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2004-20051' r 'i 'r f• A FLORIDA MUNICIPALITY it • f • r T f •r,,�� , . 1 f■ f�R f i • f f f ••�� Fiscal Year ' Ito, • 200 4 2005 ►r• .,,. va ., 0 ■ ■ . ■ ■ ►% • •r • , f � , , r MIAMI SHORES VILLAGE A FLORIDA MUNICIPALITY ADOPTED OPERATING BUDGETS By Department / By Division September 30z',,2 , RPM "'T!111111 ��, ADOPTED FY 2004 -2005 OPERATING BUDGET Miami Shores Village, Florida TABLE OF CONTENTS Introduction Village -wide Organization Chart ............................................................. ............................... i TransmittalLetter .................................................................................. ............................... ii Financial Summaries (Revenues & Expenditures) .. ............................... .........................iii -ix Administration Office of the Mayor and Village Council ................................................ ..............................1 Office of the Village Attorney .............................................................. ............................... 5 Office of the Village Manager ............................................................... ............................... 8 Officeof the Village Clerk ...................................................................... .............................13 CodeEnforcement Division ...................................................................... .............................19 BuildingDepartment ................................................................................ .............................24 Planning& Zoning Division ....................................................................... .............................30 FinanceDepartment ................................................................................ .............................35 Non-Departmental .................................................................. ............................... 42 DebtService Division ............................................................... .............................47 RiskManagement ...................................................................... .............................50 Public Safety PoliceDepartment .................................................................................... .............................55 School Crossing Guard Division ............................................... .............................65 Public Works PublicWorks Department ....................................................................... .............................67 ParksDivision ............................................................................ .............................68 StreetsDivision ........................................................................ .............................73 Administrative Division ............................................................ .............................77 Recreation Maintenance Division ............................................. .............................81 Local Option Gas Tax Division ................................................. .............................84 Half Cent Sur Tax Division ...................................................... .............................87 Sanitation Enterprise Division ................................................ .............................90 Storm Water Enterprise Division ........................................... .............................94 Fleet Maintenance Division ...................................................... .............................98 Recreation & Leisure RecreationDepartment ........................................... ............................... ............................103 Administrative Division ............................ ............................... ............................104 AthleticsDivision ...................................... ............................... ............................109 AthleticPrograms ....................... ............................... ............................113 Community Center Division ....................... ............................... ............................121 AquaticsDivision ....................................... ............................... ............................125 TennisDivision ........................................... ............................... ............................129 Brockway Memorial Library Department .............. ............................... ............................132 Appendices Glossary.............................................................................................. ............................... I -III CapitalBudget Summary ....................................................................... ...........................IV -V MIAMI SHORES VILLAGE ORGANIZATION CHART AS OF OCTOBER 1, 2004 MAYOR & COUNCIL MAYOR JIM MC COY VICE MAYOR HERTA HOLLY COUNCILMAN WILLIAMA. DAVIS COUNCILMAN EDWARD QUINTON COUNCILMAN GREG ULLMAN VILLAGE CLERK BARBARAA.ESTEP EXECUTIVEASST. VILLAGE MANAGER TO VILLAGE MANAGER BARBARA A.ESTEP THOMAS J. BENTON mj PUBLIC WORKS DIRECTOR FINANCE DIRECTOR BUILDING DIRECTOR DAVID G. TRAILL MARKA. MALATAK, CPA CURTIS CRAIG RECREATION DIRECTOR JERRY ESTEP PLANNING & ZONING / CODE ENFORCEMENT DIRECTOR ALLYN BERG 1 VILLAGE ATTORNEY RICHARD SARAFAN, ESQ CHIEF OF POLICE RICHARD H. MASTEN SERVICES ELIZABETH ESPER ®'9'yNC. 1931 G�pp o e Cep /�--®® gg/��/�� ®® �n/� �.Y. '!,ov1e t. IV6/9i6'B"(t ®C ej G Ila �Qi 10050 N.E. SECOND AVENUE � vras I MIAMI SHORES, FLORIDA 33 1 38 -238 2 TELEPHONE (305) 795 -2207 FAX (305) 756 -8972 THOMAS J. BENTON VILLAGE MANAGER MEMORANDUM TO: Mayor McCoy Vice Mayor Holly Councilman Davis Councilman Quinton Councilman Ullman FROM: Tom Benton DATE: November 1, 2004 RE: FY 2004 -2005 Adopted Budget It is with great pleasure that we present to you the Adopted FY2004 -05 Operating Budget Book. The Village's fiscal year began on October 1, 2004 and ends on September 30, 2005. The FY 2004 -05 budget totals $25,318,173 and is comprised of $10,806,740 in the General Fund $673,293 in the voter - approved Debt Service Fund; $2,505,468 for Special Revenue Funds ;$6,522,883 for the Capital Projects Fund; $1,717,885 for the Village's Internal Service Funds; $3,091,903 for the Enterprise Operations. The General and Debt Service Funds include ad valorem (or property tax) levies of: Ad Valorem Levy for General Operations: 8.2500 mills Ad Valorem Levy for Debt Service (Aquatic Facility): 0.5151 mills Ad Valorem Levy for Debt Service (Charter High School): 0.6100 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. TJB: ii Miami Shores Village Proposed FY 2004 -05 Operating Budget Property Tax Levy and Assessed Value Trend Analysis TREND HISTORY - MILLAGE RATES 9.0000 _a00 aozp 21 ^ NDO o,•k 1 ap0 am 8.5000 m a) 8.0000 rn m g 7.5000 7.0000 '94 '95 '96 '97 '98 199 100 101 '02 '03 '04 '05 Fiscal years Assessed value as of January 1, 2004 Addback adjustments in progress Current year adjusted taxable valuation Proposed FY 2003 -04Ad valorem levy Ad valorem proceeds Less 5% collection discount factor FY 2003 -04 PROPERTY TAX REVENUES $700 $600 S $500 > $400 v N $300 a� N $200 a $100 TREND HISTORY on ASSESSED VALUES .gQ 10 <g6 <g1 'g8 '99 p0 '131 ,p2 X03 '134 ,p5 Fiscal Years Form Bud RT 01 (Rev- Jun'04) 111 $ 584,000,000 2,345,235 $ 586,345,235 8.2500 $ 4,837,348 $ 241,867 $ 4,595,481 Chg FY Assessed values 4.25% '94 $ 309,864,072 3.11% '95 319,513,216 6.11% '96 339,048,927 0.86% '97 341,965,184 0.03% '98 342,065,289 7.73% '99 368,516,109 4.69% '00 385,801,088 5.73% '01 407,910,505 8.06% '02 440,802,640 9.52% '03 482,755,673 11.39% '04 537,759,034 8.60% '05 584,000,000 Miami Shores Village Proposed FY 2004 -05 Operating Budget Millaae 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 1 st 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, 2004 which were $584.000.000 and incorporated into the Proposed Operating Budgets. Equalization adjustments ...................... $ (1,405,012) $ (5,013,022) $ (887,001) $ (775,550) $ - $ - % of adjustments -0.36% -1.23% -0.20% -0.16% 0.00% 0.00% Final value for Taxes ........................... $ 384,396,271 $ 402,897,483 $ 439,915,642 $ 489,098,180 $ 537,759,034 $ 584,000,000 Value of one mill for operating purposes $ 384,396 $ 402,897 $ 439,916 $ 489,098 $ 537,759 $ 584,000 95% collection factor Millage levied by Village General operating purposes Voter - approved debt service TOTAL MILLAGE $ 365,176 $ 382,753 $ 417,920 $ 464,643 $ 510,871 $ 554,800 FY 2005 FY 2000 Final FY 2001 Final FY 2002 Final FY 2003 Final FY 2004 Initial Estimated Activity or Information Valuation Valuation Valuation Valuation Valuation Valuation Adjusted values .. ............................... $ 383,570,603 $ 405,448,292 $ 436,567,916 $ 482,755,673 $ 535,413,799 $ 584,000,000 First time additions ......... 2,230,680 2,462,213 4,234,727 7,118,057 2,345,235 - TOTAL VALUE ..... ............................... $ 385,801,283 $ 407,910,505 $ 440,802,643 $ 489,873,730 $ 537,759,034 $ 584,000,000 Equalization adjustments ...................... $ (1,405,012) $ (5,013,022) $ (887,001) $ (775,550) $ - $ - % of adjustments -0.36% -1.23% -0.20% -0.16% 0.00% 0.00% Final value for Taxes ........................... $ 384,396,271 $ 402,897,483 $ 439,915,642 $ 489,098,180 $ 537,759,034 $ 584,000,000 Value of one mill for operating purposes $ 384,396 $ 402,897 $ 439,916 $ 489,098 $ 537,759 $ 584,000 95% collection factor Millage levied by Village General operating purposes Voter - approved debt service TOTAL MILLAGE $ 365,176 $ 382,753 $ 417,920 $ 464,643 $ 510,871 $ 554,800 8.3627 8.0000 8.0000 7.7500 7.7500 7.7500 0.6065 0.5151 0.5151 0.5151 0.5151 0.5151 8.9692 8.5151 8.5151 8.2651 8.2651 8.2651 Tax levies 8 revenues for FY 2004 -05 are based upon the (Preliminary) estimate and presented as follows as delivered on June 1 2004 Proposed FY'05 Estimated FY'05 Tax levy category Milage Revenues Tax levy for Operating: 8.2500 $ 4,577,100 Tax levy for Voter - approved Debt Service 1.1251 624,205 TOTAL PROPOSED MILLAGE (FY 2004 -05) 9.3751 $ 5,201,305 Fonn Bud RT 02 (RevJun'04) IV FY'05: Revenue Analyses Miami Shores Village Proposed FY 2004 -05 Operating Budget Revenue Report including Trend Source Data Ad valorem Taxes The 2005 assessed value of Miami Shores Village is provided by the Dade County Property appraiser's office. FY 2004 -05, the preliminary values as of January 1, 2004 were $584,000,000. This amount will be adjusted when t official tax roll certification to the Village on July 1, 2004. Village then sets the millage rates at which the property owners are taxed. Ad valorem tax revenues are the Villag primary source of revenue generating $4,649,370 (net of $240,900 collection allowance of 95 %). These revenues represent 42.3% of the total General Fund Budget. The proposed FY'05 millage levy is 8.2500 mills; 16.112% greater than the FY'05 roll -back rate of 7.1052 mills. Delinquent revenues from prior years are reported separately. For FY'05, delinquent revenues are estimated $144,400. FY 2004 -05 Revenues: $4,793,770 Franchise & Utility (Excise) Taxes Ad Valorem Tax Revenues in thousands For $6,000 he The $5,000 -- - - -- -- - - - -- - - - -- -- - -- - - -. - - -- - i i $4,000 - -- -- - -- - - -' e's - -.__. - - - - -- $3,000 - -- ---------- I $2,000 $1,000 at .01 N*11 1999 2000 2001 20p2 2003 04 2005 Fiscal Year 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. Projections in these categories are initially reported as revenues in Fund 120 (Excise Tax) then expensed into the General Fund as revenues. This procedure is required by the General Obligation Bond, Serie: 1999 (Aquatics) as the Excise Tax Revenues are pledged as a subordinated revenue stream for debt service purposes. FY 2004 -05 Revenues: $1,827,968 in thousands $2,000 $1,500 $1,000 $500 Ell Franchise /Utility (Excise) Taxes Fiscal Year Form Rev RC -1 (Rev- Jun'04) V FY'05 Revenue Report Miami Shores Village Proposed FY 2004 -05 Operating Budget Revenue Report including Trend Source Data Licenses & permits This category represents fees collected for occupational licenses issued by the Village and County along with permits issued by the Building and Planning /Zoning Departments for Thousands construction, renovation or planning activities. These $700 accounts have reflected strong growth experiences $600 - beginning with FY'00. Analyses have identified the low cost $500 of funds as a favorable factor to expand building and home $400 improvements as well as a considerably large number of $300 property sales and corresponding enhancements and /or $200 $100 improvements for which permits are pulled. Indications are $- that the trend will continue during FY'04 and begin to stabilize thru FY'06. FY 2004 -05 Revenues: $576,000 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 local option sales taxes. Reports disseminated by the State Department of Financial Services indicate that revenues generated by these categories will be constant for FY'05 through FY'07 with less than a 1 % growth or loss factor. FY 2004 -05 Revenues: $857,874 License & permits Fiscal Year Intergovernmental Revenues in thousands - - -- $900 - -- - -- -- - -- - - - - - -- - -- -- $850 - - -- -- - - - - - -- - -- -- - - - - x -- $800 - - - - -- - — - - -- -- -- -... -- - -- -- - - $750 $700 $650 tk Fiscal Year Form Rev RC -1 (Rev- Jun'04) Vi FY'05 Revenue Report Miami Shores Village Proposed FY 2004 -05 Operating Budget Revenue Report including Trend Source Data Charges for services Revenues recorded in this category include all service fees associated with our recreational and leisure activity programs. Also included are fees earned from the library, rental of the Community Center and Miami Shores Aquatics Facility. Prior to 10/01/2000, all sanitation and storm water utility fees were recorded as a separate, self - balancing reporting entity. Beginning with the FY 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 & forfeitures N $2,500 -o c U) $2,000 0 H $1,500 $1,000 $500 This category represents revenue account related to the school crossing guard program code enforcement violations, Thousands police- issued fines and forfeitures, library fines, false alarm $600 fees, and parking meter collections. Additionally, extra duty $500 - charges and the corresponding 25% surcharge revenues are $400 recorded here. Note: penalties charged for storm -water and $300 sanitation- related delinquencies are reflected as enterprise fund revenues as of 101112004. $200 - $100 - FY 2004 -05 Revenues: $229,650 Charges for services 1997 1998 1999 2000 2001 2002 2003 2004 Fiscal Year Fines $ Forfeitures 01 00 O°j 00 ON O`1 03 O� OP Fiscal Year Form Rev RC -1 (Rev- Jun'04) VII FY'05 Revenue Report Miami Shores Village Proposed FY 2004 -05 Operating Budget Revenue Report including Trend Source Data Interest & Investment Earnings This category reflects net earnings generated from conservative and /or collateralized investments. Principal invested is comprised of: 1) surplus working capital not required to fund immediate obligations or commitments; proceeds from advanced loan funding; 3) available general or other bond - related proceeds; and 4) reserve funds held fc emergencies and /or future capital requirements. Investments prior to FY'99 were consolidated in the General Fund. Subsequent to 10/1/999, investment earnings were reported as revenue in each respective fund. Earnings are directly related to net cash available to invest as well as general market conditions and rates. FY 2004 -05 Revenues: $38,716 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 2004 -05 Revenues: $1.,548,140 Hundreds $4,000 $3,500 $3,000 $2,500 $2,000 $1,500 $1,000 $500 Interest / Investment Earnings 14b 199$ 19149 ZppO Zpp1 2pp2 2pp3 20pD �pp6 Fiscal Year in thousands $2,000 $1,500 $1,000 $500 Other Revenue Sources X-" �°�9a �9g9 ZppO Zpp'� 2�p2 �op3 ZppD' ZppS Fiscal Year Form Rev RC -1 (Rev- Jun'04) vlll FY'05 Revenue Report Miami Shores Village Proposed FY 2004 -05 Operating Budget Revenue Report including Trend Source Data Sanitation Service Charges The Village provides residential and commercial sanitation services. The annual Sanitation Fees were constant at $420.00 for nine consecutive years (FY'03 thru FY'02). On October 1, 2001, fees were increased to $440.00 annually. Due to significantly higher insurance and operating costs, as well as the 10/1/2004 regulation from the Miami Dade Department of Environmental Regulations (DERM), the Village is required to expand its operation by elmiinating the chipper field. This field allowed pre- dumping and saved considerable costs by not "dumping" the trash. Due to the new county policies, the Village will need to dump at the County's faclity which requires: One additional staff person; one new (additional) truck; and, costs will increase by $446,020 (Dumping Fees [ +$400,000]; Fuel [ +$33,000]; Insurance [ +$13,020]). This will require the first material sanitation charge in the last 15 years. FY 2004 -05 Revenues with new fee: $2,566,576 Storm water Utility Charges This fee is accumulated and dedicated to the maintenance and construction of various storm -water utility (drainage) projects. The utility is regulated by Florida State Statute 5403 and Village Code S20 -101, is a dedicated service -fee levy is charged to all property owners based on a Miami - Dade County determined calculation referenced as their Equivalent Residential Unit(ERU). The calculation determines the impervious (non -water absorbing) property area and charges a fee to "drain" the flood waters. Reports are filed with the State and other regulatory agencies to provide flooding statistics. Prior to FY'01, this service fee was incorporated on property owners' County Utility bill; however, the Village was better able to manage the funds as of 10/1/2001. The current fee of $34 is proposed to increase 8.8% to $37.00 annually on 1011/2004. This increase is necessary to fund the additional insurance, vehicle operating and bay clean -up costs. FY 2004 -05 Revenues with new fee: $132,571 Annual Sanitation Fee to Homeowners Annual Fee $750 $500 $250 $0 ^091 ^000 ^000 �000 tioo� tioo� ti000 ryooa ryooh Fiscal Year Annual Storm water per Equivelent Residential Unit (ERU) Annual Fee $40 $35 $30 $25 $20 $15 $10 $5 $0 91 00 0°� 00 O^ 00' 00 Oa Oh .�0 �g �O ry0 rL0 ry0 ,LO rt0 .t0 Fiscal Year Form Rev RC -1 (Rev- Jun'04) tX FY'05 Revenue Report VILLAGE CLERK BARBARAA.ESTEP MAYOR/COUNCIL ORGANIZATION CHART MAYOR / COUNCIL MAYOR J I M McCOY VICE MAYOR HERTA HOLLY COUNCILMAN AL DAVIS COUNCILMAN ED QUINTON COUNCILMAN GREG ULLMAN EXECUTIVEASST. VILLAGE MANAGER TOVILLAGE MANAGER — THOMAS J. BENTON BARBARA A. ESTEP - 1 - VILLAGEATTORNEY RICHARD SARAFAN, ESQ. AbOPTEb FY 2004 -2005 OPERATING BUDGET Miami Shores Village, Florida r OFFICE OF THE MAYOR & COUNCIL Services, Functions and Activities Miami Shores Village is governed by a five member Village Council, elected at large on a nonpartisan basis. The Mayor presides at all Council meetings and other Village functions and is the ceremonial head of the Village. The Council legislatively establishes policy and appoints the Village Manager, who is responsible for administration of that policy and for managing the Village's departments and services. Additionally, the Village Council appoints the Village Clerk and Village Attorney. Council elections are held on the second Tuesday of April, every odd numbered year. Council member terms are four years for the candidates receiving the first and second highest number of votes. The candidate receiving the third highest number of votes is elected to Council for a two year term. To be eligible to seek office, prospective 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. ADOPTED BUDGET HIGHLIGHTS The total budget of $8,618 reflects an increase of $1,798 resulting primarily from increases in Travel ($250), ISF: Risk Management ($250), Printing ($950), Other current charges ($200), Subscriptions and memberships ($150) which is partially offset by a reduction in Per Diem allowance ($60). -2- OFFICE OF THE MAYOR & COUNCIL Code 001 - 0100 -511 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION PERSONNEL SERVICES .11000 Executive Salaries $ 5 Mayor & Council receive annual stipends of $1 each as stipulated by the Village Charter .24000 ISF: Workers' Compensation $ 94 Calculation prepared by the Finance Department using a Village - wide schedule, allocating the total workers' compensation costs to all user divisions Sub - total: Personnel costs $ 99 OPERATING EXPENSES .40000 Travel .40200 Travel, Per Diem Allowance .42000 Postage .45100 ISF: Risk Management $ 1,000 Conferences and meetings reimbursement for Council members 140 Travel reimbursement, mileage, parking and per diem costs while attending conferences 100 Mailing costs for Village Council correspondence 254 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 -3- OFFICE OF THE MAYOR & COUNCIL Code 001 - 0100 -511 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION OPERATING EXPENSES - Continued .47000 Printing .49000 Other Current Charges .51000 Office Supplies .52200 Other Operating Expenses 54000 Subscriptions and Memberships .58000 Training & Education .58300 Organization Meetings 1,200 1,200 125 800 2,200 1,000 $ 500 Sub - total.- Operating Expenses $ 8,519 TOTAL: Office of the Mayor & Council $ 8,618 -4- Stationary and business cards for Council members Plaques, flowers and awards requested by Council, photos for Council functions and presentations Office supplies for five (5) Council members Supplies, materials, services to support the department's operation Annual subscription membership to Florida League of Cities, membership to Miami -Dade League of Cities Registration Fees for Conference/Training Attendance Attendance at Miami -Dade County League of Cities meetings ADOPTED FY 2004 -2005 OPERATING BUDGET Miami Shores Village, Florida r��r��r�r�r�r�r�r+ r�r�r�rarar�r�r�ra�r�r�r�r�r�r�r�r�rar�r�r��r�r�r� 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. ADOPTED BUDGET HIGHLIGHTS Total budget of $226,916 reflects a 17.42% increase valued at $33,660. This increase primarily results from increases in fees for special litigation negotiations ($50,000) which are partially offset by a reduction in the Village attorney fees ($13,000) and other legal fees ($3,000). -5- OFFICE OF THE VILLAGE ATTORNEY Code 001 - 0200 -514 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION PERSONNEL SERVICES .24000 ISF: Workers' Compensation $ 94 Calculation prepared by the Finance Department using a Village - wide schedule, allocating the total workers' compensation costs to all user divisions Subtotal Personnel Services $ 94 .,. _.,,�...th..3..�, �5 v3 �n dff,� .... ..,&.,..._. i `i:. w.�...�.... _..:1��,_✓ .N, ..,.�.. ...�..�an�i., ,.f� ...w,#�uw�`rc- ��i�,`, m....�.w..��u:.a�.s�... �a OPERATING EXPENSES .31200 Professional Services: $ 32,000 Fees anticipated for special legal Legal - General research o inions s I *-I , p , upp emen a negotitations or representation .31210 Professional Services: 50,400 Legal retainer for Village Attorney .31220 Professional Services: 50,000 Fees anticipated for general labor Legal-Labor costs contract negotiations and representation on other labor issues as needed .31230 Professional Services: 75,000 Legal fees anticipated for Village Legal - Litigation representation brought to the court system .31245 Professional Services: 12,000 Legal fees anticipated for renewing Legal - Franchise cable company franchise .31250 Professional Services: 5,000 Fees for serving notices, taking Legal - Other depositions, and other court related services .40000 Travel 250 Reimbursement for local travel, mileage, parking and tolls OFFICE OF THE VILLAGE ATTORNEY Code 001 - 0200 -514 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION OPERATING EXPENSES (continued) .45100 ISF: Risk Management $ 72 Finance - calculated budget to fund annual risk insurance and loss accounts which are actuarially determined based on prior year risk reports. .47000 Printing 250 Special printing of legal documents and reports .54000 Subscriptions and Memberships 1,500 Law Update, miscellaneous publications .58000 Training & Education $ 350 Attendance at workshops Subtotal. Operating Expenses $ 226,822 Y..'. �. �, ca�-. TOTAL: LEGAL COUNSEL $ 226,916 SNORES L ' VILLAGE MANAGER'S "" OFFICE OR ORGANIZATION CHART 1Dp' VILLAGE ATTORNEY RICHARD SARAFAN VILLAGE MANAGER THOMAS J BENTON PUBLIC WORKS DIRECTOR FINANCE DIRECTOR BUILDING DIRECTOR DAVE TRAILL MARK A MALATAK CURTIS CRAIG RECREATION DIRECTOR DIRECTOR OF LIBRARY JERRY ESTEP ELIZABETH ESPER _ g _ EXECUTIVEASST. TO VILLAGE MANAGER BARBARA ESTEP CHIEF OF POLICE RICHARD MASTEN I PLANNING & ZONING / CODE I ENFORCEMENT DIRECTOR ALLYN BERG ADOPTED FY 2004 -2005 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 Administrative Officer for the Vil- lage, 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 oper- ating 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 Attor- ney, both of whom are appointed directly by the Mayor and Village Council. ADOPTED BUDGET HIGHLIGHTS Total budget of $221,065 reflects a 21.71% decrease of $49,948 which prima- rily results from decreases in regular salaries ($45,000) and professional ser- vices: lobbyist ($12,000). These decreases are partially offset by increases in personnel contingency ($15,700). -9- OFFICE OF THE VILLAGE MANAGER Code 001 - 0300 -512 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION PERSONNEL SERVICES .11000 Executive Salary .11001 Executive Benefit - General .11010 Executive Benefit - Manager 18250 Longevity pay .21000 FICA .22000 Retirement costs .23000 Health Insurance .24000 ISF: Workers' Compensation .29990 Contingent Personnel Costs 133,500 3,900 14,000 1,500 12,898 6,165 3,850 4,210 $ 15,702 Sub total Personnel costs $ 195,725 A. r_ ME Village Manager base salary Executive package Village Manager employment benefit package Longevity bonus paid to employees with more than seven years (as defined by Personnel Regulations) Social Security and Medicare taxes Pension funding for Village Manager as defined by employment orttract stimated annual per employee costs for health, dental and other contractually obligated non - liability benefits with 5% inflationary factor included Calculation prepared by the Finance Department using a Village - wide schedule, allocating the total workers' compensation costs to all user divisions Projected costs for all eligible employee's annual COLA, Merit (percent dependent upon union contract's), other contractually required personnel cost increases and the associated federal taxes for a one year period OFFICE OF THE VILLAGE MANAGER Code 001 - 0300 -512 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION OPERATING EXPENSES .31260 Prof Services: Lobbyist $ 12,000 Funding to pay for one (1) Village lobbyist focusing on State issues .34000 Contractual Services - Funding not requested for FY'05 .40000 Travel 500 Funding for out of the area travel costs, parking and tolls .41000 Telecommunications: 1,900 Funding for private and dedicated fax lines located in Village Manager's office .41100 Telecommunications: UDistance 75 Funding for long- distance calls .41200 Telecommunications: Cellular 650 Funding for NexTel Cellular phone .42000 Postage 225 Special mailings, certified and overweight shipments .45100 ISF: Risk Management 3,330 Finance - calculated budget to fund annual risk insurance and loss accounts which are actuarially determined based on prior year risk loss .45200 ISF: Fleet Maintenance 2,075 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 .47000 Printing 150 Funding for Manager- originated forms and documents .48000 Advertising and Promotions 1,800 Cost for special advertisements, notices, and reporting requirements - 11 - OFFICE OF THE VILLAGE MANAGER Code 001 - 0300 -512 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION OPERATING EXPENSES - Continued .51000 Office Supplies $ 250 Pens, paper, ink and other office -12- supplies for a one year period .52200 Other Operating Expenses 500 Supplies for printer and other equipment in Manager's office .54000 Subscriptions and Memberships 1,750 Association memberships as per schedule submitted to Finance .58000 Training and Education $ 250 Funding for luncheons, meetings and other promotional activity Sub - total.- Operating Expenses $ 25,455 TOTAL: Office of the Village Manager $ 221,180 -12- ORE VILLAGE CLERK SNS L ORGANIZATION CHART loss sssss� ORIpA -13- ADOPTED FY 2004 -2005 OPERATING BUDGET Miami Shores Village, Florida OFFICE OF THE VILLAGE CLERK Services, Functions and Activities The Office of the Village Clerk encompasses the traditional responsibility of record archiving, as well as voter registration, general elections, coordination of Village Council meetings and Board selection process, Council and Commission appointments. Publishing of the Village Council agendas, as well as agendas for the various Boards is an ongoing departmental activity. Recording secretarial services are provided to the Village Council and to many of the Boards, Committees and Commissions. The Clerk's office is responsible for providing minutes of these meetings. Other responsibilities include publication of public hearing notices for ordinances and resolutions, requests for bids and board member vacancies. Notices are also published for changes to the Comprehensive Plan and changes in land use. The Clerk's office is 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 2004 Achievements Worked with Municipal Code Corporation to have the Miami Shores Village Code of Ordinances re- codified. Coordinated input from the various Village Department Heads for development of the proposed annexation application documents. Managed Miami Shores Village website information, including regular posting of Village Council, Planning & Zoning Board, Code Enforcement Board and Historic Preservation Board Minutes. -14- ADOPTED FY 2004 -2005 OPERATING BUDGET Miami Shores Village, Florida r�r�• r��• r��• ��ar�• r�• s�r�rar�• r�• r�• r�• r�r�r��• rar�r� •�r�•r�r�r�r�r��•r�•r�r�r�r�r� OFFICE OF THE VILLAGE CLERK Goals and Objectives for Fiscal Year 2005 tt To organize, manage and facilitate the April 2005 Council Elections as the Local Election Official. • By ensuring that candidate filing information and election paperwork is processed properly and in a timely manner. • By working with the Miami -Dade County Elections Department to ensure a smooth election. n To process fiscal year 2005 occupational licenses utilizing the MainStreet License program. • By ensuring that the renewal tax invoices are mailed and licenses are available per the requirements outlined in the Florida Statutes. tt To develop and distribute the twice monthly Council Meeting Agenda. • By ensuring appropriate back -up material is available on each Council Agenda item. • By ensuring Council Agenda packets are delivered in a timely manner. ADOPTED BUDGET HIGHLIGHTS Total budget of $153,014 reflects a 11.47% increase or $15,749. This results primarily from an increase in health insurance ($1,100), personnel contin- gency ($6,900), advertising and promotions ($3,370), training and education ($640) and other current charges ($4,500) - due to the 2005 Village Council Elections. The material increase is also originated by the Finance Depart- ment when budget line items are reallocated. More specifically, advertising and promotions and training and education. -15- OFFICE OF THE VILLAGE CLERK Code 001 - 0303 -512 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION PERSONNEL SERVICES .11000 Executive Salary .11001 Executive Benefit - General .12000 Regular Salaries 18250 Longevity pay .21000 FICA .23000 Health Insurance .24000 ISF: Workers' Compensation .29990 Contingent Personnel Costs 67,340 3,900 11,336 500 6,883 7;700 2,384 $ 6,901 Sub-total: Personnel Services $ 106,944 W612 Village Clerk based salary Executive package (1) Receptionist (partially allocated with Finance Department); and funding for Recording Secretary (as needed for Board meetings) Longevity bonus paid to employees with more than seven years (as defined by Personnel Regulations) Social Security and Medicare taxes Estimated annual per employee costs for health, dental and other contractually obligated non - liability benefits with 5% inflationary factor included Calculation prepared by the Finance Department using a Village - wide schedule, allocating the total workers' compensation costs to all user divisions Projected costs for all eligible employee's annual COLA, Merit (percent dependent upon union contract(s), other contractually required personnel cost increases and the associated federal taxes for a one year period OFFICE OF THE VILLAGE CLERK Code 001 - 0303 -512 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION OPERATING EXPENSES .31000 Professional Services $ 8,500 Cost for background and pre- .34000 Contractual Services 60 .40000 Travel 1,985 .41100 Telecommunications: UDistance 35 .42000 Postage 750 .45100 ISF: Risk Management 5,400 .47000 Printing 500 .48000 Advertising and Promotions 15,000 .49000 Other Current Charges 8,500 .51000 Office Supplies 250 .52200 Other Operating Expenses 350 .54000 Subscriptions and Memberships 600 -17- employment verification testing for all candidates in the Village Annual equipment maintenance contract not otherwise funded FAOLO, FACC annual conference, miscellaneous luncheons, and other miscellaneous meetings Estimated costs for long distrance or toll calls Mailing of occupational license and follow up correspondence Finance - calculated budget to fund annual risk insurance and loss accounts which are actuarially determined based on prior year risk loss Printing of forms and other information documents Cost for advertising vacant positions and ordinance advertising Costs related to 2005 council elections (held April 2005) Pens, paper, ink and other office supplies for a one year period Supplies for electronic filing system, records retention and ordinance - related transactions Association memberships as per schedule submitted to Finance OFFICE OF THE VILLAGE CLERK Code 001 - 0303 -512 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION OPERATING EXPENSES - Continued .58000 Training and Education $ 4,140 Conference registrations, cost for annual volunteer and employee appreciation parties Sub - total. Operating Expenses $ 46,070 TOTAL: Office of the Village Clerk $ 153,014 -18- ORES CODE ENFORCEMENT �SNL�t ORGANIZATION CHAR T .... egoist �lO �$ R A CODE ENFORCEMENT: UNDER THE DIRECTION OF THE PLANNING & ZONING DIRECTOR CODEENFORCEMENT OFFICER ANTHONY FLORES —1-9— ADMINISTRATIVE ASSISTANT IRENE FAJARDO CODEENFORCEMENT OFFICER MICHELORTA ADOPTED FY 2004 -2005 OPERATING BUDGET Miami Shores Village, Florida r�r�r�r��ar�r��r�r�rarar�r�r��r�r�r�r�r�r�r�r�r�r�r�r�rar�r�r�r�r�r�r� THE 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. ADOPTED BUDGET HIGHLIGHTS Total budget of $147,930 reflects a 39.54% decrease valued at $96,727 less than FY 2004 levels. This results primarily from a personnel cost decrease of $54,535 in Executive Wages for the vacancies of the Code Enforcement Direc- tor and the Senior Code Enforcement Officer. Other decreases include ISF: Risk Management ($36,900), and ISF: Fleet Maintenance ($12,630). These decreases were paritally offset by increases in health insurance ($2,475) and travel ($1,190). Note the costs for the administrative assistant position in this department is allocated on an equal basis with the Planning & Zoning Depart- ment. -20- PLANNING, ZONING & CODE ENFORCEMENT DEPARTMENT Code Enforcement Division Code 001 - 0351 -512 AMOUNT CODE CLASSIFICATION ADOPTED EXPLANATION PERSONNEL SERVICES .11000 Executive Wages .11001 Executive Benefits .12000 Regular Salaries .14000 Overtime .18250 Longevity pay .21000 FICA .23000 Health Insurance .24000 ISF: Workers' Compensation .29990 Contingent Personnel Costs 75,556 1,250 6,793 17,325 3,133 $ 11.993 Subtotal Personnel Services $ 116,050 -21- (1) - Code Enforcement Director Department head benefit package (2) - Code Enforcement Officers (1) Administrative Secretary - 50% allocated with Planning & Zoning Estimated overtime costs for special enforcement efforts and attendance at Board meetings under FLSA regulations Longevity bonus paid to employees with more than seven years (as defined by Personnel Regulations) Social Security and Medicare taxes Estimated annual per employee costs for health, dental and other contractually obligated non - liability benefits with 5% inflationary factor included Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions Projected costs for all eligible employee's annual COLA, Merit (percent dependent upon union contract(s)), longevity, other contractually required personnel cost increases and the associated federal taxes for a one year period PLANNING, ZONING & CODE ENFORCEMENT DEPARTMENT Code Enforcement Division Code 001 - 0351 -512 AMOUNT CODE CLASSIFICATION ADOPTED EXPLANATION OPERATING EXPENSES .34000 Contractual Services $ 1,050 Funding for outsourced clerical assistance .34200 Court Filing Fees 2,100 Record notices, orders and lien releases .40000 Travel 1,190 Funding for staff to attend training and certification courses throughout year .41100 Telecommunications: Long Distance 250 Funding for long- distance calls .41200 Telecommuncations: Cellular - Funding not required FY'05 .42000 Postage 3,500 Special delivery and certified mail related to notices of violations and other regulatory documents .45100 ISF: Risk Management 8,476 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 .45200 ISF: Fleet Maintenance 8,299 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 180 Funding for emergency repairs for equipment not under contractual arrangements .47000 Printing 2,000 Printing of educational or advisory pamphlet and notice of violations -22- PLANNING, ZONING & CODE ENFORCEMENT DEPARTMENT Code Enforcement Division Code 001 - 0351 -512 AMOUNT CODE CLASSIFICATION ADOPTED EXPLANATION OPERATING EXPENSES - Continued .51000 Supplies: General Office $ .52200 Supplies: Other operating .52400 Uniforms .54000 Subscriptions and Memberships 700 1,400 440 150 .58000 Training and Education $ 2.145 Pens, paper, ink and other office supplies for a one year period for three and one half (3.5) full -time employees Film purchase and development, toner for printers, special software requirements to support Code Enforcement program Uniform costs for three (3) staff members per contract: (5) pants, (5) uniform shirts with logo, belts and shoes where applicable Staff membership to FACE (Code Enforcement Professional Assoc) Continued education funding for Enforcement staff and computer training (allocated) for administrative secretary Subtotal.• Operating Expenses $ 39,880 q ......�.an M ,Ba.:. ,;m.... Y' 1, TOTAL: Code Enforcement Division $ 147,930 -23- g`,SNoRESG� BUILDING DEPARTMENT "�- ORGANIZATION CHART RiDA BUILDING DIRECTOR CURTIS CRAIG EXECUTIVEASSISTANT GINNY GONELL PERMITCLERK MABELVARGAS -24- ADOPTE1) FY 2004 -2005 OPERATING BUDGET Miami Shores Village, Florida THE BUILDING DEPARTMENT Services, Functions and Activities 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- 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 2004 Achievements A new permit fee schedule was adopted after a survey of surrounding municipalities was conducted increasing permit fee revenues over 35 %. Will have performed over 5,000 inspections for the fiscal year. Will have issued over 3,000 permits this fiscal year. Goals and Objectives for Fiscal Year 2005 tt To provide building and construction compliance services in a timely manner. • 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. tt To improve Customer Service. • By increasing effectiveness of checklists of required items for permits. • By responding to all telephone messages and a -mails within twenty -four (24) hours. • By requiring staff attendance at a customer service training session by 09/30/2005. To increase the use of technology. • By automating the department's permitting functions by 12/31/2004. • By automating the department's record keeping and property files by July 31, 2005. -25- ADOPTED FY 2004 -2005 OPERATING BUDGET Miami Shores Village, Florida THE BUILDING DEPARTMENT ADOPTED BUDGET HIGHLIGHTS Total budget of $283,820 reflects a 15.06% reduction or $50,333. This reduc- tion is primarily a result of decreases in executive salaries($5,591), regular wages ($18,456), professional services ($8,000), contractual temporary labor ($7,500) and ISF: Fleet Maintenance ($26,569). These decreases are offset by increases in ISF: Workers' Compensation ($2,633), contingency personnel ($2,438), contractual services ($9,575) and ISF: Risk Management ($3,861). -26- BUILDING DEPARTMENT Code 001 -0400 -524 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION PERSONNEL SERVICES .11000 Executive Salary $ 67,659 Building Director base salary .11001 Executive Benefit - General 3,900 Executive benefit package .12000 Regular Salaries 71,767 (1) Executive Assistant (1) Permit Clerk .18250 Longevity pay - Not required for current staff in FY'05 .21000 FICA 11,742 Social Security and Medicare taxes .23000 Health Insurance 11,550 Estimated annual per employee costs for health, dental and other contractually obligated non - liability benefits with 5 % inflationary factor included .24000 ISF: Workers' Compensation 4,612 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 $ 10.159 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 $ 181,389 r. -27- BUILDING DEPARTMENT Code 001 -0400 -524 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION OPERATING EXPENSES .31000 Professional services .34000 Contractual Services .34500 Cont Svc: Temporary Labor .40000 Travel .41200 Cellular Telephone .42000 Postage .42101 Courier / Delivery Services .45100 ISF: Risk Management $ - Line item funding not requested for FY 2004 -05 74,575 Fees to external contractors that provide inspection on Building, Plumbing, Electrical and Mechanical in department head's absence or leave. (See Supporting .Schedule) 2,500 Contractual Service for Temporary Labor during leave to have uninterrupted service 1,000 Funding to provide transportation costs associated with trips planned by Department (as identified on Travel Worksheet) 576 Nextel cellular telephone costs 450 Special delivery and certified mail - Not requested in FY'05 11,580 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 -28- BUILDING DEPARTMENT Code 001 -0400 -524 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION OPERATING EXPENSES- Continued .45200 ISF: Fleet Maintenance 2,075 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 $ 1,100 Estimated funding requirement for repairs and maintenance to furniture, fixtures, equipment not otherwise insured by service contracts .47000 Printing 3,000 Printed forms for Building: permits, garage sale, other miscellaneous printing .51000 Office Supplies 1,800 Pens, paper, ink and other office supplies for a one year period for three (3) full -time employees .52200 Other Operating Expenses 425 Paper, printer cartridges, and other miscellaneous supplies for Building Department not funded in other line items .52200 Uniforms 500 Funding for shirts, shoes and other required uniforms for building staff .54000 Subscriptions and Memberships 350 Association memberships as per schedule submitted to Finance .58000 Training and Education $ 2.500 Funding for education and training requirements for direct attendance or associated with travel Subtotal., Operating Expenses $ 902,439 TOTAL: Building Department $ 283,820 WE oRES`� PLANNING & ZONING ones ORGANIZATION CHART OR {pA PLANNING &ZONING DIRECTOR ALLYN BERG ADMINISTRATIVE ASSISTANT IRENE FAJARDO Will ADOPTED FY 2004 -2005 OPERATING BUDGET Miami Shores Village, Florida r�r�r�r�r�r�r�rar�rarar�r+ �rar�r�r�r�r��ar�r�r�r�r�r��r�r�r�r��r�r�r�r� THE PLANNING and ZONING DEPARTMENT Services, Functions and Activities The Planning and Zoning Department accepts development proposals and conducts meet- ings with homeowners, contractors, developers, attorneys, architects and other Village staff to effectively, efficiently and timely review the submission to ensure compliance with the land development codes. Applications are processed, staff reports are prepared and material is presented to the Planning & Zoning board for all variances, site plans and ordinance revisions. This Department provides staff support for the Board on special projects as well as acting as the official staff liaison 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 materials are prepared and submitted for approval by the Village Council. Updates to the Land Use Map and Comprehensive Plan are also reviewed periodically as required by Florida Statutes. ADOPTED BUDGET HIGHLIGHTS Total budget of $152,372 reflects a $14,887 increase of 10.83% more than FY 2004. This is a result of increases in executive salaries ($2,544), health in- surance ($2,750), workers' compensation premiums ($1,040) and professional services ($20,750). This particular expense is a requirement of the Florida Statute to amend the Comprehensive Plan every five years. Note: the cost associated with the Administrative Assistant in this department is equally al- located with the Code Enforcement department. -31- PLANNING, ZONING & CODE ENFORCEMENT DEPARTMENT Planning & Zoning Division Code 001 -0450 -524 AMOUNT CODE CLASSIFICATION ADOPTED EXPLANATION PERSONNEL SERVICES .11000 Executive Salary 11001 Executive Benefit - General 12000 Regular Salaries .21000 FICA .23000 Health Insurance .24000 ISF: Workers' Compensation .29990 Contingent Personnel Costs $ 75,250 3,900 14,132 7,431 7,700 3,359 $ 3.860 Subtotal Personnel Services $ 115,632 w£.:= M... 7. -32- Planning and Zoning Director base salary Executive benefit package Administrative Assistant (50% allocation for Code Enforcement Division) Social Security and Medicare taxes Estimated annual per employee costs for health, dental and other contractually obligated non - liability benefits with 5% inflationary factor included Calculation prepared by the Finance Department using a Village - wide schedule, allocating the total workers' compensation costs to all user divisions Projected costs for all eligible employee's annual COLA, merit (percent dependent upon union contract's), other contractually required personnel cost increases and the associated federal taxes for a one year period PLANNING, ZONING & CODE ENFORCEMENT DEPARTMENT Planning & Zoning Division Code 001 - 0450 -524 AMOUNT CODE CLASSIFICATION ADOPTED EXPLANATION OPERATING EXPENSES .31000 Professional Services $ 25,000 Comprehensive Plan update prepared by certified engineer .34100 Contractual Services : 1,000 Funding for outsourced clerical Temporary Labor assistance at hearings .40000 Travel 400 Travel to attend state planning conference including local travel, parking and tolls .41100 Telecommunications: Long Distance 100 Estimated costs for long distance or Calls toll calls related to comprehensive plan .41200 Telecommunications: Cellular 575 Funding for Nextel telephone .42000 Postage 275 Zoning hearing notices, certified mailings miscellaneous correspondence .45100 ISF: Risk Management 5,165 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 .45200 ISF: Fleet Maintenance 2,075 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 -33- PLANNING, ZONING & CODE ENFORCEMENT DEPARTMENT Planning & Zoning Division Code 001 - 0450 -524 AMOUNT CODE CLASSIFICATION ADOPTED EXPLANATION OPERATING EXPENSES - Continued .46200 Repairs and Maintenance .47000 Printing 51000 Supplies: General Office .52200 Supplies: Other operating .54000 Subscriptions and Memberships .58000 Training and Education $ 500 1,750 200 200 500 $ 500 Estimated repair costs on equipment protected by contract or service agreement Information brochures, miscellaneous printing of promotional literature and comprehensive plan files 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 Subtotal.- Operating Expenses $ 38,240 w "W m. TOTAL: Planning & Zoning Division $ 153,872 -34- oRESG FINANCE DEPARTMENT offin '- ' ° °" ORGANIZATION CHART ORIDp` COMPTROLLER CAROLYN MODESTE ACCOUNTS PAYABLE CLERK GLORIA ALDANA FINANCE DIRECTOR MARK A. MALATAK, CPA ASSISTANT FINANCE DIRECTOR ISABEL KATO -35- HUMANRESOURCE ADMINISTRATOR ELIZABETH KEELEY DATA PROCESSOR SPECIALIST CLARA BENDER ADOPTED FY 2004 -2005 OPERATING BUDGET Miami Shores Village, Florida THE FINANCE DEPARTMENT Services, Functions and Activities The Finance Department is responsible for the security of all Village funds. The de- partment is a full- function operation ranging from basic accounting to comprehensive financial management and planning. Included in the many responsibilities of the de- partment are: preparing the annual operating and capital budgets at the direction of the Village Manager; processing no less than fifty -two weekly payrolls and maintaining all appropriate records; filing the necessary payroll - related taxes and the corresponding reports; preparing twelve monthly financial reports and the annual financial report; recording all financial transactions, ensuring the fiscal integrity of the Village; and, managing the information technology functions of the Village. The Department is also responsible for the timely and accurate reporting of all finan- cial activities. This includes the recording of all purchase orders, direct payments, invoices and daily deposits. The department is responsible to reconcile monthly bank statements, confirming all cash and electronic transactions. The department also is charged with monitoring and coordinating the Village's 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 of quar- terly board of trustee meetings, distribution of materials and information to trustees and plan members, timely deposits of employee and Village contributions to all funds; and collating the year -end financial data for audit and year -end state reporting require- ments. The department also manages the Village's risk management function, employee ben- efit programs, cash management, debt service management, central stores, payroll, accounts payable and receivable and other finance- related matters. Fiscal Year 2004 Achievements Prepared and implemented the FY 2003 -2004 Operating and Capital Budgets. Completed the FY 2002 -2003 Comprehensive Annual Financial Report. Implemented the second of several phases of the transition to the MainStreet computer software program. Negotiated a line of credit to fund the Capital Projects. 11916M ADOPTEb FY 2004 -2005 OPERATING BUDGET Miami Shores Village, Florida �r�r�far��r�r�r�r�r�r�r��r�r�r�r�r�r�r�r�r�r��r�r�r��r�rarbr�r�r�r��ra THE FINANCE DEPARTMENT Goals and Objectives for Fiscal Year 2005 ti To process accounting reports • To prepare a minimum of 52 weekly payrolls by 9-30 -2005. • To close a minimum of twelve monthly financial reports by 9 -30 -2005. • To reconcile a minimum of 28 bank statements by 9 -30 -2005. • To prepare a minimum of 12 tax return reports by 9 -30 -2005. tt To prepare financial reports • To complete the FY 2003 -2004 CAFR by 01 -15 -2005. • To prepare a minimum of four quarterly financial performance reports for management review by 9 -30 -2005. • To prepare a Proposed Operating Budget for FY 2005 -2006 by 07 -31 -2005. • To prepare a Proposed Capital Improvement Budget for FY 2006 -2010 by 06-30 -2005. n To manage the information technology systems of the Village • To complete no less than 360 system backups by 09/30/2005. • To implement no less than five system upgrades each quarter. • To upload and implement no less than twelve virus- protection upgrades by 09/30/2005. • To implement the Purchase Order and Requisition Module by 06/30/2005. • To implement the Human Resource Management module by 09/30/2005. To manage the Village's Risk Programs. • To negotiate the Village's $1MM risk management contracts ffim RFP by 05/31/2005. • To complete the annual actuarial report no later than 04/30/2005. • To issue an Internal Service Status report no later than 05/31/2005. tt To comply with State and Federal Reporting Statutes • To file a minimum of four quarterly Payroll reports by 09/30/2005. • To prepare and issue no less than 350 IRS Form W2s by 01/31/2005. • To complete and file four quarterly IRS Form 941 by 09/30/2005. • To complete and file the annual IRS Form 940 by 01/31/2005 • To complete and file four Florida UCT6 Reports to the Dept of Labor by 09/30/2005. • To complete and file the annual Police Pension Report with the State by 03/31/2005. ADOPTED BUDGET HIGHLIGHTS Total budget of $597,580 reflects a 3.37% increase of $19,492 greater than FY 2004. This increase results from executive salaries ($3,045), health insurance ($3,575) and contingent personnel costs ($13,467). The operating costs increase because of auditing and accounting professional services ($6,375) contractual services ($10,220), telephone ($3,570), subscriptions and memberships ($3,228) and licenses, permits and fees ($4,150). These increases are mainly offset by decreases in regular wages ($4,636) and ISF: Risk Management ($5,788). -37- FINANCE DEPARTMENT Code 001 - 0500 -513 CODE CLASSIFICATION AMOUNT EXPLANATION PERSONNEL SERVICES .11000 Executive Salary $ 89,492 Chief Financial Officer base salary .11001 Executive Benefit - General 3,900 Executive benefit package .12000 Regular Salaries 234,037 (1) Assistant Finance Director (1) Comptroller (1) Human Resource Administrator (1) Accounts Payable Clerk (1) Data Processing Specialist Allocated charge backs (1) Receptionist (50% split with Clerk) (1) Courier (30% split with Police) .14000 Overtime 1,000 Funding for overtime related to Budget and Financial report preparation .18250 Longevity pay 2,000 Funding for bonus pay for employees with more than seven years of service .21000 FICA 27,534 Social Security and Medicare taxes .23000 Health Insurance 25,025 Anticipated premium costs for health, dental, hospitalization & long -term care insurances .24000 ISF: Workers' Compensation 8,692 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 $ 29.499 Projected costs for all eligible employee's annual COLA, merit (percent dependent upon union contract's), other contractually required personnel cost increases and the associated federal taxes for a one year period Sub total Personnel Services $ 421,179 n -38- FINANCE DEPARTMENT Code 001 - 0500 -513 CODE CLASSIFICATION AMOUNT EXPLANATION OPERATING EXPENSES .31000 Professional Services $ - Funding not required this fiscal year .32000 Professional services: Audit 65,500 Funding for annual external audit to comply with State, Federal and local statutory provisions as well as Special Audit to review Building Permit submissions to Miami -Dade County .32100 Professional service: Computerization 1,500 Funding for special reporting request to Main Street Software for improved productivity & enhanced customer service .34000 Contractual Services 51,400 Funding for departmental and centralized service contracts including but not limited to copier, postage, mainframe, intemet and telephone systems .40000 Travel 1,200 Funding for transportation costs required to attend training sessions & national conference .40200 Per diem allowances 75 Funding for daily meal allowances while attending training sessions & conferences .41000 Telecommunications 4,500 Funding for special service lines including fax, dedicated modems, and high -speed broadband connections as well as dedicated lines in Directors' office for bank transactions .41100 Telecommunications: UDistance 800 Estimated funding requirements for long - distance calls to Tallahassee, New York, Tampa and other agencies out of the area. Some calls may be eligible for reimbursement from bonds and /or grants -39- FINANCE DEPARTMENT Code 001 -0500 -513 CODE CLASSIFICATION AMOUNT EXPLANATION OPERATING EXPENSES - Continued .42000 Postage $ 3,000 Postage for accounts payable collection .42100 Freight / Delivery Charges 100 .42101 Courier / Delivery Services 250 .45100 ISF: Risk Management 16,348 .44000 Rentals & leases - .46200 Repair and Maintenance 2,000 .47000 Printing 3,200 .48000 Advertising and Promotions 1,950 .51000 Supplies: General office 4,000 .m letters and correspondence not funded by Enterprise operation Miscellaneous delivery charges for purchases such as equipment or supplies Hand delivery and overnight service for regulatory documents; partially offset thru bond reimbursements Finance - calculated budget to fund annual risk insurance and loss accounts which are actuarially determined based on prior year risk reports Funding not requested this fiscal year Funding for equipment not on service contracts or to repair items which are excluded from existing contract agreements Provides funding for CAFR, Budget (Proposed & Adopted); Pension reports, Bond reports and other state - mandated investor documents Provides funding for Annual Budget Notices, Solid waste cost disclosure and other finance - related notices Pens, paper, ink and other office supplies for a one year period for six (6) full -time employees with 5% cost increase FINANCE DEPARTMENT Code 001 - 0500 -513 CODE CLASSIFICATION AMOUNT EXPLANATION OPERATING EXPENSES - Continued .52200 Supplies: Other operating $ 4,750 Computer paper, gummed labels, data binders, printer ribbons, computer tape, back -up tape drives with 5% cost increase .52400 Supplies: Uniform 300 Uniform shirts for six (6) staff members with 5% cost increase .54000 Subscriptions and Memberships 5,833 Funding for subscriptions to various journals and organizations. See Dues & Subscriptions Worksheet for line -item details .54500 Licenses and permits 7,900 Annual licensing agreement for Main Street ($4,000); Symantec ($1,250); Norton Antivirus( $2,500) and other small accounts .58000 Training and Education $ 1,795 Conference registration fees; charges to attend local training sessions and other educationally- related activities to improve staff productivity and knowledge Sub - total.- Operating Expenses $ 176,401 TOTAL: Finance Department $ 597,580 -41- ADOPTED FY 2004 -2005 OPERATING BUDGET Miami Shores Village, Florida THE FINANCE DEPARTMENT Non - Departmental Division Services, Functions and Activities The Unclassified (or Non- departmenta4 group of accounts represents administrative costs or services of the General Fund that do not necessarily affect a single department or, to the contrary, affects multiple departments. The Unclassified account is also the cen- tral funding source for interfund transfers (i.e. - transfers to fund capital projects, trans- fers -out to the Police and General Employee Pension Funds, etc.). Additionally, the Unclassified department includes funding for accumulated leave settlements, repre- senting the payout of leave time for individuals separating service with the Village through retirement or resignation. Beginning with FY 2003, the Department began to centralize costs for office equipment rental, maintenance and supplies. In Contract Services, for example, the costs to main- tain and service the Villages expanded information management technology is now reported here. Previously, these costs were charged to several departments and were not equitably allocated. The Unclassified department also includes the General Fund Contingency account. This account represents a cash reserve for emergencies or council - determined trans- fers. This year, the account is funded at $150,000 and can only be used with Council approval. ADOPTED BUDGET HIGHLIGHTS Total budget of $760,621 reflects an increase of $140,579 or 22.67% more than FY 2004. This results from an increase in transfers to capital projects ($214,209) to fund FY 2005 General Fund capital projects. This increase is partially offset by de- creases in personnel costs amounting to $9,355 mainly due to the decrease in the accumulated leave settlement ($9,700). workers' compensation premiums allocated to departments ($6,477). Operating costs also decreased by $54,188. The two out- standing decreases are risk management ($39,041) and fleet maintenance ($13,360). I K, YZ FINANCE DEPARTMENT Non - Departmental - Unclassified Accounts Code 001 -0800 -519 CODE CLASSIFICATION AMOUNT EXPLANATION PERSONNEL SERVICES .18500 Accumulated Leave Settlements $ 40,000 Payout for accumulated leave for employees retiring or separating employment .21000 FICA 3,060 Social Security and Medicare taxes .24000 ISF: Workers' Compensation 1,911 Calculation prepared by the Finance Department using a Village -wide .34500 Contractual Services: Newsletter 36,000 schedule, allocating the total workers' compensation costs to all user divisions .25000 Unemployment Compensation $ 7.000 Quarterly contribution mandated by the .41000 Telephone 30,000 State for contributions to employees filing for unemployment Subtotal Personnel Services $ 51,971 reserve for cost increases, taxes and OPERATING EXPENSES .34000 Contractual Services $ 40,000 Copier, Postage Service, Fax machine, Voice mail maintenance, Internet server maintenance, backup system support contract, Frame relay service contract, Computer service maintenance agreements, other to be allocated .34500 Contractual Services: Newsletter 36,000 Design, printing, publishing and delivering of monthly "Village News" newsletter plus 10% reserve for increase .41000 Telephone 30,000 Main telephone service through BellSouth (excluding long distance), plus 15% reserve for cost increases, taxes and fees. .41001 Telecommunications: Frame Relay 37,500 Annual frame relay operating fees paid to Bell South for high -speed communication links between Village Hall and other facilities -43- FINANCE DEPARTMENT Non - Departmental - Unclassified Accounts Code 001 - 0800 -519 . CODE CLASSIFICATION AMOUNT EXPLANATION OPERATING EXPENSES - Continued .42000 Postage $ 2,500 General postage costs not specifically budgeted in other operating accounts .42100 Courier /Delivery charges 500 Delivery charges and courier charges not .45100 ISF: Risk Management 9,753 .46200 Repair and Maintenance 7,500 .47000 Printing 3,700 .48000 Advertising and Promotions 5,000 .48010 Promotions: Public Works 1,000 .48400 Special Projects Account 10,000 .48410 Special Projects Village Hall 1,000 .48950 Special Projects: Annexation 7,500 .51000 Supplies: General office 15,000 -44- specifically budgeted in other operating accounts Finance - calculated budget to fund annual risk insurance and loss accounts which are actuarially determined based on prior year risk reports Equipment repairs in Village Hall; repairs to furniture; unallocated repairs which may not be under repair agreements Notices, special mailings, paper, forms not specifically associated with a single department or division Project and general position advertisements not specifically budgeted in other operating divisions Funding for special Public Works Employee appreciation programs Projects identified by the Village Manager on an as needed basis which are not normally budgeted or presented to staff by Council Funding for Employee morale and appreciation programs in Village Hall Project associated with Annexation project Village -wide supply for copy paper; pens, pencils, ribbons and other general office supplies plus reserves FINANCE DEPARTMENT Non - Departmental - Unclassified Accounts Code 001 - 0800 -519 CODE CLASSIFICATION AMOUNT EXPLANATION OPERATING EXPENSES - Continued .52200 Supplies: Other operating $ 15,000 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 .52205 Supplies: Vhall- Kitchen 750 Supplies necessary to operate Village Hall kitchen facilities 52311 AV Tax Reimbursement 13,500 Reimbursement to Country Club for MSV component of Annual tax bill .52800 Bank Fees 12,500 Account, check and investment fees offset by equal revenue from interest .54000 Subscriptions and Memberships 3,000 Employee assistance program (EAP); Village -wide subscriptions; Reserves for others unallocated .54400 Licenses, permits and fees 4,375 Annual software renewals (Anti- virus); Annual software update renewal fees .58000 Training and Education $ 5,000 Village -wide educational programs Sub-total., Operating Expenses $ 261,078 �. _..: . ..... u -45- FINANCE DEPARTMENT Non - Departmental - Unclassified Accounts Code 001 - 0800 -519 CODE CLASSIFICATION AMOUNT EXPLANATION OTHER OPERATING EXPENSES .80605 Transfer to Police Pension $ 35,000 Administrative costs funded by the Administration G I F .80608 Transfer to GE Pension 32,363 Administration .82010 Contribution: Horace Mann 500 enera and for the day- to-day operations of the pension fund as required by state statutes. Cost 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 Administrative costs funded by the General Fund for the day - to-day 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 Annual appropriation for educational facility .82020 Contribution: Miami Shores 500 Annual appropriation for educational Elementary facility .82070 Contribution: North Miami 5,000 Annual appropriation for service Foundation organization .82800 Contribution: Miami Shores Theatre 25,000 Previously appropriated by Council .91300 Transfer to Capital Projects 214,209 Funding for Fey 2005 Capital Projects .96000 CONTINGENCY 175,000 Reserve for Village -wide emergencies Sub- total: Other Operating Costs $ 487,572 TOTAL: Non - Departmental Costs $ 800,621 .M ADOPTED FY 2004 -2005 OPERATING BUDGET Miami Shores Village, Florida THE FINANCE DEPARTMENT Debt Service Division Services, Functions and Activities The Village created a special Debt Service Fund beginning with FY 2000. The purpose of this fund is to record the inflow and outflow of cash related to the supplemental ad valorem tax levy used to pay for the annual principal and interest costs associated with the General Obligation Bond, Series 1999. This bond was sold to design, develop and construct the Miami Shores Aquatics Facility. The fund records the proceeds for the secondary ad valorem tax levy along with those costs required to pay for the maintenance of the bond fund debt. Costs include, but are not limited to the annual principal payment, two interest charges, bond administra- tive and service fees along with supplies and printing costs generated during the prepa- ration and submission of annual reports such as the Continuing Disclosures Report, State Bond Filing Report, and a pro -rated portion of the Village's annual financial report. The Village will be selling a new General Obligation Bond, Series 2004 for the con- struction of a new Chapter School. ADOPTED BUDGET HIGHLIGHTS Total budget of $673,277 reflects an increase of $277,324 or 70.04% more than FY 2004. The most outstanding increase is the issuance of a new bond (GO Bond 2004) where principal and interest payments will increase $55,000 and $178,125 respec- tively. -47- FINANCE DEPARTMENT - DEBT SERVICE FUND Code 201 - 0000 -519 CODE CLASSIFICATION AMOUNT EXPLANATION OPERATING EXPENSES .31000 Professional Services $ 7,000 Funding for annual disclosure reports .32000 Auditing and Accounting Fees 7,500 Funding for the pro -rated portion of the FY 2004 financial audit by Rachlin Cohen & Holtz .41100 Telecommuncations: L/Distance 100 Funding for long- distance calls .42000 Postage 100 Shipping fees anticipated for the delivery of financial statements and other reports .42100 Freight / Delivery Charges 275 Funding required to deliver financial reports and statements to local professionals .47000 Printing 500 Allocated cost to print the annual disclosure report and financial statements .49100 Bond administration fee 4,000 Annual payment made to Wachovia to manage bond disbursements .49150 Bond trustee fees 2,025 Annual payment to Florida League to manage bond proceeds and reporting .51000 Office Supplies 75 Funding for office supplies for reports .52200 Other Operating Expenses 2,500 Supplies to produce financial statements and reports which are distributed to bond holders and federal reporting agencies .54000 Subscriptions and Memberships 250 Funding for subscriptions to various journals and organizations .54500 Licenses and permits $ 1,250 Annual GO Bond Filing fees to State Sub - total. Operating Expenses $ 25,575 -48- FINANCE DEPARTMENT - DEBT SERVICE FUND Code 201 - 0000 -519 CODE CLASSIFICATION AMOUNT EXPLANATION Fiscal Expenses .71000 Debt service: Principal payment $ 120,000 Funding for annual debt service principal on GO Bonds, Series'99 and '04 ($65,000 and $55,000 respectively .72000 Debt service: Interest expense 318,459 Funding for both bond issues bonds interest costs on Series '99 and '04 ($140,335 and $178,125 respectively) .91100 Transfer to General Fund 23,323 Funding for final reimbursement installment of the 1st Debt Service payment on the series 99 GO Bond .91999 Transfer to Bond Sinking Fund $ 185,920 Funding for surplus tax levy and Bond sinking fund to accumulate funds prepayment of debt Sub - total. Fiscal Expenses $ 647, 702 TOTAL: Finance - Debt Service Funds $ 673,277 R AbOPTEb FY 2004 -2005 OPERATING SUbGET Miami Shores Village, Florida THE FINANCE DEPARTMENT Risk Management Division Services, Functions and Activities The Village's Risk Management Internal Service Fund is a self - balancing group of accounts designed to accumulate the necessary financial resources to pay for the Village's co- insurance and self- insurance reserve requirements as determined by an annual actuarial report. The fund reports all costs associated with workers' compen- sation, general liability, property, casualty and bond insurance costs. Additionally, cer- tain qualified administrative expenses are included as an operating costs including, but not limited to the costs of annual actuarial and auditing reports, filing fees, third - party administrators fees and state licensing fees. ADOPTED BUDGET HIGHLIGHTS Total budget of $995,066 reflects an increase of $205,823 or 26.08 %. The increases can be attributed to professional services ($26,500), legal services ($50,000), annual insurance premiums ($27,298) and the reserve amount for workers' compensation settlements ($124,147). These increases were offset by insurance fees decreasing by $37,430. -50- FINANCE DEPARTMENT -RISK MANAGEMENT ISF Code 501 -6500 -519 CODE CLASSIFICATION AMOUNT EXPLANATION OPERATING EXPENSES .24040 WC Settlements: Summary $ 107,426 Estimated amount on settlements from -51- the different departments of the Village .24400 Risk Management: Workers 64,500 Estimated insurance premiums for the Compesation Premium (Excess) primary level of workers compensation losses for claims valued between $75,000 and $300,000; then all claims exceeding $400,000 .24420 Risk Management: Workers 56,250 Estimated charge back for open workers' Compensation County Premium compensation claims to Miami Dade County Risk Management resulting from claims filed prior to FY 1990 .24421 Risk Management: Workers 1,180 Estimated fee to Miami Dade Risk Compensation County Management Division to process Administration Fee manage the outstanding workers' compensation claims filed prior to FY 1990 .24440 Risk Management: Workers 12,000 Estimated annual fee to Johns Eastern to Compensation Third Party manage and collate all workers' Administrator compensation claims .24541 Risk Management: Workers 25,000 Estimated contribution to Self insurance Compensation annual fee retention account .31000 Professional Services 31,500 Annual fee for risk management actuarial report prepared by Butler Dunlap .31230 Professional services: Legal 50,000 Estimated legal fees for workers' Services compensation and general liability claims For open claims, Village will file reimbursement claims with carriers .32000 Accounting and Auditing Services 5,000 Funding for annual financial audit prepared by Rachlin Cohen & Holtz, report to be filed with State Division of Insurance -51- FINANCE DEPARTMENT -RISK MANAGEMENT ISF Code 501- 6500 -519 CODE CLASSIFICATION AMOUNT EXPLANATION OPERATING EXPENSES - Continued .41100 Telecommuncations: L/Distance $ 100 Funding for long- distance calls .42000 Postage 50 Funding for special delivery services .42100 Freight / Delivery Charges 125 Funding for courier & freight charges .45110 ISF: RM - Premium Package 375,000 Preliminary estimate for annual premium .45120 ISF: RM - Premium - Excess 75,000 Property Level #1 .45130 ISF: RM - Premium - Excess 30,000 Property Level #2 .45131 ISF: RM - Premium Excess Liability 31,000 .45132 ISF: RM - Premium Excess Crime 1,750 Bond .45150 ISF: RM Premium Boiler /Machine 2,500 .45160 ISF: RM Premium Public Officials 24,750 Liabiliaty .45170 ISF: RM Premium Finance Director 1,750 Surety Bond -52- related to Village's Master "Package" Policy Estimated annual insurance premiums for property claims where loss is valued in excess of $25,000 but less than $300,000 Estimated annual insurance premium for property claims where loss is valued in excess of $300,000 but less than $1,000,000 Estimated annual insurance premium for liability claims where loss is valued in excess of $25,000 but less than $300,000 Estimated annual insurance premium for property claims where loss is above employees bond Estimated annual insurance premium for claims filed against machinery and equipment Estimated annual insurance premium for losses associated with public liability, officers and other administrative claims Annual insurance premium for Finance Director surety bond FINANCE DEPARTMENT -RISK MANAGEMENT ISF Code 501 - 6500 -519 CODE CLASSIFICATION AMOUNT EXPLANATION OPERATING EXPENSES - Continued .45180 ISF: RM Premium General Finance $ 2,750 Annual insurance premium for general Bond financial protective bond due to loss or theft .45190 ISF: RM Premium Special Events 4,250 Estimated annual insurance premium for Liability subordinated special event liability claims .45550 ISF: RM Third Party Administrative 15,000 Estimated annual fee to Johns Eastern to Fees manage all liability, property and casualty claims .45600 ISF: RM Direct Payments Claims 17,500 Estimated costs for claims paid directly Exempt by the Village and not filed for claims loss .45800 ISF: RM Premium Recreation 15,000 Estimated cost for recreation program Participants insurance costs - premium costs are offset by fees charge to participants .47000 Printing 110 Anticipated cost to print actuarial, financial and loss runs reports .52800 Bank Fees: Liability Account 500 Funding for investment management fund identified in Risk Loss Report (July'04). .54000 Subscriptions and Memberships 125 Membership to Risk Managers Association due on 11/01/2004 .54500 Licenses and permits 3,750 Annual WC License Fee to State .54510 Florida State Workers' 28,750 Estimated fee to State of Florida to retain Compensation Reporting Fees self - insurance status .58300 Organizational meetings $ - Funding not requested in FY'05 Sub - total. Operating Expenses $ 982,616 -53- FINANCE DEPARTMENT -RISK MANAGEMENT ISF Code 501 -6500 -519 CODE CLASSIFICATION AMOUNT EXPLANATION FINANCE COSTS .71000 Debt Service: Principal payments 72000 Debt Service: Interest expenses Sub - total.- Finance Costs TOTAL: Risk Management Internal Service Fund (Under Finance) $ - Annual principal payments on long -term debt related to service fund $ 12,450 Funding for interest costs paid to finance the annual risk insurance premiums $ 12,450 $ 995,066 -54- 'SH"ORE. S 'a, t POLICE DEPARTMENT t slow O°,," ORGANIZATION CHART �LOR {pP► CHIEF OF POLICE RICHARD MASTEN SPECIAL PROJECTS COORDINATOR EXECUTIVE ASSISTANT JOHN HUGHES IRENE TOLENO CAPTAIN KEVIN LYSTAD -55- POLICE CHAPLAIN P? OFFICER LEGALADVISOR D.P. HUGHES POLICE CRIME ANALYST STEVENWATSON P/TOFFICER - LIEUTENANT LIEUTENA NT LEGAL ADVISOR VACANT RICHARD HARRISON PETER MAGRINO POLICE RECORDS CLERK BEVERLY GURNEY COMPLAINT OFFICER —I I Prr SCHOOL DA DA SERGEANT SERGEANT SERGEANT SERGEANT SERGEANT SERGEANT CROSSING GUARD DAVIDMCLEOD EDDIERAMOS VACANT JACK ST THOMAS CHRISTINE HERBERT VACANT MAXINE CAPUTO FICER P/T SCHOOL MES CROSSING GUARD CORPORAL UNDALOPEZ JAMES YOUNG FFICER P/T SCHOOL HUCK CROSSING GUARD EVANGALINA OCAS" DETECTIVE DETECTIVE DETECTIVE DETECTIVE RESERVE COMPLAINT OFFICER MIKERIVERA GLENNCOSNER KERRY TURNER TIM DEARDEN POLICE OFFICER JANICE OLDACRE JEROME BENSINGER COMPLAINT OFFICER RESERVE MELISSA LEON K-B UNRS PATROLMAN PATROLMAN PATROLMAN POLICE OFFICER KEVIN REED ARI ZOMIM JOSEPH KMELEY JEFF KASKY PATROLMAN PATROLMAN PATROLMAN PATROLMAN RICHARD JESSUP DONLOHNES CHRIS HUBER. MICHELLE SOLI PATROLMAN PATROLMAN PATROLMAN PATROLMAN JOHN IEE KEITH HARRELL ROBERT FRAME GLADIMIR DOCTEUR PATROLMAN PATROLMAN P CUFFORDVICKERS JOHN GONZALEZ PATROLMAN MIKEGREEN -55- ADOPTEb FY 2004 -2005 OPERATING BVt)GET Miami Shores Village, Florida r�r��r�r�r�r�r�r�r�r�r�r�r�r��r�r�r�r�r�rar�rar�r�r�r�r�r�r��r�r�rar�r� THE POLICE DEPARTMENT Operational Division Services, Functions and Activities The Miami Shores Police Department is the chief law enforcement agency of the Village, responsible for the investigation of crimes, public safety education, providing security and traffic control at numerous Village events, responding to requests for police services, issuing traffic citations and other law enforcement functions. The Department operates as a community- oriented police agency with the philosophy that the community and police should be interrelated as one, working together to resolve problems that negatively affect the community. A Drug Abuse Resistance Education (D.A.R.E.) officer is also assigned to ongoing drug education efforts within our elementary schools. The mission of the Department is to serve all people within the Village with the utmost of respect, fairness and compassion. The Department is committed to the prevention of crime and the protection of life and property; the preservation of peace, order and safety; the enforcement of all laws and ordinances; and the safeguarding of our nation's constitutional guarantees. With service to our community as a foundation, the Department is driven by goals to enhance the quality of life, investigating problems and all incidents, seeking solutions and fostering a sense of security in the community. The Department strives daily to nurture public trust by holding themselves to the highest standards of performance and ethics. This Division generates $299,059 in General Fund revenues. To date, $30,901 was deposited to the confiscated property fund. We are proud of the following, which is our Mission Statement: "We, the Miami Shores Police Department, exist to serve all people within our jurisdic- tion with the utmost of respect, fairness and compassion. We are committed to the prevention of crime and the protection of life and property; the preservation of peace, order and safety; the enforcement of all laws and ordinance; and the safeguarding of our nation's constitutional guarantees. With service to our community as a foundation, we are driven by goals to enhance the quality of life, investigating problems and all incidents, seeking solutions and foster- ing a sense of security in the community. We will strive daily to nurture public trust by holding ourselves to the highest standards of performance and ethics. To fulf ll our Mission, the Miami Shores Police Department is dedicated to providing a quality work environment and the development of its members through effective train- ing and leadership." .'1 ADOPTED FY 2004 -2005 OPERATING BUDGET Miami Shores Village, Florida THE POLICE DEPARTMENT Operational Division Fiscal Year 2004 Achievements For the first six months of 2004, overall Class I crimes for the Miami Shores Police Department are down 16 %. As crime trends and patterns develop, resources will be allocated to address, reduce and arrest those perpetrators. Last year Miami Shores Police Officers responded to over 8840 calls for service not including officer- initiated contacts such as traffic stops, etc. For the first six months of 2004, the police department has responded to over 4100 calls for service. The police officers logged over 248,000 patrol miles. The Miami Shores Police Department has received several grants to enhance the police department's community policing efforts in the community. With funding from these grants, the Miami Shores Police Department has been able to provide CPR training to the community, conduct crime prevention surveys, vehicle VIN - etching and bicycle registration program. In addition, a grant was 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 for children and adults for the evening occasion, 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. While several long- standing members have "retired" from the program, new volunteers have joined our mobile patrol, which patrol our Village and log numerous hours of service time. The crime watch coordinator continues to recruit Crime Watch block captains and attend Crime Watch meetings. -57- ADOPTED FY 2004 -2005 OPERATING BUDGET Miami Shores Village, Florida THE POLICE DEPARTMENT Operational Division Goals and Objectives for Fiscal Year 2005 zz 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. tt 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 MV 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. 1.x:11 AbOPTED FY 2004 -2005 OPERATING BUbGET Miami Shores Village, Florida THE POLICE DEPARTMENT Operational Division Goals and Objectives for Fiscal Year 2005 - Continued u 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. tt 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. ADOPTED BUDGET HIGHLIGHTS Total budgets of $4,283,649 reflects a 10.56% increase or $409,220 over FY 2004 budget. This increase is comprised of $397,347 in Personnel Cost in- creases due mainly to increase in executive salaries ($4,145), overtime ($25,000), payroll taxes ($17,841), health insurance ($28,050), workers com- pensation premiums ($95,750) and contingency personnel costs ($234,198). The personnel cost increases are offset by a decrease in regular wages ($4871) and other wages ($9,180). Operating costs also increased by $9,667 due to increased risk management ($50,862) offset by a decrease in fleet mainte- nance ($41,954). Capital outlay increased by $3,000 compared to FY 2004 to purchase computer parts for maintenance. -59- POLICE DEPARTMENT - OPERATIONS Code 001 -0900 -521 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED PERSONNEL SERVICES .11000 Executive Salaries 11001 Executive Benefit - General 11005 Executive Benefit - Police Chief 12000 Regular Salaries 13000 Other Wages 14000 Overtime 14500 Court Standby Program .15000 Off -Duty Assignments $ 332,382 (1) Police Chief; (1) Captain; and, (2) Lieutenants 3,900 Executive Package 10,000 Executive compensation package for Police Chief as contractually negotiated 2,115,668 (6) Sergeants`' (4) Detectives (1) Corporal (19) Police Officers (5) Telecommunications Officers (1) Executive Assistant (1) Police Records Specialist (1) Crime Analyst (1) Special Projects Coordinator (1) Courier — 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 11,124 (1) Crime Watch Coordinator (part-time) 122,100 Sergeants, Detectives, Police Officers Complaint Officers, Executive Assistant, Records Specialist, Crime Analyst, Special Projects Coordinator 1,700 Payment to County Stand -by coordinator 139,447 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) .1 POLICE DEPARTMENT - OPERATIONS Code 001 - 0900 -521 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED PERSONNEL SERVICES - Continued .18250 Longevity pay .21000 FICA .22000 Retirement .23000 Health Insurance .23100 Retirement Insurance .23200 Employee Benefit - Savings Bond .24000 ISF: Workers' Compensation .29990 Contingent Personnel Costs $ 5,500 227,803 195,000 173,250 7,500 1,700 112,186 235.999 Funding for bonus pay for employees with more than seven years of service Social Security and Medicare taxes Preliminary estimate to fund the actuarially determined contributions to the Miami Shores Village Police Pension Fund Estimated annual per employee costs for health, dental and other contractually obligated non - liability benefits with 5% inflationary factor included Village's matching portion of Police Officer Retirees insurance Contractually mandated annual purchase of $100 Savings Bond for qualified officers 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 Sub - total.• Personnel Services $ 3,695,259 _,. ...__.. _ u... , , _.... -61- POLICE DEPARTMENT - OPERATIONS Code 001 - 0900 -521 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED OPERATING EXPENSES .34000 Contractual Services $ 62,716 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 .40000 Travel 9,800 Meals and lodging, miscellaneous training .41000 Telephone Expenses 8,883 Emergency rotary and non - emergency lines, fax lines .41001 Telecommunications: Frame 4,773 Frame Relay fees for high speed Relay communication links .41100 Telephone Long Distance 420 Estimated costs for long distance or toll calls .41200 Cellular Telephone 10,956 Estimated cellular costs for six (6) phones .41300 Telephone Pager Service 875 Estimated pager service cost .42000 Postage 2,415 Postage, freight charges, registered and certified mail .42101 Courier/ Delivery Services 630 Funding for courier and overnight deliveries .43100 Electricity 20,450 Pistol range, police headquarters (Estimated with 5% increase) .43300 Water 600 Police headquarters water services -62- POLICE DEPARTMENT - OPERATIONS Code 001 - 0900 -521 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED OPERATING EXPENSES - Continued .44000 Rentals and Leases $ 9,545 County based computer, and funding for unmarked vehicles .44100 Rental Vehicle - Funding not available in FY'05 .45100 ISF: Risk Management 163,807 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 .45200 ISF: Fleet Maintenance 64,321 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 22,597 Pistol range, computer peripherals and other equipment .47000 Printing 2,441 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 5,200 Pens, paper, ink and other office supplies for a one year period for forty - five (45) full -time employees -63- POLICE DEPARTMENT - OPERATIONS Code 001 - 0900 -521 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED OPERATING EXPENSES - Continued .52200 Other Operating Expenses .52400 Uniforms .54000 Subscriptions and Memberships .54500 Licenses and Permits .58000 Training and Education .58100 Tuition Reimbursement $ 37,200 29,100 3,107 2,000 10,500 4.000 Sub total Operating Costs $ 489,881 CAPITAL OUTLAY Firearm supplies and ammunition, first aid supplies, K -9 supplies, detective bureau supplies, coffee, water and other operating supplies Uniforms and personal equipment as defined in the PBA contract Membership books, publications per schedule submitted to Finance Estimated cost for different licenses and permits Funding for specialized police training and continuing education costs Contractually required funding for qualified staff associates .64000 Equipment $ 3,000 Funding for computer service upgrade Sub-total.- Capital Outlay $ 3,000 CRIME WATCH COSTS -64- ADOPTED FY 2004 -2005 OPERATING BUDGET Miami Shores Village, Florida THE POLICE DEPARTMENT School Guard Division Services, Functions and Activities The Miami Shores Police Department provides crossing guards to provide for the safety of our children as they come and go to school during the year. They assist residential children in crossing several major thoroughfares in the Village in addition to monitoring their safety. This Division generates $31,367 in General Fund revenues. Fiscal Year 2004 Achievements Provided over 2000 service hours of school crossing guard duty. Goals and Objectives for Fiscal Year 2005 tt 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 tt 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 ensure safe and effective performance of tasks. -65- POLICE DEPARTMENT School Crossing Guard Division Code 001 -0901 -521 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED PERSONNEL SERVICES .13000 Other Wages $ 29,054 School Crossing Guards (5) 'Note: One (1) guard also serves as the Police Department Courier .21000 FICA 2,223 Social Security and Medicare taxes .24000 ISF: Workers' Compensation 574 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 $ 44 Projected costs for all eligible employee's annual COLA, merit (percent dependent upon union contract's), other contractually required personnel cost increases and the associated federal taxes for a one year period Subtotal Personnel Services $ 39,895 OPERATING EXPENSES .45100 ISF: Risk Management $ 1,234 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 .52400 Uniforms $ 819 Uniforms and personal equipment as defined in the PBA contract Subtotal. Operating Expenses $ 2,053 ..._..:..._ Mu ....... .._..'N TOTAL: Police - School Guards $ 33,948 ST'1 oRESL� PUBLIC WORKS NINE DEPARTMENT OR ORGANIZATION CHART IDp` P/T ADMIN SECRETARY TERRY CLARKE DIRECTOR OF PUBLIC WORKS/ DAVE TRAILL ASST. PUBLIC WORKS DIRECTOR SCOTT DAVIS EXECUTIVE ASSISTANT PURCHASING AGENT PAMELACAPPUCCIO JUAN PAULINO WASTE / RECYCLING SUPERVISOR JOHN COBB EQUIPMENT OPERATOR III WILLIE BAILEY EQUIPMENT OPERATOR III HAROLD WOODS EQUIPMENT OPERATOR III SAM BLACK EQUIPMENT OPERATOR III RENE COLON REFUSE TRUCK DRIVER RUBEN BORERRO REFUSE TRUCK DRIVER EMMANUEL LOUIS REFUSE TRUCK DRIVER TOMAS RIVERA REFUSE TRUCK DRIVER LUIS HERNANDEZ T REFUSE COLLECTOR VACANT T REFUSE COLLECTOR VACANT T REFUSE TRUCK DRIVER ERNEST RAY REFUSE TRUCKDRIVER RICHARD HALL REFUSE TRUCK DRIVER BENJAMIN FLORES 1 REFUSE TRUCK DRIVER RODOLFO VALDEZ REFUSE TRUCK DRIVER ERNESTHAMILTON REFUSE COLLECTOR RICHARD BUJTAS REFUSE COLLECTOR VACANT REFUSE TRUCK DRIVER LEROY KNIGHT REFUSE COLLECTOR ROBERTO PABON REFUSE COLLECTOR REFUSE COLLECTOR SPECIAL PROJECTS LJ P/T DATA PROCESSOR JOHN RUMBLE I I JORGE GONZALEZ STREETS SUPERVISOR VACANT STORM WATER PARKS MAINTENANCE STORM WATER PARKS MAINT WORKER I FOREMAN LUIS VAZQUEZ CARLOS ESPINOZA STORM WATER EQUIP OPERATOR I PARKS LEAD WORKER JULIO ROMAN RICK MILLER MAINTENANCE MAINTENANCE HALFCENTTAX WORKER II VACANT TALES ST. FLEUR MAINTENANCE MAINTENANCE WORKER it WORKER II VACANT JEAN ARCHELUS MAINTENANCE MAINTENANCE WORKER I WORKER II TRAVIS BELL WILLIE JAMES MAINTENANCE WORKER I VACANT SHOP FOREMAN JIM MCCOY .EQUIPMENT MECHANIC ABELARD0 GARCIA EQUIPMENT MECHANIC CHARLIE HARBER EQUIPMENT MECHANIC ERIC REYNOLDS AUTO DETAILER FELIX ALEGRIA 67 STREETS RECREATION MAINTENANCE CEMENTFOREMAN GROUNDS FRANKALBALADEJO FOREMAN LUIS URQUTA MAINTENANCE GROUNDSKEEPERII WORKER II CHESTERPEARSON CLIFF MCCULLOUGH MAINTENANCE GROUNDSKEEPER I WORKER II SILVIO MARTINEZ VACANT WORKER II VACANT MAINTENANCE WORKER II VACANT EQUIPMENT OPERATOR 11 REMYPALLIANT EQUIPMENT OPERATOR ALIZEE MERE EQUIPMENT OPERATOR VACANT TREE TRIMMER OFFICER ADOPTED FY 2004 -2005 OPERATING BVbGET Miami Shores Village, Florida r�r��• r�r��r�r��• r�r�r�• r��r�r�r�r�r�r�r��r��ar� •r�r�rar�r�r�r�r��r� THE PUBLIC WORKS DEPARTMENT Parks Division Services, Functions and Activities The Parks Division of the Public Works Department maintains the grounds / landscaping needs for all Village non - recreational facilities, rights -of -way areas, plants and thousands of trees throughout Miami Shores. The Division maintains dozens of automated and manual irrigation systems, develops and cares for approximately fifty specialized plant beds and over one hundred barricade landscapes. The Division routinely accomplishes both beautification and irrigation capital improvement upgrades or projects to enhance the image of "the Village Beautiful." Fiscal Year 2004 Achievements Installed the medians on Grand Concourse, including the selection and installation of plant material. Completed the landscaping upgrade to beautify the Brockway Memorial Library front en- trance. Maintained the Village facilities and rights -of -way flower beds by replacing 10,500 plants. Completed the neighborhood park project at 92 Street and Northeast Twelfth Avenue. Goals and Objectives for Fiscal Year 2005 tt To increase the tree canopy throughout the Village working in conjunction with Miami -Dade County. • By identifying areas that require trees in either new locations or by removal of problem trees. • By continuing to identify new tree vendors to insure an adequate supply of - desirable tree species at the best possible cost to the Village. • By seeking grants for tree removal and funds for replanting desired tree species. n To increase the appearance and health of park and roadway trees and plants. • By continuing the current in -house fertilization program for hedge material, increasing applications to three times per year and fertilizing sod at least two times per year with one application as a weed and feed application. • By contracting with professional tree experts for the fertilization of palm trees. • By continuing the established irrigation repair and maintenance schedule to prevent plants from being affected by lack of water. • By converting city water to wells, watering times will increase, while decreasing water bills. l -68- ADOPTED FY 2004 -2005 OPERATING BUDGET Miami Shores Village, Florida THE PUBLIC WORKS DEPARTMENT Parks Division ADOPTED BUDGET HIGHLIGHTS Total budget of $547,353 reflects a 9.32% decrease of $56,255 less than FY 2004. This results from operating cost decreases valued at $105,464 offset by the increase in personnel costs totaling $30,339 and debt service payments of $18,870. Personnel costs increased primarily from higher health insurance premiums ($5,500), workers' compensation premiums ($5,123) and contingent costs ($17,661). Operating cost decreases include risk management ($10,438) and fleet maintenance ($90,601). -69- PUBLIC WORKS - PARKS DIVISION Code 001 -1201 -572 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION PERSONNEL SERVICES .12000 Regular Salaries $ 251,784 (1) Parks Foreman (1) Crew Leader (1) Equipment Operator II (2) Equipment Operator 1 (3) Maintenance Worker II (1) Maintenance Worker I (1) Tree Trimmer .14000 Overtime 3,000 Estimated funding using past trends .15100 Lot Clearing 1,500 Funding to identify special services for Code Enforcement lot clearing; fees charged to property owner - offset by disbursement .18250 Longevity pay 3,000 Longevity bonus paid to employees with more than seven years (as defined by Personnel Regulations) .21000 FICA 21,734 Social Security and Medicare taxes .23000 Health Insurance 38,500 Estimated annual per employee costs for health, dental and other contractually obligated non - liability benefits with 5% inflationary factor included .24000 ISF: Workers' Compensation 11,121 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 $ 24,818 Projected costs for all eligible employee's annual COLA, merit (percent dependent upon union contract's)), other contractually required personnel cost increases and the associated federal taxes for a one year period Subtotal Personnel Services $ 355,457 .__ .a....._ ;.. t.. .., -70- PUBLIC WORKS - PARKS DIVISION Code 001 - 1201 -572 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION OPERATING EXPENSES .34100 Cont Serv: Temporary Labor $ 2,500 Funding for temporary labor to assist in planting and property maintenance crews when regular employees are on leave or during special events .43300 Water 5,500 Water used to irrigate parks and medians .44000 Rental and leases 250 Rental of non inventory departmental equipment .45100 ISF: Risk Management 29,695 Finance - calculated budget to fund annual risk insurance and loss accounts which are actuarially determined based on prior year risk loss .45200 ISF: Fleet Maintenance 67,779 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 .52200 Other Operating Expenses 18,000 Safety equipment, tools, building supplies and other products .52210 Beautification Expenses 40,000 Funding for the continuation of the Village -wide comprehensive tree and street planting program .52400 Uniforms 1,430 Per employee funding for contractually specified uniforms: (5) shirts, (5) pants .52500 Fertilizer and Chemicals 2,192 Fertilizer for Village -owned landscape areas .54000 Subscriptions and Memberships 100 Subscription to Nursery Report for Dade County .58000 Training and Education $ 750 Funding for staff testing, recertification for xeriscaping, seminars and training materials Subtotal. Operating Expenses $ 168,196 -71- PUBLIC WORKS - PARKS DIVISION Code 001 -1201 -572 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION OTHER EXPENSES .71000 Principal Payment $ 22,850 Annual interest payment on refinanced equipment loan .72000 Interest Payment 850 Semi - annual interest payment on refinanced equipment loan Subtotal.- Other Expenses $ 23,700 TOTAL: Public Works -Parks Division $ 547,353 IWAM ADOPTED FY 2004 -2005 OPERATING BUDGET Miami Shores Village, Florida THE PUBLIC WORKS DEPARTMENT Streets Division Services, Functions and Activities The Streets Division of the Public Works Department functions as a multifaceted work force which accomplishes building maintenance, storm water management, and local option (street maintenance) applications. This Division maintains drains, pumps flooded locations during storms, cleans streets, repairs and replaces sidewalks, performs light maintenance (plumbing, carpentry, ma- sonry, etc.) and manages downtown trash can /parking meter services. This Division is partially funded by Local Option Gas Tax proceeds of $227,139. Fiscal Year 2004 Achievements Converted metered water to four wells. Installed medians on Grand Concourse. Painted the Community Center and Field House exteriors. Initiated regular drain cleaning service Village -wide. Goals and Objectives for Fiscal Year 2005 rz To continue to provide quality service to residents. • By training all personnel on the correct and safe methods for movement of traffic during street closure operations. • By continuing the outsourcing of critical sidewalk repair. • By improving street drainage with the installation of drainage structures and contracting the installation of deep injection wells in areas prone to flooding. • By increasing storm drain cleaning frequency through an established maintenance schedule and utilizing outside contractors. ADOPTED BUDGET HIGHLIGHTS Total budget of $599,285 reflects a 4.25% increase of $24,452 from FY 2004. This increase results primarily from personnel cost increases totaling $28,384 partially offset by operating cost decreases valued at $3,932. Personnel cost increases include workers' compensation premiums ($51,894) which are par- tially offset by reductions in regular wages ($12,451) and the rest of the other personnel line items valued at ($11,127). Operating cost decreases include fleet maintenance ($30,330) offset by increases in risk management ($15,043) and electricity costs totaling ($10,270). -73- PUBLIC WORKS - STREETS DIVISION Code 001 - 1202 -541 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION PERSONNEL SERVICES .12000 Regular Salaries $ 130,156 (1) Streets Supervisor 14000 Overtime 2,328 18250 Longevity pay 1,500 .21000 FICA 10,659 .23000 Health Insurance 19,250 .24000 ISF: Workers' Compensation 56,865 .29990 Contingent Personnel Costs $ 5,350 (1) Concrete Foreperson (3) Maintenance Worker II Estimated funding measurement using past trends Longevity bonus paid to employees with more than seven years (as defined by Personnel Regulations) Social Security and Medicare taxes Estimated annual per employee costs for health, dental and other contractually obligated non - liability benefits with 5% inflationary factor included Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions Projected costs for all eligible employee's annual COLA, merit (percent dependent upon union contract's), other contractually required personnel cost increases and the associated federal taxes for a one year period Subtotal Personnel Services $ 226,108 ......�� _...�..�. ,,. .,.,.,. ��... .,.,. ,_� t....... __.,��_..._._��:< -74- i l i r i I 1 c l i. I l l i t PUBLIC WORKS - STREETS DIVISION Code 001 - 1202 -541 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION OPERATING EXPENSES .34900 Contractual Service: $ 25,410 Funding for Village -wide Property Maintenance maintenance contracts including A/C, extermination, janitorial services and elevator - excludes cost recorded in Recreation .40000 Travel 500 Seminars and training sessions for supervisor and mechanics .40200 Travel: Local Mileage 25 Reimbursement for local mileage, tolls and parking .43101 Electricity: 162,750 Street light estimates based on FPL Streetlights Village Wide analysis and projections .43102 Electricity: 15,620 Village estimated cost with Village Hall projected 5% increase .43103 Electricity: 12,100 Public Works Motor Pool and Public Works Nursery .43300 Water 1,600 Village Hall, Public Works and rights - of -way water reflective of savings from conversion program .44000 Rentals and Leases 1,750 Short-term rental of special equipment and tools not warehoused by department .45100 ISF: Risk Management 81,301 Finance - calculated budget to fund annual risk insurance and loss accounts which are actuarially determined based on prior year risk loss .45200 ISF: Fleet Maintenance 15,216 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 -75- PUBLIC WORKS - STREETS DIVISION Code 001 - 1202 -541 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION OPERATING EXPENSES - Continued .46200 Repairs and Maintenance $ 26,000 Repairs to buildings and structures, miscellaneous part for A/C units and water heater not covered by service agreements .49000 Other current charges 400 Dade County and Florida fuel permits and charges .51000 Office Supplies 280 Pens, pencils and papers for support staff .52200 Other Operating expenses 23,175 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 .53000 Road Materials 3,500 Hot asphalt patch, bus bench repairs, miscellaneous signs and posts .54000 Subscriptions and Memberships 250 Annual subscriptions renewals for chemical reviews .58000 Training and Education 500 Funding to attend training for equipment and machines .58100 Tuition Reimbursement $ 1,500 Contractually required funding for tuition costs Subtotal. Operating Expenses $ 373,177 TOTAL: Public Works- Streets Division $ 599,285 -76- ADOPTED FY 2004 -2005 OPERATING BUDGET Miami Shores Village, Florida THE PUBLIC WORKS DEPARTMENT Administrative Division Services, Functions and Activities The Administrative Division of Public Works is responsible for the organizational functions of the largest Village Department. All paperwork associated with this func- tion (payroll, accounts payable, purchasing, customer service, workers' compensa- tion, etc...) is coordinated through this Division. The administrative unit also coordinates interdepartmental activities through spe- cial projects support (GIS logistics, intergovernmental coordination, etc.). A total of seven budgeted positions support this element of our departmental mission. Fiscal Year 2004 Achievements Successfully coordinated the acquisition of tree replacement and drainage grants. Managed the Police Department air quality project and the new Motor Pool planning process. Implemented CITT target programs. Goals and Objectives for Fiscal Year 2005 tt To improve the administrative personnel process. • By ensuring positions are filled through innovative advertising. • By refining the work order system to better track the tasks performed by Department personnel. • By ensuring that employee evaluations are timely processed. ADOPTED BUDGET HIGHLIGHTS Total budget of $519,277 reflects an increase of 9.18% or $43,663. This in- crease results from personnel cost increases of $42,880 with a minimal in- crease in operating costs of $783. The most prominent increase in personnel costs are in contingent personnel costs ($28,122) in additional to health insur- ance ($2,750) and payroll taxes ($2, 792). The decraese in operating costs in- clude risk management ($3,829) and fleet maintenance ($4,049) offset by an increase in advertising and promotions of ($6,900). -77- PUBLIC WORKS - ADMINISTRATIVE DIVISION Code 001 - 1203 -534 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION PERSONNEL SERVICES .11000 Executive Salary .11001 Executive Benefit - General .12000 Regular Salaries 14000 Overtime 18250 Longevity pay .21000 FICA .23000 Health Insurance .24000 ISF: Workers' Compensation .29990 Contingent Personnel Costs 84,448 3,900 221,837 1,800 4,500 26,521 19,250 8,701 $ 30,190 Subtotal Personnel Services $ 401,147 -78- Public Works Director Executive Benefit package (1) Assistant Public Works Director (1) Executive Assistant (1) Purchasing Agent (1) Special Projects Coordinator (1) Administrative Secretary (PT) (1) Data Processor (PT) Funding for intermittent overtime requirements Longevity bonus paid to employees with more than seven years (as defined by Personnel Regulations) Social Security and Medicare taxes Estimated annual per employee costs for health, dental and other contractually obligated non - liability benefits with 5% inflationary factor included Calculation prepared by the Finance Department using a Village - wide schedule, allocating the total workers' compensation costs to all user divisions Projected costs for all eligible employee's annual COLA, Merit (percent dependent upon union contract's), other contractually required personnel cost increases and the associated federal taxes for a one year period PUBLIC WORKS - ADMINISTRATIVE DIVISION Code 001 - 1203 -534 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION OPERATING EXPENSES .34000 Contractual Services $ 832 Office machine maintenance contracts .34300 Contract Services: Security 63,000 Full funding of contracted security services partially offset from management fee payments from the Sanitation Fund .40000 Travel 1,000 Management seminars & training .41100 Telecommunications: L/Distance 250 Estimated long distance calls .41200 Telecommunications: Cellular 3,214 Funding for four (4) NexTel Cellular communication units .42000 Postage 350 Funding requirements for letters to staff and residents indicative of past trends .45100 ISF: Risk Management 14,070 Finance - calculated budget to fund annual risk insurance and loss accounts which are actuarially determined based on prior year risk loss .45200 ISF: Fleet Maintenance 16,599 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 Maintenance 700 Repairs to buildings and structures, miscellaneous part for A/C units and water heater not covered by service agreements -79- PUBLIC WORKS - ADMINISTRATIVE DIVISION Code 001 - 1203 -534 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION OPERATING EXPENSES (continued) .48000 Advertising and Promotions .49000 Other Current Charges .51000 Office Supplies .52200 Other Operating Expenses .54000 Subscriptions and Memberships .54500 Licenses Permits and Taxes .58000 Training and Education .58100 Tuition reimbursement $ 8,000 Funding to public notices, advertisements or other public documents 200 Advertising for sealed bids 3,300 Pens, paper, ink and other office supplies for a one year period for seven (7) full time employees 1,800 Copy paper, toner, cabinets and other storage boxes 515 Association memberships as per schedule submitted to Finance 800 DERM fee and other regulatory fees paid to State & County agencies 1,000 Management training sessions $ 2,500 Funding for contractually required benefit to qualified employees Subtotal. Operating Expenses $ 918,130 TOTAL: Public Works - Administration $ 519,277 .l ADOPTED FY 2004 -2005 OPERATING BUDGET Miami Shores Village, Florida THE PUBLIC WORKS DEPARTMENT Recreation Maintenance Division Services, Functions and Activities The Recreation Maintenance Division of the Public Works Department maintains the exterior recreational facilities (multipurpose field, Tot -Lot playground, basketball/ tennis courts, etc...). Due to the specialized care these facilities require, this Division requires specialized equipment to carry 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 through- out 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 2004 Achievements Completed the Tot Lot safety mulch replacement project and the pedestrian sidewalk/ gate project. Continued primary support for major recreational events. Maintaine professional level turfgrass management program. Goals and Objectives for Fiscal Year 2005 tt To decrease weed production in the playing fields in order to improve the beautifica 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. ADOPTED BUDGET HIGHLIGHTS Total budget of $182,599 reflects a 11.21% decrease or $23,054 less than FY 2004. This results from total operating cost decreases valued at $37,635 which offset the $14,581 increase in total personnel expenses. The most significant decrease in operating costs is the fleet maintenance ($31,639) and fertilizer and chemicals ($5,149). Personnel costs increased mainly due to contingent personnel costs ($9,754) as well as regular wages ($1,970) and health insur- ance ($1,650). -81- PUBLIC WORKS - RECREATION MAINTENANCE DIVISION Code 001 - 1204 -541 CODE CLASSIFICATION PERSONNEL SERVICES .12000 Regular Salaries 14000 Overtime 18250 Longevity pay .21000 FICA .23000 Health Insurance .24000 ISF: Workers' Compensation .29990 Contingent Personnel Costs AMOUNT ADOPTED $ 98,956 4,500 2,500 8,852 11,550 3,291 $ 9,754 EXPLANATION (1) Grounds Foreman (2) Grounds Keeper Overtime for special events Longevity bonus paid to employees with more than seven years (as defined by Personnel Regulations) Social Security and Medicare taxes Estimated annual per employee costs for health, dental and other contractually obligated non - liability benefits with 5% inflationary factor included Calculation prepared by the Finance Department using a Village - wide schedule, allocating the total workers' compensation costs to all user divisions Projected costs for all eligible employee's annual COLA, Merit (percent dependent upon union contract's), other contractually required personnel cost increases and the associated federal taxes for a one year period Subtotal Personnel Services $ 939,403 -82- PUBLIC WORKS - RECREATION MAINTENANCE DIVISION Code 001 - 1204 -541 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION OPERATING EXPENSES .40000 Travel .43101 Electricity .44000 Rental .45100 ISF: Risk Management .45200 ISF: Fleet Maintenance .46200 Repairs and Maintenance .52200 Other Operating Expenses .52400 Uniforms .52500 Fertilizers and Chemicals $ 100 Local transportation costs 1,160 Electricity costs at Public Works 1,000 Estimated costs to rent small equipment and tools not warehoused by the Division 9,761 Finance - calculated budget to fund annual risk insurance and loss accounts which are actuarially determined based on prior year risk loss 4,150 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 800 Minor repairs to building and Tot Lot equipment 12,000 Top dressing, clay irrigation, tools, paint, chalk 425 Funding for contractually specified uniforms: (5) shirts (5) pants 13,500 Miscellaneous chemicals and fertilizers to ensure proper growth of field turf ADOPTED FY 2004 -2005 OPERATING BUDGET Miami Shores Village, Florida rar�r�- r�r�• �• r�r�r�• r��• r�r�r�r�r�r�• �ar��• r�r�r�r�r�r�rar��ar� •r�r�r��•r�r�r�r�• r THE PUBLIC WORKS DEPARTMENT Local Option Gas Tax Division Services, Functions and Activities Local option gas tax is a special revenue fund which originates from a six - and three -cent tax levied on all petroleum and petroleum - related products. Proceeds from this fund are segregated and may only be used for repairs, maintenance, additions, deletions and modi- fications to streets, sidewalks, streetlights, easements, curbs, alleys, medians and right - of -ways. This fund is fully self- supporting from new revenues. Goals and Objectives for Fiscal Year 2005 To utilize the revenue from the gas tax to improve the safety and beauty of Miami Shores Village Roadways. • By developing and implementing plans for additional areas throughout the Village following the Traffic Calming Policy developed for the Village. • By researching problem sidewalks throughout the Village and replacing the areas utilizing outside contractors. ADOPTED BUDGET HIGHLIGHTS Total FY 2005 Budget of $381,002 reflects an increase of $128,417 resulting primarily from increases in operating costs of $69,663. This is due to an increase in risk manage- ment ($24,789) and fleet maintenance ($47,354). Debt service payments for principal and interest amounting to $84,754 increased as well. l l -84- PUBLIC WORKS - LOCAL OPTION GAS TAX Code 130 - 1202 -541 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION OPERATING EXPENSES .31000 Professional Services $ 25,000 Engineering fees to draw and design sidewalk improvement program .34000 Contractual Services 105,000 Contracted services to implement the Village -wide comprehensive sidewalk rehabilitation program funded with gas tax proceeds .34150 Contract services: Road and 5,000 Funding to engage contractors for Street Facility Rehabilitation the maintenance of streets and roadways .44000 Rent and lease charges 500 Funding to pay for temporary use of vehicles and equipment .45100 ISF: Risk Management 46,994 Finance - calculated budget to fund annual risk insurance and loss accounts which are actuarially determined based on prior year risk loss .45200 ISF: Fleet Maintenance 62,354 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 15,000 Estimate to provide repair services of Village public lots and alleys not covered by service agreements .52200 Other Operating Expenses 30,900 Road materials, signs, concrete and other supplies needed to maintain the Village's streets, sidewalks, roads, easements, curbs and rights - of -way -85- PUBLIC WORKS - LOCAL OPTION GAS TAX Code 130 - 1202 -541 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION OPERATING EXPENSES - Continued .52500 Fertilizer and chemicals .53000 Road materials .58000 Training and Education $ 2,500 Funding for the purchase of sprays, fertilizers and other chemicals required to maintain flora and fauna 2,500 Funding to purchase materials for sidewalk and roadway maintenance $ 500 Funding to . pay for necessary training on the proper use of chemicals and other agents Subtotal, Operating Expenses $ 296,248 Mn" ..,.,a.; ... .. ,,....� W. DEBT SERVICE 71000 Debt Service: Principal 72000 Debt Service: Interest $ 63,304 Funding to pay for principal on debt service payments related to 2nd Avenue Rehabilitation $ 21,450 Funding to pay for interest on debt service payments related to 2nd Avenue Rehabilitation Subtotak Debt Service $ 84,754 __._.. ..:'.. ....M ..' TOTAL: Public Works - Local Option Gas Tax Fund $ 381,002 -86- ADOPTEb FY 2004 -2005 OPERATING BUDGET Miami Shores Village, Florida THE PUBLIC WORKS DEPARTMENT Half Cent Sur Tax Division Services, Functions and Activities The Half -cent Transportation Surtax was approved by County voters with levies imposed beginning on January 1, 2003. The tax is levied as a supplemental half -cent fee for all qualified purchases in Miami -Dade County and allocated by the County's Transit Author- ity. Proceeds from this tax levy will be used to augment current transportation and trans- portation- related activities in the Village. The current year appropriation is approxi- mately $280,000 annually. Total FY 2005 Budget of $296,498 reflects a decrease of $42,848. Personnel costs decreased by $14,044 primarily due to regular wages ($9,291). Capital outlay also decreased substantially by $185,049. Offsetting these decreases are the increase of operating costs ($156,245) primarily due to contractual services ($132,154). -87- PUBLIC WORKS - TRANSPORTATION SURTAX FUND Code 135 - 1210 -541 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION PERSONNEL SERVICES .12000 Regular Salaries $ 36,140 (1) Maintenance Worker I .34000 Contractual Services design improvement programs 152,154 Funding to pay for improvement in Bus Stops (ADA requirement) and Street drainage -88- (1) Maintenance Worker II .14000 Overtime 1,000 Estimated funding identified by Department for FY'05 .21000 FICA 3,114 Social Security and Medicare taxes .23000 Health Insurance 7,700 Estimated annual per employee costs for health, dental and other contractually obligated non- liability benefits with 5% inflationary factor included .24000 ISF: Workers' Compensation 1,169 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 $ 3,562 Projected costs for all eligible employee's annual COLA, merit (percent dependent upon union contract's), other contractually required personnel cost increases and the associated federal taxes for a one year period Subtotal Personnel Services $ 52,685 OPERATING EXPENSE .31000 Professional Services $ 30,000 Engineering fees to draw and .34000 Contractual Services design improvement programs 152,154 Funding to pay for improvement in Bus Stops (ADA requirement) and Street drainage -88- PUBLIC WORKS - TRANSPORTATION SURTAX FUND Code 135 - 1210 -541 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION OPERATING EXPENSES - Continued .45100 ISF: Risk Management $ 29,041 Finance - calculated budget to fund annual risk insurance and loss accounts which are actuarially determined based on prior year risk loss .45200 ISF: Fleet Maintenance .52200 Other Operating Expenses 12,550 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 15,000 Road materials, signs, concrete and other supplies needed to maintain the Village's streets, sidewalks, roads, easements, curbs and right - of -way Subtotal.• Operating Expenses $ 238,745 OTHER EXPENSES .63250 Transfer to Capital Project $ 5,068 Funding to Capital Project Subtotal. Other Expenses $ 5,068 TOTAL: Public Works - Transp Surtax Fund $ 296,498 51:3 ADOPTED FY 2004 -2005 OPERATING BUDGET Miami Shores Village, Florida �r��ar�r��r�r�r�r�r��r�r�r�r�r�r�• r�r�r�tar�r�r�r�r�r�rar�r�r��r��rar� THE PUBLIC WORKS DEPARTMENT Sanitation Division Services, Functions and Activities The Sanitation Division is responsible for the management and disposition of all nonhaz- ardous solid waste generated to Miami Shores Village residents and businesses. Curb side recycling, commercial and residential garbage collection and bulk trash removal services constitute the Division's focus. Annually, the Division transports approximately 11,500 tons of refuse to local disposal facilities and has had an exemplary safety record, operating big equipment and vehicles over many thousands of miles annually. This Division has 23 full -time employees in- cluding one sanitation supervisor. This Division is fully self - supporting and will operate in FY 2005 charging $661.53 annu- ally as a residential rate. This Division generates $1,711,280 in Enterprise Fund rev- enues and pays $185,000 to the General Fund in management fees. Fiscal Year 2004 Achievements Picked up, transported, and sorted 2,600 tons of trash. Picked up, transported, and sorted 5,000 tons of garbage. Picked up, transported, and sorted 875 tons of recycables. Established planning data to improve trash collection service. Goals and Objectives for Fiscal Year 2005 tt To provide increased service and more consistent pickup Village -wide. • By instructing crews on the importance of customer service to internalize the high level of commitment and excellence. • By working with crews in picking up small trash items, bags of grass or palm fronds. ADOPTED BUDGET HIGHLIGHTS Total FY 2005 Budget of $2,617,035 is $703,499 MORE than the FY 2004 budget resulting from an increase in total personnel and operating costs of $86,414 and $744,736 respectively. These increases are partially offset by a decrease in capital outlay of $127.651. The increase in personnel costs comes from regular wages ($26,747), health insurance ($15,950) and contingent personnel costs ($50,028) offset by a decrease in workers compensation ($12,425). The increase in operating costs are dominated by dumping fees ($400,000), fleet maintenance ($306,764) and depreciation expenses ($57,250) offset by a de- crease in tires & supplies ($20,000). The decrease in capital outlay is in ve- hicles ($127,651). O PUBLIC WORKS - SANITATION DIVISION Code 405 - 3000 -534 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION PERSONNEL SERVICES .12000 Regular Salaries $ 628,061 (1) Public Works Supervisor/Waste (4) Equipment Operator III (11) Refuse Truck Drivers' (7) Refuse Collectors "One new driver related to expanded program .14000 Overtime 34,000 Holiday pay, special events, labor for driver and helper to pick up garbage on Saturdays and emergencies .18250 Longevity pay 8,000 Longevity bonus paid to employees with more than seven years (as defined by Personnel Regulations) .21000 FICA 56,783 Social Security and Medicare taxes .23000 Health Insurance 88,550 Estimated annual per employee costs for health, dental and other contractually obligated non - liability benefits with 5% inflationary factor included .24000 ISF: Workers' Compensation 32,100 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 $ 72,204 Projected costs for all eligible employee's annual COLA, merit (percent dependent upon union contract's), other contractually required personnel cost increases and the associated federal taxes for a one year period Subtotal Personnel Services $ 919,698 -91- PUBLIC WORKS - SANITATION DIVISION Code 405 - 3000 -534 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION OPERATING EXPENSES .32000 Professional Service: Audit and $ 4,500 Allocated annual audit fees Accounting .34100 Contractual Services: 18,000 Labor for sick leave, vacation, Temporary Labor personal leave .40000 Travel 400 Request for funding to attend .42000 Postage .43400 Waste Disposal - Dumping .44000 Rentals and Leases .45000 .45100 .45200 Insurance claims - Direct ISF: Risk Management ISF: Fleet Maintenance .47000 Printing .51000 Office Supplies .52200 Other Operating Expenses -92- meetings 3,296 Postage related costs 800,000 Garbage and trash disposal, dumping fee included 9,300 Funding to rent specialized equipment for projects as identified during the year 13,020 Additional funding to the ISF directly related to the expanded Sanitation and dumping field 144,098 Finance - calculated budget to fund annual risk insurance and loss accounts which are actuarially determined based on prior year risk loss 412,087 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 (includes an additional $33,000 for funding related to the expanded program) 2,000 Printing for recycling, statements, invoices, courtesy notice, recycling pamphlets 300 Pens, pencils and supplies for support staff 15,450 Safety equipment, barrels and tools -92- PUBLIC WORKS - SANITATION DIVISION Code 405- 3000 -534 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION OPERATING EXPENSES - Continued .52400 Uniforms $ 3,700 Funding for contractually specified Subtotal. Operating Expenses $ 9,669,259 DEBT SERVICE .71000 Debt Service: Principal 2,369 Payment for Principal for new truck related to expanded program .72000 Debt Service: Interest $ 717 Payment for Interest for new truck related to expanded program Subtotal.• Debt Service $ 3,086 OTHER EXPENSES .93000 Contingency $ 25,000 Budgetary "set- aside" account for unforeseen emergencies Subtotal- Other Expenses $ 25,000 TOTAL: Public Works - Sanitation $ 2,617,035 -93- uniforms: (5) shirts, (5) pants .54500 Licenses, fees and permits 850 Annual Derm review fee to Metro .59000 Depreciation 57,250 Estimated contribution to the renewal and replacement fund .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 Subtotal. Operating Expenses $ 9,669,259 DEBT SERVICE .71000 Debt Service: Principal 2,369 Payment for Principal for new truck related to expanded program .72000 Debt Service: Interest $ 717 Payment for Interest for new truck related to expanded program Subtotal.• Debt Service $ 3,086 OTHER EXPENSES .93000 Contingency $ 25,000 Budgetary "set- aside" account for unforeseen emergencies Subtotal- Other Expenses $ 25,000 TOTAL: Public Works - Sanitation $ 2,617,035 -93- ADOPTED FY 2004 -2005 OPERATING BUDGET Miami Shores Village, Florida r�r�r�r�r�• r�r�r�• r�r�• r�r�r�ra�• r�• r�r�r�r�r�• r�r�• r� •r�r�r�•r�r�r��r�r�r�r�•r�r�r� THE PUBLIC WORKS DEPARTMENT Storm Water Division Services, Functions and Activities The Storm Water Division of the Public Works Department works in conjunction with the Streets Division to maintain buildings, to manage storm water and local option (street maintenance) applications. Storm water is self - balanced and self - supporting fund gener- ating $230,491 in revenues. This Division maintains drains, pumps flooded locations during storms, cleans streets, repairs/ replaces sidewalks, performs light maintenance (plumbing, carpentry, masonry, etc.) and manages downtown trash can / parking meter services. Fiscal Year 2004 Achievements On many occasions, in the worst weather, when others seek shelter, pumped storm water run off to protect the property of our residents and allow the passage of traffic in flooded areas. Performed 210 drain cleaning operations, many of which, due to the age of our storm water system, were complex in nature. Goals and Objectives for Fiscal Year 2005 u To improve storm water drainage in the central part of the Village to allow fol storm water 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. u 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. ADOPTED BUDGET HIGHLIGHTS i Total FY 2005 Budget of $474,728 is $19,903 less than the FY 2004 budget resulting from the elimination of the capital infrastructure costs which de- creased by $63,233 offset by the increase in personnel costs of $9,211. Person- nel costs rose mainly due to the increased contingent personnel cost and regu- lar wages ($3,915 and $2,999 respectively). Operating costs increased by $34,119 due to increase in professional services: engineering ($50,000) and fleet main- tenance ($11,750) offset by a decrease in professional services ($21,923) and repairs and maintenance ($10,000). This Division pays a management fee to the General Fund of $50,000. IVIE PUBLIC WORKS - STORM WATER DIVISION Code 402 - 3500 -541 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION PERSONNEL SERVICES .12000 Regular Salaries $ 45,396 (1) Equipment Operator I 14000 Overtime 1,700 18250 Longevity pay 500 .21000 FICA 3,983 .23000 Health Insurance 7,700 .24000 ISF: Workers' Compensation 1,818 .29990 Contingent Personnel Costs $ 4,475 Subtotal Personnel Services $ 65,572 OPERATING EXPENSES (1) Maintenance Worker I Wages for excess hours and special events Longevity bonus paid to employees with more than seven years (as defined by Personnel Regulations) Social Security and Medicare taxes Estimated annual per employee costs for health, dental and other contractually obligated non - liability benefits with 5% inflationary factor included Calculation prepared by the Finance Department using a Village - wide schedule, allocating the total workers' compensation costs to all user divisions Projected costs for all eligible employee's annual COLA, merit (percent dependent upon union contract's), other contractually required personnel cost increases and the associated federal taxes for a one year period .31000 Professional Services $ 15,000 Design fees for project financing .31100 Professional Serv: Engineering 50,000 Design fees for project -95- PUBLIC WORKS - STORM WATER DIVISION Code 402 - 3500 -541 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION OPERATING EXPENSES - Continued .34000 Contractual Services $ 220,861 Preliminary cost for storm water .42000 Postage 1,800 .44000 Rentals and leases 2,300 .45100 ISF: Risk Management 19,684 .45200 ISF: Fleet Maintenance 20,859 .46200 Repairs and Maintenance 15,000 .47000 Printing 418 .51000 Office Supplies 250 .52200 Other Operating Expenses 7,500 .52400 Uniforms 234 .54500 Licenses fees and permits 5,000 •m basin rehabilitation program and bay cleanup Mailing of quarterly invoices and statements Estimates to use special equipment and tools not warehoused by Xillaae ina ce- calculated budget to fund annual risk insurance and loss accounts which are actuarially determined based on prior year risk loss Calculations prepared by the Finance Department, applying the total fleet maintenance costs to all user divisions and the total number and types of vehicles assigned to each user function Funding to pay for costs to maintain and repair equipment and other infranstruction owned by the Storm Water Enterprise operation Pro -rated costs for invoice printing and other notices Office supplies related to Storm water operations Cost associated with drains and curb repairs Funding for contractually specified uniforms: (5) shirts, (5) pants Annual filing fee with DERM f l i I i i r i i 1 i i l t. l i l i l l PUBLIC WORKS - STORM WATER DIVISION Code 402 - 3500 -541 CODE CLASSIFICATION OPERATING EXPENSES - Continued .58000 Training and Education Subtotal.' Operating Expenses OTHER EXPENSES .91800 Management fee to General Fund Subtotal. Other Expenses TOTAL: Public Works -Storm water AMOUNT ADOPTED $ 250 $ 359,156 EXPLANATION Funding to provide training on use of equipment and supplies $ 50,000 Management fee to paid to General Fund to offset administrative service costs provided for non -storm water staff $ 50,000 $ 474,728 11ME ADOPTED FY 2004 -2005 OPERATING BUDGET Miami Shores Village, Florida �/ �/ �• l�/ �1�•I �l�/ �•/ �^I �l�•! �• I�l�/ �/ �• l�l�I �• �•/ �/ �• l� •I�l�^I�•I�l�ld•l�•�l�•lb,��•I� THE PUBLIC WORKS DEPARTMENT Fleet Maintenance Division Services, Functions and Activities The Fleet Maintenance Division, created in FY 2000 as an Internal Service Fund of the Public Works Department, is responsible for the acquisition and maintenance of all Village owned vehicles in the municipal inventory, except those vehicles and equipment owned by the Sanitation or Storm Water Divisions. Assets managed by this Division include: motorcycles, police or squad units, heavy trucks and the Village's 29 passenger bus. With it's extensive tool and equipment inventory, Fleet Maintenance provides extremely valuable assistance in the construction or repair of other Village property, such as street signs and alley gates, plus other tasks such as spray painting and wood/ metal fabrication. Fleet Maintenance has earned a high level of confidence from all areas of the Village - due to its solid reputation of being able to fix or create almost anything on a professional level, given extremely short notice. Since 10 /01 /2000, this function has operated as a self- supporting Internal Service Fund. Operating revenues provide the funding from the user division which received the Division's services. Total costs, including revenues, are allocated to users based on a weighted scale using equipment quantities and types. The Fund is scheduled to accumulate full replacement funding through depreciation charges by FY 2008. Fiscal Year 2004 Achievements Implemented total fleet wheel balancing program and total fleet transmission fluid service program. Assisted in new motor pool design process. Implemented 100% mechanic ASE certification program. Goals and Objectives for Fiscal Year 2005 ):I To continue reducing vehicle and equipment down time. • By increasing preventative maintenance check list items on each vehicle/ machine. • By mandating pre - driving check list forms be completed to catch problems before they require vehicles to be taken out of service. To improve the technical knowledge and skills of the fleet maintenance staff. • By continuing ASE certification in existing areas and encouraging staff to become certified in new areas. • By attending professional enrichment classes and seminars to expand the scope of capabilities. • By assigning vehicles to specific staff members to ensure continued monitoring of vehicle safety. -98- ADOPTED FY 2004 -2005 OPERATING BUDGET Miami Shores Village, Florida THE PUBLIC WORKS DEPARTMENT Fleet Maintenance Division ADOPTED BUDGET HIGHLIGHTS Total FY 2005 budget of $722,819 is $145,010 more than the FY 2004 budget mainly due to the increase in operating costs of $161,146. Increases in gas and fuel ($104,392), tires ($19,740) and other operating expenses ($17,925). Personnel costs increased by $10,564 primarily due to health insurance ($6,600). These increases are partially offset by a decrease in capital outlay of $26,700 composed of equipment ($1,700) and vehicles ($25,000). IME PUBLIC WORKS - FLEET MAINTENANCE ISF Code 550 - 6000 -541 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION PERSONNEL SERVICES .12000 Regular Salaries .14000 Overtime 18250 Longevity pay .21000 FICA .23000 Health Insurance .24000 ISF: Workers' Compensation .29990 Contingent Personnel Costs $ 190,293 2,060 2,500 15,611 23,100 5,783 $ 9,215 Subtotal Personnel Services $ 248,562 _100- (3) Equipment Mechanics (1) Equipment Foreman (1) Auto Detailer Funding for unanticipated operational needs Longevity bonus paid to employees with more than seven years (as defined by Personnel Regulations) Social Security and Medicare taxes Estimated annual per employee costs for health, dental and other contractually obligated non - liability benefits with 5% inflationary factor included Calculation prepared by the Finance Department using a Village - wide schedule, allocating the total workers' compensation costs to all user divisions Projected costs for all eligible employee's annual COLA, merit (percent dependent upon union contract's), other contractually required personnel cost increases and the associated federal taxes for a one year period PUBLIC WORKS - FLEET MAINTENANCE ISF Code 550 - 6000 -541 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION OPERATING EXPENSES .45100 ISF: Risk Management $ 16,906 Finance - calculated budget to fund annual risk insurance and loss accounts which are actuarially determined based on prior year risk loss .46110 Vehicle Maintenance (Summary) 125,745 Vehicle maintenance cost by Division maintained by Finance .47000 Printing 160 Work order and inventory control reports .49000 Other Current Charges 175 Charges not funded by other accounts .51000 Office Supplies 150 Miscellaneous supplies .52010 Gas, Fuel, Oil (Summary 217,087 Funding for all departmental fuel and lubricant costs including $33,000 for the new expanded Sanitation program .52100 Supplies: Solvents 1,400 Funding for special fleet solvent costs .52200 Other operating expenses 17,925 Lubricant and other fluids for general fleet .52030 Tires (Summary) 42,483 Funding for all divisional tires .52400 Uniforms 726 Funding for contractually determined uniforms: (5) shirts, (5) pants .58000 Training and Education $ 1,500 Recertification training for mechanics Subtotal. Operating Expenses $ 424,257 -101- PUBLIC WORKS - FLEET MAINTENANCE ISF Code 550 - 6000 -541 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION CAPITAL OUTLAY .64000 Equipment $ 10,000 (1) Wheel Balancer Subtotal.- Capital Outlay $ woo _...M.. OTHER EXPENSES .93000 Budgetary Contingency Subtotal- Other Expenses TOTAL: Public Works -Fleet Maintenance $ 40,000 Reserved for emergencies and unforeseen activities $ 40,000 $ 722,819 -102- ORES DEPARTMENT I C. 1932 loan l ORGANIZATION CHART �LORiDp' ISUPERINTENDENT ANGELA DORNEY MAINTENANCE P/T BASKETBALL WORKER II ATTENDANT HILDAALBUERNE RICK HALTER MAINTENANCE P/T HEAD WORKER II COUNSELOR MARISABELGIRALDO JEAN HACHET P/T COMM. CENTER P/T COUNSELOR ATTENDANT KATHERINE CHRIS ALOISE ZAVERTNIK P/T COMM. CENTER ATTENDANT p/T COUNSELOR CHRIS SAFILLE ELIZABETH BETHEA P/T COMM. CENTER ATTENDANT p/T COUNSELOR VACANT ACANT P/T COUNSELOR VACANT DIRECTOR OF OPERATIONS JERRY A. ESTEP EXECUTIVE ASSISTANT LESLIE RACKL ATHLETIC SUPERVISOR ANN MARIE INDORF ASST. ATHLETIC 20 FULL TIME SUPERVISOR SEASONAL BROOKE PINNEY COUNSELORS PROGRAM 20 PART TIME COORDINATOR SEASONAL STACYPHILPOTT COUNSELORS CLERK TYPIST 20 PART TIME 1TALIE ECHAVARRIA SEASONAL COACHES -103- AQUATIC SUPERVISOR ERIK OLSEN ASST. AQUATIC SUPERVISOR WILLIAM GIBSON T P/T CASHIER MARISSA STANCZYK P/T CASHIER DINA DAMUS P/T LIFEGUARD II JEAN HACHET P/T LIFEGUARD It ERNEST JOHNSON P/T LIFEGUARD I SEASONAL 14 VACANCIES P/T SWIM TEAM COACHES NOEMI ZAHARIA & BRIANNA KELLY F/T LIFEGUARD III VACANT F!f LIFEGUARD III ROBERT MCBRIDE P/T LIFEGUARD I ANNE ROSE HACHE P/T LIFEGUARD I MARIA MIRO P/TMAINTENANCE REINALOPEZ P/T LIFEGUARD II B VACANCIES F/T LIFEGUARD II SEASONAL 4 VACANCIES TENNIS PRO BEN HANKS P/T CLERK TYPIST RITAGEER P/TTENNIS ATTENDANT JAIRO GAVIRIA P/T TENNIS ATTENDANT MARIE EUGENE P/T TENNIS ATTENDANT ADOPTED FY 2004 -2005 OPERATING BUDGET Miami Shores Village, Florida THE RECREATION DEPARTMENT r Administrative Division Services, Functions and Activities The Administrative Division is responsible to coordinate the highest quality of cul- tural and recreational programs for Village residents. This includes directing, plan- ning, developing and implementing programs, facility maintenance and special events. The Division also oversees the preparation and administration of the annual operat- ing budget, five year capital plan, as well as coordinating the daily operations. Fiscal Year 2004 Achievements The administration worked with the Athletics staff to improve the Summer Camp and After School Care programs quality and participant safety. This was accomplished by improving counselor training, setting maximum participation levels and limiting camp to Miami Shores residents only. Additionally, new and varied program activities and events were added. The Miami Shores Village Recreation Department hosted the Florida Recreation and Parks Association's Region IV quarterly training session and business meeting. The Recreation administration worked in conjunction with the Miami Shores Fine Arts Commission to plan and produce an outstanding series of cultural programs and events. These included the hosting of an art exhibit and two living room concerts along with the continued success of the concert in the park series, poetry night and a children's summer arts program. -104- ADOPTEb FY 2004 -2005 OPERATING BUDGET Miami Shores Village, Florida r�r�r�r�r��rar�r�r�r�r��r�r�r��rar�r�r�r�r�r�r� •r�r��r�r�r��r�r�r�r�r�r� THE RECREATION DEPARTMENT Administrative Division Goals and Objectives for Fiscal Year 2005 tt To oversee the improvement and financial efficiency of the Aquatic s facility by 50/0. • By revising hours of operation based on attendance analysis and patron utilization. • By increasing revenue through the implementation of new programs. tt 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. rz To improve program efficiency and operational compatibility by updating the Rec Tract computer software program. • By uploading the new 9.5 version of the software program. • By training staff on updated Rec Tract program. ADOPTED BUDGET HIGHLIGHTS This department generates $601,006 in general fund revenues. Total rec- reation budget of $1,723,119 reflects a decrease of 3.40% or $60,601 less than FY 2004. This decrease results from personnel cost decreases totaling $16,652 with operating cost decreases amounting to $39,949 and a decrease in capi- tal outlay of $4,000. Personnel cost decreases include regular wages ($3,577), workers compensation premiums ($10,329) offsetting increases in overtime ($1,500), health insurance ($7,700) and contingency personnel cost ($15,747). Operating cost decreases include the reallocation of LP Gas ($12,000) and risk management ($60,708) from contractual services in recreation programs ($70,700). These decreases are partially offset by increases due to the reallo- cated contractual services ($75,554) and fleet maintenance ($24,358). -105- RECREATION - ADMINISTRATIVE DIVISION Code 001 - 1401 -572 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION PERSONNEL SERVICES .11000 Executive Salary $ 69,628 Recreation Director base salary .11001 Executive Benefit - General 3,900 Executive benefit package .12000 Regular Salaries 36,088 (1) Executive Assistant .14000 Overtime 2,500 Wages for excess hours related to recreational and special events .18250 Longevity pay 500 Longevity bonus paid to employees with more than seven years (as defined by Personnel Regulations) .21000 FICA 9,154 Social Security and Medicare taxes .23000 Health Insurance 7,700 Estimated annual per employee costs for health, dental and other contractually obligated non - liability benefits with 5% inflationary factor included .24000 ISF: Workers' Compensation 3,002 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 $ 7.049 Projected costs for all eligible employee's annual COLA, merit (percent dependent upon union contract's), other contractually required personnel cost increases and the associated federal taxes for a one year period _.. ... Subtotal Personnel Services $ 139,521 -106- RECREATION - ADMINISTRATIVE DIVISION Code 001 - 1401 -572 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION OPERATING EXPENSES .31000 Professional services $ 4,780 Participant insurance policy .34000 Contractual Services 4,814 Service and repair agreements on copy machine, typewriters, computers and extermination services .40000 Travel 800 FRPA Conference .40200 Travel: per diem costs 135 Per diem allowance .40300 Travel: local mileage 200 Costs associated with tolls and local travel .41000 Telephone 615 Allocated telephone and internet accessfees .41100 Telephone Long Distance 135 Estimated cost for long distance or toll calls .41200 Cellular Telephone 550 Nextel cellular phone assigned to department .42000 Postage 800 Mailing of fliers and informational material .45100 ISF: Risk Management 6,253 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 .46200 Repairs and Maintenance 250 To fund damaged or broken equipment and fixtures in the department not covered under contract -107- RECREATION - ADMINISTRATIVE DIVISION Code 001 - 1401 -572 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION OPERATING EXPENSES - Continued .47000 Printing $ 1,900 Funding for design and preparation of informational brochures, posters, -108- l i i ( ( ( 4 ( 's i r l programs and various forms .48000 Advertising and Promotions 500 Advertising recreation programs and events .51000 Office Supplies 3,300 Pens, paper, ink and other office supplies for a one year period for two (2) full time employees .52100 Fine Arts Commission 16,850 Expanded funding for Florida Philharmonic education presentation, Artists on View, Jazz & 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 non - office supplies .52400 Uniforms 667 Staff uniforms .54000 Subscriptions and Memberships 730 Staff training, FRPA and NRPA memberships .58000 Training and Education 350 FRPA State conference and mini conference .81000 MSV Community Band $ 2,500 Contractually negotiated cost for band appearances Subtotal. Operating Expenses $ 50,684 TOTAL: Recreation -Administration $ 190,205 -108- l i i ( ( ( 4 ( 's i r l AbOPTED FY 2004 -2005 OPERATING BUbGET Miami Shores Village, Florida r�r�r��r�r�r�r�r�r�rar�r��r�r�r+ �r�r�r�r�r�r�r�r�r�r�r�r�r�s�r�r� ■r�r� THE RECREATION DEPARTMENT Athletics Division Services, Functions and Activities The Athletics Division of the Miami Shores Recreation Department is responsible for the sports, after school care and summer camp programs. The Athletics Division is managed directly by the Athletic Supervisor with assistance from the Assistant Athletic Supervisor and the Program Director. The sports program runs all year round and offers intramural soccer, intramural basketball, intramural baseball and softball, travel soccer and travel baseball. The intramural programs average 300 participants a season and the travel programs average 80 participants a season. The after school care program runs from August to June managing an average of 50 children a week. The program hires an average of seven counselors throughout the year. The summer camp program runs from mid -June to mid - August and manages a maximum of 200 participants each week. We staff an average of 18 counselors each week with 4 supervisors who monitor the pool, field trips, arts and crafts, and facilities. Fiscal Year 2004 Achievements Successfully implemented three new programs: a Flag Football camp coinciding with the December Holiday camp; a Football camp under the direction of former NFL player, Derrick Gaffney; and a Little Cleats sports camp during the summer for three and four year olds. While restricting the After Care and Summer Camp programs to Miami Shores Village residents only, both programs reached maximum capacity within two weeks of registration. Received 100% sponsorship for the Intramural Baseball and Softball programs. Goals and Objectives for Fiscal Year 2005 m To generate 100% sponsorships for all teams each season. • By mailing sponsorship letters to corporate sponsors and previous sponsors. • By promoting sponsorships during registration to parents and relatives. • By recruiting a volunteer parent to help promote sponsorships throughout each season. n To generate more parent volunteers to help coach sports programs. • By increasing parent involvement and responsibility. • By communicating needs at parent meetings and time of registration. u To register 100% of program participants on time. ■ By utilizing all media forms to market activities and registration periods. �lEl�1••Pe�ile��914�F1'ee _109- RECREATION -ATHLETICS DIVISION Code 001 - 1402 -572 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION PERSONNEL SERVICES .12000 Regular Salaries $ 117,988 (1) Athletic Supervisor .14000 Overtime 2,500 .21000 FICA 9,948 .23000 Health Insurance 15,400 .24000 ISF: Workers' Compensation 3,120 .29990 Contingent Personnel Costs $ 9.550 (1) Assistant Athletic Supervisor (1) Program Coordinator (1) Clerk Typist Wages for excess hours related to athletic events and special Social Security and Medicare taxes Estimated annual per employee costs for health, dental and other contractually obligated non - liability benefits with 5% inflationary factor included Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions Projected costs for all eligible employee's annual COLA, merit (percent dependent upon union contract's), other contractually required personnel cost increases and the associated federal taxes for a one year period Subtotal Personnel Services $ 158,506 j 021— OPERATING EXPENSES .34000 Contractual Services $ 5,300 Service and repair agreements on air conditioning, pest control, time clocks, typewriters, computers and agreements with sports officials _110- RECREATION -ATHLETICS DIVISION Code 001 - 1402 -572 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION OPERATING EXPENSES - Continued .34150 Contractual: Recreation Program $ 4,600 Specialty camp instructors not paid Costs as employees .40000 Travel 1,640 Costs for supervisor to attend FRPA .40100 Travel: Special Events/ Field Trips 412 .40300 Travel: Local Mileage Reimburse 200 .41000 Telephone Expenses 450 .41100 Telephone Long Distance 210 .41200 Cellular Telephone 780 .42000 Postage 400 .43100 Electricity 6,000 .43300 Water 500 .45100 ISF: Risk Management 8,708 - 111 - conference Field trips; Kid's Day Off, Punt, Pass and Kick; Unity Day; Halloween: Fourth of July; Diamond Skills Reimbursement for trips in the Tri- County Allocated telephone and internet accessfees Estimated costs for long distance or toll calls Nextel cellular phone assigned to department Mailing of flyers Utility service for field house and surroundings Utility service for field house and surroundings 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 RECREATION - ATHLETICS DIVISION Code 001 - 1402 -572 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION OPERATING EXPENSES - Continued .45200 ISF: Fleet Maintenance $ 30,431 Calculations prepared by the .46200 Repairs and Maintenance 5,500 .47000 Printing 500 .51000 Office Supplies 1,854 .52200 Other Operating Expenses 5,000 .52400 Uniforms 2,060 .52420 Uniforms - Special Camps 500 .54000 Subscriptions and Memberships 480 .58000 Training and Education $ 400 Subtotal* Operating Expenses 8 75,925 TOTAL: Recreation - Athletics Division $ 234,431 -112- Finance Department, applying the total fleet maintenance costs to all user divisions and the total number and types of vehicles assigned to each user function Repairs on equipment, facilities and fencing Funding for the printing of brochures, posters, programs, registration forms Pens, paper, ink and other office supplies for a one year period for four and one half (4.5) full -time employees Athletic equipment, first aid supplies, class and activity supplies, maintenance and custodial supplies Uniforms for supervisor and staff Specialty uniforms for summer and athletic camp programs Staff training, FRPA membership, league and tournament fees NYSCA fees; Edith Upchurch Training RECREATION - PROGRAM - SUMMER CAMP Code 001 - 1407 -572 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION PERSONNEL SERVICES .13000 Other wages $ 68,000 Part-time and seasonal coaches .21000 FICA .24000 ISF: Workers' Compensation 5,202 Social Security and Medicare taxes 1,365 Calculation prepared by the Finance Department using a Village - wide schedule, allocating the total workers' compensation costs to all user divisions Subtotal Personnel Services $ 74,567 OPERATING EXPENSES .34000 Contractual Services $ 2,400 Special instructor fees for program .40100 Special Events and Field Trips 2,480 Summer camp event and water days .40105 FYSA and Trip Costs 5,500 Daily field trips for camp .44000 Rentals and Leases 1,275 Rental of videos and games .45100 ISF: Risk Management 3,495 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 580 Mailing of flyers .52200 Other Operating Expenses 3,090 Camp supplies and equipment .52400 Uniforms $ 4,120 Uniforms for staff Subtotal. Operating Expenses $ 22,940 TOTAL: Recreation - Summer Camp $ 97,507 RECREATION - PROGRAM - TRAVEL SOCCER Code 001 - 1408 -572 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION PERSONNEL SERVICES .13000 Other wages $ 17,287 Part-time and seasonal coaches .21000 FICA 1,322 Social Security and Medicare taxes .24000 ISF: Workers' Compensation 485 Calculation prepared by the Finance Department using a Village - wide schedule, allocating the total workers' compensation costs to all user divisions Subtotal Personnel Services $ 19,094 OPERATING EXPENSES .34000 Contractual Services $ 2,400 Referee and umpire fees .40000 Travel 300 Toll charges .40100 Special Events and Field Trips 300 Tournaments .40105 FYSA and trip costs 1,000 Florida Youth Soccer Association fees .45100 ISF: Risk Management 1,685 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. .52200 Other Operating Expenses 2,700 Equipment and trophies .52400 Uniforms 4,450 Uniforms for staff .54000 Subscriptions and Memberships $ 2,960 Florida United Soccer, Florida Youth Soccer Association Subtotal.- Operating Expenses $ 15, 795 TOTAL: Recreation - Travel Soccer $ 34,889 RECREATION - PROGRAM - INTRAMURAL SOCCER PROGRAM Code 001 - 1409 -572 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION PERSONNEL SERVICES OPERATING EXPENSES .13000 Other wages $ 13,840 Part-time and seasonal coaches .21000 FICA 1,059 Social Security and Medicare taxes .24000 ISF: Workers' Compensation $ 377 Calculation prepared by the Finance Department using a Finance Department using a Village - Village -wide schedule, allocating wide schedule, allocating the total the total general liability and workers' compensation costs to all casualty insurance costs and the user divisions Subtotal Personnel Services $ 15,276 OPERATING EXPENSES .34000 Contractual Services $ 400 Referee fees .45100 ISF: Risk Management 1,296 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. .52200 Other Operating Expenses 6,400 Equipment and trophy fees .52400 Uniforms $ 5,120 Uniforms for players and coaches Subtotal- Operating Expenses $ 13,216 TOTAL: Recreation - Intramural Soccer $ 28,492 - 115- RECREATION - PROGRAM - TRAVEL BASEBALL Code 001 - 1410 -572 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION PERSONNEL SERVICES OPERATING EXPENSES .13000 Other wages $ 8,034 Part-time and seasonal coaches .21000 FICA 615 Social Security and Medicare taxes .24000 ISF: Workers' Compensation $ 299 Calculation prepared by the Finance Department using a Finance Department using a Village - Village -wide schedule, allocating wide schedule, allocating the total the total general liability and workers' compensation costs to all casualty insurance costs and the user divisions Subtotal Personnel Services $ 8,948 _._ .... ....,, _.. mm ..._M._ OPERATING EXPENSES .34000 Contractual Services $ 2,500 Referee and umpire fees .45100 ISF: Risk Management 967 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 .52200 Other Operating Expenses 3,600 Equipment and trophy fees .52400 Uniforms 2,060 Uniforms for players and umpires .54000 Subscriptions and Memberships $ 800 Travelers baseball league Subtotal. Operating Expenses $ 9,927 q � a TOTAL: Recreation - Travel Baseball $ 18,875 - 116- RECREATION - PROGRAM - INTRAMURAL BASEBALL Code 001 - 1411 -572 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION PERSONNEL SERVICES .13000 Other wages $ 18,860 Part-time and seasonal coaches .21000 FICA .24000 ISF: Workers' Compensation 1,443 Social Security and Medicare taxes $ 584 Calculation prepared by the Finance Department using a Village - wide schedule, allocating the total workers' compensation costs to all user divisions Subtotal Personnel Services $ 20,887 OPERATING EXPENSES .34000 Contractual Services .40000 Travel .45100 ISF: Risk Management $ 4,000 Referee and umpire fees 75 Toll charges 2,137 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. .52200 Other Operating Expenses 5,450 Equipment and trophy fees .52400 Uniforms $ 9,167 Uniforms for players and coaches Subtotal.- Operating Expenses $ 20,829 TOTAL: Recreation - Intramural Baseball $ 41,716 RECREATION - PROGRAM - SOFTBALL Code 001 - 1412 -572 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION PERSONNEL SERVICES ,- ^L Mdz::._...a.,....�a OPERATING EXPENSES .13000 Other wages $ 3,553 Part -time and seasonal coaches .21000 FICA 272 Social Security and Medicare taxes .24000 ISF: Workers' Compensation $ 82 Calculation prepared by the Calculations prepared by the Finance Department using a Village - Finance Department using a wide schedule, allocating the total Village -wide schedule, allocating workers' compensation costs to all user divisions - 118- Subtotal Personnel Services $ 3,907 ,- ^L Mdz::._...a.,....�a OPERATING EXPENSES .34000 Contractual Services $ 720 Referee and umpire fees .45100 ISF: Risk Management 375 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 .52200 Other Operating Expenses 2,780 Equipment and trophy fees .52400 Uniforms 3,090 Uniforms for players and coaches .54000 Subscriptions and Memberships $ 250 Subtotal. Operating Expenses $ 7,295 .sCe Y.o... ..., ...x....,. ...._ _., .:.. ...,,.,s:e�. } _....._,. �� .. <:. � � .✓ .. „..,..ZZ5, TOTAL: Recreation - Softball $ 11,122 - 118- RECREATION - PROGRAM - INTRAMURAL BASKETBALL Code 001 - 1413 -572 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION PERSONNEL SERVICES .13000 Other wages $ 23,000 Part -time and seasonal coaches .21000 FICA 1,760 Social Security and Medicare taxes .24000 ISF: Workers' Compensation $ 616 Calculation prepared by the Finance Department using a Village - wide schedule, allocating the total workers' compensation costs to all user divisions Subtotal Personnel Services $ 25,376 ,.l_,,. OPERATING EXPENSES .34000 Contractual Services $ 2,500 Referee fees .45100 ISF: Risk Management 1,907 Calculations prepared by the .52200 Other Operating Expenses 5,500 .52400 Uniforms $ 3,650 Subtotal. Operating Expenses $ 13,557 TOTAL: Recreation - Intramural $ 38,933 Basketball 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 Equipment and trophy fees Uniforms players and coaches RECREATION - PROGRAM - AFTER SCHOOL Code 001 - 1414 -572 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION PERSONNEL SERVICES .13000 Other wages $ 58,895 Part -time and seasonal coaches .21000 FICA 4,505 Social Security and Medicare taxes .24000 ISF: Workers' Compensation $ 1,453 Calculation prepared by the Finance Department using a Village - wide schedule, allocating the total workers' compensation costs to all user divisions Subtotal Personnel Services $ 64,853 OPERATING EXPENSES .34000 Contractual Services $ 3,500 Special instruction fees .40100 Special Events and Field Trips 600 Field trips for After Care, Kid's Day off and Holiday Camps .44000 Rentals and Leases 100 Movie rentals .45100 ISF: Risk Management 3,817 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 .51000 Office Supplies 100 General office supplies .52200 Other Operating Expenses 9,488 After school equipment and supplies -120- ADOPTED FY 2004 -2005 OPERATING BUDGET Miami Shores Village, Florida THE RECREATION DEPARTMENT Community Center Division Services, Functions and Activities The Recreation Community Center Division sponsors 18 special events a year in- cluding Halloween Howl, Light Up the Village Hayride and Caroling, Marshmallow Drop, Memorial Day program and an Independence Day Celebration with fireworks. It also coordinates events throughout the year for children including Dive in Theaters and Dances. Fiscal Year 2004 Achievements Implemented several new programs and activities at Unity Day including the Miami Shores Village Police Department K -9 Unit Demonstration and the multi- station bungee trampoline. Increased attendance at both the Marshmallow Drop and the annual Tree Lighting with over 1,200 and 1,000 people in attendance respectively. The Summer Adventure camp for teens operated at full capacity for both sessions due in part to the new surfing and rowing activities. Community Center class attendance has increased this past year with the addition of popular classes such as jump rope for children and the Superstars Dance and Twirling class. Implemented new classes including Hip Hop dance for children, Ballet for adults and a Holiday Card Making workshop. Goals and Objectives for Fiscal Year 2005 Enhance Children's programming at the Community Center. • By offering a variety of classes in arts, exercise and dance classes to encompass the diverse interests of all community children. • By offering more classes for pre - school age children such as ballet and tumbling. rc Increase Community Center revenues. • By changing specialty camp instructor contracts from the current 25/75 to a 30/70 percent division with the latter going to the instructor. • By increasing Adventure Camp fees for non - residents. tt Add additional programs/ services for the general community. • By conducting one (1) American Red Cross Community CPR / First Aid Course. • By conducting one American Red Cross Babysitting Course. - 121 - RECREATION - COMMUNITY CENTER Code 001 - 1403 -572 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION PERSONNEL SERVICES .12000 Regular Salaries $ 119,080 (1) Recreation Superintendent 13000 Other Wages 25,000 14000 Overtime 750 18250 Longevity pay 3,000 .21000 FICA 12,036 .23000 Health Insurance 11,550 .24000 ISF: Workers' Compensation 4,684 .29990 Contingent Personnel Costs 9.498 Subtotal Personnel Services $ 185,598 -122- (2) Maintenance Worker II Part-time and seasonal staff Wages for excess hours related to special events Longevity bonus paid to employees with more than seven years (as defined by Personnel Regulations) Social Security and Medicare taxes Estimated annual per employee costs for health, dental and other contractually obligated non - liability benefits with 5% inflationary factor included Calculation prepared by the Finance Department using a Village - wide schedule, allocating the total workers' compensation costs to all user divisions Projected costs for all eligible employee's annual COLA, Merit (percent dependent upon union contract's), other contractually required personnel cost increases and the associated federal taxes for a one year period RECREATION - COMMUNITY CENTER Code 001 - 1403 -572 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION OPERATING EXPENSES .34000 Contractual Services $ 15,453 Air conditioning, pest control, time .34150 Contractual Services: Recreation 69,820 .40000 Travel 820 .43100 Electricity 18,773 .43300 Water 766 .44000 Rentals and Leases 6,000 .45100 ISF: Risk Management 12,833 .46200 Repairs and Maintenance 15,250 .47000 Printing 375 .48000 Advertising and Promotion 150 .49000 Other Current Charges 310 .51000 Office Supplies 200 -123- clocks, typewriters, police supervision for special events, entertainment for special events, fireworks for Fourth of July Class and program instructors Local FRPA conference and transportation costs Utility service for community center building Utility service for community center building Rides and equipment for special events 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 Maintenance supplies and building repairs /paint Brochures, posters, programs Advertising for Bargain Blitz event Annual fire safety permit Pens, paper, ink and other office supplies for a one year period for three (3) full -time employees RECREATION - COMMUNITY CENTER Code 001 - 1403 -572 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION OPERATING EXPENSES - Continued .52200 Other Operating Expenses $ 12,826 Class and activity supplies. .52400 Uniforms .54000 Subscriptions and Memberships .58000 Training and Education maintenance and custodial supplies 772 Uniforms for supervisor and staff 450 Staff training, FRPA, IDEA membership and National Strength and Conditioning Association membership $ 250 FRPA State and mini conferences, RecTrac Training Subtotal. Operating Expenses $ 155,048 TOTAL: Recreation - Community Center $ 340,646 -124- ADOPTED FY 2004 -2005 OPERATING BUDGET Miami Shores Village, Florida THE RECREATION DEPARTMENT Aquatics Division Services, Functions and Activities The Miami Shores Aquatics Facility opened in November 2000, is comprised of a lap pool, activity pool and jacuzzi offering an expanded comprehensive aquatic program in- cluding adult and youth swimming lessons, swim team competitions, water exercise classes and free swim. The activity pool features slides, water cannons, and interac- tive toys. This state -of -the -art facility offers the best aquatics facility in the area, com- peting with several large capacity facilities. Fiscal Year 2004 Achievements Increase in FY 2004 rental reservations by 30% compared to the same period last year. Increase in concession revenue by 5% due in part to the purchase of ice cream and "slushie" machines providing an expanded concession menu. Completed the landscaping component of the Miami Shores Village Aquatic facility for the outer facility and parking lot. Goals and Objectives for Fiscal Year 2005 tt Decrease competition pool heating costs by 50%. • By installing a geothermal heating system. • By continuing the use of blankets to maximize surface heat loss. tt Decrease staffing personnel costs. • By a 101/o decrease in lifeguard staff due to the hiring of lifeguards with more flexible schedules. • By staffing fewer relief lifeguards during swim lessons and utilizing swim instructors for relief after class instruction. tt Increase concession revenue by 5 %. • By using new concession machines to generate new revenue. • By advertising an expanded menu with items such as salads and juice boxes. • By generating additional concession revenue during Family Night promoting dinner before the patrons enter Shipwreck Cove. u Maintain a cleaner and safer facility. • By using new vacuum and storage bins to aid pool cleanliness. • By assisting the lifeguards with safety communication through the posting of safety sliding rules on the Shipwreck Cove structure. -125- RECREATION - AQUATICS DIVISION Code 001 -1405 -572 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION PERSONNEL SERVICES .12000 Regular Salaries $ 139,490 (1) Aquatic Supervisor -126- (1) Assistant Aquatic Supervisor (1) Lifeguard III .13000 Other Wages 148,720 (1) Lifeguard III (part-time) Part time and seasonal staff .14000 Overtime 3,000 Wages for excess hours related to aquatic events .18250 Longevity pay 1,000 Longevity bonus paid to employees with more than seven years (as defined by Personnel Regulations) .21000 FICA 23,418 Social Security and Medicare taxes .23000 Health Insurance 19,250 Estimated annual per employee costs for health, dental and other contractually obligated non - liability benefits with 5% inflationary factor included. .24000 ISF: Workers' Compensation 8,439 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 $ 13.908 Projected costs for all eligible employee's annual COLA, Merit (percent dependent upon union contract's), other contractually required personnel cost increases and the associated federal taxes for a one year period Subtotal Personnel Services $ 357,225 -126- RECREATION -AQUATICS DIVISION Code 001 - 1405 -572 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION OPERATING EXPENSES .31000 Professional services $ 310 Funding to pay for Hepatitis B shots .34000 Contractual Services 32,663 Swim team coach and assistant coach, pest control, copy machine, special event D.J.'s, time clock, fire extinguishers .34260 Contractual Services: Pool 29,000 Estimated costs of goods to operate Concession the concession stand at the Aquatics facility .40000 Travel 950 Transportation costs for supervisor to attend NRPA conference and /or FRPA conference .41000 Telephone Expenses 1,210 Allocated telephone and internet access fees .41100 Telephone Long Distance 372 Estimated costs for long distance or toll calls .41200 Cellular Telephone 240 Cell phone communication to staff after hours .43100 Electricity 33,200 Utility service for aquatics facility .43200 LP Gas 3,000 Used to heat spa in winter .43300 Water 8,000 Utility service for aquatics facility .45100 ISF: Risk Management 28,042 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. .46200 Repairs and Maintenance 7,100 Repair pool equipment: pumps, heater, etc..... .47000 Printing 380 Brochures, posters, programs -127- RECREATION -AQUATICS DIVISION Code 001 - 1405 -572 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION OPERATING EXPENSES - Continued .48000 Advertising and Promotions .49000 Other current charges .51000 Office Supplies .52200 Other Operating Expenses .52400 Uniforms .52500 Fertilizer and Chemicals .54000 Subscriptions and Memberships .58000 Training and Education $ 1,164 Promotions to notice residents of the projects sponsored at the Aquatics facility, advertisement for staff 1,220 Pool permit, spa permit, activity pool permit, State of Florida amusement ride permit, (2) inspections, engineer 1,000 Pens, paper, ink and other office supplies for a one year period for three (3) full -time employees 13,900 Class and activity supplies, maintenance and custodial supplies, first aid supplies, special event supplies, sunscreen 3,350 Uniforms for supervisors and staff 19,089 Chlorine and pool chemicals 625 Staff training, swim team membership, ASCAP membership, FRPA membership $ 840 Aquatics facility operator and CPR training, conference dues Subtotal.- Operating Expenses $ 185,655 _.... s _.., _,.<... >......_., ._ ._w... __ mss....^ u..s..,. __.. TOTAL: Recreation - Aquatics $ 542,880 -128- i i I f l r i i i r i t l i l I l ADOPTED FY 2004 -2005 OPERATING BUDGET Miami Shores Village, Florida r�r��r�r��r�r�r�rar�r�r�• saw• r�r�r��• r�• r�r�r� •��r�•r�r�r�•r�r��•r�•r�r+ THE RECREATION DEPARTMENT Tennis Division Services, Functions and Activities The Tennis Division provides a wide variety of programs and classes designed to challenge and attract all skill levels and age groups while maintaining a safe and attractive facility. Fiscal Year 2004 Achievements Selected junior programs were redesigned to entice more participants allowing the programs to grow and attract new players. The tiny tots program reached new levels with increased participation of 10 %. The Miami Shores Women's Doubles Division "A" Team completed this year moving from last place to a fourth place ranking out of nine teams. Goals and Objectives for Fiscal Year 2005 tt To increase participation in junior development of all ages. • By emphasizing tennis as the sport of a lifetime. • By working with youth programs to introduce children to tennis. tt To increase tennis play. • By providing a friendly and attractive tennis facility for Miami Shores residents. • By increasing program advertisements. -129- RECREATION - TENNIS DIVISION Code 001 - 1406 -572 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION PERSONNEL SERVICES .13000 Other Wages $ 24,908 (3) Part -time tennis attendants .21000 FICA .24000 ISF: Workers' Compensation .29990 Contingent Personnel Costs (1) Part-time clerk typist 1,995 Social Security and Medicare taxes 719 Calculation prepared by the Finance Department using a Village - wide schedule, allocating the total workers' compensation costs to all user divisions $ 1.166 Projected costs for all eligible employee's annual COLA, merit (percent dependent upon union contract's), other contractually required personnel cost increases and the associated federal taxes for a one year period Subtotal Personnel Services $ 28,788 OPERATING EXPENSES .34000 Contractual Services $ 25,398 Tennis professional contractual .41000 Telephone Expenses .43300 Water .45100 ISF: Risk Management 144 210 2,885 -130- fees, air conditioning, pest control, time clocks and typewriters Allocated telephone access fees Utility service for tennis facility Calculations prepared by the Finance Department using a Village -wide schedule, allocating the total general liability and casualty insurance costs and the actuarially determined self - insurance reserve requirement to all divisions. RECREATION - TENNIS DIVISION Code 001 - 1406 -572 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION OPERATING EXPENSES - Continued .46200 Repairs and Maintenance 1,600 Cleaning materials, wind screen replacements .51000 Office Supplies .52200 Other Operating Expenses .52400 Uniforms 75 Pen, paper and cardstock for office 700 Building maintenance, light replacements $ 256 Staff uniforms. for part-time employees Subtotal. Operating Expenses $ 39,268 3 a ._..� ti�w��m�_ �.__ € '22«u. TOTAL: Recreation -Tennis $ 60,056 - 131- LIBRARY DEPARTMENT ytlORES G ORGANIZATION CHART 'DR J� DIRECTOR OF LIBRARY SERVICES ELIZABETH ESPER F/T LIBRARY ASSISTANT I I I YOUTH SERVICES KELLY LIBRARIAN I I F /T MICHELLEBRIDGES T II JULIANA REESE ANNE P/T LIBRARY ASSISTANT I I I DEBRA REESE P/TLIBRARYASSISTANTII MARIATEMKIN PIT LIBRARY ASSISTANT I I I P/T LIBRARYASSISTANT II ANAPAULINO AGNES SHEEHAN P/T LIBRARY ASSISTANT I I I P/T LIBRARY PAGE MATRINY ESCOBAR ALEJANDRO QUINTANA P/T LIBRARY ASSISTANT I VACANT -132- ADOPTE1) FY 2004 -2005 OPERATING BVbGET Miami Shores Village, Florida THE LIBRARY DEPARTMENT Brockway Memorial Library provides area residents with free access to a diversified portfolio of library materials in a variety of formats and media. The Library staff is committed to providing patrons with a high level of personal assistance to gain access to information, meeting diversified personal, educational and professional needs. The Library promotes community enrichment and individual achievement through read- ing. The Library keeps its shelves filled with best sellers, latest works by a popular author, a well - balanced collection of non - fiction books, popular magazines and periodi- cals, audio books, videos and large print books lends to the adage "There's something for everyone." The Library motivates children, as well as adults, to develop good reading habits and skills through various programs and events. Ongoing functions include weekly story time for all age groups, contests to encourage reading and library participation, adult book discussion programs, and art exhibits. Seasonal and holiday programs are also offered with stories, films, puppet shows, arts and crafts, and guest presentations. Fiscal Year 2004 Achievements This year we put our catalog online at www.brockwUlibrM.org. In addition to listing our entire collection, the catalog also serves to provide information about the library, services, events, and access to other educational and useful websites. Our statistics demonstrate successful fulfillment of our goals: We kept our collections current by adding 2,506 new books, 319 new media, 562 material donations; by repairing 391 books and other materials; and by withdrawing 2,052 items. Our 6,215 library patrons checked out 62,462 items; and 12,691 computer sessions were logged in. We presented over 100 programs attended by approximately 2,100 participants. We improved the lighting of the main reading room by purchasing and installing new chandeliers and reading lamps. In order to maintain the library in good condition, we restored and repainted the library's original front windows. A special book sale was held which raised over $ 900.00. We applied and received a telecommunication grant from the FCC Universal Service Fund, which provides the library with an approximate 74% discount from BellSouth. -133- ADOPTED FY 2004 -2005 OPERATING BUDGET Miami Shores Village, Florida r�r�• r�• r�r�r�• r�r�• r�• r�r��r��• r�■ r�• r�■ r�r�r�• �• �• r�• r�r�r�r�r� •r�■r�r�•r�■r�•�•rar�r�r�■ THE LIBRARY DEPARTMENT Goals and Objectives for Fiscal Year 2005 tt 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 2005. tt 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. tt Provide audio - visual materials for education and pleasure. • Purchase a minimum of 350 audio books, videos, & DVD's by September 2005. tt 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 2005. tt 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 100% of the time. tt Maintain and keep current library computer system to provide efficient access to information made available through technology. • Provide access to Internet and databases during 95% of library's operating hours. • Provide patrons with more efficient access to computer services. ■ By replacing four computers that are six years or older with new, more efficient computers by January 2005. tt Keep the collection current, well- rounded meeting user demands and withdraw materials as they become dated or worn beyond repair. • Maintain an annual weeding rate of 2% of collection or 1,000 titles by August 2004. • Maintain a minimum of 52,000 library materials available for reference and circulation. tt 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. a Maintain operational functions at the Library. • Replace no less than 25% of the light fixtures in the Biography, Reading and Large Print areas by March 2005. • Replace no less than three malfunctioning windows in the bathroom by March 2005. • Replace no less than three malfunctioning windows in the front offices by March 2005. -134- ADOPTED FY 2004 -2005 OPERATING BUDGET Miami Shores Village, Florida r�r�r�rar�rar�r�r�r��r��r�r�r�r�► �r�r��r�r�r�r��r�r��r�r�rar�r�r� THE LIBRARY DEPARTMENT ADOPTED BUDGET HIGHLIGHTS Total budget of $424,794 reflects a 2.86% increase or $11,803 greater than FY 2004. This is comprised of personnel cost increases ($18,592) offset by a de- crease in Operating Costs ($4,783) and Capital Outlay ($2,006). Personnel cost increases include regular wages ($5,181), health and workers' compensation insurance premiums ($6,050 and $1,109 respectively) and contingency per- sonnel cost ($7,560). The decrease in operating cost was mainly a result of decreased risk management costs. -135- LIBRARY DEPARTMENT Code 001 - 1500 -571 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION PERSONNEL SERVICES .11000 Executive Salary $ 62,608 Library Director .11001 Executive Benefit - General 3,900 Executive benefit package .11002 Executive Benefit - Car allowance 600 Executive benefit car allowance .12000 Regular Salaries 173,576 (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) .18250 Longevity pay 3,000 Longevity bonus paid to employees with more than seven years (as defined by Personnel Regulations) .21000 FICA 20,006 Social Security and Medicare taxes .23000 Health Insurance 19,250 Estimated annual per employee costs for health, dental and other contractually obligated non - liability benefits with 5% inflationary factor included .24000 ISF: Workers' Compensation 6,852 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 $ 17.836 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 $ 307,628 - 136- LIBRARY DEPARTMENT Code 001 - 1500 -571 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION OPERATING EXPENSES .34000 Contractual Services $ 21,682 Maintenance contracts for A/C, .40000 Travel 895 .41000 Telephone Expenses 2,694 .41100 Telephone Long Distance 40 .42000 Postage 507 .43100 Electricity 11,700 .43300 Water 450 .45100 ISF: Risk Management 9,524 -137- computers, exterminator, typewriters, smoke and fire alarms and security alarm, Janitorial Services Travel costs for two Library associates to attend the Florida Library Association Convention Telephone and secured internet service access fees for library patrons partially offset by fees charged Estimated costs for long distance or toll calls Library correspondence and book and film postage Estimated costs for library electricity usage Estimated costs for library water usage 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 LIBRARY DEPARTMENT Code 001 - 1500 -571 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION OPERATING EXPENSES - Continued .46200 Repairs and Maintenance $ 4,200 A/C service and parts not .47000 Printing .48000 Advertising and Promotions 1,568 955 .51000 Office Supplies 630 .52200 Other Operating Expenses 8,092 .54000 Subscriptions and Memberships 145 .58100 Tuition Reimbursement $ 1.500 Subtotal. Operating Expenses $ 64,582 EF91:2 covered under contract, plumbing and electrical services, carpet cleaning and general maintenance of building Book binding, bookmarks, brochures, and various library forms Summer reading programs, Holiday programs, Reading Clubs Pens, paper and other office supplies for a one year period for four (4) full -time and six(6) part-time employees Book jacket covers, catalog cards, book processing supplies, audio - video cassette cases, CD /DVD albums, magazine and paperback protectors, archival supplies, data and printer cartridges, barcode scanners, security tags, light bulbs, paper towels /tissues Florida Library Association Tuition Reimbursement for Library Assistant pursuing a degree in Library Science and Information Studies LIBRARY DEPARTMENT Code 001 - 1500 -571 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION CAPITAL OUTLAY .66000 Capital: Books /Publications $ 39,769 Annual funding for books, periodicals library materials, large print books, and reference materials .66100 Capital: Media $ 12,815 Annual funding for CD -Roms, audio - books, vides, CD /DVDs, on -line databases Subtotal. Capital Outlay $ 52,584 TOTAL: Library Operations $ 424,794 -139- MIAMI SHORES VILLAGE, FLORIDA ...................... ............................... FY 2004 -2005 BUDGET GLOSSARY OF FUNDS & 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 "Property Taxes" and `Millage Ra te'). 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. I MIAMI SHORES VILLAGE, FLORIDA ...................... ............................... FY 2004 -2005 BUDGET GLOSSARY OF FUNDS & KEY TERMS - Continued Fiscal Year: A 365 -day period of time during which operations are recorded. Under statutory provisions, the fiscal year for Miami Shores Village is October 1 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, anew ' /z -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 V 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 fiscal 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 1 st of each year. II MIAMI SHORES VILLAGE, FLORIDA ...................... ............................... FY 2004 -2005 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 -back Millage Rate or Levy: The value of a millage levy which will provide the same amount of property (or ad valorem) taxes as was collected in the previous year, adjusted for the increase 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 CAPITAL PROJECT MASTER LIST FY2005 thru 2009 by DEPARTMENT FINAL PROJECT REGISTER -FY 2004 -05 (sorted by Proiect number) Project Fund Project Description r%#r C,,,,, No: Fv,ns Source Tot Lot Springers 2 .01 $ 1,600 CAP 301 -1402- 572 -64000 Tot Lot Climbing house 2 .02 4,146 CAP 301 -1402- 572 -64000 Abdella building interior painting 1 .04 1,000 CAP 301 - 1403 -572 -62350 Double batting cage 2 .05 13,215 CAP 301 - 1402 - 572 -64000 Picnic tables & umbrellas 1 .07 4,000 CAP 301 - 1403 -572 -64000 RepaintShipwreck Cove 1 .08 25,000 F350 350 - 1405 -572 -64725 Sub - total: RECREATION DEPT $ 48,961 Security system Upgrade 1 .09 $ 1,425 CAP 301- 1500 -571 -64100 Computer system upgrade 1 .10 4,600 GR 301 - 1500 - 571 -64200 Lighting improvements 1 .11 2,256 CAP 301 - 1500 -571 -64350 Light fixture replacement 2 .12 4,122 CAP 301 - 1500 -571 -64350 Sub - total: LIBRARY $ 12,403 Street resurfacing 2 .13 $ 95,000 LOGT 301- 1202 -541 -62735 Sidewalk replacement 1 .14 60,000 LOGT 301 - 1202 -541 -62736 Sign replacement & materials 1 .15 5,000 LOGT 301 -1202- 541 -64000 Parking bumper replacement 2 .16 1,000 LOGT 301- 1202 -541 -64000 Tree replacement program 1 .17 10,000 LOGT 301 -1202- 541 -62750 Recycling bin replacement 3 .18 3,000 SAN 301 - 3000 -541 -61000 ADA Improvement program 1 .19 10,000 CAP 301- 1203 -541 -62800 Village Hall AC Replacements (2) 2 .21 4,000 CAP 301- 1203 -541 -64000 Village Hall /Library Electrical upgrade 1 ,22 2,000 CAP 301 -1203 -541 -62350 Street Sweeper Rehab [V32] 1 .23 82,000 CITT 301- 1210 -541 -62350 Vehicle Replacement Program 1 .24 46,750 Finn 301- 6000 - 541 -65000 Vehicles [Replace 2 K9 units] 1 .25 56,000 FIM 301 - 6000 -541 -65000 Vehicles (Rehabilitation Efforts) 1 .26 28,500 FIM 301- 6000 - 541 -65100 Fleet Maintenance Startup 1 .27 35,000 FIM 301- 6000 -541 -62725 Replace Loader [33] 1 .28 15,000 FIM 301 - 6000 -541 -65500 Replace Pickup [9552] 1 .29 25,000 LOGT 301 - 1202 -541 -64000 Replace Trailer [f5] 2 .30 10,000 CAP 301 - 1204 -541 -65200 Trash Truck - Acquisition [NEW] 1 .31 65,000 SAN 301 - 3000 -541 -65500 Second Avenue Rehab Project D/S 1 .32 90,000 LOGT 301- 1202 -541 -63340 95th Street Medien Project 2 .32a 100,000 LOGT 301- 1202 -541 -63340 Sub - total: PUBLIC WORKS DEPT. $ 743,250 FY'05 Capital Proiect Listing IV Effective Date: 10 -01 -2004 CAPITAL PROJECT MASTER LIST FY2005 thru 2009 by DEPARTMENT FINAL PROJECT REGISTER -FY 2004 -05 (sorted by proiect number) Project Fund Project Description Qtr Start No: FY'05 Source Account Reference ('93) Trailer [T #] replacement 1 .33 $ 14,000 CAP 301 - 0900 -521 -64000 Computer Voice- stress Analyzer Replacement 1 .35 18,000 CAP 301 - 0900- 521 -64200 LIFEPACK Defibrilator replacements 1 .36 6,900 CAP 301- 0900 - 521 -64300 Sub - total: POLICE DEPT $ 38,900 Main Street Software - HR Program 1 .37 $ 4,045 CAP 301- 0500 -513 -64200 Village -wide PC Upgrade & Replacement 3 .38 6,500 CAP 301- 0800 -519 -64200 Village -wide telecommunication replacement 1 .39 25,100 CAP 301 - 0800 -519 -64100 301- 0800 -519 -64200 Village -wide Server Enhancement Phase 3 -5 1 .40 20,375 CAP Sub - total: FINANCE $ 56,020 Building Dept software replacement 1 .41 10,500 Srev 301 - 0400 -524 -64200 Sub - total: BUILDING DEPT $ 10,500 Charter High School Construction Project 1 .42 $ 5,000,000 GOB 375 - 0700 - 578- * * * * ** Sub - total: VILLAGE MANAGER $ 5,000,000 FY'05 Capital Project Listing V Effective Date: 10 -01 -2004