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2003-2004M J V 1 H I 1.1 O L M R L 1 E 1.1 J G see �1DOPT[D �A E 4)IPIFUAII-lsc uuuculs FISCAL YEAR . • 2003 -2004 . • • !Ifil drlotid, cNwaG*cd MIAMI IHORE-f VILL AGE A FLORIDA MUNICIPALITY ADOPTED OPERATING BUDGETS By Department By Division or M¢ Fiscae year 6ceimmi"M0000 Octo6or 1.2003 & 6NlIlN,0000 oaf t¢µ8ar 30, 2004 Prepared 6y tae Atiaimi Snores Weeage Fimamco Departmomt Approved 6y Me Marti Savres Weeage CvaNCie Septent6er 16, 2003 Introduction Village -wide Organization Chart ............................................................. ............................... i TransmittalLetter .................................................................................. ............................... ii Financial Summaries (Revenues & Expenditures) ..... "' .................... ............................... iii -viii Administration Office of the Mayor and Village Council ................................................ ..............................1 Office of the Village Attorney .............................................................. ............................... 5 Office of the Village Manager ............................................................... ............................... 7 Officeof the Village Clerk ...................................................................... .............................11 CodeEnforcement Division ...................................................................... .............................16 BuildingDepartment ................................................................................. .............................21 Planning& Zoning Division ....................................................................... .............................26 FinanceDepartment ................................................................................. .............................31 Non - Departmental .................................................................. ............................... 38 GOBond ..................................................................................... .............................42 RiskManagement ...................................................................... .............................44 Public Safety PoliceDepartment .................................................................................... .............................48 School Crossing Guard Division ............................................... .............................60 Public Works ParksDivision ........................................................................................... .............................63 StreetsDivision ....................................................................................... .............................68 Administrative Division ........................................................................... .............................72 Recreation Maintenance Division ........................................................... .............................76 Local Option Gas & Half Cent Sur Tax Divisions ................................. .............................79 Storm Water Enterprise Division ........................................................... .............................81 Sanitation Enterprise Division ............................................................... .............................84 Fleet Maintenance Division ..................................................................... .............................89 Recreation & Leisure RecreationDepartment ........................................................................... .............................93 Administrative Division ............................................................ .....................•.......94 AthleticsDivision ...................................................................... .............................99 AthleticPrograms ...................... ............................... ............................104 Community Center Division ....................... ............................... ............................112 AquaticsDivision ........................................................... ............................... .........115 TennisDivision ............................................ ............................... ............................119 Brockway Memorial Library Department ............... ............................... ............................121 Appendices Glossary.............................................................................................. ............................... I -I I I CapitalBudget Summary ...................................................................... ..........................IV -IX F%sca! Year 2003 -2004 Adopted Budget AS OF OCTOBER 1, 2003 MAYOR & COUNCIL MAYOR JIM MC COY VICE MAYOR HERTA HOLLY COUNCILMAN WILLIAMA. DAVIS COUNCILMAN EDWARD QUINTON COUNCILMAN GREG ULLMAN VILLAGE CLERIC BARBARAA. ESTEP RECREATION DIRECTOR JERRY ESTEP PLANNING & ZONING I CODE ENFORCEMENT DIRECTOR ALLYN BERG VILLAGE ATTORNEY RICHARD SARAFAN, ESQ SPECIAL PROJECTS ADMINISTRATOR VACANT CHIEF OF POLICE RICHARD H. MASTEN SERVICES ELIZABETH ESPER 1 - ;�3W THOMAS J. BENTON VILLAGE MANAGER 10050 N. E. SECO14D AVENUE MIAMI SHORES. FLORIDA 33 138-2382 TELEPHONE (305) 795 -2207 FAX (305) 756 -8972 MEMORANDUM TO: Mayor McCoy Vice Mayor Holly Councilman Davis Councilman Quinton Councilman Ullman FROM: Tom Benton, Village Manager DATE- January 15, 2004 RE: FY 2003 -2004 Adopted Budget It is with great pleasure that we present to you the Adopted FY2003 -04 Operating Budget book entitled "a community on the forefront of revitalization to accept tomorrow's challenges ". The Village's fiscal year began on October 1, 2003 and ends on September 30, 2004. The FY2003 -04 Budget totals $15,152,806 and is comprised of $10,335,656 in the General Fund, $245,953 in the voter - approved Debt Service Fund, $2,358,251 for Special Revenue Funds, $1,177,955 for the Capital Projects Fund, $1,277,898 for the Village's Internal Service Funds, and $2,174,197 for the Enterprise Operations. The General and Debt Service Funds include ad valorem (or property tax) levies of: Ad Valorem Levy for General Operations: 7.7500 mills Ad Valorem Levy for Debt Services: 0.5151 mills This document is being provided for your convenience and no action is required on your part. If you have any questions regarding the budget, please do not hesitate to contact my office. TB:bae iv9gr -12$7 11 ADOPTED FY 2003 -04 OPERATING BUDGET Trends: Ad Valorem Levies Assessed Values Preliminary Assessed value as of January 1, 2003 Addback adjustments in progress Current year adjusted taxable valuation Proposed FY 2003 -04 Ad valorem levy Ad valorem proceeds Less 4% collection discount factor FY 2003 -04 ADOPTED PROPERTY TAX REVENUES TREND HISTORY on ASSESSED VALUES ' y ,�M $400 O d $3w 12 $200 $100 1999 ZOCO 200, 2002 2p03 ZOO" Fiscal Years $ 532,350,000 $ 532,350,000 7.7500 $ 4,125,713 $ 123,771 $ 4,001,941 Chg FY Assessed values 3.72% 1999 $ 354,787,869 8.74% 2000 385,801,283 5.73% 2001 407,910,505 8.06% 2002 440,802,643 11.13% 2003 489,873,730 8.67% 2004 532,350,000 5ource: Miami -Dade Property Appraiser's Office iii FY 2003 -2004 Adopted Operating Budgets, 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, 2003 which were initially reported to the Village $532,350,000 and incorporated into the Proposed Operating Budgets. The Actual Certificated values for the fiscal year are $537,759,034. Millage levied by Village General operating purpose 8.3627 8.0000 8.0000 7.7500 7.7500 Voter - approved debt sery 0.6065 0.5151 0.5151 0.5151 0.5151 TOTAL MILLAGE 8.9692 8.5151 8.5151 8.2651 8.2651 Tax levies A revenues for FY 2003 -04 are based upon the June 1, 2003 estimate and presented as follows: FY 2000 FY 2001 Tax levy category FY 2002 FY 2003 FY 2004 7.7500 Valuation Valuation 0.5151 Valuation Valuation Valuation Adjusted values $ 383,570,603 $ 405,448,292 $ 436,567,916 $ 482,755,673 $ 532,350,000 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 $ 532,350,000 Equalization adjustments $ (1,405,012) $ (5,013,022) $ (887,001) $ (775,550) $ - %ofadjustments -0.36% - 1.23% -0.20% -0.16% 0.00% Final value for Taxes $ 384,396,271 $ 402,897,483 $ 439,915,642 $ 489,098,180 $ 532,350,000 Value of one mill for operating purposes $ 384,396 $ 402,897 $ 439,916 $ 489,098 $ 532,350 95% collection factor $ 365,176 $ 382,753 $ 417,920 $ 464,643 $ 505,733 Millage levied by Village General operating purpose 8.3627 8.0000 8.0000 7.7500 7.7500 Voter - approved debt sery 0.6065 0.5151 0.5151 0.5151 0.5151 TOTAL MILLAGE 8.9692 8.5151 8.5151 8.2651 8.2651 Tax levies A revenues for FY 2003 -04 are based upon the June 1, 2003 estimate and presented as follows: IV Adopted Tax Estimated Tax levy category Levies Revenues Total tax levy for General Operating purposes: 7.7500 $ 4,001,941 Total tax levy for Voter - approved debt service: 0.5151 245,953 Total Revenue potential @ 95% 8.2651 $ 4,247,894 IV The Adopted FY 2003 -04 General Fund Budget is $10,243,051 -- $471,844 (4.83 1/6) greater than the FY 2002 -2003 Adopted Budget. Ad valorem Taxes The 2004 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 fax revenue for each $1,000 of assessed property values. Ad valorem tax revenues are the Village's primary source of revenue generating $4,001,941 or 38.9% in current property taxes revenues. Preliminary FY 2004 values are $532,350,000 The roll -back rate for the new fiscal year is 6.3852 mills. FY 2003 -2004 Revenues: $4,858,191 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 2003 -2004 Revenues: $1,772,388 Excise Taxes V The Adopted FY 2003 -04 General Fund Budget is $10,243,051 -- $471,844 (4.8376) greater than the FY 2002 -2003 Adopted Budget. Licenses & ep rmits 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. A fee increase of 5% is propsoed for the new Fiscal Year. FY 2003 -2004 Revenues: $450,642 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. Revenues include state revenue sharing proceeds and loco) option sales taxes. FY 2003 -2004 Revenues: $853,176 Intergovernmental Revenues V1 The Adopted FY 2003 -04 General Fund Budget is $10,243,051 -- $471,844 (4.83%) greater than the FY 2002 -2003 Adopted Budget. 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 1010112000, all sanitation and storm water utility fees were recorded as a separate, self - balancing reporting entity. Beginning with the FY 2001, Sanitation was reclassified to an Enterprise operation and fees resulting from this activity are recorded as an income to the Sanitation Fund. No fee increases are proposed for FY 2004. FY 2003 -2004 Revenues, $712,134 Fines do forfeitures This category represents revenue account related to the school crossing guard program code enforcement violations, police- issued fines and forfeitures, library fines, false alarm fees, and parking meter collections. Additionally, extra duty charges and the corresponding 25% surcharge revenues are recorded here. Beginning 10/1/2004, penalties and delinquent charges will be reported in the source fund (Sanitation or Storm water). FY 2003 -2004 Revenues: $367,660 Charges for services Fines A Forfeitures Vii The Adopted FY 2003 -04 General Fund Budget is $10,243,051 -- $471,844 (4.831/6) greater than the FY 2002 -2003 Adopted Budget. Other Revenues and Transfers -in 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 2003 -2004 Revenues: $ 1,193,860 Sanitation and Storm Water Fees The Village provides residential and commercial sanitation services. The Village is also responsible for the maintenance and construction of various storm -water utility projects. The Sanitation Fees were constant at $420.00 for nine years. Due to insurance and dumping fee increases, rates were increased 5% to $440.00 annually. For FY 2000 and FY 2001, the Village charged $30.00 annually for storm water utility services. That rate increased to $32.00 on 101112002. FY 2003 -2004 Revenues: $1,742,799 Annual Sanitation Fee to Homeowners Viii y"oR�s RIWANAYOR/COUNCIL ... l..M ORGANIZATION C HART rag isok lORiDp` MAYOR/COUNCIL MAYOR JIM McCOY VICE MAYOR HERTA HOLLY COUNCILMAN AL DAVIS COUNCILMAN ED QUINTON COUNCILMAN GREG ULLMAN VILLAGE CLERK BARBARAA.ESTEP EXECUTIVEASST. VILLAGE MANAGER TO VILLAGE MANAGER — BARBARA A ESTEP THOMAS J. BENTON VILLAGE ATTORNEY RICHARD SARAFAN, ESQ. -1- FISCAL. YEAR 2003 -2004 OPERATING BUDGET Miami Shores Village, Florida MAYOR& COUNCIL Services, Functions and Activities I., I 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. I 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 candi- dates 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. BUDGET HIGHLIGHTS The total budget of $7,108 reflects an increase of $329 resulting primarily from increases in Travel ($350), office supplies ($300), training & education ($150) which is partially offset by reductions in printing ($500), per diem ($150) and uniforms ($145). A' D 0 P T E b -2- OFFICE OF THE MAYOR Et COUNCIL. Code 001 -0100 -511 CODE CLASSIFICATION AMOUNT EXPLANATION PERSONNEL SERVICES .11000 Executive Salaries $ 5 Mayor & Council members receive annual stipends of $1 each as stipulated by the .42000 Postage $ Village Charter .24000 ISF: Workers' Compensation $ 90 Calculation prepared by the Finance correspondence .42100 Department using a Village -wide $ - Not required for FY 2003 -04. schedule, allocating the total workers' ISF: Risk Management $ 288 compensation costs to all user divisions Subtotal Personnel Services S 95 Department using a Village -wide OPERATING EXPENSES .40000 Travel $ 750 Conferences and meetings reimbursement Liability and casualty insurance costs and for Council members .40200 Travel, Per Diem Allowance $ 200 Per diem costs for conference attendance .42000 Postage $ 50 Mailing costs for Village Council correspondence .42100 Freight / Shipping Charges $ - Not required for FY 2003 -04. .45100 ISF: Risk Management $ 288 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. .47000 Printing $ 250 Stationary and business cards for Council members .49000 Other Current Charges $ 1,000 Plaques, flowers and awards requested by Council, photos for Council functions and presentations .51000 Office Supplies $ 125 Office supplies for five (5) Council members .52200 Other Operating Expenses $ 800 Supplies and materials needed to service and support the department's operation .54000 Subscriptions and Memberships $ 2,050 Annual dues for Florida League of Cities and Miami -Dade League of Cities -3- OFFICE OF THE MAYOR £t COUNCIL Code 001 - 0100 -511 .................. ... ... ................ ....... .............................. .. . CODE CLASSIFICATION AMOUNT EXPLANATION OPERATING EXPENSES - Continued .58000 Training a Education 58300 Organization Meetings $ 1,000 $ 500 Subtotal: Operating Expenses $ 7,013 TOTAL: Office of the Mayor and Village Council Registration Fees for Conference /Training Attendance. Attendance at Miami -Dade County League of Cities meetings -4- FISCAL YEAR 2003 -2004 OPERATING BUDGET Miami Shores Village, Florida OFFICE OF THE VILLAGE ATTORNEY 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 ordi- nances, resolutions and the implementation of Council goals and legislative priori- ties. The Village Attorney also provides legal counsel, representation in legal matters, the preparation and review of contacts or agreements, as well as other legal docu- ments. 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. BUDGET HIGHLIGHTS Total budget of $193,256 reflects a 13.09% increase valued at $22,363. This increase primarily results from. increases in the hourly fee paid to the Village Attorney ($20,000) and fees for special franchise negotiations ($12,000) which are partially offset by a reduction in the labor attorney fees ($12,000). Note that the costs for franchise will be over and above standard services. Were the Village to outsource this function, costs would increase over $35,000; therefore, it is more cost effective to retain this service with in -house counsel. A D 0 P T E 0 -5- OFFICE OF THE VILLAGE ATTORNEY Code 001- 0200 -514 .n.......- w...... n...........Y............rr.e.e ... ®.e..no..... .....m.... .u. ®... CODE CLASSIFICATION AMOUNT EXPLANATION PERSONNEL SERVICES .24000 ISF: Workers' Compensation $ Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions Subtotal Personnel Services $ - x OPERATING EXPENSES .31200 Professional Services: $ 45,000 Fees anticipated for special Legal research, Legal - General opinions, supplemental negotitations or representation .31210 Professional Services: $ 50,400 Legal retainer for Village Attorney Legal- Retainer .31220 Professional Services: $ 50,000 Fees anticipated for general labor costs and Legal - Labor representation on labor issues as needed .31230 Professional Services: $ 25,000 Legal fees anticipated for Village Legal - Litigation representation brought to the court system .31245 Professional Services: Cable $ 12,000 Legal fees anticipated for renegotiating the FranchiseRenewal cable television franchise agreement. .31250 Professional Services: $ 8,000 Fees for serving notices, taking depositions, Legal - Other and other court related services .40000 Travel $ 250 Funding for costs incurred while attending seminars, training or other educational activities .42000 Postage $ 50 Special delivery or mailing of legal materials .45100 ISF: Risk Management $ 731 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. .47000 Printing $ 250 Printing of Stationary/ Business cards .54000 Subscriptions and Memberships $ 1,200 Law Update, miscellaneous publications .58000 Training it Education S 375 Attendance at workshops and seminars Subtotal: Operating Expenses S 193,256 TOTAL: Ofc of the Village Attorney $ 193,256 OR VILLAGE MANAGER'S OFFICE un umM u 0 ORGANIZATION CHART �ijpP►- R SPECIAL PROJECTS ADMINISTRATOR VACANT PUBLIC WORKS DIRECTOR DAVE TRAILL RECREATION DIRECTOR JERRY ESTEP VILLAGE MANAGER THOMASJBENTON FINANCE III BU URTISDCRAIG R DIRECTOR OF LIBRARY SERVICES ELIZABETH ESPER VILLAGE ATTORNEY RICHARD SARAFAN EXECUTIVE ASST — -- — TOVILLAGE MANAGER BARBARAESTEP CHIEF OF POLICE RICHARD MASTEN PLANNING & ZONING / CODE ENFORCEMENT DIRECTOR ALLYN BERG FISCAL YEAR 2003 -2004 OPERATING BUDGET Miami Shores Village, Florida OFFICE OF THE VILLAGE MANAGER Services, Functions and Activities The Office of the Village Manager is responsible for the management and operation of all aspects of the Village. As Chief Executive and Administra- tive 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. BUDGET HIGHLIGHTS Total budget of $267,883 reflects a 0.56% increase of $1,489 which primarily results from increases in workers' compensation premituns ($2,239), contractual retirement contribution ($1,120); health insurance ($945); training ($300). These increases are partially offset by reductions in personnel contingency ($2,433); fleet maintenance ($534) and telephone costs — centralized to Non-departmental ($408). A.® 0 P T E b OFFICE OF THE VILLAGE MANAGER Code 001 -0300 -512 ............. .............._.....o................. ..... ._.....,....._........o....._ CODE CLASSIFICATION AMOUNT EXPLANATION PERSONNEL SERVICES $ 15,180 .11000 Executive Salary $ 117,265 Village Manager base salary .11001 Executive Benefit - General $ 3,120 Executive benefit package .11001 Executive Benefit - Manager $ 15,472 Contractually negotiated pension .12000 Regular Salaries $ 52,400 .21000 FICA $ 15,180 .23000 Health insurance $ 6,600 24000 ISF: Workers' Compensation 29990 Contingent Personnel Costs $ 2,959 $ 10,172 contribution (1) Special Projects Administrator Social Security and Medicare taxes Projected health insurance premium for staff; coverage to fund health and dental base HMO coverage 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 -9- Subtotal Personnel Services $ 223,168 OPERATING EXPENSES .31260 Professional Services: $ 24,000 Lobbying service agreements for two (2) Lobbyist lobbyists: (1) State, (1) County .34000 Contractual Services $ 700 Contractual maintenace service on assets of this department .40000 Travel $ 1,000 Manager's attendance at various meetings and conferences; Special Project Administrator's attendance at State legislative sessions .40200 Per Diem Allowance $ 175 Per Diem allowance while attending conferences .41000 Telephone Expenses $ 792 Represents funding for dedicated telephone and fax line in Manager's office -9- OFFICE OF THE VILLAGE MANAGER Code 001 - 0300 -512 .....o............... ... ... ®.....e------- .o..m. ®.._.....o..... CODE CLASSIFICATION AMOUNT EXPLANATION OPERATING EXPENSES - Continued .41100 Telephone Long Distance $ 100 Estimated costs for long distance calls 41200 Cellular Telephone $ 700 Nextel cellular telephone costs .42000 Postage $ 300 Postage cost for Manager's /Special Projects Administrator's correspondence .45100 ISF: Risk Management $ 7,150 Finance determined insurance cost allocations for departmental insurance and other risk - related costs incurred and paid by the internal service fund. .45200 ISF: Fleet Maintenance $ 3,848 Finance determined cost allocation for the acquisition, operation and maintenance of the department's vehicles) and equipment .46200 Repairs and Maintenance $ 250 To fund damaged or broken equipment and fixtures in the department and are not covered by service contract .47000 Printing $ 500 Miscellaneous printing of stationary, business cards, flyers, reports, announcements, and grant applications .48000 Advertising and Promotions $ 1,200 Promotional costs for miscellaneous plaques and annual advertising cost in Chamber directory. .51000 Office Supplies $ 500 Pens, paper, ink and other office supplies for a one year period for two (2) full -time employees .52200 Other Operating Expenses $ 500 Costs for supplies not reflected in office supplies. .54000 Subscriptions and Memberships $ 2,500 Miscellaneous publications and books, and membership fees for the Miami -Dade City /County Management Association, FCCMA, ICMA, and Chamber of Commerce. .58000 Training and Education $ 500 Training /Workshop /Seminar Registration Fees. Subtotal: Operating Expenses $ 44,715 TOTAL: Office of the Village Manager $ 267,883 - 10- UR aF,s. VILLAGE CLERK C. ORGANIZATION CHART Fj�R'.�p► VILLAGE CLERK BARBARA A. ESTEP RECEPnONIST CHERYLCHANCELLOR -11- FISCAL YEAR 2003 -2004 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 forbids and board member vacancies. Notices are also published for changes to the Comprehensive Plan and changes in land use. The Clerk's office is re- sponsible for complying with records requests in the form of paper copies, audio and video copies. In addition to the above duties, the Clerk's office administers the Village's Occupational Licensing program, ensuring payment of applicable taxes on a yearly basis. The issuance of film and peddler (solicitor) permits are also facilitated by the Clerk's office. Fiscal Year 2003 Achievements Successfully coordinated and ran the April, 2003 Village Council Election, including direct supervision of the election process and voting tabulations. Hired and managed an outside consultant to update and redesign the Village's web page, allowing for in- creased information and access to Village information. Goals and Objectives for FiscalXear 2004 9 To process Fiscal Year 2004 occupational licenses utilizing the MainStreet License program. • By ensuring proper information is input into the system to meet the August 1, 2003 deadline per State Statute having occupational licenses available for renewal. • By providing proper documentation to the Village Council for approval of the license tax increase as allowed by State Statute. X� To develop and distribute the twice monthly Village Council meeting agenda. • By ensuing the appropriate back -up material is available on each Council agenda item. • By ensuring that the Village Council Agenda packets are delivered in a timely manner. �X To facilitate codification of the ordinances adopted subsequent to the last code book update. • By providing adopted ordinance information to the Municipal Code Corporation for printing and inclusion in the Miami Shores Village Code of Ordinances. A 0 P T E 0 _12_ FISCAL YEAR 2003 -2004 OPERATING BUDGET Miami Shores Village, Florida OFFICE OF THE VILLAGE CLERK BUDGET HIGHLIGHTS Total budget of $135,135 reflects a 5.07% decrease or $7.218. This results from the partial reallocation ofthe receptionist salary with the Finance Department ($9,032); other current charges ($1,000); telephone — centralized to non - departmental ($750). These reductions are partially offset by increases in workers' compensation premiums $1,313; health premiums ($945) and travel costs ($865). A D 0 P T E b -13- OFFICE OF THE VILLAGE CLERK Code 001- 0303 -512 CODE CLASSIFICATION AMOUNT EXPLANATION PERSONNEL SERVICES .11000 Executive Salary $ 63,303 Village Clerk base salary .11001 Executive Benefit - General $ 3,120 Executive package .12000 Regular Salaries $ 9,688 (1) Receptionist (partially allocated with Finance Department) Recording Secretary (as needed for Board meetings) .21000 FICA $ 6,438 Social Security and Medicare taxes .23000 Health Insurance $ 6,600 Projected health insurance premium for staff; coverage to fund health and dental base HMO coverage .24000 ISF: Workers' Compensation $ 2,033 Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions .29990 Contingent Personnel Costs $ 8,048 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 $ 99,230 OPERATING EXPENSES .31000 Professional Services $ 8,500 Costs for background and pre- employment verification testing for all candidates in the Village .34000 Contractual Services $ 60 Maintenance contracts allocated and specialized - Selectric III typewriter .40000 Travel $ 1,365 FAOLO, IIMC Institute, FACC annual conference, miscellaneous luncheons, meetings .40200 Per Diem Allowance $ 280 Per Diem Allowance while attending conferences. .41000 Telephone Expenses $ Fees centralized by Finance Department for FY 2003 -2004 .41100 Telephone Long Distance $ 50 Estimated costs for long distrance or toll calls - 1.4 - -15- OFFICE OF THE VILLAGE CLERK Code 001. 0303 -512 •....e.o•r. CODE ..........n. bvw .w......i••an CLASSIFICATION ........n .............v.....o..o........ AMOUNT EXPLANATION OPERATING EXPENSES - Continued .42000 Postage $ 700 Mailing of occupational licenses and follow up correspondence .42101 Courier / Delivery Services $ 50 Overnight and hand delivery services .45100 ISF: Risk Management $ 5,750 Finance determined insurance cost allocations for departmental insurance and other risk - related costs incurred and paid by the internal service fund. .47000 Printing $ 250 Printing of forms .48000 Advertising and Promotions $ 10,000 Costs for advertising vacant positions and ordinance advertising. .49000 Other Current Charges $ 4,000 Code Book Codification .51000 Office Supplies $ 350 Pens, paper, ink and other office supplies for a one year period for two (2) full -time employees .52200 Other Operating Expenses $ 400 Supplies for electronic filing system, records retention and ordinance- related transactions .54000 Subscriptions and Memberships $ 650 Florida Association of City Clerks, International Institute of Municipal Clerks, Florida Association of Licensing Officials, Miami -Dade County Municipal Clerks Association .58000 Training and Education $ 3,500 Conference registrations, costs for annual volunteer and employee appreciation parties Subtotal: Operating Expenses $ 35,905 TOTAL: Office of the Village Clerk $ 135,135 -15- yH4 BODE ENFORCEMENT ORGANIZATION C HART �iORID�' CODE ENFORCEMENT DIRECTOR VACANT SENIOR CODE ENFORCEMENTOFFICER VACANT CODEENFORCEMENT OFFICER ANTHONY FLORES ADMINISTRATIVE ASSISTANT IRENE FAJARDO CODEENFORCEMENT OFFICER HILLARY SKUMANICH I -16- c FISCAL YEAR 2003-2004 OPERATING BUDGET Miami Shores Village, Florida CODE ENFORCEMENT DEPARTMENT Services, Functions and Activities The Code Enforcement Department performs community -wide inspections to maintain the highest standards of Miami Shores Village. By forging an alliance with the commu- nity and its residents, staff is able to achieve an exceptionally high compliancy percent- age. 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, Public Works and Finance Departments in order to achieve Village -wide commu- nity improvement programs. Fiscal Year 2003 Achievements Proactively pursued minimum housing code violations in order to improve existing housing and maintain higher property values. Performed property surveys and conducted neighborhood "sweeps" in order to identify declining conditions. Developed a new, less intimidating Code Enforcement courtesy notice. Implemented a more customer friendly approach to Code Enforcement by encouraging efforts to establish contacts in the field without the necessity or writing "violations." Collected over $100,000 in code fines for non - compliance. Reduced code complaints by creating brochures and newspaper articles informing the public about building and zoning requirements. Initiated program to review old liens and purge obsolete files. Goals and Objectives for FiscalYear 2004 To reduce the number of complaints referred to the Code Enforcement Department. • By preparing and issuing a minimum of four (4) quarterly newsletter articles in the Village News, educating the public on Code requirements, modifications and /or changes, flood hazards, alley cleaning, hedge trimming, and other responsibility centers by 09/30/2004. IN iiiiiiiiiiiii 1 11 1 11 FISCAL YEAR 2003 -2004 OPERATING BUDGET Miami Shores Village, Florida CODE ENFORCEMENT DEPARTMENT Goals and Objectives for Fiscal Year 2004 - Continued To improve the image of Code Enforcement. • By providing a minimum of three (3) training programs to Code Enforcement officers focusing on sensitivity training by 09/30/2004. • By completing a Code Enforcement Public Information document, increasing public awareness and understanding of code enforcement actions, relaying the positive results and benefits to the community and individual financial enhancement recognized by increased property valued by 06/30/2004. BUDGET HIGHLIGHTS Total budget of $244,657 reflects a 0.22% decrease valued at $541 less than FY 2003 levels. This results primarily from a personnel cost increase of $25,591 in Executive Wages. This increase resulted from the departmental reorganization o f FY 2003 and the creation of the Code Enforcement Director, previously a sub- function ofthe Plan- ning & Zoning Department. The FY 2003 amounts reflect partial -year funding while FY 2004 budgets for the full year along with associated taxes and benefit costs. Note the costs for the administrative assistant position in this department is allocated on an equal basis with the Planning & Zoning Department. Additional increases in personnel costs are partially offset by savings found in Contractual services ($450); Telephones — centralized to the non - departmental accounts ($1,100); Fleet Maintenance ($6,598); and Training/Education ($3,000). A b 0 P T E D -1s- .14000 Overtime $ 1,500 .21000 FICA CODE ENFORCEMENT DEPARTMENT 13,281 .23000 Code 001 -0351 -512 $ CODE CLASSIFICATION AMOUNT EXPLANATION PERSONNEL SERVICES .34000 Contractual Services .11000 Executive Wages $ 62,400 (1) Code Enforcement Director .11001 Executive Benefit $ 3,120 Executive Benefit package .12000 Regular Salaries $ 102,214 (1) Sr. Code Enforcement Officer .14000 Overtime $ 1,500 .21000 FICA $ 13,281 .23000 Health Insurance $ 14,850 .24000 ISF: Workers' Compensation $ 3,850 .29990 Contingent Personnel Costs $ 4,370 (2) Code Enforcement Officers (1) Administrative Assistant (50 %) - - - -- salary split with Planning & Zoning Funding to provide for approximately 50 hours of overtime necessary for code enforcement board and other special meetings resulting from Code Board backlog Social security and Medicare taxes Projected health insurance premium for staff; coverage to fund health and dental base HMO coverage 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- Subtotal Personnel Services $ 205,585 OPERATING EXPENSES .34000 Contractual Services $ 1,050 Minutes transcription of cases by court reporter for case appealed to Circuit Court .34200 Court Filing Fees $ 2,900 Record notices, orders and lien releases .41000 Telephone Expenses $ - Fees centralized by Finance Department for FY 2003 -2004 .41100 Telephone Long Distance $ 400 Estimated costs for long distance calls -19- CODE ENFORCEMENT DEPARTMENT Code 001 -0351 -512 CODE CLASSIFICATION AMOUNT EXPLANATION OPERATING EXPENSES - Continued .42000 Postage $ 4,500 Correspondence and certified mail, notices of -20- violations .45100 ISF: Risk Management $ 10,391 Finance - determined insurance cost allocations for departmental insurance and other risk- related costs incurred and paid by the internal service fund .45200 ISF: Fleet Maintenance $ 10,931 Finance - determined cost allocation for the acquisition, operation and maintenance of the department's vehicle(s) and equipment .46200 Repairs and Maintenance $ 350 Repair and maintenance of office equipment not covered by service agreements .47000 Printing $ 2,100 Printing of educational or advisory pamphlets, notice of violations, affidavits, and film development .51000 Office Supplies $ 1,200 Pens, paper, printer ink, brochures, and other office supplies for a one year period for three and one half (3.5) full -time employees .52200 Other Operating Expenses $ 2,650 Film purchase, toner for printers, software upgrade requirements to generate reports for Code Enforcement programs .52400 Uniforms $ 450 Uniform costs for three (3) staff members per contract: (5) pants, (5) uniform shirts with logo, belts and shoes where applicable .54000 Subscriptions and Memberships $ 150 Florida Association of Code Enforcement .58000 Training and Education $ 2,000 Continued education funding for Enforcement staff and computer training (allocated) for administrative secretary Subtotal. Operating Expenses $ 39,072 TOTAL: Code Enforcement Division $ 244,657 -20- y 0! BUILDING DEPARTMENT ORGANIZATION CHART BUILDING DIRECTOR CURTIS CRAIG EXECUTIVE ASSISTANT ANGELA BECKER PERMITCLERK CLERICAL ASSISTANT MABEL VARGAS I I GLADYS VILLAR -zl - FISCAL, YEAR 2003 -2004 OPERATING BUDGET Miami Shores Village, Florida BUILDING DEPARTMENT Services, Functions and Activities II The Building Department is responsible for the enforcement of all State, County and municipal construction and building related codes. Building inspections ensure compli- ance with the Miami Shores Village Code, the Florida Building Code and all other appli- cable State and Federal codes. Compliance includes building plans examination, permit- ] ting and the inspection of construction methods and materials. The Department pro- f cesses all permit applications, ensuring the mandatory information and documentation are included. This includes, but is not limited to signs and plans, specifications, calcula- tions, surveys, licenses, certificates of insurance, Miami -Dade product approval for mate- rials to be used. Upon completion of the project, the Department issues a certificate of occupancy or certificate of completion. Fiscal Year 2003 Achievements Hired afull -time permanent Building Official. Processed in excess of 5,000 inspections this fiscal year. Prepared and issued over 3,000 permits this fiscal year. Implemented Phase 1 of an automation and technology advancement program. Goals and Objectives for Fiscal Year 2004 II To provide building and construction compliance services. • By processing and issuing all minor permits within three (3) working days, • By processing and issuing all permits, except new structures, within five (5) working days. • By performing requested inspection service within one (1) working day. M To improve Customer Service, • By increasing effectiveness of checklists of required items for permits. • By responding to all telephone messages and e-m ails within twenty -four (24) hours. • By requiring staff attendance at a minimum of three (3) customer service training sessions by 09/30/2004. TI To increase the use of technology. • By completing Phase 11 of the department's automated permitting functions by 12/31/2003. ° By completing the department's automated record keeping and property files by July 31, 2004. 0 r•, FISCAL YEAR 2003 -2004 OPERATING BUDGET Miami Shores Village, Florida BUILDING DEPARTMENT BUDGET HIGHLIGHTS Total budget of $334,153 reflects a 21.06% reduction or $89,167. This reduction is primarily a result of the hiring of the new department head during mid -FY 2003 and the corresponding reduction of the outside contractual service fees. FY 2004 request also includes COLA and anniversary merit increases for eligible staff. Health premiums increase to $3,300 annual per employee ( +$2,096). Operating costs decrease $99,636 as a result of savings in contractual services ($80,000) as the need for an outside contractor no longer needed with the hiring ofthe Building Director; risk management ($53,120) which offset increases to professional services needed for architectural re- view fees ($8000) and travel costs ($1,000). Fleet maintenance increases (424,262) are a result of a new vehicle acquition for the department. A D 0 P T E D _23_ -24- BUILDING DEPARTMENT Code 001.0400 -524 CODE CLASSIFICATION AMOUNT EXPLANATION PERSONNEL SERVICES .11000 Executive Salary $ 68,000 Building Director base salary .11001 Executive Benefit - General $ 3,120 Executive benefit package .12000 Regular Salaries $ 90,223 (1) Executive Assistant (2) Clerical Asssistant .14000 Overtime $ 750 Funding for approximately 50 hours of overtime for special projects. .21000 FICA $ 13,392 Social Security and Medicare taxes .23000 Health Insurance $ 13,200 Projected health insurance premium for staff; coverage to fund health and dental base HMO coverage .24000 ISF: Workers' Compensation $ 1,979 Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions .29990 Contingent Personnel Costs $ 12,971 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 $ 203,635 OPERATING EXPENSES .31000 Professional services $ 8,000 Engineering consulting services and review by outside structural engineer contractor .34000 Contractual Services $ 75,000 Funding for fees to external contractors that provide inspection on Plumbing, Electrical and Mechanical permits .40000 Travel $ 1,000 Director's attendance at various building - related conferences, seminars and meetings .41000 Telephone Expenses $ Fees centralized by Finance Department for FY 2003 -2004 -24- -25- BUILDING DEPARTMENT Code 001 -0400 -524 o.._....._e.._.._._� CODE _. r...._,-- °-- CLASSIFICATION -.s......_� ,. ................................ AMOUNT EXPLANATION OPERATING EXPENSES - Continued i .41100 Telephone Long Distance $ - Not required for FY 2003 -2004 .41200 Cellular Telephone $ 780 Nextel cellular telephone costs ( .42000 Postage $ 450 Correspondence and certified mail .45100 ISF: Risk Management $ 7,714 Finance determined insurance cost allocations for departmental insurance and other risk - related costs incurred and paid by the internal service fund. .45200 ISF: Fleet Maintenance $ 28,644 Finance determined cost allocation for the acquisition, operation and maintenance of the department's vehicles) and equipment. .46200 Repairs and Maintenance $ 1,100 Funding for costs that are not covered by service agreements and other contracts when ( furniture, fixtures or other assets are damaged and /or broken. .47000 Printing $ 3,000 Printed forms for Building: permits, garage sale, other miscellaneous printing i .51000 Office Supplies $ 1,575 Pens, paper, ink and other office supplies for ( a one year period for four (4) full -time employees ( .52400 Uniforms $ 500 Cost for the purchase of staff and contractor ( uniforms including shirts, jackets, badges, etc. .54000 Subscriptions and Memberships $ 250 Building Official's Association of Florida, ( South Florida Building Official Council, Dade Council, National Notary Association ( .58000 Training and Education $ 2,500 Costs for on -going license training and better ( service training to comply with the Village I Manager's directive. Subtotal: Operating Expenses $ 130,518 TOTAL: Building Department $ 334,153 -25- ygOR�s PLANNING & ZONING ... �.��.� ORGANIZATION CHART LpRIUP PLANNING &ZONING DIRECTOR ALLYN BERG ADMINISTRATIVE ASSISTANT IRENE FAJARDO -26- FISCAL YEAR 2003 -2004 OPERATING BUDGET Miami ,bores Village, Florida PLANNING and ZONING DEPARTMENT The Planning and Zone g Department accepts developmentproposals and conducts meetings with homeowners, contractors, developers, attorneys, architects and other Village staff to effectively, efflcientty 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 & Zoning board for all variances, site plans and ordinance revisions. This Department provides st of F supportfor the Board on special. projects as well as actingas the official stafl7iaism between the Board and Village. The Department is responsible to investigate and report matters as assigned by the Village Manager. New ordinances, staff reports and matrials 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. Fiscal Year 2003 Achievements Drafted and updated revisions to the Land Development ordinance for review by the Planning and Zoning Board. Processed over 120 cases to the Planning and Zoning Board, including 9 for new houses. Established a web site with current zoning and land development information contained thereon, as well as many ofthe forms needed for filing before the Planning and Zoning Board. Collected $20,000 in plan review fees. Goals and Objectives for FiscalYear 2004 rl To provide quality plan review for permitting and Planning and Zoning Board. • By developing and utilizing a critique sheet to be used for all plan reviews by 06/ 30/2004. • By meeting with a minimum of fifty (50) applicants prior to the Planning and Zoning Board meeting to provide input on the plan and to prepare the application by 09/30/2004. 1T To improve and inaintain community appearance. • By reviewing a minimum of twenty (20) permit applications for compliance with the Code by 09/30/2004. • By assessing paint colors for harmony with the neighborhood. • By completing a minimum of fifty (50) field checks for proposed work for conformity on the site by 09/30/2004. 13 To update the Land Development Code. • By scheduling the second Planning and "Zoning Board meeting to discuss Code revisions by 12/31/2003. • By drafting new Codes for review by 06/30/2004. • By scheduling a review and adoption by village Council by 09/30/2004. FISCAL YEAR 2003 -2004 OPERATING BUDGET Miami Shores Village, Florida PLANNING and ZONING DEPARTMENT BUDGET HIGHLIGHTS Total budget of $131,385 reflects a $28,806 decrease of 17.98% less than 1~Y 2003. This is a result of decreases in workers' compensation premiums ($27,215) correcting a prior year budgetary overstatement. Other cost decreases include printing ($1,000); office supplies ($1,240) and executive wages ($1,054) which more than of -sets in- creases in health insurance premiums ($786); training/education ($500) and fleet costs ($3,644). Note: the cost associated with the Administrative Assistant in this depart- ment is equally allocated with the Code Enforcement department. A b® P T E D -28- PLANNING it ZONING DEPARTMENT Code 001- 0450 -524 CODE r .CLASSIFICATION AMOUNT EXPLANATION PERSONNEL SERVICES .11000 Executive Salary $ 72,706 Planning and Zoning Director .11001 Executive Benefit - General $ 3,120 Executive benefit package .12000 Regular Salaries $ 13,654 Administrative Assistant (50% allocation for Code .21000 FICA $ 7,313 .23000 Health Insurance $ 4,950 .24000 ISF: Workers' Compensation $ 2,319 29990 Contingent Personnel Costs S 6.119 Subtotal Personnel Services $ 110,181 Enforcement Department) Social Security and Medicare taxes Projected health insurance premium for staff; coverage to fund health and dental base HMO coverage 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 OPERATING EXPENSES .31000 Professional Services $ 5,000 Comprehensive Plan update and Evaluation and .34100 Contractual Services : $ 250 Temporary Labor .40000 Travel $ 500 .41000 Telephone Expenses $ - .41100 Telephone Long Distance $ 120 .41200 Cellular Telephone $ 780 .42000 Postage $ 275 .45100 ISF: Risk Management $ 6,100 Appraisal report prepared by planning consultant (due Nov. 2003) Provision of temporary secretarial services during absence of regular secretary Travel to attend state planning conference Fees centralized by Finance Department for FY 2003 -2004 Estimated costs for long distance or toll calls Funding for Nextel telephone Zoning hearing notices, certified mailings miscellaneous correspondence Finance determined insurance cost allocations for departmental insurance and other risk - related costs incurred and paid by the internal service fund -29- PLANNING & ZONING DEPARTMENT Code 001 -0450 -524 CODE CLASSIFICATION AMOUNT EXPLANATION OPERATING EXPENSES - Continued .45200 ISF: Fleet Maintenance $ 3,644 Finance determined cost allocations for the .46200 Repairs and Maintenance $ 500 .47000 Printing $ 1,500 .51000 Office Supplies $ 260 .52200 Other Operating Expenses $ 600 .54000 Subscriptions and Memberships $ 425 .58000 Training and Education S 1,000 Subtotal: Operating Expenses $ 20,954 TOTAL: Planning f$ Zoning Division $ 131,135 acquisition, operation and maintenance of the department's vehicle(s) and equipment 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; provide funding for Village Manager- directed employee service Et skills training programs. -30- `SCRs FINANCE DEPARTMENT .. Hull% ORGANIZATION CHART l0RtUA COMPTROLLER CAROLYN MODESTE ACCOUNTS PAYABLE CLERK GLORIA ALDANA FINANCE DIRECTOR MARK A. MALATAK, CPA ASSISTANT FINANCE DIRECTOR VACANT ADMINISTRATIVE SECRETARY VACANT HUMAN RESOURCE ADMINISTRATOR ELIZABETH KEELEY DATA PROCESSOR SPECIALIST CLARA BENDER -31- FISCAL. YEAR 2003 -2004 OPERATING BUDGET Miami Shores Village, Florida FINANCE DEPARTMENT 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 ofthe department are: preparingthe annual operating and capital budgets at the direction ofthe Village Manager; processing no less than fifly- twoweeWpayrolls and maintaining all appropriate records; filing the necessary payroll related taxes and the coxrespondingreports; preparingtweleve monthlyfinancial reports and the annual fmancialreport,recordingallfinancialtrans actions, ensuringthe fiscal integdtyoftheVillage; and, managing the information tecbnologyfunctiims of the Village. The Depart mentis also responsible for the timely and accurate reporting of all financial activities. 'This includes the recording of all purchase orders, directpayments, invoices and daily-deposits. 'Ihedepati mentisr+esponsibletc)reomcleamir imurrioffourmond *barkstatffnmts,confixrning all cash and electronictransactions. The department also is charged with monitoring and coordinating the Villages four retirement plans: the General Employees' Pension System, the (new) Police Officers'Retirement System., the ICMA -457 Deferred Compensation Plan and the VALIC -457 Deferred Compensation Plan. The responsibilities include the coordination ofquarterly board oftrustee meetings, distribution of materials and information to trustees and plan members, timely deposits of employee and vfilage contributions to all funds; and collating the year -end financial data for audit and year-end state reportingreTairrments. Medepartrnent also manages the Vfilage 's risk managenxentfunction, employee benefitprograms, cash management, debt servicemanagerrient , central stores, payroll, accounts payable and receivable and other finance - related matters. Fiscal Year 2003 Achievements Prepared and implemented the FY 2002 -2003 Operating and Capital Budgets. Complete the FY2001 -2002 ComprehensiveAnnual Financial Report. Implemented the second of several phases ofthe transition to the MainStreet computer software program. Negotiated a $500,000 line of credit to fund the Capital Projects. Closed a $1.3 millionloan, refinancing old debt ata $70,000 interst cost savings and making $925,000 available for the Second Avenue Rehabylitation Project. Q 0 P T E b -32- FISCAL YEAR 2003 -2004 OPERATING BUDGET Miami Shores Village, Florida FINANCE DEPARTMENT Goals and Objectives for FiscalYear 2004 V To process accounting reports • To prepare a minimum of 52 ,Areekly payrolls by 9 -30 -2004. • To close a minimum of twelve monthly financiat reports by 9 -30 -2004. • To reconcile a minimum of 28 bank statements by 9 -30 -2004. • To prepare a minimum of 12 tax return reports by 9 -30 -2004. IX To prepare financial reports • To complete the FY 2002 -2003 CAFR by 01 -15 -2004. • To prepare a minimum of four quarterly financial performance reports for managements' review by 9 -30 -2004. • To prepare a Proposed Operating Budget for FY 2004 -2005 by 07 -31 -2004. • To prepare a Proposed Capital Improvement Budget for FY 20052009 by 06 -30 -2004. L1 To manage the information technology systems of the Village • To complete no less than 360 system backups by 09/30/2004. • To implement no less than five system upgrades each quarter. • To upload and implement no less than twelve virus- protection upgrades by 09/30/2004. • To implement the Purchase Order and Requisition Module by 06/30/2004. • To implement the Human Resource Management module by 09/30/2004. I1 To manage the Village's Risk Programs. • To negotiate the Village's $1 MM risk management contracts thru RFP by 05 /31/2004. • To complete the annual actuarial report no later than 04/30/2004. • To issue an Internal Service Status report no later than 05/31/2004. 9 To comply with State and Federal Reporting Statutes • To file a minimum of four quarterly Payroll reports by 09/30/2004. • To prepare and issue no less than 350 IRS Form W2s by 01 /31/2004-. • To complete and file four quarterly IRS Form 941 by 09/30/2004. • To complete and file the annual IRS Form 94.0 by 01 /31/2004 • To complete and file four Florida UCT6 Reports to the Dept of Labor by 09/30/2004. • To complete and file the annual Police Pension Report with the State by 03/31 /2004. 1 FISCAL YEAR 2003 -2004 OPERATING BUDGET /Miami Shores Village, Florida FINANCE DEPARTMENT BUDGET HIGHLIGHTS r Total budget of $554,299 reflects a 1.08% increase of $5,928 greater than FY 2003. This increase results from regular wages ($25,758 -full year funding for Asst. Director); health insurance premium increase to $3,300 annually per employee ($8,754) and workers' com- pensation premiums ($4,822). Contingent personnel costs ($16,223) include funding for annual COLA and Anniversary Merits for qualified staff. Total personnel cost increase of $60,662 are offset by decreases in capital outlay ($19,545 — completed computer conver- sion under budget); and operating costs of $35,189. The operating cost decreases include contractual services $14,785 for PC Maintenance & service agreements; temporary labor ($7000 — no longer required); telephone — centralized to non - departmental ($3,570); liabil- ity insurance ($3,709) and professional services $2,500- no longer need computer consult- ant which more than cover the cost increase for auditing services $4,125. c A D ® P T 34 - E p �. - FINANCE DEPARTMENT Code 001- 0500.513 CODE CLASSIFICATION AMOUNT EXPLANATION PERSONNEL SERVICES .11000 Executive Salary $ 86,447 Chief Financial Officer base salary .11001 Executive Benefit - General $ 3,120 Executive benefit package .12000 Regular Salaries $ 238,673 (1) Assistant Finance Director (1) Comptroller (1) Human Resource Administrator (1) Accounts Payable Clerk (1) Data Processing Specialist (1) Receptionist (50% split with Clerk) .14000 Overtime $ 1,000 Wages for excess hours related to budget preparation, year -end audit and Phase II technology upgrades .21000 FICA $ 26,528 Social Security and Medicare taxes .23000 Health Insurance $ 21,450 Projected health insurance premium for staff; coverage to fund health and dental base HMO coverage 24000 ISF: Workers' Compensation .29990 Contingent Personnel Costs $ 6,981 $ 17,532 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 $ 4 09,731 1Z OPERATING EXPENSES .31000 Professional Services $ Not required for FY 2003 -2004 32000 Professional services: Audit $ .32100 Professional service: Computerization $ 59,125 Funding for mandatory external audit - general and special revenue fund component including conversion to GASB 34 and A103 (Single Audit Act) 500 Funding to implement the HR Module included in FY 2004 Capital Budget -35- FINANCE DEPARTMENT Code 001 -0500 -513 yev• �.Y ww�vawoY .law�ww W Y w �geewww •w�• eeee Ywww�wei�w•r,rYV S.Yw •wsee�.vv�Ye�we� }vv�vYe� eYY�we�vu��vv CODE CLASSIFICATION AMOUNT EXPLANATION OPERATING EXPENSES (Continued .3400 Contractual Services $ 36,060 Maintenance contract for computer .40000 Travel $ 1,350 .40200 Per diem allowances $ 150 .41000 Telephone Expenses $ 930 .41100 Telephone Long Distance $ 800 .42000 Postage $ 2,500 .42100 Freight J Delivery Charges $ 100 .42101 Courier / Delivery Services $ 100 .45100 ISF: Risk Management $ 22,136 .46200 Repair and Maintenance $ 2,000 .47000 Printing $ 3,200 .48000 Advertising and Promotions $ 1,950 systems (including PC's), typewriters, check signer, copiers, fax machine, telephone maintenance agreement, software licensing; frame relay Transportation costs to attend National GFOA Conference (Milwaukee, WI) in June 2004 Provides funding for daily meal allowance while attending conferences Funding for dedicated line Estimated costs for long distance or tot( calls Postage for accounts payable, collection letters and correspondence Miscellaneous freight charges for purchases Hand delivery and overnight service for regulatory documents; partially offset thru bond reimbursements Finance determined insurance cost allocations for departmental insurance and other risk - related costs incurred and paid by the internal service fund Repairs to equipment not covered by contract such as cash register and laser printer Provides funding for CAFR, Capital ft Operating Budgets (Proposed Ft Adopted); Pension reports and other state - mandated documents Provides funding for Annual Budget Notices, Solid waste cost disclosure and other finance- related notices -36- FINANCE DEPARTMENT Code 001 -0500 -513 CODE CLASSIFICATION AMOUNT EXPLANATION OPERATING EXPENSES (Continued) 51000 Office Supplies $ 5,000 Pens, paper, ink and other office supplies for a one year period for six (6) full -time employees with 5% cost increase .52200 Other Operating Expenses $ 4,750 Computer paper, gummed labels, data binders, printer ribbons, computer tape, back -up tape drives with 5% cost increase .52400 Uniforms $ 300 Uniform shirts for six (6) staff members with 5% cost increase .54000 Subscriptions and Memberships $ 2,605 Memberships to GFOA, FGFOA, FICPA, AICPA, Pension it Benefits, HR Management Association, Treasury Assocation and other as- needed publications .54500 Licenses and permits $ 3,750 Annual CPA license for Director and other regulatory filing fees .58000 Training and Education $ 1,795 Conference registration (GFOA) and other Subtotal: Operating Expenses $ 149,101 CAPITAL OUTLAY .64000 Machinery Et Equipment $ 3,460 Sub- total: Capital outlay $ 3,460 TOTAL: Finance Department $ 554,292 Finance training meetings; plus Village - manager directed general training. sessions Funding for the acquisition of three replacement monitors and two replacement all -in -one printers -37- FISCAL YEAR 2003 -2004 OPERATING BUDGET Miami Shores Village, Florida FINANCE DEPARTMENT Non - Departmental Division 1 e Unclassified (orNon4 pa tnmta4 group ofaccountsrepresents administrative costs or sm�oftheGenetdFtr iddotdorwtneoessa*affectam &dgwtunmtor,tnthecmbwy, affectsmultipledeparments. McUnclassifiedaocountisalsotheeentralfundingsouroefor inteffund transfers (i.e. — transfers to fund capital projects, transfers -out to the Police and General Fanploy -w Pension Funds, etc.). Additionally, the Unclassified department includes funding for ac cumulatedleave set@ements, repre s etZti ng the payoutofleave tme for md ividuals separating ser vice with the V& -W through retirement or resignation. tliesecostsvu,evediargedti) several departments andwerenot equitablyallocated. 1 e Unclassified department also includes the General Fund Contingency account. This accomtre n�entsarashresemforemargenciesorooLmd -deterrninedtransfets. R isacommt is usually funded at $200,000 and can only be usedwith Counal appiuval. BUDGET HIGHLIGHTS Total budget of $595,853 reflects a decrease of $97,117 or 14.01 % less than FY 2003. This results from increases in personnel costs amounting to $5,436 as follows: accumulated leave settlements ($26,394); taxes ($2,019) which offset decreases in health insurance pre- miums allocated to departments ($10,000); workers' compensation premiums allocated to departments ($6,477) and unemployment compensation ($6,500). Operating_ costs increase $14,697 and result from the centralized telephone and frame relay costs ($33,192); software licensing ($4,375); fleet maintenance administrative fees ($13,360); and contractual services ($11,340) for maintenance agreements required for new technologies implemented during FY 2002 & FY 2003. These offset cost decreases in professional services ($10,000 — reclassified to 34000); liability insurance premiums allocated to departments ($24,523); spe- cial projects account for manager ($5,000); other operating costs ($5,024 — purchased sup- plies in FY 2003); and bank fees ($2,500). Transfers and other costs are reduced by $117,250 and result from decrease in the contribution to capital projects fund ($225,000); contribu- tions to the North Miami Foundation, Horace Mann and Shores Elementary ($5,000; $500, and $500 respectively); which partially offset increases in contribution to SPATS $13,750 and contingent reserves ($100,000). A ® 0 P T E D -38- FINANCE DEPARTMENT Non-Departmental- Unclassified Accounts Code 001 -0800 -519 CODE CLASSIFICATION AMOUNT EXPLANATION PERSONNEL COSTS .18500 Accumulated Leave Settlements $ 51,394 Payout for accumulated leave for employees retiring -N or separating employment .21000 FICA $ 3,932 Social security and Medicare taxes .23000 Health Insurance $ - Administrative costs above projected health and dental insurance premiums not included in departmental budgets .24000 ISF: Workers' Compensation $ Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions .25000 Unemployment Compensation $ 8,500 Quarterly contribution mandated the State for contributions to employees filing for unemployment Subtotal: Personnel Costs S 63,826 OPERATING EXPENSES .31000 Professional Services $ Funding not requested for FY 2003 -2004 .34000 Contractual Services $ 41,340 Copier, Postage Service, Fax machine, Voice mail maintenance, Internet server maintenance, Backup system support contract, Frame relay service contract, Computer service maintenace agreements, Other to be allocated .34500 Contractual Services: Newsletter $ 35,500 Design, printing, publishing and delivering of monthly "Village News" newsletter plus 10% reserve for increase .41000 Telephone $ 26,510 Main telephone service through BellSouth (excluding long distance), plus 15% reserve for cost increases, taxes and fees .41001 Telecommunications: Frame Relay $ 33,192 Frame relay monthly connection fee .42000 Postage $ 1,500 General postage not assigned a specific service .42101 Courier / Delivery Charges $ 250 Delivery charges not assigned a specific service .45100 ISF: Risk Management $ Finance determined insurance cost allocations for departmental insurance and other risk - related costs incurred and paid by the internal service fund not included in departmental budgets .45200 ISF: Fleet Maintenance $ 13,360 Finance determined cost allocation for the acquisition, operation and maintenance of department's vehicle(s) and equipment not included in departmental budgets .46200 Repairs and Maintenance $ 7,500 Equipment repairs in Village Hall; Repairs to furniture, fixtures; Unallocated repairs -N FINANCE DEPARTMENT Non - Departmental - unclassified Accounts Code 001 - 0800 -519 ..... ......_..®. .........---- ......_....v..o.. . ..e..a...o.._.. ®..a..,......... CDE CLASSIFICATION AMOUNT EXPLANATION OPERATING EXPENSES (Continued) .47000 Printing $ 1,000 Notices, special mailings, paper, forms .48000 Advertising li Promotions $ 4,500 Project advertisements; Reserve for unidentified y Y p e pension un as required by state statutes. Costs include paying agent fees, bond and fiduciary insurance costs, actuarial and audit fees, printing, postage and shipping. These costs are over and above the investment- related expenses which are paid directly by pension fund proceeds. -40- project costs .48750 Advertising: Pre - employment $ - Village Hall position advertisements; Pre - employment screenings .48400 Special Projects Account $ 10,000 Projects identified by the Village Manager on an as- needed basis which are not normally budgeted .48900 Special Projects: Charter School $ 15,000 Contracts, engineers and other special services associated with the development and continuing administration of the Charter school, to be offset by the sale of the Charter School Bond .51000 Office Supplies $ 12,500 Village -wide supply for copy paper; Pens, pencils, ribbons and other general office supplies plus reserves .52200 Other Operating Expenses $ 12,000 Toner, drums and other copy machine supplies not covered by the maintenance agreement; Village supplies (coffee, tea, cups, plates, etc.); Replacement of small office equipment; Other supplies as needed for Village -wide use unallocated .52800 Bank Fees $ 7,500 Account, check and investment fees offset by equal revenue from interest .54000 Subscriptions It Memberships $ 3,500 Employee assistance program (EAP); Village -wide subscriptions; Reserves for others unallocated .54400 Licenses, Permits & Fees $ 4,375 Annual software renewals (Anti - virus); Annual software update renewal fees .58000 Training Et Education $ 7,500 Village -wide educational programs Subtotal: Operating (Expenses $ 237,027 OTHER OPERATING EXPENSES .80605 Transfer to Police Pension $ 33,857 Administrative costs funded by the General Fund for Administration the da -to -da o erations of ih f d y Y p e pension un as required by state statutes. Costs include paying agent fees, bond and fiduciary insurance costs, actuarial and audit fees, printing, postage and shipping. These costs are over and above the investment- related expenses which are paid directly by pension fund proceeds. -40- FINANCE DEPARTMENT Non - Departmental - Unclassified Accounts Code 001 -0800 -519 CODE CLASSIFICATION AMOUNT EXPLANATION OTHER OPERATING EXPENSES -- Continued .80608 Transfer to General Employee $ 30,093 Administrative costs funded by the General Fund for Pension Administration the day - today operations of the pension fund as required by state statutes. Costs include paying agent fees, bond and fiduciary insurance costs, actuarial and audit fees, printing, postage and shipping. These costs are over and above the investment - related expenses which are paid directly by pension fund proceeds. .82010 Contribution: Horace Mann $ 500 Annual appropriation for educational facility .82020 Contribution: Miami Shores Elementar $ 500 Annual appropriation for educational facility .82070 Contribution: North Miami Foundation $ 5,000 Annual appropriation for service organization .82800 Contribution: Miami Shores Theatre $ 20,000 Previously appropriated by Council .91300 Transfer to Capital Projects $ - Funding for FY2004 Capital Projects .96000 Contingency $ 175,000 Reserve for Village -wide emergencies Subtotal: Other Operating Expenses $ 264,950 r _.... .. . ,,, ..__.r , < < .. _ _.. _ . . TOTAL: Non - Departmental Unclassified $ 565,803 Accounts -41- FISCAL YEAR 2003 -2004 OPERATING BUDGET Miami Shores Village, Florida FINANCE DEPARTMENT GO Bond Division The Viflage created aspecialDebtService Fund begmningwith FY 2000. The purpose of thisfundistore =dthemllowandoutllaw,o cash. related .tothesupplemenialadvaioremtax kV used to pay for the annual principal and interest costs associated with the General. ObhgabmBond, Series1999. Tlusbmdwassoldtodesign ,deielopandomslructthemiarni Shores AquaticsFadiy. ! ' r i BPS, r: :� • - :. •.:. •• • ,• I ! .! r a �- ::. .I 1 -;. :••; 4.. `+ ;� .> 1" 1P! I IY .I , `.•,1► I :w �I1: f71i � i1 f rlN .I � <i11� .1 .• !: • - .I :• -42- O P T E D FINANCE DEPARTMENT - DEBT SERVICE FUND Code 201- 0000 -519 CODE OCLASSIFICATION AMOUNT EXPLANATION OPERATING EXPENSES .31000 Professional services $ 4,500 Funding for the annual disclosure report to .32000 Auditing and accounting fees $ 4,500 .41000 Telecommunications $ - .41100 Telephone: Long distance $ 100 .42000 Postage $ 100 .42100 Courier and delivery fees $ 275 .47000 Printing $ 500 .49100 Bond administrative fees $ 4,000 .49150 Bond trustee fees $ 2,025 .51000 Office supplies $ 75 .52200 Other operating costs $ 2,500 .54500 License, fees and permits $ 1,250 .58000 Training and Education S 250 Knox -Wall Funding for the pro -rated portion of the FY 2003 financial audit by Rachlin Cohen ft Holtz Not required in FY 2003 -04 Calls made outside of the tri- county area related to the operations, payment and transactions of the bond Shipping fees anticipated for the delivery of financial statements and other reports Funding required to deliver financial reports and statements to local professionals Allocated cost to print the annual disclosure report and financial statements Annual payment made to Wachovia to manage bond disbursements Annual payment to Florida League to manage bond proceeds and reporting Supplies required to disseminate reports Supplies to produce financial statements and reports which are distributed to bond holders and federal reporting agencies Annual filing fee with the State of Florida License training required to maintain bond reporting requirements Subtotal: Operating Expenses $ 20,075 .71000 Principal $ 60,000 Annual principal installment #5 of 30 .72000 Interest $ 142,555 Semi- annual interest installments to be paid on 10/1 12003 and 04/03/2004 .91100 Transfer out to General Fund $ 23,323 Reimbursement installment #4 of 5 to the General Fund for the first debt service payment Subtotal: Operating Expenses $ 225,878 TOTAL: Finance - Debt Service Fund $ 245,953 -43- FISCAL YEAR 2003 -2004 OPERATING BUDGET Miami Shores Village, Florida FINANCE DEPAR'TMEN'T r RiskMana entI)Msion 4 W- OW - -�Osv 111 U 4 q� 0. "091's 001614,19 Im [oil TeM49.4j'aRM.1 .I • / -/; i '+. 1 .. -• -" ••�' ' • tl� li .. � •G ►:r'. • . I i«t .,t..- I -7 -. � �- :►u ". - :..I r. � t:/ DRUM a oil /• 111 :i. 1 • I •: I a mv i •I I -I t I M 1 R ej ta :n IN :t fif I W071 'Y 1 f • :i. -44- �. l A b 0 P T FINANCE DEPARTMENT Risk Management Internal Service Fund Code 501 - 6500 -519 CODE CLASSIFICATION AMOUNT EXPLANATION .24400 Risk Management: $ 47,779 Estimated insurance premiums for the .42000 Workers Comp $ primary level of workers compensation .42101 Premium (Excess) $ losses for claims valued in excess of l .45110 ISF: RM Premium Package $ $75,000 but less than $300,000 .24410 Risk Management: $ 37,430 Estimated insurance premium costs for the Workers Compensation second level of workers' compensation STD Premium (Package) costs for claims exceeding $300,000 .24420 Risk Management: $ 26,875 Estimated charge back for open workers' Workers Compensation compensation claims to Miami -Dade County County Premium Risk Management resulting from claims filed prior to FY 1990 .24421 Risk Management: $ 1,344 Estimated fee to Miami -Dade Risk Workers Compensation Management Division to process manage County Administration Fee the outstanding workers' compensation claims filed prior to FY 1990 .24440 Risk Management: $ 10,500 Estimated annual fee to Johns Eastern to Workers Compensation manage and collate all workers' Third Party Administrator compensation claims .24541 Risk Management: $ 25,000 Estimated contribution to Self insurance Workers Compensation SIR retention account annualfee Subtotal Personnel Services $ 148,928 OPERATING EXPENSES .31000 Professional Services $ 5,000 Annual fee for risk management actuarial report prepared by Butler Dunlap .31230 Professional Services: Legal $ 10,000 Estimated legal fees for workers' Litigation compensation and general liability claims. For open claims, Village will file reimbursement claims with carriers l .32000 Accounting lr Auditing Services $ 5,000 .42000 Postage $ 50 .42101 Courier / Delivery Charges $ 50 l .45110 ISF: RM Premium Package $ 347,702 Funding for annual financial audit prepared by Rachlin Cohen £t Holtz, report to be filed with State Division of Insurance Estimated cost to mail reports Estimated costs for hand deliveries Estimated annual insurance premium for General Liability policy (currently United National) -45- FINANCE DEPARTMENT Risk Management Internal Service Fund Code 501 - 6500 -519 CODE CLASSIFICATION AMOUNT EXPLANATION OPERATING EXPENSES - Continued .45120 ISF: RM Premium Excess Prop #1 $ 70,105 Estimated annual insurance premiums for property claims where loss is valued in .45130 ISF: RM Premium Excess Prop #2 $ .45131 ISF: RM Premium Excess Liability $ .45150 ISF: RM Premium Boiter /Machinery .45160 ISF: RM Premium Public Officials Liability .45170 ISF: RM Premium Finance Director Surety Bond .45180 ISF: RM Premium General Finance Bond .45190 ISF: RM Premium Special Events Liability .45550 ISF: RM Third Party Administrative Fees .45600 ISF: RM Direct Payments Claims Exempt .45800 ISF: RM Premium Recreation Participants .47000 Printing .48000 Advertising Et Promotions .51000 Office Supplies .52800 Bank Fees - Liability Account .52810 Bank Fees - Investment Account $ $ $ -46- excess of $25,000 but less than $300,000 28,270 Estimated annual insurance premiums for property claims where loss is valued in excess of $300,000 but less than $1,000,000 30,335 Estimated annual insurance premium for liability claims where loss is valued in excess of $25,000 but less than $300,000 2,000 Estimated annual insurance premium for claims filed against machinery and equipment 24,750 Estimated annual insurance premium for losses associated with public liability, officers and other administrative claims 1,750 Annual insurance premium for Finance Director surety bond 2,750 Annual insurance premium for general financial protective bond due to loss or theft 4,250 Estimated annual insurance .premium for subordinated special event liability claims 13,653 Estimated annual fee to Johns Eastern to manage all liability, property and casualty claims 10,000 Estimated costs for claims paid directly by the Village and not filed for claims loss 17,000 Estimated cost for recreation program insurance costs - premium costs are offset by fees charged to participants 150 Anticipated cost to print actuarial, financial and loss run reports 100 Estimated cost to publish Risk Management notice 25 Costs for paper, pens and supplies for this function 500 Bank fees anticipated for liability reserve 100 Bank fees to manage reserve loss fund -46- FINANCE DEPARTMENT Risk Management Internal Service Fund Code 501 - 6500 -519 CODE CLASSIFICATION AMOUNT EXPLANATION OPERATING EXPENSES - Continued .54000 Subscriptions 8 Memberships $ 110 Membership to Risk Managers Association due on 11 /01 /2003 .54000 Licenses, Permits it Fees $ 1,750 Annual licensing fee for self - insurance fund .54510 Florida State Workers' $ 26,928 Estimated fee to State of Florida to retain Compensation Reporting Fees self - insurance status Subtotal: Operating Expenses $ 602,328 OTHER OPERATING EXPENSES .72000 Debt Service - Finance Charges $ 7,500 Estimated financing charges to amortize total insurance premium for FY 2004 .91300 Interfund Transfer to SIR Reserves $ 30,487 Estimated contribution for liability loss fund retention Subtotal: Other Operating Expenses $ 37,987 TOTAL: Risk Management Internal Service Fund: $ 789,243 -47- FISCAL YEAR 20 03 -2 004 OPERATING BUDGET Miami Shores Village, Florida POLICE DEPARTMENT Operational Division t.':�_ yr_l wr_t 7 .'rey_i r ar «a',rrs.7 The Miami Shores Police Depar went is the chieflaw enforcement agency of the Village, responsibleforthemvestigationofcrirnes ,public safetyeducation, providmgsecuntyandtraffic control at numerous Village events, respondingto requests for police services, issuing traffic dtationsandotherlawenforcementfunctions. The Department operates as a community- oriented police agency with the philosophy that the community and police should be interrelated as one, workingtogetherto resolve problems that negatively affectthecommunity. A DrugAbuse Resistance Education (D.A.R.E.j officeris also assigned to ongoing drug education efforts within our elementary schools. ThemissionoftheDepartment stoserveailpeoplewitbmtheVillagewiththeutmostofrespect, fairness and compassion. The Departmentis committed to the prevention of crime and the protection oflife and property; the preservation ofpeace, orderand safety; the enfor cementofall laws and ordinances; and the safeguardingofour nation's constitutional guarantees. With service to our community as afoundation, the D epartmentis driven by goals to enhance the quality ofl ife, investgatingproblems and allincidents, seeldn.gsolutions and fostering asense of security in the community. The Department strives daily to nurture public trust by holding thernselvestothchigheststandardsofperformanceand ethics. M- sDiv ongmerates$28®,291inGene IFundrevenues. Todate,$25,751wasdepositedtothe confiscatedprcperlyfund. We are proud of the following, which is our Mission Statement:: "We, the Miami Shores Police Department, exist to serve all people within our juris- diction with the utmost of respect, fairness and compassion. We are committed to the prevention of crime and the protection of life and property; the preservation of peace, order and safety; the enforcement of all laws and ordinance; and the safe - guarding ovfour nations constitutional guarantees. With service to our community as afoundation, 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 ofperformance and ethics. To full our Mission, the Miami Shores Police Department is dedicated to providing a quality work environment and the development ofits members through effective training and leadership." r` FISCAL YEAR 2003 -2004 OPERATING BUDGET Miami Shores Village, Florida POLICE DEPARTMENT Operational Fiscal Year 2003 Achievements Lastyear Miami Shores Police Officers responded to over 8850 calls for service not including officer - initiated contacts such as traffic stops, etc. Forthe first six months of 2003, the police department has responded to over 4300 calls for service. The police officers logged over 248,000 patrol miles. This year Chief Richard Masten assumed the role of President of the Dade County Association of Chiefs of Police, incneasingbot:h our departmenfs and the Village s visibility within the county's law enforcement community. The Miami Shores Police Department has received several grants to enhance the police department's community policing efforts the community. With funding from these grants, the Miami Shores Police Department has been able to provide CPRtraming to the community, conduct crime prevention surveys, vehicle VIN- etching an bicycle registration program. In addition, a grantwas obtained to secure "Homeland Security" equipment for our officers. The Department's ongoing efforts in support of Halloween Howl continue to provide a safe, monitored event forchildren and adults forthe eveningoccasion, reducing acts of vandalism and other crimes. The Halls of Horror haunted. house has become a local favorite among residents. The Department continues to promote bicycle and pedestrian safety by conducting Bicycle Safety Rodeos at local schools. Our Crime Watch and Mobile patrol program continues to flourish. This year our "National Night Ouf program was recognized for its outstanding achievement Our program was awarded "ls' Place" in all of Miami -Dade County. Several new volunteers have joined ourmobAe patrol, which has logged over 800 hours of service time. Ms. Rengsd continues to recruit Crime Watch block captains and attend Crime Watchmeetings. We continued our participation in the South Florida IMPACT taskforce directed at disrupting drug trafficking activities and money laundering operations. For 2002, we received over $'71,000 dollars in forfeiture funds for our participabon in the taskfbrce. For the first six months of 20 03, we have received over$ 32,000 dollars of forfeiture funds. FISCAL YEAR 2003 -2004 OPERATING BUDGET Miami Shores Village, Florida P ®LICE DEPARTMENT Operational Division r Goals and Objectives for Fiscal Year 2004 Li The Miami Shores Police Department will 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. • The budgeted strength of both our sworn and civilian ranks will be kept at its maximum allowable level. Understanding that personnel cuts are often efficient in � times of budget constraint, we also 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. ( _ • Quality service will continue to be our model for delivery to our citizens. Personalized service and attention, rapid response time, high visibility and effective crime prevention methods will remain in place. The Department will increase its 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. Our Crime Watch Coordinator will bolster the community component of volunteerism through these programs. Our Citizen's Police Academy will enhance and enlarge our base of contacts. Officer safety and professionalism will continue to be prioritized. The continued health and safety of our police officers is paramount and will be supported by an emphasis on training, physical and mental maintenance, and by providing for officer needs in the areas of equipment, facilities, fleet and available programs. The dividends of a healthy work force, well served community and a reduction in liability exposure will result. • Training will be conducted necessary to insure compliance with the Florida Police Standards and Training Commission requirements for continued certification. Region XIV funded programs will be utilized and supplemented with forfeiture funds for the support of advanced training and new programs. • The police fleet will be maintained and replaced as necessary on the regular calendar of purchase. • The armory and complement of police equipment will be maintained at quality levels on a constant basis. New tools will be purchased through forfeiture funds and fundamental equipment will be purchased for renewal and replacement. • The recruitment and selection process will be vigilantly monitored and maintained. Background processing and investigations will be funded and conducted to insure our continued professionalism. A b 0 P T E sl- FISCAL YEAR 2003 -2004 OPERATING BUDGET Miami Shores Village, Florida POLICE DEPARTMENT Operational Division Goals and Objectives for Fiscal Year 2004 - Continued M 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 &. Slow." We will continue to promote this campaign to ensure the safety of our citizens until we achieve voluntary compliance with posted speed limits. • To utilize our traffic radar equipment to conduct traffic enforcement operations in the school zones and thoroughfares to cite violators, reduce speeds and endeavor to obtain voluntary compliance. • "Operation Safe Streets" traffic safety checkpoints will be conducted. At least 12 operations will be conducted. • We will conduct/ participate in at least (2) DUI checkpoint operations during the year. • We will continue 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. • To provide traffic enforcement training to patrol officers. IX To enhance our relationship with the community through community events and crime prevention contacts. • Plan and coordinate the police department's participation in Halloween Howl and Unity Day. • Utilizing our crime prevention officers, we will conduct a minimum of 50 residential security surveys. • We will provide the community with VIN - etching for their vehicles to prevent auto theft. BUDGET HIGHLIGH'T'S Total budgets of $3,746,432 reflects a 2.28% increase or $47,615 over FY 2003 budget. This increase results from contractually negotiated COLA and Anniversary merit salary increases for eli- gible staff. Wage cost increases total $103,910. Other person- nel cost adjustments include workers' compensation premiums ($8,374); health insurance premiums ($7,784) which are par- tially offset by decreases in the offduty assignment account ($26,130) and the projected retirement funding contribution to the Police Officers' Retirement Fund ($45,000). Operating costs increase 5.25% or $22,404 to $449,118. This increase results from liability premiums $86,483 which is partially offset by de- creases in contractual services ($24,005); repairs/ maintenance $16,490 - no longer required for elevator repair; fleet mainte- nance ($21,539); Rental for special detail ($6,500); and other operating costs ($4,276). A D 0 P T E D -52- POLICE DEPARTMENT - CONSOLIDATED Code 001 -0900 -521 ... e................ a..e..............v.. o.. ...e....._....... ........_...................... CODE CLASSIFICATION AMOUNT EXPLANATION PERSONNEL SERVICES .11000 Executive Salaries $ 328,237 (1) Police Chief .11001 Executive Benefit .11005 Executive Benefit -Chief Contract 12000 Regular Salaries .13000 Other Wages .14000 Overtime 14100 Overtime - Special Detail .14500 Overtime -Court Standby program .15000 Off -Duty Assignments .21000 FICA $ 3,120 $ 10,000 $ 1,972,886 $ 48,613 $ 97,000 $ 85,000 $ 1,700 $ 161,860 $ 216,392 (1) Captain (2) Lieutenants Longevity / Holiday pay Executive Package Executive Package for Police Chief per contract (6) Sergeants" (4) Detectives (20) Police Officers (5) Telecommunications Officers (1) Executive Assistant (1) Police Records Specialist (1) Crime Analyst (1) Special Projects Coordinator (1) Courier" Longevity / Holiday Pay Supervisor's Relief Pay 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 to pay for mandatory court appearance by officers 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 -53- POLICE DEPARTMENT - CONSOLIDATED Code 001 - 0900 -521 .22000 Retirement $ 125,000 Preliminary estimate to fund the actuarially determined contributions to the Miami Shores Village Police Pension Fund .23000 Health Insurance $ 145,200 Estimated annual per employee costs for health, dental and other contractually obligated non - liability benefits with 5% inflationary factor included. .23100 Retirement Insurance $ 7,500 Village's matching portion of Police Officer Retirees insurance .23200 Employee Benefit - Savings Bond $ 1,700 Contractually mandated annual purchase of $100 Savings Bond for qualified officers. PERSONNEL SERVICES - Continued .24000 ISF: Workers` Compensation .29990 Contingent Personnel Costs Subtotal Personnel Services OPERATING EXPENSES .34000 Contractual Services 34500 Cont Svc: Off duty security .40000 Travel .40300 Travel : Local Mileage .41000 Telecommunication costs .41100 Telephone: Long distance $ 17,010 S 120.243 $ 3,341,461 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 $ 62,927 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 $ 3,100 Funding for special off -duty security services required at special events $ 9,355 Meals and lodging, miscellaneous training $ 12,955 Emergency rotary and non - emergency lines, fax lines $ 583 Estimated costs for long distance calls -54- .43100 Electricity S 18,960 Pistol range, police headquarters (Estimated with 5% increase) .43300 Water $ 565 Police headquarters water services .44000 Rentals and Leases $ 9,965 County based computer, motorcycle tease and umarked vehicles OPERATING EXPENSES - Continued .44100 Rental Vehicle POLICE DEPARTMENT - CONSOLIDATED 3,500 Rental of vehicle to support the pilot off duty Code 001- 0900 -521 .41200 Telephone: Cellular services $ 10,778 Estimated cellular costs for six (6) phones .41300 Telephone: Paging services $ 875 Estimated biennial costs for pager services. .42000 Postage $ 2,310 Postage, freight charges, registered and certified general liability and casualty insurance costs and the mail ,42101 Courier / Delivery Services $ 630 Funding for courier and overnight deliveries .43100 Electricity S 18,960 Pistol range, police headquarters (Estimated with 5% increase) .43300 Water $ 565 Police headquarters water services .44000 Rentals and Leases $ 9,965 County based computer, motorcycle tease and umarked vehicles OPERATING EXPENSES - Continued .44100 Rental Vehicle $ 3,500 Rental of vehicle to support the pilot off duty program initiated during FY 2000.2001 .45100 ISF: Risk Management $ 104,179 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. .45200 ISF: Fleet Maintenance $ 106,275 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. .46200 Repairs and Maintenance $ 6,887 Pistol range, computer periperals and other equipment .47000 Printing $ 2,332 Stationary, business cards, ID cards, permits, phone stickers, case referral forms, survey cards, police vehicle and alarm permit decals .48000 Advertising and Promotions $ 5,545 Annual Police Chief dinner .51000 Office Supplies $ 5,616 Pens, paper, ink and other office supplies for a one year period for forty -five (45) full -time employees -55- POLICE DEPARTMENT - CONSOLIDATED Code 001 -0900 -521 .52200 Other Operating Expenses $ 33,350 Firearm supplies and ammunition, first aid supplies, K -9 supplies, detective bureau supplies, coffee, water and other operating supplies .52400 Uniforms $ 27,598 Uniforms and personal equipment as defined in the PBA contract .54000 Subscriptions and Memberships $ 2,933 Membership books, publipations per schedule submitted to Finance .54500 License, fees ft permits $ 1,900 Fees for software and related license fees .58000 Training and Education S 12,000 Funding for specialized police training and continuing education costs .58100 Tuition Reimbursement $ 4,000 Contratually required funding for qualified staff associates Subtotal: Operating Expenses $ 449,118 NON - OPERATING EXPENSES .83000 Crime Watch Program $ 3,318 Funding for specialized Crime Watch programs, including promotional materials, volunteer awards and reception .83100 Crime Watch Postage $ 150 Postage for miscellaneous mailings Subtotal: Non - operating Expenses $ 3,468 TOTAL: POLICE DEPARTMENT $ 3,794,047 -56- POLICE DEPARTMENT - OPERATIONS Code 001- 0900 -521 CODE CLASSIFICATION AMOUNT EXPLANATION PERSONNEL SERVICES .11000 Executive Salaries $ 328,237 (1) Police Chief -57- (1) Captain (2) Lieutenants Longevity / Holiday pay .11001 Executive Benefit $ 3,120 Executive Package .11005 Executive Benefit -Chief Contract $ 10,000 Executive Package for Police Chief per contract .12000 Regular Salaries $ 1,972,886 (6) Sergeants* (4) Detectives (20) Police Officers (5) Telecommunications Officers (1) Executive Assistant (1) Police Records Specialist (1) Crime Analyst (1) Special Projects Coordinator (1) Courier" Longevity / Holiday Pay Supervisor's Relief Pay Vacation / Sick time " One Sergeant position is funded by forfeiture funds **The Courier salary is allocated to School Crossing Guards and Finance .13000 Other Wages $ 9,842 (1) Crime Watch Coordinator (part-time) .14000 Overtime $ 97,000 Sergeants, Detectives, Police Officers Complaint Officers, Executive Assistant, Records Specialist, Crime Analyst, Special Projects Coordinator .14100 Overtime - Special Detail $ 85,000 Funding for the special Crime Suppression Task Force .14500 Overtime - Court Standby Program $ 1,700 Funding to pay for mandatory court appearance by officers .15000 Off -Duty Assignments $ 161,860 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.) .21000 FICA $ 213,285 Social Security and Medicare taxes .22000 Retirement $ 125,000 Preliminary estimate to fund the actuarially determined contributions to the Miami Shores Village Police Pension Fund .23000 Health Insurance $ 145,200 Projected health insurance premium for staff; coverage to fund health and dental base HMO coverage -57- POLICE DEPARTMENT - OPERATIONS Code 001 - 0900 -521 _..... v.._.......r......._......_..e.._......................----- ......_..,..._......_..o.._... CODE CLASSIFICATION AMOUNT EXPLANATION PERSONNEL SERVICES - Continued .23100 Retirement Insurance $ 7,500 Village's matching portion of Police Officer Retirees 23200 Employee Benefit - Savings Bond .24000 ISF: Workers' Compensation .29990 Contingent Personnel Costs insurance 1,700 Contractually mandated annual purchase of $100 Savings Bond for qualified officers 14,851 $ 118.398 Subtotal Personnel Services $ 3,295,579 OPERATING EXPENSES 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 .34000 Contractual Services $ 62,927 Veterinary contract; Uniform cleaning; .34500 Cont Svc: Off duty security $ 3,100 .40000 Travel $ 9,355 .40300 Travel : Local Mileage $ - .41000 Telecommunication costs $ 12,955 .41100 Telephone: Long distance $ 583 .41200 Telephone: Cellular services $ 10,778 .41300 Telephone: Paging services $ 875 .42000 Postage $ 2,310 .42101 Courier / Delivery Services $ 630 .43100 Electricity $ 18,960 .43300 Water $ 565 .44000 Rentals and Leases $ 9,965 Maintenance on computers, software, photocopier, dictaphone, telephone car wash contract, radio maintenance, air conditioning, annual physical exams, decontamination services, janitorial services Funding for special off -duty security services required at special events Meals and lodging, miscellaneous training Funding not requested Emergency rotary and non- emergency lines, fax lines Estimated costs for long distance calls Estimated cellular costs for six (6) phones Estimated biennial costs for pager services. 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 unmarked vehicles I.I►1M POLICE DEPARTMENT - OPERATIONS Code 001- 0900 -521 CODE CLASSIFICATION AMOUNT EXPLANATION OPERATING EXPENSES . Continued .44100 Rental Vehicle $ 3,500 Rental of vehicle to support the pilot off duty Subtotal: Operating Expenses $ 447,385 NON•OPERATING EXPENSES .83000 Crime Watch Program $ 3,318 Funding for specialized Crime Watch programs, including promotional materials, volunteer awards and reception .83100 Crime Watch Postage $ 150 Postage for miscellaneous mailings Subtotal: Non - operating Expenses $ 3,468 E TOTAL: POLICE DEPARTMENT $ 3,746,432 -59- program initiated during FY 2000 -2001 .45100 ISF: Risk Management $ 103,204 Finance determined insurance cost allocations for departmental insurance and other risk - related costs incurred and paid by the internal service fund .45200 ISF: Fleet Maintenance $ 106,275 Finance determined cost allocation for the acquisition, operation and maintenance of the department's vehicle(s) and equipment .46200 Repairs and Maintenance $ 6,887 Pistol range, computer periperals and other equipment .47000 Printing $ 2,332 Stationary, business cards, ID cards, permits, phone stickers, case referral forms, survey cards, police vehicle and alarm permit decals .48000 Advertising and Promotions $ 5,545 Annual Police Chief dinner .51000 Office Supplies $ 5,616 Pens, paper, ink and other office supplies for a one year period for forty-five (45) full -time employees .52200 Other Operating Expenses $ 33,350 Firearm supplies and ammunition, first aid supplies, K -9 supplies, detective bureau supplies, coffee, water and other operating supplies .52400 Uniforms $ 26,840 Uniforms and personal equipment as defined in the PBA contract .54000 Subscriptions and Memberships $ 2,933 Membership books, publications per schedule submitted to Finance .54500 License, fees 0 permits $ 1,900 Fees for software and related license fees .58000 Training and Education $ 12,000 Funding for specialized police training and continuing education costs .58100 Tuition Reimbursement $ 4,000 Contratualty required funding for qualified staff associates Subtotal: Operating Expenses $ 447,385 NON•OPERATING EXPENSES .83000 Crime Watch Program $ 3,318 Funding for specialized Crime Watch programs, including promotional materials, volunteer awards and reception .83100 Crime Watch Postage $ 150 Postage for miscellaneous mailings Subtotal: Non - operating Expenses $ 3,468 E TOTAL: POLICE DEPARTMENT $ 3,746,432 -59- FISCAL YEAR 2003 -2004 OPERATING BUDGET Miami Shores Village, Florida POLICE DEPARTMENT School ." s DMsion t%�:L_ a te. 4777t-r,77=7", r T wbx_r► :y The Miami Shores Police Depart mentprovidescrossingguardsto provide forthe safetyofour children as they come and go to school during theyear. They assist residential children in crossmgsevemlmajorthoroughfaresintheViBagemadditiontomonitoringtheirsafety. This DMsiongenerates $31,367inCTmeralFundtevenues. fiscal Year 2003 Achievements Provided over 2000 service hours ofsehool crossing duty. Goals and Objectives for FiscalYear 2004 tr The Miami Shores Police Department will maintain its School Crossing Guard program. • By ensuring budgeted strength will be kept at its maximum allowable level. Vacancies shall be filled as soon as practical. • By monitoring the recruiting and selection process. Background processing and investigations will be funded and conducted to insure our continued professionalism 9 The Miami Shores Police Department's School Crossing Guard program will provide the community with quality and personalized service. • 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. A. 0 r -60- CODE CLASSIFICATION PERSONNEL SERVICES .13000 Other Wages .21000 FICA .24000 ISF: Workers' Compensation .29990 Contingent Personnel Costs POLICE DEPARTMENT School Crossing Guard Division Code 001 -0901 -521 Amount $ 38,771 $ 3,107 $ 2,159 S 1,845 EXPLANATION School crossing Guards (4) 'Note: One (1) guard also serves as thQ Police Department Courier with partial charge back to Finance. 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 Subtotal Personnel Services $ 45,882 OPERATING EXPENSES .45100 ISF: Risk Management $ 975 Finance determined insurance cost allocations for departmental insurance and other risk - related costs incurred and paid by the internal service fund .52400 Uniforms S 758 Uniforms and personal equipment as defined in the PBA contract Subtotal: Operating Expenses $ 1,733 TOTAL: School Crossing Guard Division $ 47,615 -61- y "Rs PUBLIC WORKS mail DEPARTMENT Gila h_ ORGANIZATION CHART DIRECTOR OF PUBLIC WORKS/ DAVE TRAILL ASST. PUBLIC WORKS DIRECTOR SCOTT DAVIS L P/T ADMIN SECRETARY EXECUTIVE ASSISTANT PURCHASING AGENT SPECIAL PROJECTS PIT DATA PROCESSOR TERRY CLARKE PAMELA MENADIER JUAN PAULINO JOHN RUMBLE JORGE GONZALEZ WASTE / RECYCLING SUPERVISOR JOHN COBS EQUIPMENT REFUSE REFUSE OPERATOR III TRUCK DRIVER TRUCK DRIVER WILLIE BAILEY LUISHERNANDEZ ERNEST HAMILTON EQUIPMENT REFUSE REFUSE OPERATOR III COLLECTOR COLLECTOR HAROLD WOODS VACANT RICHARD BUJTAS EQUIPMENT - REFUSE REFUSE OPERATOR III COLLECTOR COLLECTOR SAM BLACK MILTON CHONG, JR TERRANCE CUSAK EQUIPMENT REFUSE REFUSE OPERATOR If TRUCK DRIVER TRUCK DRIVER NELSON RUIZ ERNEST RAY LEROY KNIGHT REFUSE REFUSE REFUSE TRUCK DRIVER TRUCK DRNER COLLECTOR RIQUI RENAUD RICHARD HALL ROBERTO PABON REFUSE REFUSE REFUSE TRUCK DRIVER TRUCK DRIVER COLLECTOR :MMANUEL LOUIS LEROY ANDERSON WILLIAM MOORE REFUSE REFUSE REFUSE TRUCK DRIVER TRUCK DRIVER COLLECTOR TON1A5 RIVERA VACANT VACANT SHOP FOREMAN JIM MCCOY EQUIPMENIT ERIC REYNOLDS AUTO DETAILER FELIX ALEGRIA mile STREETS SUPERVISOR MELVIN MOORE STORM WATER PARKS MAINTENANCE GROUNDS MAIM' WORKER 1 FOREMAN WORKER 11 FOREMAN ANGEL MARTINEZ CARLOS ESPINOZA VACANT LUIS URQUTA STORM WATER EQUIP OPERATOR 1 PARKS LEAD WORKER MAINTENANCE GROUNDSKEEPER Il JULIO ROMAN RICK MILLER WORKER II VACANT CHESTER PEARSON MAINTENANCE MAINTENANCE MAINTENANCE GRDUNDSKEEPERI WORKER If WORKER II WORKER II SILVIO MARTINEZ MICHAEL GONZALEZ TALES ST. FLEUR VACANT CEMENT FOREMAN MAINTENANCE TREE FRANK ALBALADEJO WORKER 11 TRIMMER LUIS VAZQUEZ VACANT METER ENFORCEMENT MAINTENANCE EQUIPMENT OFFICER WORKER II OPERATOR II VACANT WILLIE JAMES REMY PALLIANT MAINTENANCE EQUIPMENT WORKER 1 OPERATOR I TRAVIS SELL ALIZEE MERE EQUIPMENT EQUIPMENT OPERATOR III OPERATOR 1 VACANT JARVIS ONEAL SHOP FOREMAN JIM MCCOY EQUIPMENIT ERIC REYNOLDS AUTO DETAILER FELIX ALEGRIA mile FISCAL YEAR 2003 -2004 OPERATING BUDGET Miami Shore Village, Florida PUBLIC WORKS DEPARTMENT r I y .s. U ,77i,.;i 47 :.err The Parks Division ofthe Public Works Departmentmainhains the grounds / landscaping needs for all Village non - recreational fatalities, rights -of -way areas, plants and thousands of trees throughout Miami Shores. The Division maintains dooms ofautomatedand manualungatitm systems, devel- cps and c cares for appmnnateiyfftyspeaahwdplantbeds and over tme hundred barricade landscapes. The Division routinely accomplishes both beautification and itrigpbon capital improvement upgrades or projects to enhance the image of "the Village Beautiful." Fiscal Year 2003 Achievements Installed the medians on Grand Concourse, including the selection and installation of plantmaterial. Designed and installed the irrigation system on the Grand Concourse median. (' Maintained the Village fadities and rights -of -way flower beds, changing plants at each season. Implemented a vigorous fertilization program for trees and hedge material Village wide. Completed 545 routine grass cutting operations and planted an additional 45 trees throughout the Village. Goals and Objectives for 1FiscalYear 2004 M To improve the appearance of the Village. • By better utilizing new equipment. • By better scheduling of personnel to do grass cutting, hedge trimming and tree trimming. Lt To improve irrigation systems in three locations on 96th Street. • By installing wells. • By eliminating Village water charges. • By allowing increased watering in dry periods. Z To provide an increase in the appearance and health of park and roadway trees and plants. • By increasing in -house fertilization program with a specific calendar schedule. • By contracting with professional tree experts. • By continuing the newly established irrigation repair and maintenance schedule to prevent plants from being affected by lack of water. l ® P T E b -63- r FISCAL YEAR 2003 -2004 OPERATING BUDGET Miami Shores Village, Florida PUBLIC WORKS DEPARTMENT Parks Di ision BUDGET HIGHLIGHTS Total. budget of$5%,697 reflects a 14.8% increase of$76,958 greater than FY 2003. This results from personnel cost increases valued at $10,505 and operating cost increasestotahng$68, 613. %- sonnelcostsincreasephmanlyfromhigherhealth insurance premiums ($5,241 - includes all positions); workers'compensation premiums ($3,839 - greater # of claims); and Contingent costs ($9,123). Operating cost increases include Liability premiums ($26,247); Fleet Maintenance ($40,061); Repairs/ Maintenance ($1, 500); and BeautifiCationcosts ($3,621); which are partially offset by decreases in Contract service ($2,000); Rental ($750); and Other Operating costs ($500). ® 0 P T E D -64- PUBLIC WORKS DEPARTMENT PARKS DIVISION Code 001 - 1201 -572 CODE CLASSIFICATION AMOUNT EXPLANATION PERSONNEL SERVICES .12000 Regular Salaries $ 251,130 (1) Parks Foreman .14000 Overtime $ 3,000 .15100 Lot Clearing $ 2,000 .21000 FICA $ 20,333 .23000 Health Insurance $ 33,000 .24000 ISF: Workers' Compensation $ 5,998 29990 Contingent Personnel Costs $ 9,657 Subtotal Personnel Services $ 325,118 (1) Crew Leader (1) Equipment Operator 11 (2) Equipment Operator 1 (3) Maintenance Workers 11 (1) Maintenance Worker I (1) Tree Trimmer Estimated funding using past trends Funding to identify special services for Code Enforcement lot clearing; fees charged to property owner - offset by Social Security and Medicare taxes Projected health insurance premium for staff; coverage to fund health and dental base HMO coverage 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 -65- PUBLIC WORKS DEPARTMENT PARKS DIVISION Code 001 - 1201 -572 CODE CLASSIFICATION AMOUNT EXPLANATION OPERATING EXPENSES - Continued .43300 Water $ 6,500 Water used to irrigate parks and medians .44000 Rentals .45100 ISF: Risk Management .45200 ISF: Fleet Maintenance $ 250 $ 35,133 $ 158,380 .48000 Advertising it Promotions $ 1,050 .52200 Other Operating Expenses $ 18,000 52210 Beautification Expenses .52400 Uniforms .52500 Fertilizers and Chemicals .54000 Subscriptions and Memberships .58000 Training and Education $ 39,833 $ 1,375 $ 2,128 $ 100 $ 1,000 Subtotal: Operating Expenses $ 266,749 Rental of non - inventory departmental equipment Finance determined insurance cost allocations for departmental insurance and other risk - related costs incurred and paid by the internal service fund Finance determined cost allocation for the acquisition, operation and maintenance of the department's vehicle(s) and equipment Promotional literature Safety equipment, tools, building supplies and other products Funding for the continuation of the Village - wide comprehensive tree and street planting program Per employee 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 -66- PUBLIC WORKS DEPARTMENT PARKS DIVISION Code 001 -1201 -572 CODE CLASSIFICATION AMOUNT EXPLANATION OTHER EXPENSES .71000 Principal $ 4,505 Annual interest payment on refinanced equipment loan. .72000 Interest $ 325 Semi - annual interest payments on the refinanced equipment loan. Subtotal: Other Expenses S 4,830 TOTAL: Public Works Parks Division $ 596,697 'R FISCAL YEAR 2003 -2004 OPERATING BUDGET Miami Shores Village, Florida PUBLIC WORKS DEPARTMENT Struts Division I Sm*e4AmcffomwdAcdv&ies The Streets Division ofthe Public Works Department functions as a multifaceted work force which acoariplishesbuildingmaintenarice, storm watermanagerrient, and local option (streetmaintmance) II applications. 'I This Division maintains drains, pumps flooded locations during storms, cleans streets, repairs and replaces sidewallm, performs light maintenance (plumbing, carpentry, masonry, etc.) and manages jdowntomtrashcanfparkingmeterservices. This Division is pardallyfiunded by Local Option Gas Rix proceeds of $227,139. j i FISCal Year 2003 AChlevements Coordinated 35,536 sq. yards of street paving Village wide. Installed medians on Grand Concourse. Patched 71 potholes Village wide. Performed 155 budding maintenanoe calls. Goals and Objectives for FiscalYear 2004 Lt To protect neighborhood parks. By curbing areas that are prone to rutting by automobiles parking and driving in the grassy areas. I1 To increase removal of debris and leaves on roadways and storm drains and increase the watering of plant and grassy areas. • By training additional personnel on the safe and proper use of the street sweeper and water truck. 0 FISCAL YEAR 2003 -2004 OPERATING BUDGET r Miami Shores Village, Florida PUBLIC WORKS DEPARTMENT � Streets Division BUDGET HIGHLIGHT'S Totalbudgetof$% 9, 833reflectsa9 .92% increase of$51,421 fromFY2003. This maraseresukspr. n ailykmpasmneloostina�totaling $58,751parti*ofset byoperatiingcostdecresesvaluedat $7,330. PersameloostincreasesindudeRegu lar wages ($43,58 8-full year handing for fiM department previously excluded); Taxes ($2,293); health insurance ($893) andwaalgers'compensation premiums $(4,251); c and amtingcnt personnel costs for me nt and cola ($8,942) which are partk* offset by reductions in Overtime ($216) and Lot Clearing ($1,000). Operating cost decreases include Fleet Maintenance ($9,231 - relocate vehicles); Other operating costs ($8,040); Professional services ($2,000-engineers); Contract services ($2,500 - nolmWrequired); Repairs/Maintenance ($1,828);which are offsetbyin sin Contract services - Property Maintenance ($2,200); Electricity costs ($12,706); Liabi itypremiums ($2,712); and'Iiiiition Reimbursement ($1,500). i r A b 0 P T E D -69- PUBLIC WORKS DEPARTMENT STREETS DIVISION 001 - 1202 -541 CODE CLASSIFICATION AMOUNT EXPLANATION PERSONNEL SERVICES .12000 Regular Salaries $ 187,607 (1) Streets Supervisor .14000 Overtime $ 2,260 .15100 Lot Clearing $ .21000 FICA $ 15,254 .23000 Health Insurance $ 23,100 .24000 ISF: Workers' Compensation $ 4,971 .29990 Contingent Personnel Costs $ 9,532 (1) Concrete Foreperson (4) Maintenance Worker II (1) Parking Enforcement Specialist Estimated funding measurement using past trends Funding to identify special services for Code Enforcement lot clearing; fees charged to property owner - offset by direct charges Social Security and Medicare taxes Projected health insurance premium for staff; coverage to fund health and dental base HMO coverage 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 -70- Subtotal Personnel Services $ 242,724 OPERATING EXPENSES .34900 Contractual Services: $ 24,200 Funding for Village -wide maintenance contracts including Property Maintenance A /C, extermination, janitorial services and elevator - excludes costs recorded in Recreation .40000 Travel $ 750 Seminars and training sessions for supervisor and mechanics .40200 Travel: Local Mileage $ 25 .41000 Telephone Expenses $ Fees centralized by Finance Department for FY 2003 -2004 .43101 Electricty: $ 155,000 Street light estimates based on FPL projections Streetlights Village -wide -70- ►- +�,.�.r�,s��*� +�..c +n� *�: e.sr.n+..►�r- +,.... �+s +r"l,*'"",4..+�.' rx� - e� +s�,F�.`....++��►.ls�,*`r� -^R+ y. ""'as- .s".�•r'�r�.t r � �� ,g +rn+ . ',�e�1 �. r'' ,2��{p- �� . .�rS7 _� � 'iN�n �2} `� S.� "'Alf -,: $ '�� L� � �'��YRl��1" ��('� Y ' S. L,• �iy kS'1 � §f '�', ' '� d: -. �d 4 '{.�' .�C rt., ��"if1 ��i',� ✓riLYii��J.4r .mars +�s�'i'iiiai..."+W' i' � "orl1,YOi:wiaiS.i'•Ji�si�iGY� i�•' iai .3ivr't�ik��ia(.Yii..Y1Y�1kaYi PUBLIC WORKS DEPARTMENT STREETS DIVISION 001- 1202 -541 CODE CLASSIFICATION AMOUNT EXPLANATION OPERATING EXPENSES - Continued .43102 Electricity: Village Hall $ 14,200 Village Hall - estimated using actual usage plus 5% .43103 Electricity: Public Works $ 11,000 Public Works motor pool and nursery .43300 Water $ 1,700 Village Hall, public works and rights -of -way water reflective of savings from conversion program r .44000 Rentals and Leases $ 1,750 Short -term rental of special equipment and tools not warehoused by department I .45100 ISF: Risk Management $ 16,258 Finance determined insurance cost allocations for departmental insurance and other risk - related costs incurred and paid by the internal service fund .45200 ISF: Fleet Maintenance $ 45,546 Finance determined cost allocation for the acquisition, operation and maintenance of the department's vehicte(s) and equipment .46200 Repairs and Maintenance $ 25,000 Repairs to buildings and structures, miscellaneous parts for A/C units and water heater not covered by service agreements .47000 Printing $ Funding not requested for FY 2003 -04 .48000 Advertising and Promotions $ 400 Funding for advertisements £t notices .49000 Other Current Charges $ 400 Dade County and Florida fuel permits .51000 Office Supplies $ 280 Pens, pencils and paper for support staff .52200 Other Operating Expenses $ 22,500 Safety equipment, paper towels, toilet tissue, cups and other miscellaneous operating supplies .52400 Uniforms $ 1,300 Per employee funding for contractually specified uniforms: (5) shirts, (5) pants .52500 Fertilizers and Chemicals $ - Funding not requested for FY 2003 -04 .53000 Road Materials $ 4,500 l Hot asphalt patch, bus bench repairs, miscellaneous signs and posts .54000 Subscriptions and Memberships $ 300 Annual subscription renewals for chemical reviews .58000 Training and Education $ 500 Funding to attend training for equipment it machines .58100 Tuition reimbursement S 1,500 Contractually required funding for tuition costs Subtotal: Operating Expenses $ 327,109 C TOTAL: Public Works Streets Division $ 569,833 -71- l FISCAL YEAR 2003 -2004 OPERATING BUDGET Miami Shores Village, Florida PUBLIC WORKS DEPARTMENT Administrative Division The Administrative Division of Public Works is responsible for the organizational functions of the largest Village Department All paperwork associated with this function (payroll, accounts payable, purchasing, customer service, workers' compensation, etc...) is coordinated through this Division. The administrative unit also coordinates interdepartmental activities through special projects support (GIS logistics, intergovernmental coordination, etc.). A total of seven budgeted posi- tions support this element of our departmental mission. Fiscal Year 2003 Achievements Successfully coordinated the operations of the largest department in the Village. Designed and coordinated beautification projects throughout the Village. Coordinated the Grand Concourse median project. Goals and Objectives for FiscalYear 2004 9 To expand the work order system to better track the amount of individual tasks rather than the number of jobs issued. • By revamping the work order system forms allowing employees to check off categories of work. • By training the workforce on the new forms and conveying the necessity and importance of accurate reporting of tasks completed. BUDGET HIGHLIGHTS Total budget of$ 474,714 reflects an. increase of6.99% or$31,001. 'Ihisincrease resultsfrompm,"ul oostimmnsesof$ 38 ,067which are pa1J*ofsetbyreducbms in operating oosts ($7, 066). Personnel costsindude r%ularwages ($11,092); health premiums ($2, 620) andwarkem'campensation premiums ($4,796); and contingent personnel costs ($17,943- funding for annual COLA and eligible anniversary marases).Operabngcostdm-ea sindudeContractualsemoes -Seamty($5,048): telephones- centralized to non - departmental ($7,622) which offset increases to cellularphones ($2,120) and office supplies ($605). A D 0 P T E D -72- .21000 FICA PUBLIC WORKS DEPARTMENT 23,729 .23000 Health Insurance ADMINISTRATIVE DIVISION 16,500 .24000 ISF: Workers' Compensation 001- 1203 -534 6,955 .............. CODE r.............................................................. CLASSIFICATION AMOUNT EXPLANATION PERSONNEL SERVICES .11000 Executive Salary $ 81,575 Public Works Director .11001 Executive Benefit - General $ 3,120 Executive benefit package .12000 Regular Salaries $ 207,545 (1) Assistant Public Works Director .21000 FICA $ 23,729 .23000 Health Insurance $ 16,500 .24000 ISF: Workers' Compensation $ 6,955 29990 Contingent Personnel Costs $ 17,943 Subtotal Personnel Services $ 357,367 OPERATING EXPENSES .34000 Contractual Services $ 800 .34300 Contract services: Security $ 60,000 (1) Executive Assistant (1) Purchasing Agent (1) Special Projects Coordinator (1) Administrative Secretary (PT) (1) Data Processor (PT) Social Security and Medicare taxes Projected health insurance premium for staff; coverage to fund health and dental base HMO coverage 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, scanner 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 -73- PUBLIC WORKS DEPARTMENT ADMINISTRATIVE DIVISION 001.1203 -534 CODE CLASSIFICATION AMOUNT EXPLANATION OPERATING EXPENSES . Continued .40000 Travel $ 1,000 Management seminars and training events .41000 Telephone Expenses $ - Fees centralized by Finance Department for FY 2003 -2004 .41100 Telephone tong Distance $ 320 Estimated costs for tong distance calls .41200 Cellular Telephone $ 3,120 Funding for four (4) NexTel Cellular communication units .42000 Postage $ 450 Funding requirements for letters to staff and residents indicative of past trends .42101 Courier Et freight charges $ 100 Funding for special delivery, freight and courier fees .43500 Utility: Storm Water Fee $ 2,500 Annual DERM utility fee .45100 ISF: Risk Management $ 17,899 Finance determined insurance cost allocations for departmental insurance and other risk- related costs incurred and paid by the internal service fund .45200 ISF: Fleet Maintenance $ 20,648 Finance determined cost allocation for the acquisition, operation and maintenance of the department's vehicle(s) and equipment .47000 Printing $ 110 Printing of note pads, stationary, envelopes .48000 Advertising and Promotions $ 1,100 Funding to publish notices, advertisements or other public documentations .49000 Other Current Charges $ 300 Advertising for sealed bids .51000 Office Supplies $ 3,000 Pens, paper, ink and other office supplies for a one year period for seven (7) full - time employees .52200 Other Operating Expenses $ 1,800 Copy paper, toner, cabinets and other storage boxes .54000 Subscriptions and Memberships $ 500 Publications, Dade County subscription fee for purchasing contracts, American Public Works Association -74- PUBLIC WORKS DEPARTMENT ADMINISTRATIVE DIVISION 001'1203-534 CODE CLASSIFICATION AMOUNT EXPLANATION OPERATING EXPENSES - Continued .58000 Training and Education $ 1,208 Management computer training sessions .58100 Tuition Reimbursement 2,500 Funding for contractuaity~wequired benefit tn qualified employees Subtotal: Operating Expenses $ 117,347 TOTAL: Public Works Administration 474,714 I FISCAL YEAR 2003 -2004 OPERATING BUDGET Miami Shores Village, Florida PUBLIC WORKS DEPARTMENT Recreation Maintenance Division The Recreation Maintenance Division of the Public Works Department maintains the exterior recreational facilities (multipurpose field, Tot Lotplayground, basketball/tennis courts, etc...). Due to the specialized care these facilities require, this Division requires specialized equipment to catty out this function and ensure safe playing conditions for our residents with corresponding staff training. In addition, these employees support an aggressive program of specialized 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.. Fiscal Year 2003 Achievements Developed and implemented an amended field maintenance program. for Recreation field maintenance. Department's playing fields with an outstanding outcome, resulting in safer more beautiful. fields. Coordinated Special. Events such as Unity Day, Tree Ligiting, and the Village Council Inauguration. Goals and Objectives for FiscalYear 2004 L1 To decrease weed production in the playing fields in order to improve the beautification of the Recreational facilities. • By increasing the use of pre- emergent spray. • By monitoring the fields in the primary months (December and January) of weed growth to prevent development and spreading. • By increasing spot spraying of weeds that have developed. BUDGET HIGHLIGHTS Total budget of $201,504 reflects a 1.42% decrease or $2,905 less than FY 2003. Theseresultsfromtotalpersmmeloostdecreasesvaluedat $8,671 which offset the $5,766 increaw in operating expenses. Peiwnnel oostswer9e overstated in FY 2003 budget($15, 724) whichoffsethealffimsuraneeandworl =s'compensatiDng num costs ($1,572 and $1,363 respectively). Operating costclecreases include Liability insurance ($11, 659) which ofl'setan increase in Fleet Maintenance $16,800. • PUBLIC WORKS DEPARTMENT Recreation Maintenance Division Code 001 -1204 -541 ................................. .............................. .......................... CODE CLASSIFICATION AMOUNT EXPLANATION PERSONNEL SERVICES .12000 Regular Salaries $ 95,117 (1) Grounds Foreman .14000 Overtime $ 5,000 .21000 FICA $ 7,993 .23000 Health Insurance $ 9,900 .24000 ISF: Workers' Compensation $ 2,443 29990 Contingent Personnel Costs $ 4,369 (2) Grounds Keeper Overtime for special events Social Security and Medicare taxes Projected health insurance premium for staff; coverage to fund health and dental base HMO coverage 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 oryil Subtotal Personnel Services $ 124,822 OPERATING EXPENSES .40000 Travel $ 200 Local and out -of -town reimbursements .41000 Telephone Expenses $ - Fees centralized by Finance Department for FY 2003 -2004 .43100 Electricity $ 1,050 Maintenance shed and security lighting .44000 Rentals and Leases $ 1,250 Estimated costs to rent small equipment and tools not warehoused by the Division .45100 ISF: Risk Management $ 7,868 Finance determined cost allocations for departmental insurance and other risk- related costs incurred and paid by the internal service fund .45200 ISF: Fleet Maintenance $ 35,789 f=inance determined cost allocation for the acquisition, operation and maintenance of the department's vehicle(s) and equipment .46200 Repairs and Maintenance $ 1,150 Minor repairs to building and Tot Lot equipment oryil PUBLIC WORKS DEPARTMENT Recreation Maintenance Division Code 001- 1204 -541 CODE CLASSIFICATION AMOUNT EXPLANATION OPERATING EXPENSES Continued .52200 Other Operating Expenses $ 14,000 Top dressing, clay, irrigation, tools, paint, chalk, etc... .52400 Uniforms $ 425 Funding for contractually specified uniforms: (5) shirts, (5) pants .52500 Fertilizers and Chemicals $ 14,500 Miscellaneous chemicals and fertilizers to ensure proper growth of field turf .54000 Subscriptions and Memberships $ 100 Annual membership .58000 Training and Education $ 350 Funding to provide for staff training on machinery ft equipment. Subtotol: Operating Expenses S 76,682 TOTAL: Public Works Recreation Maintenance $ 201,504 -78- FISCAL YEAR 2003 -2004 ®PEIZATING BUDGET Miami Shores Village, Florida PUBLIC WORKS DEPARTMENT Local Option (was & Half Cent Sur TaxDiviSions � r 1 1031 • • •" '` :• •1 " •:11 .I •- .• • i •1 • `'" 1 • .1' ! •• II.1:Ili• • rl :" It IheHaY-= tTrnsputatimSutwnvasappmvedbyCountyvubcmwidikviesimposedbeo ming onJanuary 1, 2003. The taxisleviedasasupplemcrAalhatf- oentfeeforallquaUc)dpurehasesin Miami Dade Countyand ailocatedbytheCounVs TfansitAuthority. Rmoeedsf-omthistax Lm yv dl be used to augment current transportation and transportation - related activities m the Village. The cunentyearappnopriatimisapproxd� $280,00Oannu -*. l A 0 P T E D -79- PUBLIC WORKS DEPARTMENT Local Option Gas Tax - Special Revenue Fund Code 130- 1202 -541 -- .�_.o..�..�..v «.. o.._.. o.. ®..`..e.. .............................. CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION OPERATING EXPENSES .31000 Professional Services $ 25,000 Engineering fees to draw and design 34000 Contractual Services $ 135,000 .34150 Contract services: Road and $ 5,000 Street Facility Rehabilitation .44000 Rentals and Leases $ 500 .45200 ISF: Fleet Maintenance $ - .46200 Repairs and Maintenance $ 16,500 .52200 Other Operating Expenses $ 32,880 .52500 Fertilizers and Chemicals $ 2,500 .53000 Road Materials $ 2,500 .54500 License Fee and Permits $ 58000 Training and Education $ 500 Subtotal: Operating Expenses $ 220,380 TOTAL: Public Works Department - Local $ 220,380 Option Gas Tax Special Revenue Fund sidewalk improvement program Contracted services to implement the Village -wide comprehensive sidewalk rehabilitation program funded with gas tax proceeds Funding to engage contractors for the maintenance of streets and roadways Funding to pay for temporary use of vehicles Ft equipment Funding not required for FY 2003 -04 as determined by the Finance Department Estimates to provide repair services of Village public lots and alleys not covered by service agreements Road materials, signs, concrete and other supplies needed to maintain the Village's streets, sidewalks, roads, easements, curbs and rights -of -way Funding for the purchase of sprays, fertilizers and other chemicals required to maintain flora and fauna Funding to purchase materials for sidewalk and roadway maintenance Funding not required for FY 2003 -04 as costs were transferred to the General Fund and are included in the Public Works Administrative Division Funding to pay for necessary training on the proper use of chemicals and other agents -80- FISCAL YEAR 2003 -2004 OPERATING BUDGET Miami Shores Village, Florida 1 X X11 ' WIN i l/ Storm Water Division 7 7" 77rt► 7 i 7 " TOF4 ate 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. Storm wateris self- balanced and s f- supportingfund generating$230,491 inrevenues. This Division maintains drains, pumps flooded locations during storms, cleans streets, repairs/ replaces sidewalks, performs lightmaintenance (plumbing, carpentry, mason y, etc.) and manages downtowntrash can / parkingmeterservioes. Fiscal Year 2003 Achievements On many occasions, in the worstweather, when others seek shelter, pumped storm water run offto protect the property of our residents and allow the passage of traffic in flooded areas. Performed 202 drain cleaning operations, many ofwhich, due to the age of our storm water system, were complexin nature. Goals and Objectives for Fiscal Year 2004 rt To improve storm water drainage in the central part of the Village to allow for better storm wager runoff to pass. • By utilizing the street sweeper to remove debris from storm drains that are subject to clogging. ° By identifying drains that have significant blockage by tree roots. • By utilizing outside firms to remove roots identified as problematic. T1 To continue identifying and marking drains as being prone to flood conditions. ° By marking one hundred percent of problem drains subject to clogging in flood conditions. • By procuring adequate supply of drain markers to ensure replacement markers are available in the event original markers are damaged or removed. BUDGET HIGHLIGHTS Total FY 2004 Budget of $431,398 is $59, 542 less than the FY 2003 budget resulting from the dinvnationoftheFxj neeringcosts( $73,701)whichofsetincmaseingeneral � omtactedserviees$ 19, 490and $12,500inrepairsandn- ohtmanoe. Salatiesinaease $ 4,b53andambasedona2.5 %and3.0D /o COlAandAnnivermtymedtrespectively. Insurance costs m tease 18%to$3,300 per employeeannually. IhisDrma mpaysa mamagernent fee to the General Hand of $50,000. A b® P T E G -81- PUBLIC WORKS DEPARTMENT Storm Water Division - Enterprise Fund Code 402 - 3500 -541 CODE CLASSIFICATION AMOUNT EXPLANATION. PERSONNEL SERVICES .12000 Regular Salaries $ 41,647 (1) Equipment Operator I .14000 Overtime $ 1,650 .21000 FICA $ 3,451 .23000 Health Insurance $ 6,600 .24000 ISF: Workers' Compensation $ 1,203 29990 Contingent Personnel Costs $ 1,810 (1) Maintenance Worker I Wages for excess hours and special events Social Security and Medicare taxes Projected health insurance premium for staff; coverage to fund health and dental base HMO coverage 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 -82- Subtotal Personnel Services $ 56,361 OPERATING EXPENSES .31000 Professional Services $ 36,923 Design fees for project financing .32000 Professional Services: $ 1,060 Special audit of fund Audit and Accounting .34000 Contractual Services $ 214,428 Preliminary cost for storm water basin rehabilitation program .42000 Postage $ 1,310 Mailing of invoices, statements, etc .44000 Rentals and Leases $ 2,266 Estimates to use special equipment and tools not warehoused by Village -82- PUBLIC WORKS DEPARTMENT Storm Water Division - Enterprise Fund Code 402 -3500 -541 CODE CLASSIFICATION AMOUNT EXPLANATION OPERATING EXPENSES - Continued .45100 ISF: Risk Management $ 25,490 Finance determined insurance cost allocations for departmental insurance and other risk - related costs incurred .54500 License, fees ft permits $ 320 New funding request to pay for the annual filing fee with DERM .58000 Training and Education $ 250 Funding to provide training on use of equipment and supplies Subtotal: Operating Expenses $ 325,037 OTHER EXPENSES .91800 Management Fee to General Fund $ 50,000 Management fee paid to General Fund to offset adminstrative Et service costs provided for non -storm water staff Subtotal: Other Expenses S 50,000 TOTAL: Public Works - Storm Water $ 431,398 Enterprise Operations Fund -83- and paid by the internal service fund .45200 ISF: Fleet Maintenance $ 9,109 Finance determined cost allocation for the acquisition, operation and maintenance of the department's vehicle(s) and equipment .46200 Repairs and Maintenance $ 25,000 Funding to pay for costs to maintain and repair equipment and other infrastruction owned by the Storm Water Enterprise operation .47000 Printing $ 406 Pro -rated costs for invoice printing and other notices .51000 Office Supplies $ 248 Office supplies related to Storm water operations .52200 Other Operating Expenses $ 8,000 Costs associated with drains and curb repairs .52400 Uniforms $ 227 Funding for contractually specified uniforms: (5) shirts, (5) pants .54000 Subscriptions and Memberships $ - Funding not requested for FY 2003 -04 .54500 License, fees ft permits $ 320 New funding request to pay for the annual filing fee with DERM .58000 Training and Education $ 250 Funding to provide training on use of equipment and supplies Subtotal: Operating Expenses $ 325,037 OTHER EXPENSES .91800 Management Fee to General Fund $ 50,000 Management fee paid to General Fund to offset adminstrative Et service costs provided for non -storm water staff Subtotal: Other Expenses S 50,000 TOTAL: Public Works - Storm Water $ 431,398 Enterprise Operations Fund -83- FISCAL YEAR 2003 -2004 OPERATING BUDGET Miami Shores Village, Florida PUBLIC WORKS DEPARTMENT Sanitation Division The Sanitation Division is responmUe forthe management and disposition of all nonbazardous solid waste generated to Miami Shores-Village residents and businesses. Curb side recycling, commercial andresidential garbage collectionandbulktc-ash services constitutethe Division's focus. Annually, the Division transports approximately 7,800 tons ofrefuse to local disposal facilities and reduces hundreds of tons ofplant material waste to biodegradable mulch. The Division has 22 full - time employees. This Division is fully self-supporting and will operate in FY 2004 charging $440 annually as a residentialrate. ThisDivision generates$1, 711,280 inEnte priselkmdrevenues and pays $185 ,000 tothe General Fundin managementfees. Fiscal Year 2003 Achievements Picked up, transported, and sorted 2,172 truckloads oftrash Picked up and dumped at the County Land Fill 5,695 ton of garbage. Goals and Objectives for FiscalYear• 2004 I1 To provide more consistent trash pickup Village -wide. • By improving the sorting process to allow more time spent on the pickup route. • By dedicating personnel specifically to the sorting and chipping process. • By working with Code Enforcement to improve the accessibility in alleys to speed trash and garbage removal. 0 P T FISCAL YEAR 2003 -2004 OPERATING BUDGET Miami Shores Village, Florida PUBLIC WORKS DEPARTMENT Sanitation Division BUDGET HIGHLIGHTS Total FY 2004 Budget of $1,742,799 is $344,207 LESS than the FY 2003 budget resulting from the lack of need to replace equipment. FY 2003 funding included $431,857 for the purchase of a garbage truck and front end loader. Salaries of $858,284 reflect an increase of $131,438 over FY 2003 budget. This results from the full -year funding for 22 positions at current rate, a COLA and anticipated contract negotiated merit adjustments. Additionally, insurance costs increase 20% to $3,300 annually per employee. Workers' compen- sation costs increase 148% as a direct result of the increased num- ber of small injury claims in the department. There were seven injuries recorded during FY 2003 of which two exceeded $10,000. Operating costs decrease 7.41% ($68,788) primarily from a $30,000 decrease in dumping fees which partially offset cost increases for liability costs that include charges for the increased asset values (3 new pieces of equipment valued at over $400,000 plus another an- ticipated $198,000 to be added in . FY 2004. Note: The $85,323 in- crease in ISF Fleet Maintenance represents the consolidation of the department's gas /oil /fluid, tires and vehicle maintenance accounts. These will be recorded in the Fleet Maintenance Division. From the Sanitation side, a transfer out expense will be recorded to centralize these costs. This is for accountingpurposes only. A ® 0 P T E D -85- PUBLIC WORKS DEPARTMENT Sanitation Division - Enterprise Fund Code 405 - 3000 -534 CODE CLASSIFICATION AMOUNT EXPLANATION PERSONNEL SERVICES .12000 Regular Salaries $ 626,314 (1) Public Works Supervisor - Waste .14000 Overtime $ 34,000 .21000 FICA $ 52,669 .23000 Health Insurance $ 72,600 .24000 ISF: Workers' Compensation $ 44,525 .29990 Contingent Personnel Costs $ 28,176 (4) Equipment Operator III (10) Refuse Drivers (7) Refuse Collectors Holiday pay, special events, labor for driver and helper to pick up garbage on Saturdays and in emergencies Social Security and Medicare taxes Projected health insurance premium for staff; coverage to fund health and dental base HMO coverage 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 H11 Me Subtotal: Personnel Services $ 858,284 OPERATING EXPENSES .32000 Professional Services: $ 4,500 Allocated annual audit fees Audit and Accounting .34100 Contractual Services: $ 25,479 Labor for sick leave, vacation, personal Temporary Labor leave .40000 Travel $ 600 Request for funding to attend meetings. .42000 Postage $ 3,500 Training for supervisor and employees .43400 Solid Waste Disposal Fee $ 400,000 Garbage and trash disposal .44000 Rentals and Leases $ 15,000 Funding to rent specialized equipment for projects as identified during year. H11 Me PUBLIC WORKS DEPARTMENT Sanitation Division - Enterprise Fund Code 405 -3000 -534 CODE CLASSIFICATION AMOUNT EXPLANATION OPERATING EXPENSES - Continued .45100 ISF: Risk Management $ 118,210 Finance determined insurance cost 45200 ISF: Fleet Maintenance .46100 Vehicle Maintenance .47000 Printing .48000 Advertising and Promotions .51000 Office Supplies 52100 Gas, Oil and Lubricants 52200 Other Operating Expenses .52300 Tires .52400 Uniforms .52800 Bank Fees .54500 Licenses, Permits and Taxes .59000 Depreciation $ allocations for departmental insurance and other risk- related costs incurred and Funding not requested for FY 2003 -04. Estimated contribution to the renewal and replacement fund -87- paid by the internal service fund 85,323 Calculation prepared by the Finance Department to pay for operational costs to maintain vehicles and equipment owned by the Sanitation Fund. This account is new for FY 2003 -04 and consolidates the Vehicle Maintenance, Gas /Fuel /oil and Tire accounts. - Funding transferred to ISF:Fleet Maintenance (See #.45200) 2,000 PR for recycling, statements, invoices, courtesy notices, recycling pamphlet 1,100 Publication of job ads and annual solid waste disclosure ad 328 Pens, pencils and supplies for support staff - Funding transferred to ISF: Fleet Maintenance (See #.45200) 15,000 Safety equipment, tote barrels and tools - Funding transferred to ISF: Fleet Maintenance (See #.45200) 3,475 Funding for contractually specified uniforms: (5) shirts, (5) pants - Funding not requested for FY 2003 -04. Funding not requested for FY 2003 -04. Estimated contribution to the renewal and replacement fund -87- PUBLIC WORKS DEPARTMENT Sanitation Division - Enterprise Fund Code 405 -3000 -534 CODE CLASSIFICATION AMOUNT EXPLANATION OPERATING EXPENSES - Continued .59500 Management Fee $ 185,000 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... Subtotal: Operating Expenses $ 859,515 OTHER EXPENSES .93000 Contingency $ 25,000 Budgetary "set- aside" account for unforseen emergencies. .93100 Transfer: to $ - Funding not requested for FY 2003 -04. Renewal ft Replacement Transferred will occur through Balance Sheet Equity transfer and Capital. Subtotal: Other Expenses $ 25,000 TOTAL: Public Works Department - $ 1,742,799 Sanitation Enterprise Fund WEIR FISCAL YEAR 2003 -2004 OPERATING BUDGET Miami Shores Village, Florida r PUBLIC WORKS DEPARTMENT Fleet Maintenance Division The Fleet Maintenance Division, created in FY20W as an Internal Service Fund ofthe Public Works Departrnnent, is responsible for the acquisition and maintenance of all Village owned vehicles in the municipalinventory, exceptthose vehicles and equipment owned by the Sanitation or Storm Water Divisions. Assets managed bythis Division include: motors cles, police orsquad units, heavytmcks 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 properly, such as street signs and alley gates, plus other tasks such as spray painting and wood /metalfabrraton. Meet Maintenance has earned a high level ofconfidence from all areas ofthe Village - due to its solid reputation ofbeing able to fix or create almost anything on aprofessional level, given extremely short notice. Since 10/01 / 2000, this function has operated as a self- supporlingIntemal Service Fund. Operating revenues provide the funding from the user division which received the Division's services. Total costs, indu ding revenues, are allocated to users based on aweight3ed scale using equiprnentquantities and types. The Fund is scheduled to accumulate full replacement funding througl r depreciation chargesby FY 2008. Fiscal Year 2003 Achievements Processed 681 repairwork orders for a total of2502 repair hours. Repaired orreplaced 211 vehicle tires. Coordinated the acquisition and preparation of newpohee cars and the conversion of previously used police cars to staffcars for otherdepartments. Goals and Objectives for )FiscalYear 2004 xl To complete the building of the motor pool facility. • By proper equipment. placement. • By planning work areas properly for optimal use. To continue to train personnel in the latest techniques of auto repair. • By mandating attendance at refresher courses. • By continuing to streamline routine tasks to improve efficiency and safety. FISCAL YEAR 2003 -2004 OPERATING BUDGET Miami Shores Village, Florida PUBLIC WORKS DEPARTMENT Fleet Maintenance Division BUDGET HIGHLIGHTS Total FY 2004 Budget of $488,655 is $344,227 LESS than the FY 2003 budget prnnan fmtnthebudgetreducicnforveh desandequWentof$400,910acquired duringthecu rentfiscalyear. Pe� oDstslNCEM AM$14,658(6.6 0/o)primatily ftomtheoostofhealth msi uanoewbichhadbeenunderfundedmpie viousfiscalyeam. Salary costs include a.2.5% and 3.01/o COLA and Anniversary merit increases respectively. Opeertti W mstsincrease 3.35% to $193,957 or $5,325 which results priman7yfmmfuelcosts. A 1) 0 P T E D -90- PUBLIC WORKS DEPARTMENT Fleet Maintenance Division - Internal Service Fund Code 550 - 6000 -541 CODE CLASSIFICATION AMOUNT EXPLANATION PERSONNEL SERVICES .12000 Regular Salaries $ 190,980 (3) Equipment Mechanics 14000 Overtime $ 2,000 .21000 FICA $ 15,408 .23000 Health Insurance $ 16,500 .24000 ISF: Workers' Compensation .29990 Contingent Personnel Costs $ 4,674 $ 8,436 (1) Equipment Shop Foreman (1) Auto Detailer Funding for unanticipated operational needs. Social Security and Medicare taxes Projected health insurance premium for staff; coverage to fund health and dental base HMO coverage Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation rnctc to oil ncor rlivicinnc 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 $ 237,998 OPERATING EXPENSES .31000 Professional services $ Not required in FY 2003 -04 .34000 Contractual Services $ Not required in FY 2003 -04 .41000 Telephone Expenses $ - Fees centralized by Finance Department for FY 2003 -2004 .45100 ISF: Risk Management $ 13,210 Finance determined insurance cost allocations for departmental insurance and other risk related costs incurred and paid by the internal service fund .46100 Vehicle Maintenance (Summary) $ 65,565 Vehicle maintenance cost by Division maintained by Finance .47000 Printing $ - Work order and inventory control reports ,49000 Other Current Charges $ 175 Operating permit -91- PUBLIC WORKS DEPARTMENT Fleet Maintenance Division - Internal Service Fund Code 550 -6000 -541 CODE CLASSIFICATION AMOUNT EXPLANATION OPERATING EXPENSES - Continued .51000 Office Supplies $ 80 Miscellaneous supplies .52010 Gas, Fuel, Oil (Summary) $ 82,696 Fuel costs by Division .52200 Other Operating Expenses $ 15,575 Lubricants and other fluids for general fleet .52030 Tires (Summary) $ 13,634 Tire replacement by Division .52400 Uniforms $ 705 Funding for contractually- determined uniforms: (5) shirts, (5) pants .54500 License Permit and Taxes $ 717 DERM permit .58000 Training and Education $ 1,600 Recertification training for mechanics Subtotal: Operating Expenses $ 193,957 CAPITAL OUTLAY .64000 Equipment $ 11,700 (1) Wheel Balancer (1) Transmission Fluid Exchanger .65000 Vehicles $ 25,000 (1) Unmarked vehicle for Building Subtotal: Capital Outlay $ 36,700 OTHER EXPENSES .93000 Contingency $ 20,000 Reserved for emergencies and unforseen activities Subtotal: Other Expenses $ e 20,000 TOTAL: Public Works Department Fleet Maintenance Division $ 488,655 -92- ,SHARES RECREATION DEPARTMENT ` ORGANIZATION C HART mr enrM LORIDP DIRECTOR OF OPERATIONS JERRY A. ESTEP EXECUTIVE ASSISTANTI LESLIE RACKL SUPERINFE i'T ATHLETIC SUPERVISOR AQUATIC SUPERVISOR TENNIS PRO P,NGELA DORNEY ANN MARIE INDORF ERIK OLSEN BEN HANKS MAINTENANCE PIT BASKETBALL ASST. ATHLETIC 20 FULL TIME ASST. P.QUATIC P ? CLERK WORKER II ATTENDANT SUPERVISOR SEASONAL MFIT UARD III COUNSELORS SUPERVISOR BRERRA TYPIST HILDA. ALBUERNE RICK HALTER BROOKE PINNEY WILLIAM GIBSON RITA GEER MAINTENANCE PITHEAD PROGRAM 20 PART TIME PIT CASHIER UARD 111 PWORKER II COUNSELOR COORDINATOR SEASONAL DINA DAMUS AMARISABEL GIRALDO ANDREW STEFANICK STACY PHILPOTT COUNSELORS CBRIDE JAIRO OAVIRIA PIT COMM. CENTER PIT COUNSELOR CLERK TYPIST 20 PART TIME PIT CONCESSION PIT TENNIS ATTENDANT SEASONAL PIT LIFEGUARD III ATTENDANT CHRIS ALOISE PETER HARWICK tJATP.LIE ECHAVARRIA COACHES LAURIE HERNANDEZ VACANT MARIE EUGENI PIT COMM. CENTER PIT COUNSELOR PIT LIFEGUARD It PIT LIFEGUARD I PIT TENNIS ATTENDANT BRIANNA KELLY NYKI TEVINI MARIA MIRO ATTENDANT KWAKU JAMES WEIJDY WINEAPF PIT COMN CETITER PIT COUNSELOR PIT LIFEGUARD 11 PIT MAINTENANCE ATTENDANT VACANT ERNEST JOHNSON REINA LOPEZ TAMI NAJM PIT COUNSELOR PIT LIFEGUARD 1 PIT LIFEGUARD 11 VACANT SEASONAL TLIFEG ARD 14 VACANCIES PIT SWIM TEAM FIT LIFEGUARD II COACHES SEASONAL NOEMI ZAHARIA 4 VACANCIES & BRIANNA KELLY _93_ FISCAL, YEAR 2003 -2004 OPERATING BUDGET Miami Shores Village, Florida r RECREATION DEPARTMENT Administrative Divisi ®n Services, Functions and Activities The Administrative Division is responsible to coordinate the highest quality of cultural and recreational programs forViillageresidents. Thisinrludes directing, planning, developing and implementingprograms, facility maintenance and special events. The Division also oversees the preparation and administration ofthe annual operating budget , five year capital plan, as well as coordinating the daily operations. Fiscal Year 2003 Achievements The Miami Shores Village Recreation Department was the recipient of the Florida Recreation and Parks Association's Agency Excellence Award for 2002. The FRPA Agency Excellence Award is to recognize and honor the state's most outstanding Community Parks, Recreation and /or Leisure Services Agencies for excellence in parks recreation and leisure services management. Nominees are judged on the level of excellence in the activities /area chosen. In the seven years since its inception only nine Departments have previously been honored with the Agency Excellence Award, Miami Shores is only the second category V department to be so honored. Completed Department's implementation and conversion to Rec Tract, the new recreation software program. This program will increase the speed patrons can be registered, provide a resident I.D. card system and greatly increase user information and reports. J. Ellis and Associates, the nation's largest aquatic safety inspector and lifeguard training company completed a complimentary safety inspection of the Miami Shores Aquatic Center facility, lifeguard training procedures and safety equipment. Mr. Ellis' review noted that the Aquatic Center lifeguard training and safety equipment met all his company's standards and exceeded most municipalities' aquatic facilities. Worked with the swim team parents to approve an increase in team fees to cover the cost of hiring an assistant coach for the swim team. l� A 0 ' T -94- FISCAL YEAR 2003 -2004 OPERATING BUDGET Miami Shores Village, Florida RECREATION DEPARTMENT Administrative Divisi ®n Goals and Objectives for FiscalYear 2004 X1 To conduct quarterly management training for all supervisory staff. • By having all supervisory staff attend FRPA District 7 training sessions. • By an in -depth review of operational manual. • By conducting in- house training session utilizing NRPA programs. )�X To review and update 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 newly developed Comprehensive Plan and Operational Manual on disk to facilitate future updates. Lt To increase Departments resident database utilizing the LD Card program. • By issuing all program participants ID card. • By promoting ID cards at special events and services clubs. BUDGET HIGHLIGHTS This department Generates $669,826 in eeneral fund revenues. Total budget of $1,727,584 reflects an increase of 8.35% or $133,111 greater than FY 2003. This increase results from personnel cost increases totaling $99,006 with operating cost increases amounting to $31,605. Personnel cost increases include Regular Wages ($47,932); Health insurance premiums ($12,888); and Liability costs ($2,589) which offset savings in contingent personnel costs ($3,560). Operating cost increases in- clude Pool concessions ($28,710 - previously budgeted in Rec Programs); Liability premiums ($16,341- reflects fall year funding for all program insurance implemented during mid -FY 2003); Contractual services ($9,636); Professional services ($4,650) and LP Gas ($3,000). These increases are partially offset by savings in telephone- centralized to non - departmental ($2,280); Fleet Maintenance ($41,401 -prior year included funding for asset acquisition); and Chemicals/Fertilizers ($2,186). Funding also includes Capital Outlay request ($4,000) inAthleties and Contributionto Band ($2,500) in Administration. A 0 0 P T E b -95- .21000 FICA $ 8,333 .23000 Health Insurance $ 6,600 .24000 ISF: Workers' Compensation $ 2,355 .29990 Contingent Personnel Costs $ 5,839 recreational events Social Security and Medicare taxes Projected health insurance premium for staff; coverage to fund health and dental base HMO coverage 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 .40000 Travel RECREATION DEPARTMENT 800 .40200 Travel : Per Diem Adminstrative Division 100 .40300 Travel : Local Mileage Code 001 - 1401 -572 400 CODE CLASSIFICATION AMOUNT EXPLANATION PERSONNEL SERVICES Telephone Long Distance $ .11000 Executive Salary $ 64,406 Recreation Director base salary .11001 Executive Benefit -General $ 3,120 Executive package .12000 Regular Salary $ 34,063 (1 ) Executive Assistant .14000 Overtime $ 1,500 Wages for excess hours related to .21000 FICA $ 8,333 .23000 Health Insurance $ 6,600 .24000 ISF: Workers' Compensation $ 2,355 .29990 Contingent Personnel Costs $ 5,839 recreational events Social Security and Medicare taxes Projected health insurance premium for staff; coverage to fund health and dental base HMO coverage 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 .40000 Travel $ 800 .40200 Travel : Per Diem $ 100 .40300 Travel : Local Mileage $ 400 .41000 Telephone Expenses $ 1,250 .41100 Telephone Long Distance $ 150 machine, typewriters, computers and extermination services FRPA conference Per diem allowance while attending Costs associated with tolls and local travel Allocated telephone and internet access fees Estimated costs for long distance calls I •I•'= RECREATION DEPARTMENT Adminstrative Division Code 001 - 1401 -572 ............_...................._.._..... m.. ... ...o......._....._.._.._... - - -- CODE CLASSIFICATION AMOUNT EXPLANATION OPERATING EXPENSES - Continued .41200 Cellular Telephone $ 700 Nextel cellular phone assigned to -97- department .42000 Postage $ 1,000 Mailing of fliers and informational materials .45100 ISF: Risk Management $ 14,075 Finance determined insurance cost allocations for departmental .46200 Repairs and Maintenance $ 250 To fund damaged or broken equipment and fixtures in the department not covered under contract .47000 Printing $ 1,200 Funding for design and preparation of informational brochures, posters, programs and various forms .48000 Advertising and Promotions $ 500 Advertising recreation programs and events .51000 Office Supplies $ 3,000 Pens, paper, ink and other office supplies for a one year period for two (2) full -time employees .52100 Fine Arts Commission $ 16,450 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. .52200 Other Operating Expenses $ 4,555 Copy machine materials excluded from service agreement, departmental promotions and other supplies .52400 Uniforms $ 667 Staff uniforms -97- RECREATION DEPARTMENT Adminstrative Division Code 001- 1401 -572 CODE CLASSIFICATION AMOUNT EXPLANATION OPERATING EXPENSES - Continued .54000 Subscriptions and Memberships $ 600 Staff training, FRPA Et NRPA memberships 58000 Training and Education 81000 MSV Community Band $ 350 $ 2,500 FRPA State conference and mini conference Contractually negotiated cost for band appearances Subtotal: Operating Expenses $ 58,009 t i'- TOTAL: RECREATION DEPARTMENT ADMINISTRATIVE DIVISION $ 184,217 sum FISCAL YEAR 2003 -2004 OPERATING BUDGET Miami Shores pillage, Florida RECREATION DEPARTMENT Athletics Division TheAthletics Division ofthe Nlia= Shores Recreation Departmentisresponsibleforthe sports, after schoolcare and summercamp programs. TheAthleticsDmsionis managed directlybytheAthletic Sup emsorwith assistance from the AssistantAthletic Supervisor and the Program Di rector. The sportsprogramrunsallyearroundand offersint=ural soccer, intrarnuralbasketball, intramural baseball and softball, travel soccer and travelbasebali. The intramural programs average 300 pailicipantsasmsonandthetravelpnogramsaverage80pa rticipantsaseason. li The after school care program runs from Augustto June managing an average of 50 children aweek. Theprrogram hires an average of seven counselors thmughouttheyear. The summercamp programrunsfrommid-,Junetomid- Augustandmanagesamammum of200 participantseachweek. Westaff anaverageofl8counselorseachweekwith4supervisoxswhomonitor the pool, field trips, arts and crafts, and facilities. Fiscal Year 2003 Achievements Working with Barry University the Department provided an internship thru the Sports Management program. The intern assisted in planning, organizing and day to day operations of three sports programs including Intramural Basketball, Intramural and Travel Baseball. The program was very beneficial to both the intern and the Department and will be continued in FY 03 -04. Increased the sponsorship percentage for all sports programs to 60 %. Conducted parent meetings before all sports programs, along with evaluations, to make the parents more aware of their responsibilities throughout the program. Successfully restricted the summer camp program to residents -only, capping the overall number of campers to provide better quality, safer programs and care of the children. Goals and Objectives for FiscalYear 2004 tt To generate 100% sponsorships for each team each season. • By mailing sponsorship letters to corporate sponsors and previous sponsors. • By promoting sponsorships during registration toparents and relatives. • By recruiting a volunteer parent to help promote sponsorships throughout each season. • .• FISCAL YEAR 2003 -2004 OPERATING BUDGET Miami Shores Village, Florida RECREATION DEPAR'TMENT AUettics Division Goals and Objectives for Fiscal Year 2004 - Continued Continue parent involvement and responsibility • Generating more parent volunteers. • Continue parent meeting and code of conduct. tt In Aftercare program: Create and institute tutorial system and extracurricular fine arts program. • By creating a more structured tutorial system separate from homework for those who need it. • By either hiring or creating (using fine arts commission resources) a dance and /or art program. • ► -100- RECREATION DEPARTMENT Athletics Division Code 001- 1402 -572 CODE CLASSIFICATION AMOUNT EXPLANATION PERSONNEL SERVICES .12000 Regular Salary $ 119,796 (1) Athletic Supervisor .13000 Other Wages $ 13,500 .14000 Overtime $ 1,000 .21000 FICA $ 10,651 .23000 Health Insurance $ 13,200 .24000 ISF: Workers' Compensation $ 2,231 .29990 Contingent Personnel Costs $ 4.938 (1). Assistant Athletic Supervisor (1) Program Coordinator (1) Clerk Typist Seasonal and temporary coaches Wages for excess hours related to athletic events Social Security and Medicare taxes Projected health insurance premium for staff; coverage to fund health and dental base HMO coverage 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 $ 165,316 MW OPERATING EXPENSES .34000 Contractual Services $ 5,200 Service and repair agreements on air .34150 Contractual: Recreation Program $ 4,500 Costs .40000 Travel $ 550 .40100 Special Events / Field Trips $ 400 conditioning, pest control, time clocks, typewriters, computers and agreements with sports officials Costs associated with participant paid activity or event fees Costs for supervisor to attend FRPA conference Field trips; Kid's Day Off; Punt, Pass and Kick; Unity day; Halloween; Fourth of July; Diamond Skills -101- RECREATION DEPARTMENT Athletics Division Code 001 - 1402 -572 CODE CLASSIFICATION AMOUNT EXPLANATION OPERATING EXPENSES - Continued .40200 Travel: Local Mileage $ 200 Reimbursement for trips in the Tri- County .41000 Telephone Expenses $ - Centralized by Finance Department for FY -102- 2003 -2004 .41100 Telephone Long Distance $ 200 Estimated costs for long distance calls .41200 Cellular Telephone $ 780 Nextel cellular phone assigned to department .42000 Postage $ 400 Miscellaneous mailings .43100 Electricity $ 6,530 Utility service for field house and surroundings .43300 Water $ 728 Utility service for field house and surroundings .45100 ISF: Risk Management $ 15,661 Finance determined insurance cost allocations for departmental insurance and other risk- related costs incurred and paid by the internal service fund .46200 Repairs and Maintenance $ 5,800 Repairs on equipment, facilities and fencing .47000 Printing $ 500 Funding for the printing of brochures, posters, programs, registration forms .51000 Office Supplies $ 1,800 Pens, paper, ink and other office supplies for a one year period for four and one half (4.5) full -time employees .52200 Other Operating Expenses $ 5,620 Athletic equipment, first aid supplies, class and activity supplies, maintenance and custodial supplies .52400 Uniforms $ 2,000 Uniforms for supervisor and staff .52420 Uniforms : Specialty Camps $ 750 Specialty uniforms for summer and athletic camp programs .54000 Subscriptions and Memberships $ 450 Staff training, FRPA membership, league and tournament fees .58000 Training and Education $ 500 NYSCA fees; Edith Upchurch Training Subtotal: Operating Expenses $ 52,569 -102- RECREATION DEPARTMENT Athletics Division Code 001 - 1402 -572 CODE CLASSIFICATION AMOUNT EXPLANATION CAPITAL OUTLAY .64000 Equipment $ 4,000 Funding to purchase trampoline replacement Subtotal: Capital Outlay $ 4,000 TOTAL: RECREATION DEPARTMENT ATHLETICS DIVISION $ 221,885 -103- OPERATING EXPENSES .34000 Contractual Services $ 1,890 Program services provided by outside .40100 Special Events and Field Trips RECREATION DEPARTMENT 2,400 .40105 FYSA Et Trip Costs Athletics Division : Summer Camp 5,000 .44000 Code 001 -1407 -572 $ CODE CLASSIFICATION AMOUNT EXPLANATION PERSONNEL SERVICES Subtotal: Operating Expenses $ .13000 Other Salaries $ 68,000 Part -time and seasonal coaches .21000 FICA $ 5,202 Social Security and Medicare taxes .24000 ISF: Workers' Compensation $ 1,149 Calculation prepared by the Finance $ 98,951 Department using a Village -wide schedule, SUMMER CAMP allocating the total workers' compensation costs to all user divisions Subtotal : Personnel Services $ 74,351 OPERATING EXPENSES .34000 Contractual Services $ 1,890 Program services provided by outside .40100 Special Events and Field Trips $ 2,400 .40105 FYSA Et Trip Costs $ 5,000 .44000 Rentals and Leases $ 1,250 .45100 ISF: Risk Management $ 6,490 companies End of year parties and dances Coverage of extra counselors on trips Rental of videos and games Finance determined insurance cost allocations for departmental insurance and other risk- related costs incurred and paid by the internal service fund .47000 Printing $ 570 Printing of signs and brochures .52200 Other Operating Expenses $ 3,000 Games and equipment .52400 Uniforms $ 4,000 Staff attire designed to camp theme Subtotal: Operating Expenses $ 24,600 TOTAL: RECREATION DEPARTMENT ATHLETICS DIVISION $ 98,951 SUMMER CAMP M11310 RECREATION DEPARTMENT Athletics Division : Travel Soccer Code 001 -1408 -572 CODE CLASSIFICATION AMOUNT EXPLANATION PERSONNEL SERVICES .13000 Other Salaries $ 16,784 Part-time and seasonal coaches .21000 FICA $ 1,284 Social Security and Medicare taxes .24000 ISF: Workers' Compensation $ 401 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 18,469 OPERATING EXPENSES .34000 Contractual Services $ 2,400 Sports officials .40000 Travel $ 300 Travel cost - tolls,etc. .40100 Special Events and Field Trips $ 300 Coach's clinic .40105 FYSA Et Trip Costs $ 1,000 Costs associated with FYSA seminars and conferences .45100 ISF: Risk Management $ 1,673 Finance determined insurance cost allocations for departmental insurance and other risk - related costs incurred and paid by the internal service fund .52200 Other Operating Expenses $ 2,622 Equipment and supplies .52400 Uniforms $ 4,320 Cost of uniforms .54000 Subscriptions Et Memberships $ 2,960 League fees Subtotal: Operating Expenses $ 15,575 a. 4. TOTAL: RECREATION DEPARTMENT ATHLETICS DIVISION Travel Soccer $ 34,044 - 105- �+ .+�cw.�A�r '!' wrr+R� .�wa.Re�r nth: ,ate ,..r�►. ..,,rf�'!`t�. s "'!� ''i"',.�?�,+ .��+�F� � �s Ft ' € .�z.r G f �� t -jt �xa ir� � r R" ' R``-, s,.- #� ti '� x ✓ x s,t'�v s '' z. - ,''r€ i. _c a l�rss r :rt: n5 �`'"'fc' .asxJ 4 4a �5° t 1 �:�.�>'ss lira. 5ir::. �- w" v�G3i�r .7++�risrr:..+'r:��ar. 3�ii�r�Yfrd�r'- .r`�'r;��?ir,alraa :r rr'rri,iVS�+:,i.: : ^�a.�r' srrr�rr�"'"`s`,.r'►5.�f rr��r "r.,r��ii RECREATION DEPARTMENT Athletics Division : Intramural Soccer Code 001- 1409 -572 ------------ -- --- -------------- - ----- ems---- mssl-- - -- - -- --Oil - -- CODE CLASSIFICATION AMOUNT EXPLANATION � PERSONNEL SERVICES .13000 Other Salaries $ 13,434 Part -time and seasonal coaches i .21000 FICA $ 1,028 Social Security and Medicare taxes .24000 ISF: Workers' Compensation $ 360 Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation l costs to all user divisions Subtotal : Personnel Services 5 14,822 OPERATING EXPENSES .34000 Contractual Services $ 400 Instructor for coach's clinic .45100 ISF: Risk Management $ 1,568 Finance determined insurance cost allocations for departmental insurance and other risk - related costs incurred and paid by the internal service fund .52200 Other Operating Expenses $ 6,200 Equipment and supplies .52400 Uniforms 4.500 Cost of uniforms Subtotal: Operating Expenses 5 12,668 TOTAL: RECREATION DEPARTMENT ATHLETICS DIVISION Intramural Soccer $ 27,490 - 106- RECREATION DEPARTMENT Athletics Division ; Travel Baseball Code 0014410-572 ~~.'~-.'~~.~~~.~~~~.~~~.~~~.~~~..~~.~~.~~~.~~~~.~~..~~..~~.~~~..~~.~~~..~~..~~..~~~.~~~.~...~~..~~~.~~.. CODE CLASSIFICATION PERSONNEL SERVICES '13000 Other Salaries $ 7,800 Part-time and seasonal coaches .21000 FICA $ 597 Social Security and Medicare taxes .24000 |5PY0orkers'[ompenoation 291 [abulation prepared by the Finance Department using aVlUmge-wdeschedule, allocating the total workers' compensation costs 10 all user divisions .54000 Subscriptions Et Memberships League fees Subtotal: Operating Expenses TOTAL: RECREATION DEPARTMENT ATHLETICS DIVISION Travel Bmmebm|| -107- Subtotal : Personnel Services OPERATING EXPENSES '34000 Contractual Services $ 2'500 Sports officials '45100 |SF: Risk Management $ 635 Finance determined insurance con allocations for departmental insurance and other risk-related costs incurred and paid by the internal service fund .52200 Other Operating Expenses $ 3,600 Equipment and supplies .52400 Uniforms $ 2.000 Cost ofuniforms .54000 Subscriptions Et Memberships League fees Subtotal: Operating Expenses TOTAL: RECREATION DEPARTMENT ATHLETICS DIVISION Travel Bmmebm|| -107- RECREATION DEPARTMENT Athletics Division : Intramural Baseball Code 009 -1411 -572 CODE CLASSIFICATION AMOUNT EXPLANATION PERSONNEL SERVICES .13000 Other Salaries $ 18,308 Part -time and seasonal coaches .21000 FICA $ 1,401 Social Security and Medicare taxes .24000 ISF: Workers' Compensation $ 590 Calculation prepared by the Finance Department using a Village-wide schedule, allocating the total workers' compensation costs to atl user divisions Subtotal : Personnel Services $ 20,299 OPERATING EXPENSES .34000 Contractual Services $ 4,(00 Sports officials and instructor for coach's clinic .40000 Travel $ 75 Travel expenses for tolls .40100 Special Events and Field Trips $ 75 End of year festivities .45100 ISF: Risk Management $ 2,451 Finance determined insurance cost allocations for departmental insurance and other risk - related costs incurred and paid by the internal service fund .52200 Other Operating Expenses $ 5,250 Equipment and supplies .52400 Uniforms S 8,900 Increase cost of uniforms Subtotal: Operating Expenses $ 20,751 TOTAL: RECREATION DEPARTMENT ATHLETICS DIVISION Intramural Baseball $ 41,050 -108- RECREATION DEPARTMENT Athletics Division : Softball Code 001 -1412 -572 ............ .......v.. o.. s........_.......s...—.. - - -- CODE CLASSIFICATION AMOUNT EXPLANATION PERSONNEL SERVICES .13000 Other Salaries $ 3,450 Part-time and seasonal coaches .21000 FICA $ 264 Social Security and Medicare taxes .24000 ISF: Workers' Compensation 378 Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions Subtotal : Personnel Services $ 4,092 OPERATING EXPENSES .34000 Contractual Services $ 720 Sports officials and coach's clinic instructor .45100 ISF: Risk Management $ 673 Finance determined insurance cost allocations for departmental insurance and other risk - related costs incurred and paid by the internal service fund .52200 Other Operating Expenses $ 2,700 Equipment and suppties .52400 Uniforms $ 3,000 Cost of uniforms 54000 Subscriptions ft Memberships $ 250 League fees Subtotal: Operating Expenses 5 7,343 TOTAL: RECREATION DEPARTMENT ATHLETICS DIVISION Softball $ 11,435 _109- Subtotal : Personnel Services $ 25,384 o OPERATING EXPENSES .34000 Contractual Services $ 2,500 Sports officials and coach's clinic instructor .45100 ISF: Risk Management $ RECREATION DEPARTMENT Finance determined insurance cost Athletics Division : Intramural Basketball allocations for departmental insurance and Code 001 -1413 -572 .i.m•.......... CODE l.....n..n.. CLASSIFICATION ..... . .v......,.s..c. .r...s.ae AMOUNT O...M.... ®........v . u.0.e EXPLANATION PERSONNEL SERVICES .52200 Other Operating Expenses $ .13000 Other Salaries $ 23,019 Part -time and seasonal coaches .21000 FICA $ 1,761 Social Security and Medicare taxes .24000 ISF: Workers' Compensation $ 604 Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation $ 39,204 costs to all user divisions Subtotal : Personnel Services $ 25,384 o OPERATING EXPENSES .34000 Contractual Services $ 2,500 Sports officials and coach's clinic instructor .45100 ISF: Risk Management $ 2,170 Finance determined insurance cost allocations for departmental insurance and other risk - related costs incurred and paid by the internal service fund .52200 Other Operating Expenses $ 5,500 Equipment and supplies .52400 Uniforms $ 3,650 Cost of uniforms Subtotal: Operating Expenses $ 13,820 TOTAL: RECREATION DEPARTMENT ATHLETICS DIVISION Intramural Basketball $ 39,204 - 110 - RECREATION DEPARTMENT Athletics Division : After School Program Code 001 -1414 -572 CODE CLASSIFICATION AMOUNT EXPLANATION PERSONNEL SERVICES .13000 Other Salaries $ 57,180 Part -time and seasonal coaches .21000 FICA $ 4,374 Social Security and Medicare taxes .24000 ISF: Workers' Compensation $ 5,668 Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions .52400 Uniforms $ 150 Subtotal: Operating Expenses $ 17,705 TOTAL: RECREATION DEPARTMENT ATHLETICS DIVISION After School Program $ $4,927 Uniform costs for program counselors - 111 - Subtotal : Personnel Services $ 67,222 OPERATING EXPENSES .34000 Contractual Services $ 3,500 Program services provided by outside companies .40100 Special Events and Field Trips $ 600 Kid's day off activities .44000 Rentals and Leases $ 100 Rentals of videos and games .45100 ISF: Risk Management $ 4,392 Finance determined insurance cost allocations for departmental insurance and other risk- related costs incurred and paid by the internal service fund .51000 Office Supplies $ 100 Pens, paper, ink and other offices supplies to support the program .52200 Other Operating Expenses $ 8,863 Games and equipment .52400 Uniforms $ 150 Subtotal: Operating Expenses $ 17,705 TOTAL: RECREATION DEPARTMENT ATHLETICS DIVISION After School Program $ $4,927 Uniform costs for program counselors - 111 - FISCAL YEAR 2003 -2004 OPERATING BUDGET Miami Shores Village, Florida RECREATION DEPARTMENT Community Center Division The Rectmtion Community Center Division sponsors 18 special events ayear including Hallow- een Howl, Light Up the VillaW Hayride and Caroling, Marshmallow Drop, Memorial Dayprogram and an Independence Day Celebration withfs. Italso coordinates events throughout the yearforchldrenincludingDivemTheatetsand Dances. Fiscal Year 2003 Achievements Halloween Howl 2003 had more groups and organizations volunteer than in previous years. Unity Day on March 1, had more local business and sponsorship support than in previous years. The Marshmallow Drop had over 1,200 people in attendance. Community Center class attendance has increased this past year with the addition of popular classes such as Yoga and Pilat es, and Theater for children. Rentals at the Community Center increased this past year. Goals and Objectives for )FiscalYear 2004 Implement a `°Touch A Truck" event for pre - school age children. • Enhance programming for pre - school age children. • Create a sense of community spirit by inviting all the local schools to participate. Enhance/Repair Community Center. • Build additional storage for new special event equipment such as tables and chairs. • Replace worn out carpeting and enhance hallway with additional tile. M Add additional programs /services for the general community. • Conduct two American Red Cross Community CPR /First Aid Courses. • Conduct two Red Cross Babysitting Courses. RECREATION DEPARTMENT Community Center Division Code 001- 1403 -572 CODE CLASSIFICATION AMOUNT EXPLANATION PERSONNEL SERVICES .12000 Regular Salary $ 131,846 (1) Recreation Superintendent .13000 Other Wages $ 25,000 .14000 Overtime $ 750 .21000 FICA $ 12,656 .23000 Health Insurance $ 9,900 .24000 ISF: Workers' Compensation $ 3,441 .29990 Contingent Personnel Costs $ 7,836 (2) Maintenance Worker II Part -time and seasonal staff Wages for excess hours related to special events Social Security and Medicare taxes Projected health insurance premium for staff; coverage to fund health and dental base HMO coverage 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 -113 - Subtotal Personnel Services $ 191,429 OPERATING EXPENSES .34000 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 cou its .34150 Contract Services: Recreation $ 66,200 Class and program Instructors .40000 Travel $ 160 Local FRPA conference and transportation costs .41000 Telephone Expenses $ 575 Allocated telephone and internet access fees -113 - RECREATION DEPARTMENT Community Center Division Code 001 -1403 -572 ...e ...o.._.._.._.._..... ®..m.._... ......o.. ...e ......_.....e..a....._.....,... CODE CLASSIFICATION AMOUNT EXPLANATION OPERATING EXPENSES - Continued .43100 Electricity $ 17,556 Utility service for community center .43300 Water .44000 Rentals and Leases .45100 ISF: Risk Management .45200 ISF: Fleet Maintenance .46200 Repairs and Maintenance $ building 1,100 Utility service for community center building 7,000 Rides and equipment for special events 25,866 6,073 15,250 .47000 Printing $ 600 .48000 Advertising and Promotions $ 200 .49000 Other Current Charges $ 250 .52200 Other Operating Expenses $ 12,826 .52400 Uniforms $ 772 .54000 Subscriptions and Memberships $ 910 Finance determined insurance cost allocations for departmental insurance and other risk- related costs incurred and paid by the internal service fund Finance determined cost allocation for the acquisition, operation and maintenance of the department's vehicle(s) and equipment Maintenance supplies and building repairs / paint Brochures, posters, programs Advertising for Bargain Blitz event Annual fire safety permit Class and activity supplies, maintenance and custodial supplies, first aid supplies, special event supplies Uniforms for supervisor and staff Staff training, FRPA, league fees, tournament - 114 - FISCAL YEAR 2003 -2004 OPERATING BUDGET Miami Shores Village, Florida RECREATION DEPARTMENT Aquatic Division ftncdom The Miami Shores Aquatics Facility opened in November 2000, is comprised of a lap pool, activity poolandjac=i offeringan expanded comprehensive aquaticprogram includingadultandyouth swirnming lessons, swim team competitions, water exercise classes and fim swim. The activity pool features slides, water cannons, and interactive toys. This state-of-the-art facility offers the best aquatics faciility in the area., competing with several large capacity facilities. ities. Fiscal Year 2003 Achievements The Aquatic Center now employs 10 W.S.I.'s (swim instructors). We now have the ability to teach a significantly higher amount of Learn to Swim and private lessons. Last year the Aquatic Center employed only 3 certified instructors. These additional instructors are attributed to the hosting of a W SI class at MSAC. Swimming lessons for March — May 2003 total 17 classes with 94 participants. In 2002 the March — May totals were 6 classes containing 46 participants. This pace amounts to a 100% increase over last spring. This turn out can be attributed to the thousands of flyers, which were handed out at the 5 surrounding schools along with increased marquee requests and warm weather. The Aquatic Center has hired an Assistant Swim Coach to assist Noemi with the growing number of children. Over the past year it has been difficult to find and keep a qualified Assistant on staff. The Assistant will facilitate the expansion of the team as well as the development of an upcoming senior group and masters program. Umbrella rentals as of May 2003 are on pace to exceed last years revenue by at least 10% (weather permitting). The Aquatic Center has better than doubled last years April party totals. As of the end of May 2003 we have had 38 parties compared to 29 for 2002. Goals and Objectives for FiscalYear 2004 M Expand programming by adding individualized aquatic therapy by a certified therapist. • Attain a list of potential therapists via the internet. • Send a flyer containing what we're looking to achieve, what we expect, as well as our requirements (insurance, etc.) Advertise the new program throughout the community. Use any of the therapists existing clients to gain momentum. r. + r FISCAL YEAR 2003 -2004 OPERATING BUDGET Miami Shores Village, Florida RECREATION DEPARTMENT Aquatic Division Goals and Objectives for Fiscal Year 2004 - Continued Increase Swim Class attendance by 10% ■ Use the 7 new WSI's to offer additional class times. Use the same instructors to offer additional private lessons. ■ Use the Red Cross voucher program to advertise and fund the classes. LT Begin hosting swim meets in the competition pool in order to generate revenue and lure new swim team members. • Use timing system from another U.S. S. team • Use Village staff, parents, volunteers to assist with the several tasks. • Charge entry fee to swim meet (pre - registered) • Promote the team to spectators. Develop a "senior group" for the swim team (ages 14 — 18) • Use the younger children as a feeder program to older levels. • Use Assistant Swim Coach to provide additional attention to older team members 0 P T 116- RECREATION DEPARTMENT Aquatics Facility Division Code 001 - 1405 -572 ........................ ............ m...........,... ,............................. CODE CLASSIFICATION AMOUNT EXPLANATION PERSONNEL SERVICES .12000 Regular Salary $ 130,518 (1) Aquatic Supervisor .13000 Other Wages $ 164,477 .14000 Overtime $ 3,000 .21000 FICA $ 23,937 .23000 Health Insurance $ 16,500 .24000 ISF: Workers' Compensation $ 7,167 .29990 Contingent Personnel Costs $ 14,913 (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 Projected health insurance premium for staff; coverage to fund health and dental base HMO coverage 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 $ 360,512 OPERATING EXPENSES .31000 Professional Service $ 310 Funding to pay for Hepatitis B shots .34000 Contractual Services $ 31,127 Swim team coach and assistant coach, Hepatitis B shots, pest control, copy machine, special event DJ's, time clock, heaters. .34250 Concession Services $ 28,710 Estimated costs of goods to operate the concession stand at the Aquatics facility .40000 Travel $ 1,400 Transportation costs for supervisor and assistant supervisor attendance at FRPA conference ,41000 Telephone Expenses $ 1,176 Allocated telephone and internet access fees - 117- RECREATION DEPARTMENT Aquatics Facility Division Code 001.1405 -572 ...o.....e..o........ v.... .......e.......... ®........... ....s.. CODE CLASSIFICATION AMOUNT EXPLANATION OPERATING EXPENSES - Continued .41100 Telephone Long Distance $ 372 Estimated costs for long distance calls .41200 Telephone Cellular $ 240 Cell phone communication to staff after hours .43100 Electricity $ 32,900 Utility service for aquatics facility .43200 LP Gas $ 15,000 Gas to heat spa and competition pool in winter .43300 Water $ 8,000 Utility service for aquatics facility .44000 Rentals and Leases $ 545 Swim team, sum pumps .45100 ISF: Risk Management $ 43,041 Finance determined insurance cost allocations for departmental insurance and other risk - related costs incurred and paid by the internal service fund .46200 Repairs and Maintenance $ 7,100 Repair pool equipment .47000 Printing $ 380 Brochures, posters, programs .4800 Advertising and Promotions $ 1,464 Promotions to notice residents of the projects sponsored at the Aquatics facility .49000 Other Current Charges $ 865 Pool permit, spa permit, activity pool permit, State of FL amusement ride permit, (2) inspections .51000 Office Supplies $ 1,000 Pens, paper, ink and other office supplies for a one year period for three (3) full - time employees .52200 Other Operating Expenses $ 13,900 Class and activity supplies, maintenance and custodial supplies, first aid supplies, special event supplies, sunscreen .52400 Uniforms $ 3,350 Uniforms for supervisor and staff .52500 Fertilizer and Chemicals $ 18,590 Chlorine and pool chemicals .54000 Subscriptions and Memberships $ 600 Staff training, Swim team membership, ASCA membership, FRPA membership .58000 Training and Education $ 830 Aquatics facility operator and CPR training, Conference dues Subtotal: Operating Expenses S 210,900 pa TOTAL: RECREATION DEPARTMENT AQUATICS DIVISION $ 571,412 -118- FISCAL YEAR 2003 -2004 OPERATING Lill ®GET Miami Shores Village, Florida RECREATION DEPARTMENT Tennis Div'si ®n TheTermis Division provides awide variety of programs and classes designed to challenge and attractall ski l levels and age groups while maintammga safe and attractive facility. Fiscal Year 2003 Achievements The junior and tiny tot programs continued to attract participants introducing new players to the game of tennis. The tiny tots program showed a significant increase in new children. The Miami Shores W omen's Doubles Team completed its first year ever as an "A "division team. Facility improvements included wind screen replacement, new tennis nets, new landscaping, and the removal of older seating with new chairs. There was continual growth in tournament participation and seasonal junior camps. (coals and Objectives for 1FiscalYear 2004 To increase open play by providing a top level tennis facility. • Increase advertising on marquee. • Special events to attract players. To increase participation in junior Development Y Provide a long term goal of keeping players in the game for a lifetime. RECREATION DEPARTMENT Tennis Division Code 001 -1406 -572 CODE CLASSIFICATION AMOUNT EXPLANATION PERSONNEL SERVICES .13000 Other Wages $ 27,504 (3) Part-time tennis attendants -120- (1) Part-time clerk typist .21000 FICA $ 2,237 Social Security and Medicare taxes .24000 ISF: Workers' Compensation $ 627 Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions .29990 Contingent Personnel Costs $ 1,737 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 $ 32,105 OPERATING EXPENSES .34000 Contractual Services $ 24,189 Tennis professional contractual fees, air conditioning, pest control, time clocks and typewriters .41000 Telephone Expenses $ 450 Allocated telephone access fees .43300 Water $ 315 Utility service for tennis facility .45100 ISF: Risk Management $ 3,894 Finance determined insurance cost allocations for departmental insurance and other risk- related costs incurred and paid by the internal service fund .46200 Repairs and Maintenance $ 1,200 Cleaning materials, wind screen replacements .51000 Office Supplies $ 75 Miscellaneous supplies .52200 Other Operating Expenses $ 700 Building maintenance, light replacements, court water roll (to dry courts) .52400 Uniforms $ 256 Staff uniforms for part -time employees Subtotal: Operating Expenses S 31,079 TOTAL: RECREATION DEPARTMENT TENNIS DIVISION $ 63,184 -120- LIBRARY DEPARTMENT 5e� ORGANIZATION HART a P/T LIBRARYASSISTANT I DEBRA REESE P/T LIBRARYASSISTANT I JULIANA REESE P/T LIBRARYASSISTANT I ANA PAULINO P/T LIBRARYASSISTANT I JEAN MICHEL FfT LIBRARYASSISTANT I MICHELLE BRIDGES DIRECTOR OF LIBRARY SERVICES ELIZABETH ESPER YOUTH SERVICES LIBRARIAN ANNE KELLY FIT LIBRARYASSISTANT II DALIA HODDER P/T LIBRARYASSISTANT II MARIA TEMKIN P/T LIBRARYASSISTANT II AGNES SHEEHAN P/T LIBRARY PAGE SUSANA TEMKIN FISCAL YEAR 2003 -2004 OPERATING BUDGET Miami 5hores Village, Florida f. Brockway Memorial Library provides area residents with free access to a diversified portfolio of librarymatierialsin a variety offormats and media. The Library staffis committed to providing patrons with ahigb. level of personalassistance to gain access to information, meeting diversified personal, educational and professionalneeds. the Libratypromoies commurrityenrichmentand individual achievernent through reading. The Library keeps its shelves filled with best sellers, latestworks by apopular author, a well -balanced collection of non fiction books, popular maga- zines and periodicals, audio books, videos and large print books lends to the adage -There's some - thing for everyone." The Library motivates children, as well as adults, to develop good readinghabits and skills through various programs and events. Ongoing functions include weekly story time for all age groups, contests to encourage reading and libraryparticipation, adult book discussion programs, and art exhibits. Seasonal and holiday programs are also offered with stories, films, puppet shows, arts and crafts, and guestpresentadons. Fiscal Year 2003 Achievements Successfully raised $372,000 for the new multi -media center. Completed construction of the new wing including furniture, equipment and new technology moving the various collections into their respective areas improving the overall efficiency of the library. Added 2,426 new books, 373 new media, 541 material donations; by repairing 385 books and other materials; and by withdrawing 2,075 items processing 5,647 library patrons and checking out 61,741 items and 9,915 computer sessions were logged in. Painted and redecorated the Children's Room in order to improve its appearance. A display cabinet was purchased to showcase various collections, especially the American Girls dolls and accessories. Received a telecommunication grant from the FCC Universal Service Fund which provides the library with approximately 74% discount from BellSouth. Through Net Library, we continue to make accessible a collection of over 14,000 eBooks (electronic versions of printed books) online to our patrons. 0 P T° E D -122 - FISCAL YEAR 2003 -2004 OPERATING BUDGET Miami Shores Village, Florida 1:11-01,19 ijil Goals and Objectives for FiscalYear 2004 T1 Function as a source of recreational reading, self- education and enrichment. Purchase a minimum of 1,000 books of all genres, including best - sellers, popular reading, reference, non- fiction, to meet the needs of library patrons. (By September 2004). xi Function as a reading and information center for children and young adults. • Purchase a minimum of 500 new books for children and young adults to help with homework, and encourage independent reading and learning. (By August 2004) Provide audio - visual materials for education and pleasure. • Purchase a minimum of 3 SO audio books, videos, & DVD's. (By September 2004) Sponsor a variety of language arts programs for all ages to foster a love of books and reading. Encourage community participation in library activities by providing cultural events and educational programs. • Offer a minimum of 75 programs for children and adults. Continue new children book clubs, adult book clubs & family cultural arts series. (By August 2004). z( Provide services to the sight impaired and home bound patrons. Purchase a minimum of 100 new large print books and respond to request for material delivery 1009/o of the tune. Maintain and keep current library computer system to provide efficient access to information made available through technology. a Provide access to Internet and databases during 95% of library's operating hours. Keep the collection current and withdraw materials as they become dated or Morn beyond repair. Maintain an annual weeding rate of 2% of collection or 1,000 titles. (By August 2004). Maintain an effective staff committed to the provision of library services. • Improve the question- answering abilities of staff with current and expanded sources so that less than 2% of questions are unanswered. Process and catalog materials within 10 days of acquisition. Re- shelve materials within 2 days after return 99% of the time. Maintain a collection which is current, well - rounded, and meets user demands. i Maintain a minimum of 52,000 books and other materials available for reference and circulation. Make library catalog available on the web. • Purchase and install software to make library's catalog accessible on line. (By January 2004). Restore library's front windows. • Repair and repaint front windows' frames and casings. (By June 2004). FISCAL YEAR 2003 -2004 OPERATING BUDGET Miami Shores Village, Florida LIBRARY DEPARTMENT BUDGET HIGHLIGHTS Total budget of $412,991 reflects a 13.24% incase or $48,287 gttater than FY 2003. Mh sisoornprisedofper sonneloostinmxeases ( ±$26,527); OperaiingCost s ( +$18,320); and Capital Outlay ( +$3,440). Personnel cost increases include Regular Wages ($10, 389 -full year funding for all positions including mid -year additions in FY 2003); health and workers'compensation insurance premiums ($2,096 and $3,404 respectively) and Contingent Personnel cost ($4,299 -COIA & Merits). Operating oostharmseindudeliabRityinsurance ($10,32 Myearofnewogmsion);frame relayoosts ($4,932); Repairs /Maintenance ($1,050); and Other Operating ($1,345). These are partiallyoffsetbysavingsin Telephones - centralized tonon departmental ($3,772). Capital outlayincreases include Media ($2,750) and Books ($690). r r r i -124- � t' A ® O P T LIBRARY DEPARTMENT Code 001 -1500 -571 CODE CLASSIFICATION AMOUNT EXPLANATION PERSONNEL SERVICES .11000 Executive Salary $ 64,258 Library Director .11001 Executive Benefit - General $ 3,720 Executive benefit package and allowance .12000 Regular Salaries 21000 FICA .23000 Health Insurance 24000 ISF: Workers' Compensation .29990 Contingent Personnel Costs $ 168,395 $ 19,194 $ 13,200 $ 5,743 $ 14,526 (1) Youth Services Librarian (full -time) (2) Library Assistant II (full -time) (2) Library Assistant II (part -time) (4) Library Assistant I (part -time) (1) Library Page (part-time) Social Security and Medicare taxes Projected health insurance premium for staff; coverage to fund health and dental base HMO coverage 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 $ 289,035 OPERATING EXPENSES .34000 Contractual Services $ 21,009 Maintenance contracts for A /C, computers, exterminator, typewriters, smoke and fire alarms and security alarm, Janitorial Services .40000 Travel $ 875 Travel costs for two Library associates to attend the Florida Library Association Convention .41000 Telephone Expenses $ 3,494 Telephone and secured internet service access fees -125- LIBRARY DEPARTMENT Code 001 - 1500 -571 CODE CLASSIFICATION AMOUNT EXPLANATION OPERATING EXPENSES - Continued .41100 Telephone Long Distance $ 40 Estimated costs for long distance or toll calls .42000 Postage $ 507 Library correspondence and book and film W�T's postage .43100 Electricity $ 11,359 Estimated costs for library electricity usage .43300 Water $ 275 Water connection charge .45100 ISF: Risk Management $ 14,899 Finance determined insurance cost allocations for departmental insurance and other risk - related costs incurred and paid by the internal service fund .46200 Repair and Maintenance $ 4,200 A/C service Et parts not covered under contract, plumbing and electrical services, carpet cleaning and general maintenance of building .47000 Printing $ 1,539 Book binding, bookmarks, brochures, and various library forms .48000 Advertising and Promotions $ 900 Summer reading programs, Holiday programs, Reading Clubs .51000 Office Supplies $ 617 Pens, paper and other office supplies for a one year period for four (4) full -time and six (6) part -time employees .52200 Other Operating Expenses $ 6,569 Book jacket covers, catalog cards, book processing supplies, audio -video cassette cases, CD /DVD albums, magazine and paperback protectors, archival supplies, data Et printer cartridges, barcode scanners, security tags, light bulbs, paper towels /tissues .58000 Training 8 Education $ 1,500 Tuition Reimbursement for Library Assistant pursuing degree in Library Science Et Information Studies .54000 Subscriptions and Memberships $ 145 Florida Library Association Subtotal: Operating Expenses $ 67,928 W�T's LIBRARY DEPARTMENT Code 001 - 1500 -571 --•---. ................e.._.._.. - - -... ..-- • - - - -.. .. _.r...�..�..e..�_.�..m..�..�..A CODE CLASSIFICATION AMOUNT EXPLANATION CAPITAL OUTLAY (' .66000 Books, Publications, Library $ 39,389 Annual funding for books, periodicals, library Materials materials, large print books, and reference materials .66100 Media $ 15,201 Annual funding for CD -Roms, audio- books, videos, CD /DVDs, on -line databases f Subtotal: Capital Outlay $ 54,590 TOTAL: Library Department $ 411,553 SHE MIAMI SHORES VILLAGE, FLORIDA ..... . ..................................... I.......... FY 2003 -2004 BUDGET GLOSSARY OF FUNDS arc KEY TERMS General Fund: The balanced group of accounts used to record all financial resources except those required to be recorded and accounted for in another fund. The General Fund is normally used to record day -to -day operating activities. Special Revenue Fund: A group of self - balancing accounts where revenues and expenditures are identified for specific and /or restricted uses. Financial activity reported in this fund include excise Tax proceeds, Local Option Gas Tax proceeds, Half —cent Transportation Tax proceeds, Grant activities, and, when necessary, hurricane or storm related costs. 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 assessments, or expendable trust funds. Qualified transactions must be valued at least $750 and have a life expectancy of a minimum of 3 years. Debt Service Fund: A group of self - balancing funds established to record the accumulation of resources (cash) and corresponding disbursements for the payment of general obligation bond principal and interest costs. Only voter- approved debt is recorded in this fund which is supported by separate ad valorem tax levies. Enterprise (or Proprietary) Fund(s): A group of segregated 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 formally require legislative authority to operate — except to determine and set up fees. Unlike the general fund, enterprise funds are recorded using 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. Enterprise Funds also include depreciation charges to accumulate Replacement Funds. Internal Service Funds: Individual groups of accounts established to record the financing of goods or services provided by one village division to another. Funding (or the revenue portion) for these funds are based upon cost allocation schedules. The Village uses Internal Service Funds to centralize costs for insurance and fleet; record all transactions using the full accrual accounting method. Expendable Trust or Agency Fund: Individual groups of funds and accounts used to segregate specific 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 Enforcement Training Trust Fund and Pension Fund. Ad Valorem Taxes: Taxes paid on the assessed value of land, buildings and personal properties including business inventory and equipment as determined by the Miami -Dade County Property Appraisers Office. The ad valorem taxes represent the largest source of revenues for general operations and are used to support the general operations and debt service obligations of the Village. (Cross reference `Troperty Taxes" and "Millage Rate'). Appropriation: Monies, funds or dollars allocated and authorized by the Village Council for specifically designated purposes. Bond Funds: Proceeds from the sale of general obligation 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, services and construction projects funded within available 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. 0 MIAMI SHORES VILLAGE, FLORIDA ....................... ............................... FY 2003 -2004 BUDGET GLOSSARY OFFENDS & KEY TERMS - Continued Fiscal Year: A 365 -day period of time during which operations are recorded. Linder statutory provisions., the fiscal year for Miami Shores Village is October I through September 30. Fund: A self- balancing group of accounts treated as an entity to meet legal requirements of Generally Accepted Accounting Principals commonly referred to as "GAAP ". Fund Balance: The Equity position or 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 operations. (Cross reference to "retained earnings "to explain equity positions of proprietary funds). Half -Cent Transportation Surtax: Effective January 1, 2003, a new 1/2-cent tax on products sold in Miami -Dade County, proceeds of which are accumulated and a portion of which is distributed to participating municipalities. Receipts in this fund must be used to promote, enhance, maintain and /or expand transportation and transportation- related activities in the community, Proposed budgets are submitted to the Miami -Dade Transit Authority by the Village by June 1 n of each year. The proposed budgets are reviewed and considered by a community board. Once approved, the Village receives proceeds on a monthly basis. Local Government 1/2 -cent Sales Taxes: The value of a state - imposed $0.005 (1/2 -cent tax levy collected on all taxable sales state wide which is subsequently allocated to all Counties then apportioned to the local taxing authorities within the counties' jurisdiction based upon the proportion of gross sales in the community. Local Option Gas Taxes: A two -part county - imposed levy on each gallon of motor fuel or other petroleum related products. The tax, levied with state approval, is comprised to two portions: a six -cent levy and a three -cent levy. These funds are restricted to repairs to roads, rights -of -ways, easements, sidewalks, streetlights, curbs and alleys. General provisions of this tax are defined in Florida State Statute Section 206, and further defined by the Miami -Dade County Home Rule Charter. Millage Rate: The value of one dollar ($ 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 Office on the first of each calendar year for the subsequent fiscal year. Operating Budget: A balanced and consolidated fiseaI plan to provide governmental programs and services for a single fiscal year. Personnel costs: The total planned expenditures related to salaries, taxes, and fringe benefits including health insurance premiums, leave time (paid or unpaid), pension, compensatory time when applicable, worker's compensation premiums, longevity, cost -of- living and merit increases. Prior year encumbrances: Outstanding financial obligations of the Village to purchase goods and /or services 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 re- appropriation in the subsequent fiscal budget. This procedure is required to conform with generally accepted accounting principles. Property Tax: (See Ad Valorem Taxes) - Taxes paid on the assessed or "just" value of land, buildings, business inventory or assets as determined by the Miami -Dade County Property Appraisers Office on January 1st of each year. II MIAMI SHORES VILLAGE, FLORIDA ....................... ............................... FY 2003 -2004 BUDGET GLOSSARY OF FUNDS & KEY TERMS - Continued 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 replacement 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 - -rack 1Vlilla.ge 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 or decrease in net property assessments 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, acquisitions or annexation efforts involving the geographical boundaries of the Village. State Revenue Sharing: Funds collected and distributed by the State Department of Revenue directly to municipalities and other taxing authorities throughout the state as determined in the respective distribution formulas. The revenues included in this class are the "sin taxes" and other non - petroleum or general sales tax based goods. III Miami Shores Village FY 2004 -2008 Capital Project Programs Year #1 of 5: FY 2003 -2004 Projects - Sorted by Department Funding Original Cost Revised Cost Project Description Dept Project Source Estimate Projection Total for FY 2003 -2004 - -- "` - # *"- $1,158,450 $ 946,955 Website Enhancement M &C ** CAP $ 750 $ - Sub- total: Admin -V Manager 04 -008 FL -MT $ 750 $ - Software Upgrade - HR Integration Fin 04 -001 VARIOUS $ - $ 17,700 Sub- total: Finance Department Purchase Transmission Fluid Exchanger PW -FM $ - $ 17,700 Purchase PC -Lobby reference center Bldg 04 -002 CAP $ - $ 1,750 Sub - total: Building Department $ 60,000 $ - $ 1,750 Restore /Paint Front Windows Purchase On -Line Catalog system Lib Lib 04 -003 04 -004 CAP CAP $ $ - $ - $ 1,700 2,470 Sub-total: Library Operations FM -R &R $ $ - $ 4,170 Physicio- control LifePak500 Defibr. Radio Comm. Tower Infrastructure Duty weapon replacement program Pol Pol Pol 04 -005 04 -006 04 -007 FORFT. CAP CAP $ $ $ - $ - $ - $ 14,000 30,000 32,000 Sub- total: Police Department $ - $ 76,000 Purchase - Sedan - Building Director (New) PW -FM 04 -008 FL -MT $ - $ 25,000 Purchase Wheel Balancer (New) PW -FM 04 -009 FL -MT $ - $ 4,200 Purchase Transmission Fluid Exchanger PW -FM 04 -010 FL -MT $ - $ 7,500 Replace Vehicle #V -18 ('87 Backhoe) PW -FM 04 -011 FM -R &R $ - $ 60,000 Replace Vehicle T5 (Trailer) PW -FM 95,700 FM -R &R $ 10,000 $ - Replace Vehicle #19 (Pickup Truck) PW -FM * FM -R &R $ 26,000 $ - Replace Vehicle #V18 (Backhoe) PW -FM - FM -PAR $ 45,000 $ - Replace Vehicle #17 (Small truck) PW -FM * FM -R &R $ 45,000 $ - Replace Vehicle #1984 (Chipper Truck) PW -FM - FM -R &R $ 50,000 $ - Replace Vehicle #1995 (Water truck) PW -FM - FM -R &R $ 60,000 $ - Sub- total: PW -Fleet Maintenance $ 236,000 $ 96,700 Replace Reelmaster Mower PW -RM 04 -012 CAP $ 19,300 $ 20,000 Sub - total: PW- Recreation Maintenance Division $ 19,300 $ 20,000 (Annual) ADA Improvements PW -Adm 04 -013 CAP $ 10,000 $ 20,000 Sub- total: PW- Administrative Division $ 10,000 $ 20,000 (Annual) Resurface Streets & Alleys PW -5T 04 -014 LOGT $ 95,700 $ 95,700 (Annual) Sidewalk Replacement PW -5T 04 -015 LOGT $ 132,200 $ 132,200 (Annual) Sign Material PW -5T 04 -016 LOGT $ - $ 6,000 (Annual) Tree Replacements PW -ST 04 -017 LOGT $ 10,000 $ 10,000 (Annual) Parking Bumper Replacements PW -5T 04 -018 LOGT $ - $ 1,000 (Annual) Street Irrigation Replacements PW -5T 04 -019 LOGT $ - $ 10,000 (Annual) Replace Decorate Street ID Signs PW -ST CAP $ 20,000 $ - FY 2004 to FY 2008 Capital Budget FY 2003 -04 Projects IV Miami Shores Vi I lage FY 2004 -2008 Capital Project Programs Year #1 of 5: FY 2003 -2004 Projects - Sorted by Department Funding Original Cost Revised Cost Project Description Dept Project Source Estimate Projection Total for FY 2003 -2004 # ""' $1,158,450 $ 946,955 Grand Concourse Median Enhancements PW -ST 04 -020 LOGT $ 100,000 $ 150,000 Purchase Arrow Board PW -ST 04 -021 LOGT $ - $ 5,000 Replace 37 Toro Mower PW -ST 04 -022 LOGT $ - $ 3,300 Design /Develop Village Entranceways PW -ST * LOGT $ 25,000 $ - Purchase /Install Planters & trees PW -ST * CAP $ 21,500 $ - Sub- total: PW- Streets Maintenance Rec -CC 04 -027 $ 404,400 $ 413,200 Purchase /Replace Recycling Bins PW -San 04 -023 SAN $ - $ 3,000 Replace Vehicle #9554 (Garbage Truck) PW -San 04 -024 SAN $ - $ 162,500 Rehabilitate & Renovate Chipper Pad PW -San 04 -025 SAN $ - $ 25,000 Rehabilitate Vehicle #149 (Beast) PW -San 04 -026 SAN $ - $ 8,000 Replace Vehicle #33 (Front -end Loader) PW -San Rec -CC SAN $ 88,000 $ - Replace Vehicle #9659 (Mach Truck) PW -San Rec -CC SAN $ 150,000 $ - Sub- total: PW- Sanitation Operations $ 238,000 $ 198,500 Drainage improvement programs PW -SW * STW $ 250,000 $ - Sub- total: PW -Storm Water Operations 04 -035 CAP $ 250,000 $ - Royal Palm Room Air Handler Acquisition Rec -CC 04 -027 CAP $ - $ 5,395 Queen Palm Air Conditioner. Rec -CC 04 -028 CAP $ - $ 7,310 Tables ( #10) Rec -CC 04 -029 CAP $ - $ 3,750 Repaint Community Center Interior Rec -CC 04 -030 CAP $ - $ 9,500 Install Auditorium Stage Floor Rec -CC 04 -031 CAP $ - $ 8,190 North Patio Storage Facility Rec -CC 04 -032 TRT $ - $ 2,800 Recarpet & the Community Center Rec -CC 04 -033 CAP $ - $ 12,000 Sub- total: Recreation (Comm. Center) $ - $ 48,945 Purchase portable baseball backstop Rec -Ath 04 -034 CAP $ - $ 1,500 Replace A/C in Field House front office Rec -Ath 04 -035 CAP $ - $ 4,500 Purchase Trampoline Rec -Ath 04 -036 CAP $ - $ 4,650 Tot Lot Sunshade Rec -Ath 04 -037 CAP $ - $ 13,340 Youth basketball Courts Rec -Ath 04 -038 CAP $ - $ 26,000 Sub- total: Recreation (Athletics) $ - $ 49,990 FY 2004 to FY 2008 Capital Budget FY 2003 -04 Projects V Miami Shores Village FY 2004 -2008 Capital Pro ject Programs Year #2 of 5: FY 2004 -05 Projects Sorted by Department Funding Original Cost Revised Projected Project Description Dept Source Estimate Cost Estimate -- Total for FY 2004 - 2005 " ` *" $ 1,383,578 $ 1,227,028 Website Enhancement VMgr CAP $ 750 $ - Sub- total: Admin -V Manager $ 750 $ - Building Management Software Bldg TRT $ - $ 10,000 Sub- total: Admin- Building Department $ - $ 10,000 Purchase Outside Book Return (moved to FY 2006) LIB CAP $ 1,828 $ - Rehab iltation /Upgrade Computer Harddrives (50 %) LIB CAP $ - $ 6,528 Sub - total: Library $ 1,828 $ 6,528 Replace Vehicle #T -5 (1996 Parks Trailer) PW -FM FM -R &R $ - $ 12,500 Replace Vehicle #174 (Scarifier -from RecMtce in '06) PW -FM FM -R &R $ 10,000 $ 18,000 Purchase Bucket Truck (small) - New PW -FM FL -MT $ - $ 69,000 Purchase Vehicle (New Water Truck) PW -FM FM-RAP $ - $ 30,000 Replace Compressor V6 (Orig: FY 2006- RecMtc) PW -FM FM -R &R $ 15,000 $ 15,000 Replace Vehicle #9450 (Pickup Truck - Orig FY'06) PW -FM FM -R &R $ 26,000 $ 25,000 Replace Vehicle #9600 (Crime Watch, orig: FY 2006) PW -FM FORFEITURE $ 20,000 $ 23,000 Replace Police Vehicles (5- marked units) PW -FM FM -R &R $ 134,000 $ 137,000 Replace Vehicle #V32 (Street Sweeper) PW -FM Various $ - $ 125,000 Replace Vehicle #151(5m. Dump Truck) Orig: FY 05 PW -FM FM -R &R $ 65,000 $ 65,000 Sub - total: PW -Fleet Maintenance PW -5T LOGT $ 270,000 $ 519,500 (Annual) ADA Improvements PW -Parks CAP $ 10,000 $ 15,000 Purchase /Install Trees & Planters PW -Parks LOGT $ 21,000 $ - Sub- total: PW -Parks Maintenance Div. $ 31,000 $ 15,000 (Annual) Resurface Streets & Alleys PW -ST LOGT $ 100,000 $ 100,000 (Annual) Sidewalk Replacement PW -ST LOGT $ 140,000 $ 140,000 (Annual) Tree Replacements PW -ST LOGT $ 10,000 $ 10,000 (Annual) Parking Bumper Replacements PW -5T LOGT $ - $ 1,000 (Annual) Replace Decorate Street ID Signs PW -ST CAP $ 20,000 $ - Replace Equipment #V4 (Steam Generator) PW -5T CAP $ 20,000 $ 20,000 Replace Vehicle #32 (Sweeper) PW -ST CAP $ 125,000 $ - Replace Vehicle #151 (Dump truck reclass to FLMtce) PW -ST CAP $ - $ - Grand Concourse Median Improvement PW -ST CAP $ 100,000 $ - Purchase traffic calming - 95th Street PW -ST CAP $ - $ 150,000 Purchase 10th Place Entrance Sign PW -5T LOGT $ - $ 87,000 Sub - total: PW- Streets Maintenance $ 515,000 $ 508,000 Renovate Storage Facility (advanced to FY 2004) PW -ADM CAP $ 150,000 $ - Sub- total: PW -Admin - Administrative Div. $ 150,000 $ - Replace Vehicle #9659 (Mach -Leach Garbage Truck) PW -SAN SAN $ 165,000 $ 165,000 Purchase /Replace Recycling Bins PW -SAN SAN $ - $ 3,000 Sub - total: PW- Sanitation $ 165,000 $ 168,000 Drainage Improvement Program PW -5W 5TW $ 250,000 $ - Sub- total: PW -Storm Water Operations $ 250,000 $ - FY 2004 -05 FY 2004 -2008 Capital Improvement Program VI Miami Shores Village FY 2004 -2008 Capital Project Programs Year #3 of 5: FY 2005 -06 Projects Sorted by Department Funding Original Cost Revised Projected Project Description Dept Source Estimate Cost Estimate Totals for FY 2005 -2006 't* ** $ 711,740 $ 635,646 Website Enhancement V -MGR CAP $ 750 $ - Sub- total: Admin -VMgr $ 750 $ - Restore /Paint Library Front Doors LIB CAP $ 1,790 $ - Rehabiltation /Upgrade Computer Harddrives (50 %) LIB CAP $ - $ 6,528 Purchase Outdoor Book Return (from FY 05) LIB CAP $ - $ 1,918 Sub - total: Library $ 1,790 $ 8,446 Replace Vehicle #9551 (1/2 -ton Pickup) PW -FM FM -R &R $ 27,500 $ 25,000 Replace Vehicle #9552 (1/2 -ton Pickup) PW -FM FM -R &R $ 27,500 $ 25,000 Replace Vehicle #9555 (Disk Chipper, orig'06) PW -5T LOGT $ - $ 18,000 Replace Vehicle #178 (Tractor Trailer) PW -FM FM -R &R $ 15,000 $ 20,000 Sub- total: PW -Fleet Maintenance $ 70,000 $ 88,000 (Annual) ADA Improvements PW -PKS CAP $ 10,000 $ 15,000 Replace Vehicle #9555 transfer to FL Mtce PW -PKS LOGT $ - $ - Sub- total: PW -Parks Maintenance $ 10,000 $ 15,000 Purchase /Replace Recycling Bins PW -5AN SAN $ - $ 3,000 Replace Vehicle #33 (Front -end Loader) PW -5AN SAN $ - $ 95,000 Sub- total: PW- Sanitation R &R Fund $ - $ 98,000 (Annual) Resurface Streets & Alleys PW -ST LOGT $ 105,000 $ 105,000 (Annual) Sidewalk Replacement PW -ST LOGT $ 144,200 $ 144,200 (Annual) Tree Replacements PW -ST LOGT $ 10,000 $ 10,000 (Annual) Parking Bumper Replacements PW -ST LOGT $ - $ 1,000 (Annual) Replace Decorate Street ID Signs PW -ST LOGT $ 20,000 $ 6,000 Grand Concourse Median Improvement PW -ST LOGT $ 100,000 $ 150,000 Rehab Downtown streets-Seal coat PW -ST CAP $ - $ 10,000 Sub- total: PW- Streets Maintenance $ 379,200 $ 426,200 Drainage Improvement Program PW -SW 5TW $ 250,000 $ - Sub- total: PW -Storm Water Operations $ 250,000 $ - FY 2005 FY 2003 -07 Capital Improvement Program VII Miami Shores Village FY 2004 -2008 Capital Project Programs Year #'4 of 5: FY 2006 -07 Projects Sorted by Department Funding Original Cost Revised Projected Project Description Dept Source Estimate Cost Estimate Totals for FY 2006 - 2007 ** ** $ 725,750 $ 517,500 Website enhancement VMgr CAP $ 750 $ - Sub- total: Admin- Village Manager $ 750 $ - Restore /Paint Library Front Doors Lib CAP $ - $ - Sub- total: Library Operations $ - $ - Replace Vehicle #9663 (3/4 -ton Pickup) Replace Vehicle #9661 (Chipper Truck) PW -FM PW -FM FM -R &R FM -R &R $ $ 25,000 52,000 $ $ 25,000 25,000 Sub - total: PW -Fleet Maintenance $ 77,000 $ 50,000 AbA Improvement Efforts (Annual) Tree Replacement Program Replace Public Works facility fencing Rehabilitation Constitution Park PW -Parks PW -Parks PW -Pks PW -Pks CAP CAP CAP CAP $ $ $ $ 10,000 10,000 - - $ $ $ $ 15,000 10,000 5,000 19,500 Sub - total: PW -Parks Maintenance $ 20,000 $ 49,500 (Annual) Resurface Streets & Alleys (Annual) Sidewalk Replacement (Annual) Replace Decorate Street ID Signs (Annual) Parking Bumper Replacements Grand Concourse Median Improvement PW -St PW -St PW -St PW -ST PW -St LOGT LOGT LOGT LOGT LOGT $ $ $ $ $ 110,000 148,000 20,000 - 100,000 $ $ $ $ $ 110,000 148,000 6,000 1,000 150,000 Sub - total: PW - Streets Maintenance $ 378,000 $ 415,000 Purchase /Replace Recycling Bins PW -SAN SAN $ - $ 3,000 Sub - total: PW- Sanitation $ - $ 3,000 brainage Improvement Program PW -SW STW $ 250,000 $ - Sub- total: PW -Storm Water Operations $ 250,000 $ - FY 2006 Projects FY 2003 -07 Capital Improvement Program VIII Miami Shores Village FY 2004 -2008 Capital Project Programs Year #5 of 5: FY 2007 -08 Projects Sorted by Department Funding Original Cost Revised Projected Project Description Dept Source Estimate Cost Estimate Totals for FY 2007 -2008 ** ** $ - $ 302,900 ADA Improvement Efforts PW -Pks CAP $ - $ 15,000 (Annual) Tree Replacement Program PW -Pks CAP $ - $ 10,000 Sub- total: PW -Parks Maintenance $ - $ 25,000 (Annual) Resurface Streets & Alleys PW -St LOGT $ - $ 114,000 (Annual) Sidewalk Replacement PW -St LOGT $ - $ 153,900 (Annual) Replace Decorate Street ID Signs PW -St LOGT $ - $ 6,000 (Annual) Parking Bumper Replacements PW -ST LOGT $ - $ 1,000 Sub- total: PW- Streets Maintenance $ - $ 274,900 Purchase /Replace Recycling Bins PW -5AN 5AN $ - $ 3,000 Sub - total: PW- Sanitation $ - $ 3,000 FY 2007 Project FY 2003 -2007 Capital Improvement Program 1