENDITURE COMPARISON BY CLASSIFICATION Personnel costs include salaries, fringes & other benefits Operating costs represent utilities, contracts, supplies Investments not previously recorded in the "CIP" FY 2001 -02 by Category 4% 18 FY 2002 -03 by Category 3" 20* 77% Our proposed operating costs reflect a 2.1% increase from the FY 2001 -02 Amended Budget. The primary cost increases relate to: 1) a 31% increase in property, casualty & liability insurances ( +$121,393); and, increased contract maintenance fees due to the new computers, elevators and janitorial services for the new Library expansion ( +$ 77,900). Other cost accounts in which we have proposed line item increases include the creation of a new special projects account in the Non - departmental area ($25,000) which will be used to fund the costs of unplanned activities or project ideas under development in the Office of the Village Manager; operating supplies ($39,000) and printing ($11,000) which will fund the cost of the Village newsletter, brochures and other informational documents which will be generated by the planning, zoning, building, and recreation departments. Overall, the FY 2002 -03 Proposed Operating Budget is "status -quo'. As we are currently facing many large projects, we are focusing our attention and efforts on the capital projects budget which you previously reviewed and authorized. The investments in our future through infrastructure and capital programs result in a larger return for the Village. Similarly, however, we find that those types of programs require considerably more effort to accomplish and, as such, the day to day operations of the Village will continue with added focus on customer service and automated service delivery. Additionally, funding for the third consecutive year has been included in the Police Department to pay for the special overtime program. This project, as you may recall, was created using "surplus" savings from the prior operating year to fund a special crime detail. The program uses our officers to target problem areas to reduce FY 02 % FY 03 % rmimimimimim� ®imi rsimim�mimirierrmimi mIrWIWie� rmisimimierrririmimi lglmZrI Personnel $7,139,695 78% $7,486,375 77% O erating $ 1,607,318 18% $ 1,888,249 20% Ca ital $ 388,874 4% $ 259,150 3% FY 2002 -03 by Category 3" 20* 77% Our proposed operating costs reflect a 2.1% increase from the FY 2001 -02 Amended Budget. The primary cost increases relate to: 1) a 31% increase in property, casualty & liability insurances ( +$121,393); and, increased contract maintenance fees due to the new computers, elevators and janitorial services for the new Library expansion ( +$ 77,900). Other cost accounts in which we have proposed line item increases include the creation of a new special projects account in the Non - departmental area ($25,000) which will be used to fund the costs of unplanned activities or project ideas under development in the Office of the Village Manager; operating supplies ($39,000) and printing ($11,000) which will fund the cost of the Village newsletter, brochures and other informational documents which will be generated by the planning, zoning, building, and recreation departments. Overall, the FY 2002 -03 Proposed Operating Budget is "status -quo'. As we are currently facing many large projects, we are focusing our attention and efforts on the capital projects budget which you previously reviewed and authorized. The investments in our future through infrastructure and capital programs result in a larger return for the Village. Similarly, however, we find that those types of programs require considerably more effort to accomplish and, as such, the day to day operations of the Village will continue with added focus on customer service and automated service delivery. Additionally, funding for the third consecutive year has been included in the Police Department to pay for the special overtime program. This project, as you may recall, was created using "surplus" savings from the prior operating year to fund a special crime detail. The program uses our officers to target problem areas to reduce FY 2002 -03 Proposed Budget Page -7- Monday, July 8, 2002 crime. We have worked to keep this program going and it has proven to be successful. The following will provide you some of the significant programs anticipated to begin during the upcoming fiscal year: => Phase I of the Grand Concourse Median Improvement Project Purchase eight new Police vehicles (identified in the FY 2003 Capital Improvements Budget) =:> Design, purchase and install the new banners for Northeast Second Avenue => Replace the Garbage and Recycling trucks in Public Works Closing and Acknowledgments I want to close this budget with the spirit of optimism. We have seen many tragedies during the last year and, while we want to remember the events which have all had such a serious impact upon each and every one of us, we need to turn our attention to the future. Our community is close knit and desires a cohesiveness that we, as a team, can deliver. With your guidance and support, we can move forward and make Miami Shores the best municipality in Miami -Dade if not the State. I would like to extend my appreciation to all of the Department Heads and their staff for the many long hours which they dedicated to preparing this budget document. I would like to also express my special thanks to the members of the Finance Department for coordinating the entire budget process. There are many new regulations which must be followed in the budget preparation process. There are many projects currently underway in this small department and yet, they have been able to take my direction and prepare this budget. Sincerely submitted, CHIEF ADMINISTRATIVE OFFICER T� 6� THOMAS J. BENTON Village Manager TJB:MAM Attachments Miami Shores Village FY 2003 -07 Capital Budget FY 2003 Capital Funding Sources Description Capital Fleet R$R L06T Sanitation Stom Total Website Enhancement $ 12,000 $ - $ - $ - $ - $ 12,000 Purchase Exhibit Case for Children's room $ 1,791 $ - $ - $ - $ - $ 1,791 Replace Gas Boy System $ 13,800 $ - $ - $ - $ - $ 13,800 Purchase Special Events Tram (NEW) $ 12,000 $ - $ - $ - $ - $ 12,000 Purchase - Radar Trailer $ - $ 15,000 $ - $ - $ - $ 15,000 Wheelchair Lift - Purchase $ - $ 58,000 $ - $ - $ - $ 58,000 Vehicle #a - Replacement for Police $ - $ 25,000 $ - $ - $ - $ 25,000 Vehicle #a - Replacement for Police $ - $ 25,000 $ - $ - $ - $ 25,000 Vehicle #b - Replacement for Police $ - $ 25,000 $ - $ - $ - $ 25,000 Vehicle #c - Replacement for Police $ - $ 25,000 $ - $ - $ - $ 25,000 Vehicle #d - Replacement for Police $ - $ 25,000 $ - $ - $ - $ 25,000 Vehicle #e - Replacement for Police $ - $ 25,000 $ - $ - $ - $ 25,000 Vehicle #f - Replacement for Police $ - $ 25,000 $ - $ - $ - $ 25,000 Vehicle #g - Replacement for Police $ - $ 25,000 $ - $ - $ - $ 25,000 Cushman Scooter - Replacement $ - $ 15,000 $ - $ - $ - $ 15,000 Purchase - Village Hall Generator $ 42,000 $ - $ - $ - $ - $ 42,000 ADA Improvement Efforts $ 15,000 $ - $ - $ - $ - $ 15,000 Toro 44" Mower - Replacement $ - $ - $ 4,900 $ - $ - $ 4,900 Tree Replacement Program $ - $ - $ 10,000 $ - $ - $ 10,000 Resurface /restripe PW Parking lot $ - $ - $ - $ 25,000 $ - $ 25,000 Vehicle #9557 - Replace Recyling Truck $ - $ - $ - $ 119,000 $ - $ 119,000 Vehicle #9554 - Replace Garbage truck $ - $ - $ - $ 150,000 $ - $ 150,000 Vehicle #V31 - Replace Loader $ - $ - $ - $ 91,000 $ - $ 91,000 Purchase /Install Planters /Trees $ 22,500 $ - $ - $ - $ - $ 22,500 Decorative Street ID - Replacement $ 20,000 $ - $ - $ - $ - $ 20,000 Grand Concourse Medium Improvement $ 100,000 $ - $ - $ - $ - $ 100,000 Sidewalk Improvement Efforts $ 126,800 $ - $ - $ - $ - $ 126,800 Street /Alley Resurfacing $ 91,200 $ - $ - $ - $ - $ 91,200 Purchase - Banner Poles for 2nd Avenue $ - $ - $ 7,000 $ - $ - $ 7,000 Design /Develop Village Entranceway $ - $ - $ 25,000 $ - $ - $ 25,000 Drainage Improvement Program $ - $ - $ - $ - $ 250,000 $ 250,000 Playground Equipment $ 12,000 $ - $ - $ - $ - $ 12,000 Portable chairs $ 5,300 $ - $ - $ - $ - $ 5,300 Stage Extension - Purchase $ 4,400 $ - $ - $ - $ - $ 4,400 Chairs $ 3,096 $ - $ - $ - $ - $ 3,096 Total $ 481,887 $ 288,000 $ 46,900 $ 385,000 $ 250,000 $ 1,451,787 Miami Shores Village FY 2003 -2007 Capital Project Pro reams FY 2003 Projects - sorted by Submitting Department -- ------ - - - - -- Project Description - ------------ --- -------- -- - - -- Total for FY 2002 -03 Department ------- - - - --- '* Project ------- - - -- -- Number Funding source -- --- - - - - --- *" Projected Cost --------------------- $ 1,451,787 Website Enhancement VMgr 03 -001 Gen/Cap $ 12,000 Sub - total: Admin - V Manager $ 12,000 Purchase Exhibit Case for Children's room I Lib 03 -002 Cap $ 1,791 Sub - total: Library $ 1,791 Replace Gas Boy System PW -FM 03 -003 Cap $ 13,800 Purchase Special Events Tram (NEW) PW -FM 03 -004 Cap $ 12,000 Purchase - Radar Trailer PW -FM 03 -005 Fleet $ 15,000 Wheelchair Lift - Purchase PW -FM 03 -006 Fleet $ 58,000 Vehicle #a - Replacement for Police PW -FM 03 -007 ISF R &R $ 25,000 Vehicle #a - Replacement for Police PW -FM 03 -008 ISF R &R $ 25,000 Vehicle #b - Replacement for Police PW -FM 03 -009 ISF R &R $ 25,000 Vehicle #c - Replacement for Police PW -FM 03 -010 ISF R &R $ 25,000 Vehicle #d - Replacement for Police PW -FM 03 -011 ISF R &R $ 25,000 Vehicle #e - Replacement for Police PW -FM 03 -012 ISF R&R $ 25,000 Vehicle #f - Replacement for Police PW -FM 03 -013 ISF R &R $ 25,000 Vehicle #g - Replacement for Police PW -FM 03 -014 I5F R &R $ 25,000 Cushman Scooter - Replacement PW -FM 03 -015 ISF R&R $ 15,000 Sub - total: PubWks - Fleet Maintenance $ 313,800 Purchase - Village Hall Generator PW -Parks 03 -016 Cap $ 42,000 ADA Improvement Efforts PW -Parks 03 -017 Cap $ 15,000 Toro 44" Mower - Replacement PW -Parks 03 -018 LOGT $ 4,900 Tree Replacement Program PW -Parks 03 -019 LOGT $ 10,000 Sub - total: PubWks - Parks Maintenance $ 71,900 Resurface /restripe PW Parking lot PW -San 03 -020 San R &R $ 25,000 Vehicle #9557 - Replace Recyling Truck PW -San 03 -021 San R&R $ 119,000 Vehicle #9554 - Replace Garbage truck PW -San 03 -022 San R&R $ 150,000 Vehicle #V31- Replace Loader PW -San 03 -023 San R&R $ 91,000 Sub - total: PubWks - Sanitation $ 385,000 Purchase/Install Planters /Trees PW -St 03 -024 Cap $ 22,500 Decorative Street ID - Replacement PW -St 03 -025 Cap $ 20,000 Grand Concourse Medium Improvement PW -5t 03 -026 Cap $ 100,000 Sidewalk Improvement Efforts PW -St 03 -027 Cap $ 126,800 Street /Alley Resurfacing PW -5t 03 -028 Cap $ 91,200 Purchase - Banner Poles for 2nd Avenue PW -5t 03 -029 LOGT $ 7,000 Design/Develop Village Entranceway PW -St 03 -030 LOGT $ 25,000 Sub - total: PubWks - Streets Maintenance $ 392,500 Drainage Improvement Program PW -SW 1 03 -031 SW $ 250,000 Sub - total: PubWks - Storm Water $ 250,000 Playground Equipment Rec-CC 03 -032 Cap $ 12,000 Portable chairs Rec -CC 03 -033 Cap $ 5,300 Stage Extension - Purchase Rec -CC 03 -034 Cap $ 4,400 Chairs Rec -CC 03 -035 Cap $ 3,096 Sub- total: Recreation - Comm. Center $ 24,796 FY 2003 FY 2003 -07 Capital Improvement Program Printed on 1/31/2003 at 2:33 PM Miami Shores Village FY 2003 -2007 Capital Pro ject Programs FY 2004 Projects - Sorted by Department Funding Project Description Department source Projected Cost Total for FY 2003 -2004 "' "'k $ 1,184,450 vvevbiTe cnnancemenT VMgr Gen /Cap $ 750 Sub - total: Admin -V Manager $ 750 Vehicle T5 - Replacement Trailer PW -FM I5F R &R $ 10,000 Vehicle #19 - Replacement Pickup Vehicle #9450 - Replacement Pickup Vehicle #V18 - Replacement Backhoe Vehicle #17 - Replacement Small Truck Vehicle #1984 - Replacement chipper truck PW -FM ISF R &R $ 26,000 PW -FM ISF MR $ 26,000 PW -FM ISF R &R $ 45,000 PW -FM ISF R &R $ 45,000 PW -FM ISF R &R $ 50,000 Vehicle #1995 - Replacement Water truck PW -FM ISF RAP $ 60,000 Sub- total: PW -Fleet Maintenance PW -5t Cap $ 262,000 ADA Improvement Efforts PW -Parks Cap $ 10,000 Tree Replacement Program PW -Parks LOGT $ 10,000 Vehicle #179 - Replacement Reelmaster PW -Pks Cap $ 19,300 Sub - total: PW -Parks Maintenance Div. PW -St LOGT $ 39,300 Vehicle #33 - Replacement Front Loader PW -Sam San R &R $ 88,000 Vehicle #9659 - Replacement MachTruck PW -San San R &R $ 150,000 Sub - total: PW- Sanitation $ 238,000 Decorative Street ID - Replacement PW -St Cap $ 20,000 Purchase /Install Planters /Trees PW -5t Cap $ 21,500 Street /Alley Resurfacing PW -St Cap $ 95,700 Sidewalk Improvement Efforts PW -St Cap $ 132,200 Grand Concourse Medium Improvement PW -5t Cap $ 100,000 Design /Develop Village Entranceway PW -St LOGT $ 25,000 Sub- total: PW- Streets Maintenance $ 394,400 Drainage Improvement Program PW -SW SW $ 250,000 Sub- total: PW -Storm Water Operations $ 250,000 FY 2004 FY 2003 -07 Capital Improvement Program Printed on 1/31/2003 at 2:32 PM Miami Shores Village FY 2003 -2007 Capital Project Programs FY 2005 Projects - Sorted by Department Funding Project Description Department source Projected Cost Totals for FY 2004 -2005 $ 1,357,578 weDsiTe tnnancement VMgr Gen /Cap $ 750 Sub- total: Admin -VMgr $ 750 Purchase outdoor book return facility Lib Cap $ 1,828 Sub- total: Library $ 1,828 Renovate PW Storage facility PW -Adm. Cap $ 150,000 Sub- total: PW- Administration $ 150,000 Vehicle # (Crimewatch) - Replacement PW -FM ISF R &R $ 20,000 Vehicle # 1 (Police) - Replacement PW -FM ISF R &R $ 25,000 Vehicle # 2 (Police) - Replacement PW -FM ISF R &R $ 25,000 Vehicle # 3 (Police) - Replacement PW -FM I5F R &R $ 25,000 Vehicle # 4 (Police) - Replacement PW -FM 15F RAP $ 25,000 Vehicle # 5 (Police) - Replacement PW -FM ISF R &R $ 25,000 Vehicle #Staff - Replace Police #1 PW -FM ISF RAP $ 3,000 Vehicle #Staff - Replace Police #2 PW -FM ISF R &R $ 3,000 Vehicle #Staff - Replace Police #3 PW -FM ISF R &R $ 3,000 Sub - total: PW -Fleet Maintenance $ 154,000 ADA Improvement Efforts PW -Parks Cap $ 10,000 Tree Replacement Program PW -Parks LOST $ 10,000 Sub- total: PW -Parks Maintenance $ 20,000 Compressor V -6 - Replacement PW -RM Cap $ 15,000 Vehicle 174 - Scaifier Replacement PW -RM Cap $ 10,000 Sub - total: PW -Rec Maintenance $ 25,000 Vehicle #9766 - Truck Replacement PW -San San R &R $ 165,000 Sub - total: PW- Sanitation PAR Fund $ 165,000 Steam Generator - Replacement PW -St Cap $ 20,000 Vehicle 32 - St Sweeper Replacement PW -5t Cap $ 125,000 Purchase /Install Planters /Trees PW -5t Cap $ 21,000 Decorative Street ID - Replacement PW -5t Cap $ 20,000 Grand Concourse Medium Improvement PW -5t Cap $ 100,000 Sidewalk Improvement Efforts PW -St Cap $ 140,000 Street /Alley Resurfacing PW -St Cap $ 100,000 Vehicle 151- Replacement PW -St ISF R &R $ 65,000 Sub- total: PW- Streets Maintenance $ 591,000 Drainage Improvement Program PW -SW 5W $ 250,000 Sub - total: PW -Storm Water Operations $ 250,000 FY 2005 FY 2003 -07 Capital Improvement Program Printed on 1/31/2003 at 2:33 PM Miami Shores Village FY 2003 -2007 Capital Pro ject Programs FY 2006 Projects - Sorted by Department Funding Project Description Department Source Projected Cost Totals for FY 2005 - 2006 ** ** $ 736,740 vveMiTe tnnancemenT VMgr Gen /Cap $ 750 Sub - total: Admin- Village Manager $ 750 Restore /Paint Library Front Doors Lib Cap $ 1,790 Sub - total: Library Operations $ 1,790 Vehicle 9551 - Replacement PW -FM I5F R &R $ 27,500 Vehicle 9552 - Replacement PW -FM ISF R &R $ 27,500 Vehicle 178 - Replacement PW -FM I5F R &R $ 15,000 Sub - total: PW -Fleet Maintenance $ 70,000 ADA Improvement Efforts PW -Parks Cap $ 10,000 Disk Chipper - Replacement PW -Parks ISF R &R $ 25,000 Tree Replacement Program PW -Parks LOST $ 10,000 Sub - total: PW -Parks Maintenance $ 45,000 Decorative Street ID - Replacement PW -St Cap $ 20,000 Grand Concourse Medium Improvement PW -St Cap $ 100,000 Sub-total: PW - Streets Maintenance $ 369,200 Drainage Improvement Program PW -SW SW $ 250,000 Sub - total: PW -Storm Water Operations $ 250,000 FY 2006 Projects FY 2003 -07 Capital Improvement Program Printed on 1/31/2003 at 2:34 PM Miami Shores Village FY 2003 -2007 Capital Project Programs FY 2007 Projects - Sorted by Department Funding Project Description Department Source Projected Cost Totals for FY 2006- 2007 ** ** $ 725,750 Website Enhancement VMgr Gen /Cap $ 750 Sub - total: Admin- Village Manager $ 750 Vehicle #9663 Replacement PW -FM ISF R &R $ 25,000 Vehicle #9661- Replacement PW -FM ISF R &R $ 52,000 Sub - total: PW -Fleet Maintenance $ 77,000 ADA Improvement Efforts PW -Parks Cap $ 10,000 Tree Replacement Program PW -Parks LOGT $ 10,000 Sub - total: PW -Parks Maintenance $ 20,000 Decorative Street ID - Replacement PW -5t Cap $ 20,000 Grand Concourse Medium Improvement PW -5t Cap $ 100,000 Sidewalk Improvement Efforts PW -5t Cap $ 148,000 Street /Alley Resurfacing PW -5t Cap $ 110,000 Sub - total: PW- Streets Maintenance $ 378,000 Drainage Improvement Program PW -SW SW $ 250,000 Sub- total: PW -Storm Water Operations $ 250,000 FY 2007 Project FY 2003 -2007 Capital Improvement Program Printed onl/31/2003 at 2:34 PM