Loading...
2000-20011 Jj 'J q C r�� lJrJr ter'; Community Enrichment A result of prudent, responsible financial planning and accountability... �II6R9Hi��f1��RPER4 dw Miami Shores ,W," .Qo Miami Shores Village Florida Adopted Operating Budgets By Department & Division for the fiscal year beginning... OCTOBER 1, 2000 and ending... SEPTEMBER 30, 2+x01 Adopted by the ._Miami Shores Village Council September 19, 2000 Prepared by the Miami Shores Village Finance Department " VILLAGE -WIDE OR '`AN IZA I ]fi DHART VILLAGE CLERK/ EXECUTIVE ASST. TO VILLAGE MANAGER BARBARA FUGAZZI PUBLIC WORKS DIRECTOR DAVE TRAILL MAYOR / COUNCIL MAYORMARKULMER VICE MAYOR BLUM COUNCILWOMAN ROSS AGOSTA COUNCILMAN DAVIS COUNCILMAN LOFFREDO VILLAGE MANAGER TOM BENTON FINANCE R BU OR MAKAMALATAK III FRANK DLUBIEN VILLAGE ATTORNEY RICHARD SARAFAN SPECIAL PROJECTS ADMINISTRATOR CHIEF OF POLICE RICHARD MASTEN ASSISTANT FOR REC ES ETON DIRECTOR I DIRECTOR ELIZABETH ESPERRY I ENFORCEM N EN T DIIREC ORE -'11i4U1W- cslwtaT�i WTr�. 15�V✓ MIAMII OSOHORESE FLORIDAD33v138u2382 Mark A. Malatak, C.P.A. Chief Financial OtTicer October 1, 2000 Miami Shores Village 10050 Northeast Second Avenue Miami Shores, Florida 33138 -2382 Subject: Adopted FY 2000 -2001 Operating Budgets Ladies and Gentlemen: FINANCE DEPARTMENT TELEPHONE (305) 795-2209 FAX (305) 756 -8972 It is with great pleasure that I present the consolidated version of the Adopted Operating Budgets for Miami Shores Village for the fiscal year beginning October 1, 2000 and ending September 30, 2001. No material changes occurred between the Proposed and Adopted Budgets. The final Adopted Budget for all funds for FY 2000 -01 is $17,217,964 of which $8,330,755 and $235,152 report the budget for the General and Debt Service Funds. This budget applies the following adopted ad valorem tax levies: Operating Ad Valorem Levy: 8.3627 mills Debt Service Ad Valorem Levy: 0.5151 mills As mentioned in the transmittal letter included in the Proposed Budget, we wish to again thank all of the department heads and their staff for their continued cooperation during the preparation of this document. Without their considerable efforts, we could not produce such a comprehensive informational document and operating plan for the year. Respectfully submitted, M i ORES VILLAGE MARK A. MALATAK, CPA Chief Financial Officer MAM: Attachment THOMAS J. BENTON VILLAGE MANAGER �n Miami SLre-i 11ifla 10050 N E SECOND AVENUE �V�rs 14 MIAMI SHORES, FLORIDA 33 1 38 -2382 TELEPHONE (305) 795-2207 FAX (305) 756-8972 Tuesday, June 26, 2000 Mayor Mark Ulmer and the Members of the Miami Shores Village Council 10050 Northeast Second Avenue Miami Shores, Florida 33138 -2382 SUBJECT: FY 2000 -2001 BUDGET PROPOSAL Dear Mayor Ulmer and the Village Council Members: It is with great pleasure that we present to you the Proposed Operating Budgets for the Village's fiscal year beginning October 1, 2000 and ending September 30, 2001. The Proposed Budget reflects the anticipated revenues and planned expenditures for all funds excluding the Village's Pension Funds of 51.7,2.17,964. This Proposed Budget is prepared in compliance with Florida State Statutes Section 200.065, along with Article 1V, Section 43 of the Miami Shores Village Code. The new year brings the Village into the first full fiscal year of the 21' Century. Having passed over the millennial threshold, the Administration must now focus on the rapidly changing environment in which we operate. As you already know, the Village is faced with many new challenges while charged with the continuing responsibility to provide the highest level of service to our residents. At the same time, we must keep costs "in check" despite the ever - growing number of state and federal regulations. This is a challenge which we, as a team, have accepted and have designed the new year's budget accordingly. With that we present an aggressive operating budget applying the following criteria which we use as our primary mission: FV 2000 -2001 VILLAGE —WIDE GOALS 1. Provide the community with the highest level of safety and security- 2. Maintain and enhance the physical infrastructure of the Village. 3. Enhance the recreational, leisure and cultural activities in the Village. 4. Maintain and secure the fiscal integrity of the Village. These four concepts are the ideals on which staff approached the new year's budget. Rather than the previously prepared budgets which held the Village in a status -qua position, departments presented requests FY 2001 Proposed Bud &ea Pere -2- Tuesday, June 26, 2000 which are designed to improve the overall quality of life for our residents and business entities throughout the Village. As you proceed through the FY 2001 budget, you will see that the proposals include a series of system or operational enhancements well within acceptable financial thresholds. In other words, the Proposed Budgets which we are presenting provide you with the greatest level of service at the best possible costs available to achieve our objectives. In the Police Department, staff presented a new crime prevention task force to make our safe streets even safer. This will be funded from projected savings accumulated in the current fiscal year. Public Works has proposed increased landscaping, continued well conversions in our medians, an expanded program to clean the bay waters, and, through the transfer of the storm water utility from Miami Dade, additional improvements to the Village's drainage system. After careful research, we have been able to identify funds which we had previously thought reserved; but, in actuality, are resources which may be used for these projects. In the Office of the Village Manager, you will see a considerable increase. This increase results from the elimination of the Community Development Department, incorporating those responsibilities into the Manager's Office. The restructuring calls for the creation of a new position of Special Projects Administrator, replacing the Community Development Director who recently left the Village. The function of this position will include the coordination of many projects under consideration including, but not limited to, various intergovernmental relation and lobbying activities, researching of council- initiated projects, identifying and applying for various capital grant programs and opportunities, as well as assisting the management with the design and implementation of the Village's capital projects. The Building and Finance Departments are currently in the process of expanding the automation processes of the Village. During the new year, we anticipate the completion of the next phase of the bill payment system, with the introduction of on -line billing inquiries and auto -debit payments of Sanitation and Storm water bills as well as the payment of Code Enforcement violations. Simultaneously, the two departments are actively working to automate the building permit process, now manually processed. By introducing these new technologies, citizens will have significantly improved access to the permit process, financial and statistical information as well as general procedures to follow for property improvements. One of the largest projects expected for the new year will be the grand opening of the Village's new Aquatics Facility. The design and development of this project, overwhelmingly approved by the electorate, demonstrates the commitment of the Council and Administration to make living in Miami Shores most enticing. We anticipate the grand opening in October and with its opening, we see the chance to introduce many new and exciting programs for the youth and adults of Miami Shores; the likes of which have not been seen in the past. We believe that this new first -class center will not only provide an outstanding recreational center for the Village, but it will have a direct and positive impact on overall property values. Now that we see what is in front of us, let us now focus on the financial side of the budget. For the FY 2000 -2001, we are pleased to present you for your consideration a balanced, all -funds budget of $17,217,964 (excluding the Village's two pension systems). This budget is comprised of five operating funds, each balanced and self - supporting. The largest fund is the General Fund, reflecting a total of $8,330,755 which is only $351,293 (4.4 %) greater than the amended FY 2000 budget. The Special Revenue Funds comprise the Excise Taxes, Local Option Gas Tax and Grants Funds, totaling $1,797,082. The Debt Service Fund, recording the costs for the 1999 General Obligation Bond is $235,152. The budget also includes two self - supporting enterprise funds: Sanitation and Storm Water Utility budgeted for $1,517,693 and $169,293 FY 2001 Proposed Bud et Page -3- Tuesday, June ZG, 20017 respectively. Finally, the Proposed Budget includes two internal service funds: Risk Management for insurances and Fleet Maintenance, reflecting total proposed budgets of $331,082 and $653,298 for each fund respectively. OTHER KEY ECONQMIC INDICATORS We begin the budget process for the new year with several positive economic indicators. We have prepared the budget using the June 1, 2000 preliminary assessed value for real and personal properties in the Village of $405,000,000. The 2000 Assessment represents property values on January 1, 2000 and reflects a modest 5.00% increase over the 1999 assessment. This increase is indicative of the on -going improvements made by our residents to their properties. As a result of the increased property values, the Proposed Ad Valorem tax levy for general operating purposes will remain at 8.3627 mills. This millage levy reflects a 4.97% over the rolled -back level; but the average homeowner may pay the same property tax for operations as they did last year. Therefore, applying the millage rate to the assessed value, we project $3,268,352 or 39.2% in revenues to the general fund from ad valorem or property tax FY 2001 GENERAL FUND REVENUES Property Taxes 40.1% Revenue Sharing 11.3% — -- all other 2.116 Recreation 7.9% z Excise Tax d Mgmt Fees 25.0% Fines 3.7% LicenselPermiw 3.5% W Iaterest4.4% Country Club2.lYe Twee ❑ Bute F®de Cha for aee Lind; Perm Pieeaffl bile haerord Rem Tnoefmtin ■ Other revenues for general operating purposes. At the same time, property owners will see a decrease in the ad valorem levy for the Village's General Obligation Bond Debt Service. For FY 2001, staff recommends an Ad Valorem Levy for debt service of 9,5832 m 1S to fund the principal, interest, and administrative costs of $235,152. Ad valorem (or property taxes) represent the largest individual revenue item in the general fund. As a single unit, the projected tax proceeds equate to about the total cost to operate the Village's police department. Other revenues are recorded and the following pie chart will provide a snap -shot for the new year: You will see that the second largest category are the transfers - in. This category includes collection of the Village's public service taxes, local option gas taxes and the management fees paid by the enterprise funds for support services. The Revenue Sharing category reflects those funds collected by the State for the "sin" taxes including alcohol and tobacco. This source is diminishing as a result of the recent lawsuits and state policies. The Proposed Budget includes two (2) independent and fully, self - sustaining enterprise operations for Sanitation operations and the Storm water Utility Fund. For FY 2001. the Adtninistrat "son recolnniends that FY2001 Proposed Budged Page -4- Tuesday, June 26, 2000 consecutive ;year. This fee will generate sufficient income levels to enhance service and pay $105,500 to the general fund for administrative services. We also propose that the Village absorb the financing system for the Storm water Utility. Since 1991, the Village has maintained the storm water system; but, financial matters pertaining to the system were made with the subject approval from Miami -Dade County. Since March, 2000, the Village has been in the process of negotiating the full transfer of the system to the Village, eliminating the County from all administrative and operational involvement for the storm water system. The proposed budget maintains the charges for each Equivalent Residential Unit (ERU) of 1,548 square feet of impervious property set by the County at a quarterly rate of $7.50. The proposed budget assumes that the transfer will be completed by October 1" and, this charge will be subsequently included on Village- issued bills. Absorbing the billing function into the Village will generate an additional $53,500 annually; money which will enhance our existing operations. The new fiscal year brings several material modifications to the reporting and accounting procedures associated with the Village's proposed budget. The most visible impact to this year's budget relates to the creation of two new Internal Service Funds. An Internal Service Fund is a segregated reporting entity established to account for the provision of goods and services from one division of the Village to another. The fund is set out to "break- even" and is designed to centralize operational costs for specific services. Internal service funds support the administration's ability to track costs, attain greater efficiencies, equitably distribute the operational costs to user divisions, and, in the case of Fleet Maintenance, permits the creation of a depreciation account (to accumulate funds for the replacement of future assets or vehicles). For FY 2001, the Proposed Budget creates two new IS Funds: Public Works - Fleet Maintenance and Finance - Risk Management. Three other accounting issues have been incorporated into the proposed budget. First, the personnel costs have been projected to include cost - of - living adjustments(COLA) for all Village staff members. As contractually negotiated, FPE and PBA bargaining unit members will receive 2.0% and 2.5% General Fund Expenditures by Category FY 1999 -2000 FY 2000.2001 $5,440,649 or 68.254 55,840,972 or 70.1 %• f. t i $184,615 or 2.2Y. x r $564,050 or 7.1% $421,475 or 5.3 %.. $194,425 or 2.3 %. $2,110,769 or 25.3 %. ,- $1,553,299 or 19.5%. Personnel Costs ' Capital Outlay Operating Expenses . Other increases respectively on October 1, 2000. Additionally, FPE members will be eligible for merit increases of amounts not to exceed 3.0 %. This was a negotiated adjustment and is included in salary cost estimates for the new year. The final payroll FY2001 Proposed Budget Page -S- Tuesday, June 26, 2000 adjustment is for accounting purposes and budgets for 53 pay periods instead of the usual 52. This accounting requirement which occurs each eleven (11) years ensures that divisional line -items are not "over - budget" at year end. Some of the proposed changes will not be easily recognized by our residents and others will make a very favorable or positive image which will not easily be forgotten. The following will provide you with a few of the programs which are planned by the Village in FY 2000 -2001: Formally inaugurate and implement many expanded programs at the Miami Shores Aquatics Facility (Recreation) 6;1� Expand the Sanitation Collection System with the addition of two new staff members (Public Works - Sanitation Division) Design, develop and complete the 96' Street Median Rehabilitation Program (Public Works Parks Division) 4;P Begin and complete the codification of Village ordinances (Village Clerk) Q� Design, develop and install a computerized building permit system (Building Department) dGP Implement an on -line billing inquiry system along with direct withholding systems for sanitation bills (Finance) Q;0 Design, develop and implement a comprehensive Land Development Code (Planning & Zoning) We have also seen some changes in our general fund revenues. State revenue sharing proceeds are down by 10% for the third straight year. These, so- called "sin" taxes on alcohol and tobacco, continue to be on the decline as a result of the stronger emphasis towards non - smoking. While some state discussions exist that municipalities may receive allocations from the litigation proceeds, we do not believe that those funds are imminent. Should we receive any of those funds in the new year, staff will present a budget amendment to you for appropriation and corresponding action. The new budget also includes a series of proposed fee or rate increases. In the Building Department, we recommend a 5% increase in permit fees, a rate which will continue to bring the Village's charges for these types of services directly in line with the actual costs incurred as well as being tangent with other municipalities in the County. The new year also brings a recommendation to increase occupational licenses by five percent effective the new year. This increase will be the first since October 1, 1998. Staff has evaluated and has recommended small increases to a select list of recreation program fees. This is not an across - the -board increase and only addresses specific program charges which are significantly under - charging participants for the benefits included in our programs. The proposed FY 2001 increases range from a $5.00 monthly increase for the After - school Program to a $30.00 per sport fee for the Travel Sport programs. Many of these fee increases are necessary to offset increased insurance and support service costs; while others will be used to enhance the services included in the events themselves. None of the proposed fee increases are exorbitant and residents should not be financially affected by the changes. For FY 2001, the Village will be responsible for contributing a total of $180,066 to the police pension system. No contribution is required for the General Employee's Pension Fund as a direct result of the strong market conditions which existed during the actuarially - calculated reporting period. As well, we have budgeted a 7.5% increase for health insurance premium costs. The final health quotes are not available at the time of printing. We do believe, however, that this increase should be sufficient to meet our FY 2001 needs. FY 2001 Proposed Biddger Page -6- Tuesday, June 26, 2000 Some other expenditure items of importance are provided as follows: Increased Police: Overtime - Special Detail ($100,000) with surplus funds carried forward from FY 1999 -2000 to be used to provide an expanded Village -wide community crime prevention program. Established the two new Internal Service Funds to enhance the operational and cost - accounting systems for Risk Management and Fleet Maintenance. J6 Eliminated the Human Resource Deportment by consolidating the services provided and related cost exposures into the Village Clerk and Finance Departments. 011 Consolidated the Community Development function into the Manager's Office. 011 Increased funding to Recreation: Fine Arts Committee ($8,075) to provide funding for enhanced entertainment and cultural programs. go Created and reallocated new recreational cost centers to better identify the related expenditures for the Village's athletics and sports programs. I am closing this message with the same affirmative statements with which we started. The new year is presenting us with a chance not often available to municipalities. Community participation, citizen involvement and civic pride, always present in Miami Shores, is only amplified as we bring together the many new capital projects. The aquatics facility with its enhanced recreational projects, the Brockway Memorial Library Expansion efforts which started this year, several expanded public safety programs, street landscape and beautification efforts and system automation are only a few of the many projects planned for the new year. As we move further into the 2? century, we must continue to offer these programs and, at the same time, ensure that we are financially sound. We achieve these goals with this budget and look forward to working with the Council and community to make Miami Shores match its logo. Yivientes en Sole (Happy living in the Sun). v 1 + r I would like to extend my appreciation to all of the Department Heads and their staff for the many long hours which they dedicated to preparing this budget document. I would like to also express my special thanks to the members of the Finance Department for coordinating the entire budget process. There are many new regulations which must be followed in the budget preparation process. Our finance staff has demonstrated their commitment to excellence and professionalism that has produced this informational document. The end result of their work is the attached Proposed Operating Budgets for FY 2000 -2001 which we submit to you for your consideration and approval. Sincerely, THOMAS J. BENTON Village Manager TJB:MAM: attachments a FY 2000 - 2001 Key values or Costs 1'40 Total FY 2001 General Fund Budget is $8,330,755 Total FY 2001 Capital Budget (approved June 20001 is $1,a36,112 Operating tax levy is 8.3627 mills Debt service tax levy is 0.5852 *: Garbage rate stays at $420 annually for residential customers FY 2001 General Fund Contingency is $150,000 FY 2000 -2001 Budgetary Highlights -� Operating Millage rate: 8.3627; same as last year's tax levy -� Debt Service Millage rate: 0.5326 - 4.4% less than last year's tax levy Fees remain at $420 - 8th consecutive year WITHOUT an increase; and, we proposed enhanced service by adding two new positions -P 770 1[ Cautsbe fI EE F- IJCF ly v OMWO w $405,000,000 -i, Consolidate the Community Development Department into the Office of the Village Manager; reclassifying the CD Director to a Special Projects Administrator FY 2000 - 2001 Budget Highlights • REVENUES • Property Values increased 5.5% • Interest earnings up by 3% • Licenses, permits & fines up by 6% • State Revenues down by 1% • Transfers in up by $65,500 to recover all administrative costs, previously absorbed by the general fund..... • EXPENDITURES: • Consolidated Community Development into the Manager's Off ice • Created new Internal Service Funds for Fleet Maintenance and Risk Management • COLAs are fixed at 2.5% and 2.0% for PBA and FPE members by contract • Reduced General Fund by two positions transferred to the Storm Water Utility Operations Projected FY 1999 -2000 General Fund Surplus Revenues Expenditures Budget Projected $7,979,473 $ 7,455,888 7,979.473 7.047,798 Projected Surplus for FY 2000 = = = = = = = > Variance $ (523,585) 931,675 `I 408,090 E� I xw: x Projected General Fund Balance at 9 -30 -2000 Fund balance on 09 *30* 1999 $ 2,568,945 Add: FY 1999 Surplus 408,090 Less: Contingency reserves -900,000 Aquatic center reserves -250,000 Projected General Fund Balance on 9 -30 -2000 $ 1,827,035 Note: Contingent reserve is for emergencies and natural disasters. The reservation for aquatic facility is a set -aside for unanticipated costs for operations or capital requirements. The remaining balance reflects the unreserved and undesignated funds in the General fund only. MIAMI SHORES VILLAGE, FLORIDA ................. ............................... FY 2000 -2001 BUDGET Millage and Taxable Value Worksheet FY 2000 - 2001 Fhe Miami -Dade County Property Appraisers' Office is responsible to provide al nunicipalities in the County of the taxable or assessed property values on July 1st of ead Pear. This information calculated as of January I of the proceeding year and used fo ►roperty tax levies for the subsequent fiscal year. The Village was advised that thi zREL1MINARY Property Tax Value is $405,000,000 as of January 1, 2400. The actua slue is scheduled for release on July 1, 2000 and will revise estimates accordingly. Adjusted Values First time Additions Total Value Equalization Adjustments % of adjustment Final Value for Taxes Value of One Mill 96% Collection Factor Millage Levied by Village General Operating Debt Service Total Millage Preliminary Actual Values: Actual Values: Certification for FY 1998 -1999 FY 1999 -2000 FY 2000 -01 $365,983,051 $383,570,603 $405,000,000 2,533,058 2,230,680 0 $368,516,109 $385,801,283 $405,000,000 ($1,558,188) ($1,405,012) - -0.42% -0.36% - $366,957,921 $384,396,271 $405,000,000 $366,958 $384,396 $405,000 $352,280 $369,020 $390,825 8.7400 8.3627 8.3627 0.0000 0.6065 0.5852 8.7400 8.9692 8.9479 Based upon the Preliminary Certification and the Proposed Millage Rates for the new fiscal year, total revenues for FY 2000 -2001 are: Millage Rates General Operations 8.3627 Debt Service 0.5852 TOTAL: 8.9479 Estimated Revenues $3,268,352 228.711 $3,497,063 Property & Tax Value Worksheet FY 2000 - 2001 Prepared by Finance on 0612612000 MIAMI SHORES VILLAGE, FLORIDA ................. ............................... FY 2000 -2001 BUDGET TREND HISTORY ON MILLAGE RATE 9.50 W F¢" 9.00 a $.740 8.740 8.740 Q 8.50. a .a :E &00 7.50 83627 8.36271 0 Data A 1997 1998 1999 2000 2001 FISCALYEAR FY 2001 Assessed Value as of 01/01/2000 $405,448,292 Add first time additions 2,462,213 Current Year adjusted Taxable Value 407,910,505 Proposed FY 99 -00 Millage Levy 8.3627 Ad Valorem Proceeds $3,411,233 Less Discount Factor 170,561 NET TAX REVENUE FOR BUDGET PURPOSES $3,240,672 One Mill Equals $387,515 TRENT] HISTORY ON ASSESSED VALUE 400 �- 1 Increase FY Assessed Value - ' a 380 r 6.12% 1995 339,048,927 ° 360 0.86% 1996 341,965,184 A �-'- 0.03% 1997 342,065,289 340:_ ■f 3.72% 1998 354,787,869 320. 3.87% 1999 368,516,109 300 _.� _ 3.73% 2000 382,252,856 1997 1998 1999 2000 2001 6,71% 2001 407,910,505 FISCALYEAR In FY 1994 -95, the Florida legislature passed Amendment 10 establishing limits to the increased assessed values of homestead properties to 3.0% or the Consumer Price Index (CPI), whichever is less. In the subsequent year (1996), Biscayne Kennel Club closed and transferred ownership to Barry University, a tax exempt property owner. The value reported for 2001 represents the preliminary assessment. Actual assessments are released on 07/01/2000 and revenues will be adjusted accord- ingly. MIAMI SHORES VILLAGE, FLORIDA ................. ............................... FY 2000 -2001 BUDGET GENERAL FUND - REVENUE The General Fund Budget for FY 2000 -2001 is proposed at $8,330,755, a $351,282 increase or 4.4% more than the FY 99 -00 amended budget. Ad Valorem Tax The 2000 assessed value of Miami Shores Village is provided by Dade County Property Appraisal Office. The Office sets the assessed value of the property and certifies the tax roll to the Village. The Village then sets the millage rate at which the property owners are taxed according to the proposed budget. Each mill generates $1 of tax revenue for every $1,000 of assessed property value. Ad Valorem Taxes are the Village's primary source of revenue. It generates $3,268,352 or 39.2% of the total general fund revenues. The current assessment for 2000 has increased by 5.6% from the 1999 taxable value of $383,570,603 to $405,000,000. The tentative roll -back rate is 7.9084. The Adopted Budget is balanced at a levy of 8.3627, the same rate applied in 1999 -2000 and is estimated to generate $3,268,352. Franchise and Utility Taxes (Transfer -in from Excise tax fund) The Village collects five (5) types of franchise fees: electric, telephone, gas, cable T.V., and solid waste. The revenue estimates are based on historical trends. As for utility taxes, the Village levies the maximum rate of 10% that is permissable under Florida Statutes, except for telecommunications which is levied at 7 %. In FY 1989, the Village incorporated long distance calls into the 7% utility tax. This category is projected to generate 19.0 %, or $1,555,000, of the total revenue. Ad Valorem Tax 3500 3250 3000 2750 2500 2250 2000 1750 1500 1997 1998 1999 2nn0 2001 FISCAL. YEAR Franchise and Utility Taxes 1996 1997 1998 1999 2000 FISCAL YEAR a x 0 x F 1600 1500 1400 y 0 z 1300 vQi a 0 1200 F 1100 1000 MIAMI SHORES VILLAGE, FLORIDA ................. ............................... FY 2000 -2001 BUDGET Licenses and Permits Licenses and permits are projected at $289,200 or 3.5% of total revenue. This category reflects a 2% increase in FY 01 compared to the FY 00 estimated actual. This increase is directly associated with the Council approved fee schedule adjustment to various occupational license fees. Intergovernmental Revenue The Village receives shared revenue from the State of Florida and Miami -Dade County. The State provides a formula -based estimate to the Village using historical receipts and population for each municipality. The County license fees are based on trend history. Revenue adopted in this category is projected to be $933,118 representing 11.0% of the total FY 01 budget. The increase represents a stronger allocation generated by the enhanced State -wide economic indicators. Comes far Services Services This revenue category represents the total value of fees charged for programs and service offered by the Village, generating $657,911 or 8.0% of the total budget. The significant decrease results from the reclassification of Storm water fees which are recorded into the newly created Storm water Enterprise Fund effective October 1, 2000. Licenses and Permits 1997 1998 1999 2000 2001 FISCAL YEAR Intergovernmental Revenue 997 1998 1999 20fl8 FISCAL YEAR Charges for Services FISCAL YEAR 350 325 300 11 27s FZd7 w 250 O 225 f 200 175 150 1200 1100 1000 0 900 goo p x 700 F 600 Soo 2500 2000 1500 z a 1000 F Soo 0 MIAMI SHORES VILLAGE, FLORIDA ................. ............................... FY 2000 -2001 BUDGET Fines and Forfeitures Fines and forfeitures are calculated using historical trends. FY 01 is forecasted to generate 4.0% or $352,525 ofthe total general fund budget as a result of enhanced traffic enforcement efforts and code enforcement operations. Other Revenue This catef?ory will generate $1.274.649 or 15.0 %. Revenues included in this component include interest earnings ($366,026); country club rents ($170,000); transfers in from the Local Option Gas Tax Fund ($245,000); management fees of $105,000 and $53,500 respectively from the Sanitation and Stormwater enterprise funds; and all other sources total $334,623. Fines and Forfeitures 1997 1998 1999 2000 FISCAL YEAR Other Revenue 450 425 400 375 350 zpz 325 Q 300 C 275 F 250 225 200 175 2001 1997 1998 1999 2000 FISCAL YEAR 1300 1200 1100 1000 z 900 a O 800 F 700 600 500 2001 MIAMI SHORES VILLAGE, FLORIDA ................. ............................... FY 2000 -2001 BUDGET FY 2000 -2001 Emggsed Operating Sudgets % Total % Total Fund / Dept / Division Budget of Fund Budget General Fund Office of the Mayor & Council $6,914 0.1% 0.0% Office of the Village Attorney 144,165 1.7% 0.8% Office of the Village Manager 249,492 3.0% 1.4% Office of the Village Clerk 145,883 1.8% 0.8% PZ &CE: Code Enforcement Division 170,285 2.0% 1.0% Building Department 191,146 2.3% 1.1% PZ &CE: Planning & Zoning Division 113,675 1.4% 0.7% Finance Department 357,976 4.3% 2.1% Non - departmental / Unclassified 277,759 3.3% 1.6% Police Operations 3,360,292 40.3% 19.5% Police - School Crossing Guards 21,903 0.3% 0.1% Public Works: Parks Division 572,632 6.9% 3.3% Public Works: Streets Division 587,847 7.1% 3.4% Public Works: Administrative Division 392,388 4.7% 2.3% Public Works: Recreation Mtce Division 147,895 1.8% 0.9% Recreation: Administration 154,770 1.9% 0.9% Recreation: Athletics 169,788 2.0% 1.0% Recreation: Athletics - Summer Camp Program 71,253 0.9% 0.4% Recreation: Athletics - Travel Soccer Program 31,614 0.4% 0.2% Recreation: Athletics - Intramural Soccer 15,867 0.2% 0.1% Recreation: Athletics - Travel Baseball 20,658 0.2% 0.1% Recreation: Athletics -Intramural Baseball 39,823 0.5% 0.2% Recreation: Athletics -Softball Program 12,294 0.1% 0.1% Recreation: Athletics -Intramural Basketball 19,471 0.2% 0.1% Recreation: Athletics - After school Prg 63,219 0.8% 0.4% Recreation: Community Center 226,552 2.7% 1.3% Recreation: Aquatics Facility 379,539 4.6% 2.2% Recreation: Tennis 62,399 0.7% 0.4% Library $323,256 3.91 1.91. Sub - total: General Fund $8,330,755 100,0% 48.4 ° /® Debt Service Fund Debt Service Fund $235,152 100.01 1.41 Sub- total: Debt Service Fund $235,152 100.010 1.4% Special Revenue..1=.=ds Excise Tax Proceeds Fund (120) $1,555,000 86.5% 9.0% Local Option Gas Tax Fund (130) 242,082 13.5% 1.4% Grants Fund (140) 0 0.0% 0.0% Sub- total: Special Revenue Funds Funds $1,797,082 100,0% 10.4% Capital Capital Projects Fund (301) $1,036,112 24.8% 6.010 GO Bond Fund (350) 31145,000 75,210 18.31 Sub- total: Capital Funds $4,181,112 100,0% 24.3% Internal Service Funds ISF- Finance: Risk Management Fund (501) $333,582 33.8% 1.9% ISF - Public Works: Fleet Maintenance Fund (550) 653,295 661% 3.8% Sub- total: Internal Services $986,877 100.0% 5.7%. Enterprise Funds Public Works: Storm water Operations (402) $169,293 10.0% 1.0% Public Works: Sanitation Operations (405) 1,517,693 90.0% 8.8% Sub- total: Enterprise Funds $1,686,986 100.0% 9.8% Grand Total: All Funds $17,217,964 - 100.0% Introduction, What"s,an INTERNAL SERVICE FUND ;v Internal Service Funds are segregated groups of accounts used to record the financing and costs for goods and services provided by one governmental agency (or division) to another. ISF"s. a who, wha where and why's their:"C'reation, • Created for specialized services such as fleet or mechanical maintenance costs, insurance costs, central stores and telecommunications • Provides for the ability to accumulate the ACTUAL cost to provide those services as they are easily hidden • Provides for ease in costing or pricing services • Provides for the accumulation of resources or funds for future asset acquisition through depreciation charges • Permits for the transfer of SOME administrative overhead costs to be equitably redistributed • Provides for a clear audit trail and cost reimbursements for FEMA & other federal agencies h i 3 TV. s~ Summary of i # -d nte rn SerV' I LI . . .. • FY 2001 reports two (2) independent Internal Service Funds: Risk Management and Fleet Maintenance • The funds are created to account and centralize costs provided by the Village TO the Village • Fleet Maintenance now owns all vehicles and leases them to the Village and is building equity through depreciation for future replacements - eventually saving the Village money Risk Management f unds are central and can now be easily tracked for better allocation and equitable distribution • Future plans: telecommunication to build up cash to replace our telephones rr..z' ` R MAYOR/COUNCIL �rrr■ , r�ru ORGANIZATION CHART �`'r'rES tN e �'tOR[DA VILLAGE CLERK BARBARA FUGAZZI EXECUTIVE ASST TO VILLAGE MANAGER BARBARA FUGAZZI MAYOR/ COUNCIL MAYOR MARK ULMER VICE MAYOR BLUM COUNCILWOMAN ROSS AGOSTA COUNCILMAN DAVIS COUNCILMAN LOFFREDO VILLAGE MANAGER THOMAS BENTON VILLAGE ATTORNEY RICHARD SARAFAN MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 2000 -2001 BUDGET Office of the Mayor & Village Council �'i Services, Functions and Activities Miami Shores Village is governed by a five member Village Council, elected at large on a nonpartisan basis. The Mayor presides at all Council meetings and other Village func- tions and is the ceremonial head of the Village. The Council legislatively determines policy and appoints a Village Manager who is re- sponsible for administration of that policy and for managing the Village's departments and services. Village Council will hold elections on April 10, 2001. Council member terms are four years for the candidates receiving the first and second highest number of votes. The candidate receiving the third highest number of votes is elected to Council for a two year term. To be eligible to seek office, prospective candidates must reside in Miami Shores Village for a minimum of 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. MIAMI SHORES VILLAGE, FLORIDA ..... ............................... FY 2000 - 2001 BUDGET 2000 - 2001 BUDGET EXPLANATION Office of the MAYOR & VILLAGE COUNCIL 001 - 0100 -511 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED PERSONNEL SERVICES 11 Executive Salaries $ 5 Mayor & Council receive annual stipends of $1 each as stipulated by the Village Charter Subtotal: Personnel services $ S OPERATING EXPENSES 34 Contractual Services $ 234 Allocated charges applied to Department/ Division for Village -wide maintenance agreements for copier, fax, central computer, check signer, burster and extermination services. 40 Travel 2,100 Conferences, meetings & function reimbursement for Council 42 Postage 75 Mailing costs for Village Council correspondence .47 Printing 800 Stationary & Business Cards for new Council .49 Other Current Charges 1,500 Plaques, Flowers & Awards requested by Council, Photos for Council Functions and Presentations 5202 54 Other Operating Expenses 500 Subscriptions & Memberships $ 1,700 Subtotal: Operating Costs ,909 TOTAL: Office of the Mayor & Council $ 6,914 Supplies, materials, services to support the department's operation Subscription / Membership to Florida League of Cities, Membership to Dade League of Cities MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 2000 -2001 BUDGET 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 ordinances, resolutions and the implementation of Council goals and legislative priorities. The Vil- lage Attorney also provides legal counsel, representation in legal matters, the prepara- tion and review of contracts or agreements, as well as other legal documents. When required, the Village Attorney prepares and provides legal opinions on a myriad of issues where the Village may have litigatory exposure. The Village contracts a separate and independent labor attorney to provide counsel and representation on labor - related matters, including, but not limited to employment con- tracts and collective bargaining agreements, union negotiations and grievances. MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION Office of the VILLAGE ATTORNEY 001 - 0200 -514 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED PERSONNEL SERVICES $ 0 No personnel expenditures are recorded on this department OPERATING EXPENSES 3120 Professional Services: $25,000 Fees anticipated for special legal Legal - General research or opinions 3121 Professional Services 48,000 Legal retainer for Village Attorney Legal - Retainer 3122 Professional Services 45,000 Fees anticipated for general labor Legal - Labor costs; negotiation for 2 union contracts and representation on labor issues as needed 3123 Professional Services 25,000 Legal fees anticipated for Village Legal - Litigation representation on issues brought to the court system .34 Contractual Services 15 Allocated computer costs calculated by Finance .42 Postage 50 Special delivery of legal materials .54 Subscriptions & Memberships 1,100 Law Update, Miscellaneous Publica- tions Subtotal: Operating Expenses S 144,165 TOTAL: Office of the Village Attorney S 144,165 VILLAGE CLERK VILLAGE CLERK BARBARA FUGAZZI PART -TIME I I RECEPTIONIST RECORDING SECRETARY SANDRA MOREDOCK MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 2000 -2001 BUDGET 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 resolu- tions, requests for bids and board member vacancies. Notices are also published for changes to the Comprehensive Plan and changes in land use. The Clerk's office is responsible for comply- ing with records requests in the form of paper copies, audio and video copies. In addition to the above duties, the Clerk's office administers the Village's Occupational Li- censing program, ensuring payment of applicable fees on a yearly basis. The issuance of film and peddler (solicitor) permits are also facilitated by the Clerk's office. 2000 Achievements > Web Page Maintenance - Input Council agenda, Council minutes and Planning & Zoning Board meeting agendas on the Village web page. > Assisted with the development and legal formatting of numerous ordinances, i.e. Telecomm- unications, Right -of -way fees, Barry University and public re- zoning and the Sidewalk cafe. > Served as Vice President of the Miami -Dade County Clerks Association. > Completed educational process and received designation as a Certified Occupational Licen- sing Official for the State of Florida. MIAMI SHORES VILLAGE, FLORIDA...... ......... ............. ........ FY 2000 -2001 BUDGET OFFICE OF THE VILLAGE CLERIC I Goals and Objectives for 2001 To amend public documents to be consistent with today's standards. 1. To complete the update of the Village Community Information Guide by March 2001. 2. To recodify the Code of Ordinances by June 2001. II. To structure the April 2001 Village Council Elections to provide necessary support during campaign and election transition period. 1. To manage the election ensuring for a smooth campaign by all candidates by providing the necessary information as required by Code by April 2001. 2. To furnish detailed communication to new Council members to allow for a smooth transition to the new Council seat by May 2001. MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION OFFICE of the VILLAGE CLERK 001 - 0303 -512 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED PERSONNEL SERVICES .11 Executive Salary $ 46,505 Village Clerk base salary .1101 Executive Benefit - General 2,500 Executive package .12 Regular Salaries 32,235 Receptionist / Recording Secretary .21 FICA 6,215 Social Security and Medicare taxes .23 Health Insurance 3,720 Estimated annual per employee costs for health, dental and other contractu- ally obligated non - liability benefits with 5% inflationary factor included. .24 ISF: Workers' Compensation 155 Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions 2999 Contingent Personnel Costs 8,177 Projected costs for all eligible employee's annual COLA, Merit, longevity, other contractually required personnel cost increases and the associated federal taxes for a one year period Subtotal Personnel Services S 99.507 OPERATING EXPENSES 31 Professional Services $ 12,500 Reclassified from Human Resources to fund the estimated costs for background and pre- employment verification testing. 34 Contractual Services 3,018 Maintenance contracts allocated and Specialized: - Electronic filing system - Selectric III typewriter 3410 Contractual Services: Temporary Labor 1,200 Temporary contracted and clerical assistance while Receptionist and Clerk are on vacation MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION OFFICE of the VILLAGE CLERK 001 - 0303 -512 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED OPERATING EXPENSES (Continued3 40 Travel 1,686 FAOLO, IIMC Institute, FACC annual conference Chamber installation Miscellaneous luncheons / Meetings 41 Telephone Expenses 1,032 Base fee allocated to all users (previously charged to Finance) for Centrex line dedications .411 Telephone - Long Distance 25 Extension long distance .42 Postage 750 Mailing of occupational licenses Follow -up correspondence .4501 ISF: Risk Management 1,915 Calculations prepared by the Finance Department using a Village -wide schedule, allocating the total general liability & casualty insurance costs and the actuarially determined Self - insurance Reserve Fund funding requirement to all divisions. .47 Printing 150 Printing of monthly newsletter ,48 Advertising & Promotions 7,500 Costs for advertising vacant positions .49 Other Current Charges 10,000 Legal advertising of Ordinances and estimated costs to codify Code book 51 Office Supplies 500 Pens, paper, ink and other office supplies for a one year period for 2 full -time employees .5202 Other Operating Expenses 650 Supplies for electronic filing system Miscellaneous costs associated with newsletter printing MIAMI SHORES VILLAGE, FLORIDA .......... .......................... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION OFFICE of the VILLAGE CLERK 001 - 0303 -512 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED OPERATING EXPENSES Continued} 54 Subscriptions & Memberships 500 Florida Assoc. of City Clerks Int'l Institute of Municipal Clerks Florida Assoc. of Licensing Officials Dade County Municipal Clerks Assoc. Internet access 5800 Training & Education 4,950 Application fee MMCA Certification; plus costs for annual volunteer and employee appreciation parties reclassified from Human Resources Subtotal Operating Expenses S 46,376 TOTAL: Office of the Village Clerk SS 145,883 VILLAGE MANAGER'S OFFICE ORGANIZATION CHART EXECUTIVE ASST. TO VILLAGE MANAGER BARBARA FUGAZZI PUBLIC WORKS DIRECTOR D 'ETPAILL VILLAGE MANAGER TOM BENTON - dVIULAGEATTORNEY RICHARD SARAFAN SPECIAL PROJECTS ADMINISTRATOR FINANCE DIRECTOR III BUILDING DIRECTOR MARK ANA-ALA71AK 11 f FRANKLUBIEN CHIEF OF POLICE RICHARD MAS T EN PLANNING & ZONING I CODE I ASSISTANT FO JERRY EST EP N DIRECTOR I DI ELIZABETH LIBRARY { I ENFORCEMENT DIRECTOR ESPER ALLYN BERG I MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 2000 -2001 BUDGET OFFICE OF THE VILLAGE MANAGER Effective October 1, 2000, the Community Development Department's functions will be incorporated into the Office of the Village Manager. Services, Functions and Activities The Office of the Village Manager is responsible for the general and specific operations of all aspects of the Village. As Chief Executive and Administrative Officer for the Village, the Manager is appointed by and serves at the discretion of the Village Council, implementing the directives, policies and objectives of the Council through the operating departments of the Village. The Manager is also responsible for the appointment of all department heads with the exception of the Village Clerk and Village Attorney, both of whom are appointed directly by the Mayor and Village Council. For FY 2001, the Office of the Village Manager has been restructured to include the previous functions of the Community Development Division. Corresponding to this con- solidation plan, a new position is created, Special Projects Administrator, to work di- rectly for the Village Manager. The new position will assist the Manager in various projects and events, a responsibility previously assigned to the Community Development Director. The additional functions directly incorporated into this office will include the coordinated efforts of the Village's two lobbyists, and coordinating the implementation of the capital projects; submissions for state grant funding and research and reporting on Village Council projects assigned to the Village Manager's office, all of which are a representative sample of the reassigned duties. 2000 Achievements > Coordinated the design, development and construction of the new Miami Shores Village Aquatic Facility. > Reorganized the functions of community development, planning, zoning, building, and code enforcement, eliminating one department and restructuring the code enforcement function under the Planning and Zoning Director; resulting in savings exceeding $50,000 annually. > Coordinated and directed the functions of all Village operations. > Expanded the economic development efforts, resulting in a fourth consecutive year of property assessment increases exceeding the county -wide average. MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 2000 -2001 BUDGET OFFICE OF THE VILLAGE MANAGER 2000 Achievements - Continued > Coordinated and directed the creation of new reporting funds, resulting in improved accounting methods and created new reserve funds designed to save the Village money for asset replacement. > Implemented new employee training programs designed to reduce the number of injuries resulting in an estimated $75,000 annual savings to workers' compensation self - insurance reserve fund contributions. MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION Office of the VILLAGE MANAGER 001 - 0300 -512 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED PERSONNEL SERVICES .11 Executive Salary $ 95,235 Village Manager base salary .1101 Executive Benefits - General 11,012 ICMA Contribution and Executive Benefit Package .12 Regular Salary 55,500 Base salary for Special Projects Administrator .21 FICA 12,297 Social Security and Medicare taxes .22 Retirement 6,235 Contractually designated 6% contribution to general employee pension for Village Manager .23 Health Insurance 6,577 Estimated annual per employee costs for health, dental and other contractu- ally obligated non - liability benefits with 5% inflationary factor included. .24 ISF: Workers' Compensation 154 Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions .2999 Contingent Personnel Costs 10,639 Projected costs for all eligible employee's annual COLA, Merit, longevity, other contractually required personnel cost increases and the associated federal taxes for a one year period Subtotal Personnel Services S 197.649 OPERATING EXPENSES .3126 Professional Services: Lobbyist $ 24,000 Lobbying service agreements for two lobbyists: (1) State, (1) County MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION Office of the VILLAGE MANAGER 001 - 0300 -512 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED OPERATING EXPENSES (Continued) 34 Contractual Services 636 Allocated charges applied for Village wide agreements on copier, fax, burster, main computer and exterminator services. .40 Travel 2,000 Manager's attendance at various meetings and conferences: Special Project Administrator attendance at State legislative sessions .41 Telephone 1,200 Telephone services .411 Telephone - Long Distance 475 Estimated charges for toll calls .412 Cellular Telephone 1,680 Nextel cellular telephone costs with beeper .42 Postage 700 Postage cost for Manager's correspondence 4501 ISF: Risk Management 3,830 Calculations prepared by the Finance Department using a Village -wide schedule, allocating the total general liability & casualty insurance costs and the actuarially determined Self- insurance Reserve Fund funding requirement to all divisions .4502 ISF: Fleet Maintenance 8,072 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 .47 Printing 1,000 Miscellaneous printing of flyers, reports, announcements, and grant applications 48 Advertising & Promotion 2,000 Promotional costs for plaques for staff and advertising costs MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION Office of the VILLAGE MANAGER 001 - 0300 -512 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED OPERATING EXPENSES (Continued) .51 Office Supplies 400 Pens, paper, ink and other office supplies for a one year period for 2 full -time employees .5202 Other Operating Expenses 2,200 Costs for supplies to generate computer not reflected in office supplies, photography, Clip Art, specialty paper 54 Subscriptions & Memberships 2,400 Miscellaneous publications, Books, Miami Dade City /County Management Association, FCCMA, ICMA, America on Line .5800 Training & Education 250 Cost to attend 10 local ICMA training sessions Subtotal Operating Expenses 50843 CAPITAL OUTLAY 64 Equipment 1,000 Estimate to upgrade Manager's 1999 PC from Pentium to Pentium III with peripherals Subtotal Capital Outlay 1,000 TOTAL: Office of the Village Manager 2.49,492 }TORE D x `< FINANCE DEPARTMENT lisp ORGANIZATION CHART F�OAi'v�° FINANCE DIRECTOR MARK A MALATAK COMPTROLLER CAROLYN MODESTE ACCOUNTANTI ELIZABETH KEELEY CLERK TYPIST ACCOUNTS PAYABLE CLERK SABRINA COX DATA PROCESSOR SPECIALIST GLORIA ALDANA CLARA BENDER MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 2000 -2001 BUDGET i 1= FINANCE DEPARTMENT Services, Functions and Activities The Finance Department is fully charged with the responsibility to maintain and secure the fiscal resources of the Village. The department is a full- function operation ranging from basic accounting to comprehensive financial management and planning. Included in the many responsibilities of the department are: preparing the annual operating and capi- tal budgets; processing payroll and maintaining all appropriate records; filing the neces- sary payroll- related taxes and the corresponding reports; recording all financial transac- tions and ensuring that the fiscal integrity of the village is ensured; and, managing the information technology functions of the village. The Department is also responsible for the timely and accurate reporting of all financial activities: reconciliation of four monthly bank statements; administering the Villages five retirement plans: the General Employees' Pension System, the (new) Police Officers' Retirement System, the ICMA -457 Deferred Compensation Plan, the VALIC -457 De- ferred Compensation Plan, and the ICMA- 401(a) Money Purchase Plan; and managing the Village's risk management function, among a myriad of other tasks. MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 2000 -2001 BUDGET FINANCE DEPARTMENT 2000 Achievements > Successfully completed the Y2K computer conversion project for the Village main and personal computers > Implemented a credit -card payment system. > Designed and negotiated an outsourced utility billing system, enhancing productivity and saving $15,000 annually in staff costs. > Designed, developed and implemented the FY 1998 -99 Operating and Capital Budgets. > Completed the FY 1998 -99 Comprehensive Annual Financial Report. > Negotiated a comprehensive health care contract, saving in excess of $80,000 in health care benefit costs. > Developed and implemented a centralized Personnel Action Form, streamlining the annual reconciliation of hours earned to used. > Developed an automated fixed asset monitoring system. > Developed the Proposed FY 2000 -2001 Operating and Capital Budgets. > Completed the first phase of the automated on-line account inquiry and payment system, phase 2 to be introduced in FY 2001. > Initiated the consolidation of the Storm water Utility System from Miami -Dade County. > Developed and implemented a comprehensive safety program designed to reduce workers' compensation costs. > Developed and implemented the state - mandated Police Officers' Retirement System. > Implemented a comprehensive cash management investment program, generating an addi- tional $150,000 annually in interest earnings. MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 2000 -2001 BUDGET FINANCE DEPARTMENT ii Goals and Objectives for 2001 I. To automate the billing process. 1. To complete the design phase for debit card payments by 11/30/00. 2. To negotiate a processing contract by 01/3 1 /01. 3. To execute a test transaction by 02/15/01. 4. To be on -line to review payments by 03/01/01. II. To streamline cash depositing. 1. To design the lock box payment system by 10/31 /00. 2. To negotiate and implement the lock box system contract by 01/31/01. III. To present financial information. 1. To generate twelve monthly financial reports by the eighth working day each month. 2. To reconcile a minimum of forty-five bank statements by 09/30/01. 3. To complete the FY 00 CAFR by 12/15/00. IV. To implement GASB34 - Phase I. 1. To prepare RFP to implement GASB 34 by 11/30/00. 2. To review and recommend contractor for GASB 34 by 12/31/00. V. To manage the Village budget. 1. To issue a FY 2001 Adopted budget by 10/15/00. 2. To prepare four quarterly management reports on the budget. 3. To prepare a proposed FY 01 -02 Budget by 06/30/01. MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION FINANCE DEPARTMENT 001 - 0500 -513 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED PERSONNEL SERVICES 11 Executive Salary $ 74,907 Finance Director base salary 1101 Executive Benefit - General 2,500 Executive package 12 Regular Salaries 144,315 Comptroller / Accountant I Accounts Payable Clerk / Clerk Typist Data Processing Specialist* Note: *Wages for Data Processor are no longer allocated to Code Enforcement; recommended budget reflects full cost, offset by payment of management fee 14 Overtime 2,000 Wages for excess hours related to budget preparation, year -end audit and special projects 21 FICA 17,115 Snr_.inl CPriirity anti Medirare tnype 23 Health Insurance 11,161 Estimated annual per employee costs for health, dental and other contractu- ally obligated non - liability benefits with 501'0 inflationary factor included. .24 ISF: Workers' Compensation 425 Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions .2999 Contingent Personnel Costs 10,631 Projected costs for all eligible employee's annual COLA, Merit, longevity, other contractually required personnel cost increases and the associated federal taxes for a one year period Subtotal. Personnel Services S263,054 MIAMI SHORES VILLAGE, FLORIDA...... .............. ................. FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION FINANCE DEPARTMENT 001 - 0500 -513 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED QPERATING EXPENSES .31 Professional Services $ 5,000 PC Software support for on -line bill inquiry project .32 Accounting and Auditing 50,000 Annual Village audit, Program audit, Country Club audit and implementation of Phase I - GASB 34 (Fixed Asset Reporting) Compliance .34 Contractual Services 7,609 Maintenance contract - Computer systems (including PC's) - Typewriters - Check signer & burster - Copiers - Fax machine - Telephone maintenance agreement .40 Travel 3,000 Miscellaneous conferences Meetings for Government Finance Officers Assoc. national conference in New York, Dade and Broward County Municipal Finance Officers Assoc. .4020 Per Diem Allowance 250 Travel - related reimbursement Al Telephone 2,236 Telephone services - including 4 dedicated lines .411 Telephone - Long Distance 250 Estimated long distance costs 412 Cellular Telephone 500 Reimbursement estimate for Department Head 413 Pager Services 100 Pager service for Department Head 42 Postage 1,000 Postage for accounts payable and correspondence MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION FINANCE DEPARTMENT 001 - 0500 -513 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION OPERATING EXPENSES (Continued) .4210 Courier / Delivery Services $ 650 Hand delivery and overnight service for regulartory documents; partially offset thru bond reimbursements .4501 ISF: Risk Management 9,577 Calculations prepared by the Finance Department using a Village -wide schedule, allocating the total general liability & casualty insurance costs and the actuarially determined Self- insurance Reserve Fund funding requirement to all divisions. .4602 Repair and Maintenance 1,500 Repairs to equipment not covered by contract such as: cash register, burster, laser printer 47 Printing 3,000 Printed forms, Deed transfers, W -2, 941 -A, Revenue envelopes, Letterhead and envelopes, Budget documents, etc. 48 Advertising and Promotions 1,000 Budget advertising mandated by Florida State Statute 200.065 51 Office Supplies 1,500 Pens, paper, ink and other office supplies for a one year period for 6 full -time employees 5202 Other Operating Expenses 3,250 Computer paper, Gummed labels, Data binders, Printer ribbons, Computer tape, Back -up tape drives 54 Subscriptions & Memberships 1,500 National Govt Finance Officers Assoc, State Govt Finance Officers Assoc, Dade and Broward Municipal Finance Officers Association, PICK User's Group, GASB Review, CPA license renewal MIAMI SHORES VILLAGE, FLORIDA.. ... .......... ................ FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION FINANCE DEPARTMENT 001 -0500 -513 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED OPERATING EXPENSES Continued 5800 Training & Education $ 3,000 GFOA training at National Conference (June 2001); GFOA training for accounting changes- GASB34 Subtotal: Operating Expenses S 94,922 TOTAL: Finance Department S 357,976; MIAMI SHORES VILLAGE, FLORIDA...... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION NON - DEPARTMENTAL 001 - 0800 -519 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED PERSONNEL SERVICES .1850 Accrue Leave Settlement $ 20,000 Reserve for payout of vacation and sick hours when employees separate services from the Village. .21 FICA 1,530 Social Security and Medicare taxes .2350 Health Insurance Increment Adj 10,000 Reserve for supplemental unanticipated rate increases as contract not funded at printing .24 ISF: Workers' Compensation 10,000 Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions .25 Unemployment Compensation 7,500 Reserve for all Village employees &- uFbtotnl Aorcnnnol .Costfiro.c_ 149,030 , OPERATING EXPENSES 34 Contractual Services $ 12,000 Copier, Fax Machine, Check Signer, Postage Meter, Service Agreements 3450 Contractual Services - Village Newsletter 13,500 External contract service costs to prepare, design and edit monthly Village newsletter 41 Telephone 16,792 Annual cost for base telephone services with Bell South at $12,750; taxes and unallocated maintenance agreement charges 42 Postage 1,750 Meter Permit Rental Fee Bulk Mail / 1 st Class Mail Permit Fees MIAMI SHORES VILLAGE, FLORIDA. . .............................. FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION NON - DEPARTMENTAL 001 - 0800 -519 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED OPERATING EXPEN6E51C0ntinued .4501 ISF: Risk Management 7,937 Calculations prepared by the Finance Department using a Village -wide schedule, allocating the total general liability & casualty insurance costs and the actuarially determined Self - insurance Reserve Fund funding requirement to all divisions. .4602 Repairs and Maintenance 4,500 Costs to cover repairs to Village -wide equipment damage and not covered under service agreements 47 Printing 3,000 Costs for Village Human Resource books, employee handbooks and pension materials .5202 Other Operating Expenses 7,500 Copy Paper, Toner & Misc. Supplies .5280 Bank Fees 5,250 Charges incurred to process investments fully offset by special interest account .5800 Training and Education 500 Materials related to general employee training Subtotal Operating Expenses $ 72.729 DEBT SERVICE .8201 Dade Partners/Horace Mann 500 Donation .8202 Dade Partners /Shores Elementary 500 Donation .8207 North Miami Foundation 5,000 Donation .93 Contingency 150,000 Contingency Subtotal Debt Service: $ 156.000 TOTAL: Non - Departmental S 277,759 Department ... �t =�t Risk Management Internal Seryices._: Fundamentals .............. • Risk Management consists of all non- hea.lth insurance costs and related activities • Costs include all excess liability premiums for general coverage, property and automobiles; Public Official Liability; Professional Bonds; Boiler and Machinery poIicies; Workers ' r' t Compensation; and the corresponding self - FV. insurance reserve contributions • All costs are allocated using a weighted - average scale, applying the total risk management costs (premiums, SIR contributions and administrative costs) to all funds and divisions using division totals as a ratio to the total budget. • Workers' compensation costs are allocated using the type and number of employees corresponding to the state - designated categories • The Village is self - insurance for liability purposes and annually purchases excess reserve policies to protect us from litigatory exposure • The annual SIR contribution is actuarially calculated, similar to the Village's Retirement Funds. • The FY 2000 actuarial contribution reviews prior claims and estimated exposure for future years • FY 2001 needs $594,000 • Vi I lage has $792,000 - a PLUS,/ SIR IS OVERFUNDED/ by $200,000 MIAMI SHORES VILLAGE, FLORIDA, ................................... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION FINANCE DEPARTMENT. Risk Management (Internal Service Fund) 501 - 6500 -519 CODE CLASSIFICATION AMOUNT EXPLANATION REQUESTED PERSONNEL SERVICES .2441 Risk Management:Workers' Compensation Premium 2442 Risk Management:Workers' Compensation Premium 2443 Risk Management:Workers' Compensation Claims 2444 Risk Management:Workers' Compensation Administration Subtotal. Personnel Services OPERATING EXPENSES .4511 Risk Management: Premium Excess: General Liability Ar,11 D;'t- A dnnnrrmm�n4 Dromi�im i✓ 1 L 1�1J111t1LLll(L�..�VL11V11L. 1 1 V11uLU11 Excess: Excess Property Liability 4513 Risk Management: Premium Boiler / Machinery 4516 Risk Management: Premium Public Officials' Liability 4517 Risk Management: Premium Surety Bond .4518 Risk Management: Premium Finance Director Bond 4555 Risk Management: Third Parry Administrative Fees $ 18,960 17,590 3,520 10,382 S 50,452 198,000 16 1)7A ,V /-T 2,308 19,149 1,317 2,833 16,761 .4580 Risk Management: Premium 2,500 Subtotal Operating Expenses S 283,134 TOTAL: Finance Department $ 333,582 Risk Management Standard Premium paid for workers' compensation Premium paid for outstanding claims with Miami -Dade County Monies held in reserve for workers' compensation claims Workers' compensation third party administration fees Annual Premium for insurance policy Annual Premium for insurance policy Annual Premium for insurance policy Annual Premium for insurance policy Annual Premium for insurance policy Administrative fees for third party administration ofliability claims Premium for recreation participants +-PAQ 19j, BUILDING DEPARTMENT - - Bustle" ORGANIZATION CHART aw DIRECTOR OF BUILDING FRANCIS J. LUBIEN EXECUTIVE ASSISTANT MARGARITA MONTIEL CLERICAL ASSISTANT GLADYS VILLAR MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 2000 -2001 BUDGET BUILDING DEPARTMENT Services, Functions and Activities The Building Department strives to effectively and efficiently obtain compliance with municipal and county construction codes in a client sensitive manner. Building inspec- tions ensure compliance with the Miami Shores Village Code, the South Florida Building Code and all other applicable State and Federal codes. This is accomplished through building plans examination, permitting and the inspection of construction methods and materials. The Department processes all permit applications to ensure that mandatory information and documentation are included. This includes, but is not limited to signed and sealed plans, specifications, surveys, licenses, certificates of insurance, letters of acceptance from Miami -Dade County product control for materials to be used in the project. Upon completion of the project, the Department issues a certificate of occu- pancy. F 2000 Achievements i > The Building Department has processed 1,305 permits from October 1999 through May 2000 with a construction value of $7,287,695. New construction permits for large, single family residences include 131 NE 101 Street and 1092 NE 104 Street. Commercial construction includes the renovation of Chevron gas station / convenience store. Barry University recently began construction on office and classroom space. > Based on the average permits to date, the Building Department estimates an additional 652 permits for the remainder of the fiscal year, with a potential construction value of $3,643,847. > The permit activity is an indication of expansion, renovation and improvement to existing properties in addition to raising property values, thus increasing revenues. It is also an overall protection to the integrity of our community. MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 2000 -2001 BUDGET IF7 BUILDING DEPARTMENT j Goals and Objectives for 2001 The primary objective of the Building Department is to maintain the residential integrity of the Village in accordance with the Code of Ordinances and the South Florida Building Code. The trend of younger families relocating to Miami Shores continues. The majority of new residents plan to expand and/or improve their homes. The Department will require compliance with all building regulations and construction standards to ensure public safety. Check lists and processing aids will be upgraded to assure concurrency with the changes to applicable codes. The department will also implement the first phase of permit automation. MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION BUILDING DEPARTMENT 001 - 0400 -524 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED PERSONNEL SERVICES .11 Executive Salary $ 48,391 Building & Zoning Director .1101 Executive Benefits - General 1,825 Executive package .1102 Executive Benefits - Supplemental Insurance 675 Executive package .12 Regular Salaries 55,946 (1) Executive Assistant* (1) Clerical Assistant ** * Regular salaries reflect the full year funding for the Clerical Assistant, converted from part to full time in Spring 2000; and increased Executive Assistant hours from 32 to 35 hours weekly * *Clerical assistant salary and benefits are fully offset and paid by surrendered building bonds .21 FICA 8,173 Social Security and Medicare taxes 23 Health Insurance 5,581 Estimated annual per employee costs for health, dental and other contractu- ally obligated non - liability benefits with 5% inflationary factor included. .24 ISF: Workers' Compensation 238 Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions 2999 Contingent Personnel Costs 6,285 Projected costs for all eligible employee's annual COLA, Merit, longevity, other contractually required personnel cost increases and the associated federal taxes for a one year period Subtotal: Personnel Services $ 127,114 MIAMI SHORES VILLAGE, FLORIDA.,.... ...... ......... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION BUILDING DEPARTMENT 001 - 0400 -524 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED OPERATING EXPENSES 34 Contractual Services $ 43,030 Fees for inspection on Plumbing, Electrical and Mechanical; Maintenance contract for typewriter and engineer to act in Department head's absence or leave 40 Travel 1,500 Building Official's Association of Florida annual seminar and Board meeting, South Florida Builiding Official's Meeting 41 Telephone 450 Base telephone costs allocated 411 Telephone - Long Distance 50 Estimated cost for toll calls 412 Cellular Telephone 840 Cost for Nextel cellular telephone 42 Postage 700 Correspondence and certified mail 4210 Courier / Delivery Services 50 Hand delivery of plans, recovered by fees 4501 ISF: Risk Management 5,746 Calculations prepared by the Finance Department using a Village -wide schedule, allocating the total general liability & casualty insurance costs and the actuarially determined Self - insurance Reserve Fund funding requirement to all divisions. *Includes funding to replace 1993 Ford assigned to department 4502 ISF: Fleet Maintenance 7,686 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 47 Printing 2,000 Printed forms for Building & Zoning: permits, Garage sale, Other miscella- neous printing MIAMI SHORES VILLAGE, FLORIDA .................. FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION BUILDING DEPARTMENT 001 - 0400 -52,4 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED OPERATING EXPENSES (Continued) .51 Office Supplies $ 520 Pens, paper, ink and other office supplies for a one year period for 3 full -time employees .5202 Other Operating Expenses 950 Film, Filing cabinets ,54 Subscriptions & Memberships 210 Building Off'icial's Association of FL South FL Building Official Council Dade Council National Notary Association 5800 Training & Education 300 Estimated registration fee for Director to attend annual seminar Subtotal: Operating Expenses S 64.032 I A i_ r ■ ■•._ Q 1 f 1 1 ■r ivTAi,: Building Department 011*x1x4u Miami Shores Village FY 2000 - 2001 Budget Community Development Department This Department is now combined into the Office of the Village Manager PLANNING & ZONING sH�R ORGANIZATION CHART wn�OR[flA` PLANNING & ZONING DIRECTOR ALLYN BERG ADMINISTRATIVE ASSISTANT IRENE FAJARDO MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 2000 -2001 BUDGET PLANNING, ZONING & CODE ENFORCEMENT DEPARTMENT PLANNING & ZONING DIVISION Effective October 1, 2000, the Planning & Zoning Department merged with the Code Enforcement Department The new department provides both functions under two divisions. Services, Functions and Activities The Planning & 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 Division provides staff support for the Board on special projects as well as acting as the official staff liason between the Board and Village. The Division is responsible to investigate and report matters as assigned by the Village Manager. New ordinances, staff reports and materials are prepared and submitted for approval by the Village Council. Updates to the Land Use Map and Comprehensive Plan are also re- viewed periodically as required by Florida Statutes. 2000 Achievements > Submitted the Village's Comprehensive Plan and received notice of compliance from the Department of Community Affairs in December 1999. > Processed a request and prepared corresponding reports for review with the recommenda- tions to re -zone the Publix parking lot from A -1 to B -2 complying with the Village's Comprehensive Plan. > Prepared signage studies of the B -1 (NE 2 Avenue) and B -2 (Biscayne Boulevard) business districts to recommend improvements to the area. > Processed a request and prepared corresponding reports for review with the recommenda- tion to re -zone the Biscayne Dog Track from S -2 to S -1 in consideration of future develop- ment proposals for a college use. > Implemented new administrative policies to enhance staff participation in the areas of staff reporting with applicable recommendations to the Planning and Zoning Board. > Designed and developed a comprehensive schedule to more accurately offset direct Village inspection and review costs. MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 2000 -2001 BUDGET PLANNING, ZONING &CODE ENFORCEMENT DEPARTMEN PLANNING &ZONING DIVISION Goals and Objectives To enhance operational efficiencies. 1. To create new zoning map that reflects current and future land uses by 12/31/00. a. To prepare and print map updates, submit for Council approval: 1 sl reading - 11/2 1 /00 2nd reading - 12/22/00 2. To create a new Zoning / Land Development Code by 03/31/01. a. To review existing code and develop first set of revisions by 11 /10 /00. b. To submit revisions to Planning and Zoning Board by 11/17/00. C. To submit recommendations to Council: 1st reading - 12/05/00 2nd reading - 12/22/00 3. To create an organization and procedural manual for Planning and Zoning by 06/30/01. a. To identify processes necessary for Planning and Zoning according to Florida Statute. b. To draft first set of procedures with flow chart by 11/0 1 /00. C. To review with Village Attorney by 11/15/00. d. To prepare revisions and schedule for Village Council: 1st reading - 12/05/00 2 "d reading - 12/22/00 II. To improve customer service. 1. To provide customer friendly information about zoning, housing, and property main- tenance codes to residents. a. To order necessary materials by 10/ 15100. b. To select vendor for printing of maps and brochures by 11 /01 /00. C. To implement new land development regulations, revise procedures and obtain Council approval 12 /22/00. d. To print and distribute new work products by 03/31 /01. III. To develop new revenue streams. 1. To design a new fee schedule to offset costs for providing services by 11/01/00. a. To review current workload and agenda item requests by 11/01/00. b. To submit fee schedule to Village Council by 03/31 /01. MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION PLANNING, ZONING & CODE ENFORCEMENT DEPARTMENT PLANNING & ZONING DIVISION 001 - 0450 -524 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED PERSONNEL SERVICES 11 Executive Salary 1101 Executive Benefits - General 12 Regular Salary .21 FICA 23 Health Insurance 24 ISF: Workers' Compensation $ 63,000 Full year funding for Department head 2,500 Executive package 11,377 50% salary allocation of Clerical assistant from Code Enforcement Division 5,882 Social Security and Medicare taxes 2,790 Estimated annual per employee costs for health, dental and other contractu- ally obligated non - liability benefits with 5% inflationary factor included 116 Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions 2999 Contingent Personnel Costs 5,588 Projected costs for all eligible employee's annual COLA, Merit, longevity, other contractually required personnel cost increases and the associated federal taxes for a one year period Subtotal: Personnel Services $ 91.253 OPERATING EXPENSES 31 Professional Services $ 5,000 Comprehensive Plan update prepared by outside contractor 34 Contractual Services 1,557 Copy Machine maintenance and allocated service agreement costs for central copier, main computer system, burster and extermination services; plus service agreement on 3 PC's, 2 printers and computer program updates MIAMI SHORES VILLAGE, FLORIDA....... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION PLANNING, ZONING & CODE ENFORCEMENT DEPARTMENT PLANNING & ZONING DIVISION 001 - 0450 -524 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED OPERATING EXPENSES (Continued) .40 Travel $ 920 Travel to attend State Planning conference 41 Telephone Expenses 119 Telephone Centrex allocations 411 Telephone - Long Distance 120 Estimated long distance costs .412 Cellular Telephone 1,679 Nextel telephones .42 Postage 2,640 Zoning hearing notices and miscellaneous correspondence .4501 ISF: Risk Management 1,915 Calculations prepared by the Finance Department using a Village -wide schedule, allocating the total general liability & casualty insurance costs and the actuarially determined Self - insurance Reserve Fund funding requirement to all divisions .4502 ISF: Fleet Maintenance 3,689 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 .46 General Repairs & Maintenance 100 Estimated repair costs on equipment protected by contract or service agreement .47 Printing 1,650 Information brochures; Misc. printing .51 Office Supplies 1,275 Pens, paper, ink and other office supplies for a one year period for 2 full -time employees .5202 Other Operating Expenses 250 Computer peripheral equipment MIAMI SHORES VILLAGE, FLORIDA ........................ . .. . ......... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION PLANNING, ZONING & CODE ENFORCEMENT DEPARTMENT PLANNING & ZONING DIVISION 001 - 0450 -524 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED OPERATING COSTS (Continued .54 Subscriptions & Memberships $ 613 Florida Planning & Zoning Assoc. American Institute of Certified Planners Zoning News and Zoning Law Bulletin 5800 Training & Education 895 Attend annual Florida Planning & Zoning Conference Attend two local Zoning & Code Enforcement seminars Subtotal: Operating Costs $ 22.422 TOTAL: Planning & Zoning Division S 113,675 * S�t 9.1 CODE ENFORCEMENT ORGANIZATION CHART lilt" 611fom 1 �L R'�"7A CODE ENFORCEMENT DIRECTOR ALLYN BERG SENIOR CODE ENFORCEMENT OFFICER RICHARD TRUMBLE ADMINISTRATIVE ASSISTANT IRENE FAJARDO FULL -TIME FULL -TIME CODE ENFORCEMENT OFFICER CODE ENFORCEMENT OFFICER ERNST LOUIS HILLARY GRAVER MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 2000 -2001 BUDGET PLANNING, ZONING &CODE ENFORCEMENT DEPARTMENT CODE ENFORCEMENT DIVISION Effective October 1, 2000, the Planning and Zoning Department merged with the Code Enforcement Department This new department provides both functions under two divisions. Services, Functions and Activities The Code Enforcement Division performs community -wide inspections to maintain the high standards of Miami Shores Village. By forging an alliance with the community and its residents, the Division staff is able to achieve an exceptionally high compliancy per- centage. Continuing violations are processed through the Code Enforcement Board which may impose fines in the form of property liens. Staff associates work closely with the Police and Public Works Departments in order to achieve Village -wide community im- provement programs. 2000 Achievements > Installed a new computer system to automate the notice of violations and complaint tracking. > Became more pro- active by pursuing Minimum Housing Code violations to improve existing housing and enhance property values. > Performed property surveys and conducted neighborhood "sweeps" to identify declining conditions. > Developed an improved Code Enforcement Board procedures allowing cases to be adjudicated in a more expeditious manner. > Expanded inspection activities to include weekend enforcement. > Implemented a more customer friendly approach to Code Enforcement by encourag- ing efforts to establish contacts in the field without the necessity of writing "viola- tions". MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 2000 -2001 BUDGET PLANNING, ZONING &CODE ENFORCEMENT DEPARTMENT CODE ENFORCEMENT DIVISION Goals & Objectives for 2001 To create organization and procedural manual for Code Enforcement; develop ticketing ordinance in addition to Code Board. 1. Review the Code of Ordinances by the second fiscal quarter and provide recommen- dations to the Village Manager for improvements. 2. Identify processes necessary for Code Enforcement according to Florida Statute. 3. Draft first set of procedures with flow chart by 010 /1 /01. 4. Review with Village Attorney by 02/01/01. 5. Prepare revisions and schedule for Village Council 1 st reading - 02/05/01. 2nd reading - 02/22/01. II. To provide customer friendly information about property maintenance codes and Code enforcement processes to residents thus enhancing property values through a Code compliance system that is not onerous to residents. 1. Order necessary materials by 10/15/00. 2. Select vendor for printing of maps and brochures by 11 /01 /00. 2 Dr;-+ nr.a .i;.�..:1.,,�0.. ,...1..- ]., a L -. 1'1 /n1 inn .. 11111L u11u 111DL11UUL411Vw WULXL P1VUULiLJ UY 11_/V1 /VV. III. To reduce number of complaints referred to Code Enforcement. 1. Review complaints and current workloads by 11 /01 /00. 2. Reassign inspection areas, implement pro- active approach and new priorities by 01/15/01. 3. Develop new procedural manual by 03/15/01. 4. Review program and modify as needed by 06/15/01. IV. To implement pro- active Code Enforcement Program. 1. Identify community detractors and violations that contribute to neighborhood decline and develop list of Code Enforcement priorities by 11/0 1 /00. 2. Systematically survey the Village and provide staff training to ensure that fairness and evenness are applied in all Code violation situations. 3. Insure that all Code Enforcement officers are trained on the Comply II Code Enforce- ment system and become state certified. 4. Provide support services to the Code Enforcement Board. MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION PLANNING, ZONING AND CODE ENFORCEMENT DEPARTMENT CODE ENFORCEMENT DIVISION 001 - 0451 -524 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED PERSONNEL SERVICES 12 Regular Salaries $ 111,007 3 full -time Code Compliance Officers Note: Sr. Code Enforcement officer, previously allocated to Sanitation, is now fully funded in this Division, partially offset by Sanitation thru the payment of the management fee. Administrative Secretary - allocated with Planning & Zoning 14 Overtime 2,000 Estimated overtime costs foR special enforcements and attendance at Board meetings under FLSA regulations .21 FICA 8,492 Social Security and Medicare taxes .23 Health Insurance 6,511 Estimated annual per employee costs for health, dental and other contractu- ally obligated non - liability benefits with 5% inflationary factor included. 24 ISF: Workers' Compensation 1,391 Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions 2999 Contingent Personnel Costs 5,617 Projected costs for all eligible employee's annual COLA, Merit, longevity, other contractually required personnel cost increases and the associated federal taxes for a one year period Subtotal: Personnel Services S 135,018 OPERATING EXPENSES 34 Contractual Services 704 Allocated costs for services agreement on copier, fax and telephone; plus Uniform cleaning MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION PLANNING, ZONING AND CODE ENFORCEMENT DEPARTMENT CODE ENFORCEMENT DIVISION 001 - 0451 -524 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED OPERATING EXPENSES Continued .3420 Court Filing Fees 2,000 Record notices, orders & lien releases 40 Travel 1,000 Florida Assoc. of Code Enforcement 41 Telephone 140 Telephone service 411 Telephone - Long Distance 130 Estimated long distance cost 42 Postage 7,000 Correspondence and certified mail notices of violations 4501 ISF: Risk Management 5,746 Calculations prepared by the Finance Department using a Village -wide schedule, allocating the total general liability & casualty insurance costs and the actuarially determined Self- insurance Reserve Fund funding requirement to all divisions 4502 ISF: Fleet Maintenance 11,069 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 47 Printing 2,000 Printing of educational pamphlet and notice of violations 51 Office Supplies 700 Pens, paper, ink and other office supplies for a one year period for 3.5 full -time employees 5202 Other Operating Expenses 1,000 Film purchase & development Toner for printer Replace cellular phone to Nextel system MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION PLANNING, ZONING AND CODE ENFORCEMENT DEPARTMENT CODE ENFORCEMENT DIVISION 001 - 0451 -524 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED OPERATING EXPENSES (Continued .5204 Uniforms $ 998 Uniform costs for 3 staff members per contract: (5) pants, (5) uniform shirts with logo, belts and shoes where applicable 54 Subscriptions & Memberships 280 Florida Association of Enforcement Florida Planning &Zoning Assoc. 5810 Tuition Reimbursement 2,500 Subtotal: Operating Expenses $ 35.267 TOTAL: Planning, Zoning & Code Enforcement Department - Code Enforcement Division S 170,285 5 "4 POLICE DEPARTMENT = ORGANIZATION CHART ynyNb �A'Te6 I b ORLDA` COMPLAINT OFFICER PAM ESTTRADA -1 COMPLAINT OFFICER KIMBERLYJAMES COMPLAINT OFFICER JOCELUN FELKER COMPLAINT OFFICER HEATHER WILLIX T COMPLAINT OFFICER VACANT SPECIAL PROJECTS COORDINATOR JOHN HUGHES P/TOFFICER SERGEANT LEGALADVISOR SERGEANT D P HUGHES EDOIE RAMAS LIEUTENANT PTT OFFICER LEGAL ADVISOR JACK ULMER PETER MAGRINO DETECTIVE CHIEF OF POLICE RICHARD MASTEN EXECUTIVE ASSISTANT IRENETOLENO POLICE CHAPLAIN FR. RAY GEISSER POLICE CRIME ANALYST LIEUTENANT STEVEN WATSON KEVIN LYSTAD POLICE RECORDS CLERK SERGEANT SERGEANT SERGEANT SERGEANT iAVIO MCLEOO EDOIE RAMAS ROSERTKNOWLES MARTFLA RFgi}NC DETECTIVE DETECTIVE DETECTIVE DETECTIVE MIKERIVERA 6LETNNfASNER STEVESADOW$1(I TIMDEARDEI PATROLMAN PATROLMAN PATROLMAN KEVINREED PATRICKMORIARITY JOSEPHKEELEY gill PATROLMAN PATRUVMN PATROLMAN DON LOHNES CHRNSHMER JAAESVOUNG PATROLMAN PATROLMAN PATROLMAN KEITH HARRELL CHRSBRAOLEY fiLADrMWOOCTEUR PATROLMAN PA7RIXMAN PATROLMAN PATROLMAN JOHN LEE CUFFORDVIOKERS ROBERTFRAME JACK ST. THOMAS PATROLMAN PATROLMAN PATROLMAN AARONGYSAN MIKEGREEN SERGIOGIACOMONE PATROLMAN PATRphtAN PATROLMAN KERRYTURNER MATTWESTBROOK PATROLMAN PATROLMAN MICHELLE SOLI ISMEL PEREZ PR SCHOOL CROSSING GUARD ROGERGREENE Prr SCHOOL CROSSING GUARD VACANT PIT SCHOOL CROSSING GUARD RESERVE POLICE OFFICER JEROME SENSINGER T RESERVE POLICE OFFICER VACANT MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 2000 -2001 BUDGET POLICE DEPARTMENT Services, Functions and Activities The Miami Shores Police Department is the chief law enforcement agency charged with upholding all federal, state and local laws. The Department is responsible for the investigation of crimes, traffic enforcement, public safety education, and other law enforcement functions. With service to the community as a foundation, we are driven by goals to enhance the quality of life, investigating problems and all incidents, seeking solutions and fostering a sense of security in the community. We will strive daily to nurture public trust by holding ourselves to the highest standards of performance and ethics. We are proud of the following, which is our Mission Statement: "We, the Miami Shores Police Department, exist to serve all people within our jurisdiction with the utmost of respect, fairness and compassion. We are committed to the prevention of crime and the protection of life and property; the preservation of peace, order and safety, the enforcement of all laws and ordinance, and the safeguarding of our nation's constitutional guarantees. With service to our community as a foundation, we are driven by goals to enhance the quality of life, investigating problems and all incidents, seeking solutions and fostering a sense of security in the com- munity. We will strive daily to nurture public trust by holding ourselves to the highest standards of performance and ethics. To fu fill our Mission, the Miami Shores Police Department is dedicated to providing a quality work environment and the development of its members through effective training and leadership." MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 2000 -2001 BUDGET POLICE DEPARTMENT 2000 Achievements > Through various enforcement programs, overall crime is down a marked 15% from the prior year. (Note: theft down 25 %; larceny down 22 %; and robbery down 13 %. > All Police Officer staff received training and were certified to operate the Automated External Defibrillator. > Completed the acquisition and implementation of the Mobile Data Terminal System. > Responded to 6,714 calls for service. > Received $75,000 Department of Justice COPS Grant offsetting the majority of the mobile data terminal project costs. > Acquired and implemented a City Watch computer system to improve community service and help our elderly. > Received fifteen new Crime Watch volunteers logging over 800 hours of service time. > Received over $88,000 in confiscated funds resulting from the IMPACT money laundering task force. > Received several awards at the Florida Canine Trials. A MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 2000 -2001 BUDGET POLICE DEPARTMENT a� Goals and Objectives for 2001 L -- I. 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. a. The budgeted stren h of both our sworn and civilian ranks will be k tat its maximum allowable level. We 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. b. 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 Crimewatch, 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. c. Our team - oriented approach to community problem _solving will continue. It will be complemented by ongoing method modifications based on community feedback and internal input. Our quality program will focus on all aspects of our operation from the delivery of service to internal efficiency and cost effectiveness. Evaluative tools will be developed for citizen contacts and service evaluation. II. 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 equip- ment, facilities, fleet and available programs. The dividends of a healthy work force, well served community and a reduction in liability exposure will result. a. Training will be conducted necessary to insure compliance with the Florida Police Standards and Training Commission requirements for continued certification. Re- gion XIV funded programs will be utilized and supplemented with forfeiture funds for the support of advanced training and new programs. b. The police fleet will be maintained and replaced as necessary on the regular calendar of u!_ _r_chase. The FY 2001 budget includes funding for the replacement of six police cruisers. C. The armory and complement of police eau_pment 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. MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 2000 -2001 BUDGET POLICE DEPARTMENT Goals and Objectives for 2001- Continued d. The recruitment and selection process will be vigilantly monitored an d maintained. Background processing and investigations will be funded and conducted to insure our continued professionalism. III. The Miami Shores Police Department will continue with its vigorous emphasis on traffic - control with strong enforcement aimed at speeders. An example of this continued traffic enforcement effort is shown in this quantitative measurement of results. 1997 - 5,936 citations issued 1998 - 9,142 citations issued 1999 - 9,362 citations issued 2000 - 2,905 citations issued through 4/30 In response to citizen concerns regarding speeding motorists, the Department began its "Zero Tolerance" enforcement campaign "Safe & Slow." Since the start of "Safe & Slow ", the num- ber of citations issued to speeding motorists has increased dramatically. The Department has received numerous compliments from citizens and very few complaints since the operation began. We will continue to promote this campaign to ensure the safety of our citizens until we achieve voluntary compliance with posted speed limits. a. The use of radar equipment in the school zones and thoroughfares will continue to be emphasized for increased traffic enforcement visibility and voluntary compliance. b. "Operation Safe Streets" traffic sg&V checkpoints will be conducted on a monthl basis. C. We will conduct/Rarticipate in at least (2) DUI checkpoint operations during the Year. d. 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. IV. The current state of computerization within the police department is undergoing an evaluation and modernization. The virtual explosion of technological advances in this area of police tools and techniques will be evaluated for enhancements to our current system. a. Deployment and installation of our mobile data terminal project will continue. Addi- tional operations will be integrated into the mobile environment thus minimizing our officers "down time." b. Ongoing training will be provided to all officers as the 12roject continues. C. System enhancements will be made to the police stations computer network and asso- ciated equipment. .. . ounvrc vrT.T.AGE_ FLORIDA - - -. FY 2000 -2001 BUDGET 2000 - 2,001 BUDGET EXPLANATION POLICE DEPARTMENT 001 -0900 -521 EXPLANATION CODE CLASSIFICATION ADOPTED O PERSONNEL SERVICES Executive Salaries $209,485 Chief (1) 11 Lieutenant (2) Longevity / Holiday Pay Executive Benefit - General 2,500 Executive Package Ex 1101 • 12 Regular Salaries 1,819,557 Sergeants (4) Detectives (4) Corporal (1) • Police Officers (22) • Complaint Officer / Dispatcher (5) Executive Assistant (1) • Police Records Specialist (1) Crime Analyst (1) Special Projects Coordinator (1) • Courier Longevity / Holiday Pay • Supervisor's Relief Pay Vacation / Sick Time • 8,917 Crime Watch Coordinator (part-time) • 0 13 Other Wages • 86,490 Sergeants • .14 Overtime Detectives 0 Police Officers • Complaint Officers, Executive Assistant Records Specialist Crime Analyst Special Projects Coordinator 0 Overtime - Special Detail 100,000 Funding for the special Crime Suppression • . .1401 Task Force 129,458 Funding for security details provided to • • 15 Off -Duty Assignments private companies fully offset by direct 0 charges to vendor plus a 25% administra- tive surcharge • • • MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION POLICE DEPARTMENT 001 - 0900 -521 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED PERSONNEL SERVICES (Continued) .21 FICA 180,210 Social Security and Medicare taxes ,22 Retirement 173,831 Actuarially calculated to meet Statuatory funding requirements .23 Health Insurance 128,400 Estimated annual per employee costs for health, dental and other contractu- ally obligated non - liability benefits with 5% inflationary factor included. .2301 Retirement Insurance 7,300 City's matching portion of Police Officer Retirees insurance .2310 Employee Benefit - Savings Bond 1,700 Contractually mandated annual purchase of $100 Savings Bond .24 ISF: Workers' Compensation 14,948 Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions .2999 Contingent Personnel Costs 62,576 Projected costs for all eligible employee's annual COLA, Merit (percent dependent upon union contract(s)), longevity, other Subtotal Personnel Services $2,925,372 contractually required personnel cost increases and the associated federal taxes for a one year period OPERATING EXPENSES .34 Contractual Services $ 55,745 Veterinary contract; Uniform cleaning; Maintenance on computers, software, photocopier, dictaphone, telephone Car wash contract, Radio Maintenance Air Conditioning, Elevator Annual physical exam Decontamination services Janitorial services MIAMI SHORES VILLAGE, FLORIDA... ............ - .................... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION POLICE DEPARTMENT 001- 0900 -521 CODE CLASSIFICATION AMOUNT .> XPLANATION ADOPTED OPERATING EXPENSES Continued .40 Travel 6,270 Meals and lodging, Miscellaneous training .41 Telephone Expenses 9,657 Emergency rotary and non - emergency lines, Fax Line .411 Telephone - Long Distance 358 Estimated costs for 40 telephones .412 Cellular Telephone 9,451 Estimated cellular costs for 6 phones 42 Postage 2,100 Postage, Freight charges, Registered and certified mail 4210 Courier / Delivery Services 50 Funding for courier & overnight deliveries 4301 Electricity 13,753 Pistol range, Police headquarters 4303 Water 1,812 Police headquarters 44 Rentals & Leases 8,934 County based computer Motorcycle lease Unmarked vehicles 4501 ISF: Risk Management 81,728 Calculations prepared by the Finance Department using a Village -wide schedule, allocating the total general liability & casualty insurance costs and the actuarially determined Self - insurance Reserve Fund funding requirement to all divisions. 4502 ISF: Fleet Maintenance 155,488 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 *This budget also includes funding for six replacement cruisers MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION POLICE DEPARTMENT 001 - 0900 -521 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED OPERATING EXPENSES (Continued) .4602 Repairs & Maintenance 3,497 Pistol range, Computer peripherals & other equipment .47 Printing 2,100 Stationary, Business cards, ID cards, Phone stickers, Permits, Case referral forms, Survey cards, Police vehicle decals, Alarm permit decals .48 Advertising & Promotions 4,600 Police Chief dinner .51 Office Supplies 4,280 Pens, paper, ink and other office supplies for a one year period for 45 full -time employees .5202 Other Operating Expenses 27,004 Firearm supplies and ammunition First aid supplies Detective bureau supplies K -9 supplies Other operating supplies Coffee / water 5204 Uniforms 23,432 Uniforms and personal equipment .54 Subscriptions & Memberships 2,753 Membership books, Publications ,5800 Training & Education 7,148 Funding for specialized police training and continuing education costs 5810 Tuition Reimbursement 4.000 Contractually required funding for authorized staff associates Subtotal: Operating Expenses S 424,160 MIAMI SHORES VILLAGE, FLORIDA ...... ............°..°............... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION POLICE DEPARTMENT 001 - 0900 -521 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED CAPITAL )UTLAY .64 Equipment 7.000 Document storage archiving, Traffic speed laser guns Subtotal: Capital Outlay Sl 00 ]'SON- OPERATING EXPENSES 83 Crime Watch 3,760 Funding for specialized Crime Watch programs Subtotal: Non - operating $ 3.760 TOTAL: Police Department S 3,36 0,292 MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 2000 -2001 BUDGET POLICE - School Crossing 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 our children in crossing several major thoroughfares in the Village and monitor their safety. This is fully funded from the County. Goals and Objectives I. The Miami Shores Police Department will operate the School Crossing Guard program. a. The budgeted strength of four (4) part-time positions will be implemented during the school year. b. Quality service will continue to be our model for delivery to our citizens. C. The recruitment and selection process will be vigilantly monitored and maintained. 1. Background processing and investigations will be funded and conducted to ensure the highest level of professionalism. MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION POLICE: SCHOOL CROSSING GUARD DEPARTMENT 001 - 0901 -521 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED PERSONNEL SERVICES .13 Other Wages $ 18,535 School Crossing Guards (3) .21 FICA 1,418 Social Security and Medicare taxes .24 ISF: Workers' Compensation 114 Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions .2999 Contingent Personnel Costs 824 Projected costs for all eligible employee's annual COLA, Merit, longevity, other contractually required personnel cost increases and the associated federal taxes for a one year period Subtotal: Personnel Services S 20,891 OPERATING EXPENSES .51 Office Supplies $ 100 Pens, paper, ink and other office supplies for a one year period for 1.5 full -time employees .5202 Other Operating Expenses 389 Badges, flares and signs .5204 Uniforms 796 Funding for contractually- negotiated uniforms including (5) shirts, (5) pants, emblems, etc... Subtotal: Operating Expenses 1,012 TOTAL: School Crossing Guard Division 2$ 1,903 , OR, PUBLIC WORKS �. DEPARTMENT R ORGANIZATION CHART DIRECTOR OF PUBLIC WORKS/ DAVE TRAILL ASST. PUBLIC WORKS DIRECTOR VACANT PlfADMINSECRETARY EXECUTIVE ASSISTANT PURCHASING AGENT TERRY CIARKE PAMELA MENADIER SCOTT DAVIS WASTE / RECYCLING SUPERVISOR I SHOP FOREMAN JOHN COBB JIM MCCOY EQUIPMENT REFUSE REFUSE EQUIPMENT OPERATORIII TRUCK DRIVER TRUCKDRIVER MECHANIC SAM BLACK LUIS HERNANDEZ ERNESTHAMILTON J OE ALLEN EQUIPMENT REFUSE REFUSE EQUIPMENT OPERATORIII COLLECTOR COLLECTOR MECHANIC WILLIE BAILEY CURTIS SAWORD RICHARD BUJTAS CHARLIE HARBER EQUIPMENT REFUSE REFUSE EOUIPMENT OPERATORIII COLLECTOR COLLECTOR MECHANIC DANIELWILSON TERRYDINKINS VACANT €RIC REYNOLDS EQUIPMENT REFUSE REFUSE AUTO OPERATORIII TRUCK DRIVER TRUCKORIVER DET.. VACANT ERNESTRAY LEROYKNIGHT F €L19C AU£GRIA REFUSE REFUSE REFUSE TRUCKDRIVER COLLECTOR COLLECTOR WILLIE JAMES GESPERPAUL ENRIOUENAVARRO REFUSE REFUSE REFUSE TRUCK DRIVER TRUCKDRIVER COLLECTOR MILTONCHONG RICHARD HALL ROBERTO PABON REFUSE REFUSE REFUSE TRUCK DRIVER TRUCK DRIVER TRUCKDRIVER VACANT VACANT SHELDON SMITH J SPECIAL PROJECTS j JOHN RUMBLE STREETS SUPERVISOR MELVIN MOORE CUSTODIAL PARKS WORKER FOREMAN VACANT VACANT CEMENT FINISHER PARKS LEAD WORKER FRANK ALBA..0 RICK MILLER OFFICER VACANT WORKER II TALES. ST FLEUR EQUIPMENT OPERATORI JULIO ROMAN MAINTENANCE WORKER I ERIC NORMAN MAINTENANCE WORKERI MAINTENANCE WORKER II RAFAELHERRERA MAINTENANCE WORKER II HECTOR MORALES MAINTENANCE WORKER I OSCAR MEW EQUIPMENT OPERATOR III VACANT TREE TRIMMER YVES VINCENT EQUIPMENT OPERATORII HERODEJOSEPH EQUIPMENT OPERATORI OSCAR ESPINOSA EQUIPMENT OPERATORI DATA PROCESSOR HASHIM ABDULLAH GROUNDS FOREMAN LUIS UROUTA T GROUNDSKEEPERII CHESTER PEARSON GROUNDSKEEPERI SILVIO MARTINEZ MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 2000 -2001 BUDGET PUBLIC WORKS: ADMINISTRATIVE DIVISION Services, Functions and Activities The Administrative Division of Public Works is responsible for the organizational func- tions of the largest Village Department. All paperwork associated with our operation (payroll, accounts payable, purchasing, customer service, workers' compensation, etc...) is accomplished by this division. The administrative unit also coordinates inter - departmental activities through Special Projects support (GIS logistics, intergovernmental coordination, etc.). A total of seven budgeted positions supports this element of our departmental mission. 2000 Achievements > Administered the beginning Phase I construction of the O'Dell wall significantly reducing crime in the O'Dell area of the Village. > Implemented data and GIS graphics systems to improve record keeping for the various divisions. > Completed Village -wide ADA modifications as required by Code. Gods and Objectives for 2001 I. To further expand in -house computer services to account for materials and resource expendi- tures and improve customer service. 1. By developing work/service schedules for Public Works divisions. 2. By monitoring performance on a monthly basis and placing supporting emphasis in indicated areas of concern. 3. By documenting and tracking all service complaints in key operational areas, ensuring a means to identify and attack negative trends. II. To enhance security and improve the appearance of the Public Works Administrative unit. 1. By constructing an improved, safer entrance area for the main office area (locked vestibule). 2. By repainting the facility's exterior (5 -year cycle) this year. MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION PUBLIC WORKS DEPARTMENT. Administrative Division 001 -1203 -534 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED PERSONNEL SERVICES 11 1101 12 13 21 23 24 2999 Executive Salary $ 70,686 Public Works Director Executive Benefit - General 2,500 Executive package Regular Salaries 162,714 Assistant Public Works Director (1) Executive Assistant (1) Purchasing Agent (1) Special Projects Coordinator (1) Other Wages 17,683 Administrative Secretary (PT) (1) Data Processor (PT) (1) FICA 19,400 Social Security and Medicare taxes Health Insurance 9,301 Estimated annual per employee costs for health, dental and other contractu- ally obligated non - liability benefits with 5% inflationary factor included. Workers' Compensation 464 Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions Contingent Personnel Costs 16,553 Subtotal: Personnel Services $299,301 OPERATING EXPENSES 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 34 Contractual Services $ 1,000 Copy machine maintenance contract Typewriter maintenance MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION PUBLIC WORKS DEPARTMENT. Administrative Division 001 -1203 -534 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED OPERATING EXPENSES (Continued) .3430 Other Contractual Services 55,000 Full funding of contracted security services partially offset from management fee pay- ments from the Enterprise funds (Sanitation & Stormwater) of $16,500 .40 Travel 795 Managememt seminars .41 Telephone Expenses 2,766 Telecommunication costs to connect satellite office to Village telephone system .411 Telephone -Long Distance 250 Estimated Ion$ distance costs .412 Cellular Telephone 1,500 Funding for Nextel system AD Pager Services 500 Funding for 4 pagers .42 Postage 135 Funding requirements for letters to staff and residents indicative of past trends .4501 ISF: Risk Management 9,577 Calculations prepared by the Finance Department using a Village -wide schedule, allocating the total general liability & casualty insurance costs and the actuarially determined Self- insurance Reserve Fund funding requirement to all divisions 4502 ISF: Fleet Maintenance 17,214 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 .49 Other Current Charges 810 Advertising for Sealed Bids .51 Office Supplies 2,000 Pens, paper, ink and other office supplies for a one year period MIAMI SHORES VILLAGE, FLORIDA.. ........ _ ......................... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION PUBLIC WORKS DEPARTMENT: Administrative Division 001 -1203 -534 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED OPERATING EXPENSES Continued 5202 Other Operating Expenses 54 Memberships & Subscriptions 5810 Tuition Reimbursement 461 Copy Paper / Toner 559 Publications, Dade County Subscrip- tion fee for purchasing contracts American Public Works Association America On -Line 1,200 Funding for contractually- required benefit to eligible employees Subtotal: Operating Expenses S 93,08 TOTAL: Administrative Division SS 392,388 Public Works Department MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 1999 -2000 BUDGET STREETS DIVISION Services, Functions and Activities The Streets Division of the Public Works Department functions as a multifaceted spe- cialized work force which accomplishes building maintenance, Storm water Manage- ment, and Local Option (street maintenance) applications. This Division of 11 employees maintains drains, pumps flooded locations during storms, cleans streets, repairs /replaces sidewalks, performs light maintenance (plumbing, car- pentry, masonry, etc.) and manages downtown trash can/parking meter services. 2000 Achievements > Completed Phase II of the NE 12th Avenue sidewalk flag replacement. > Enhanced the Recreation Center Crosswalk area. > Participated in the O'Dell streetlighting enhancement. Goals and Objectives for 2001 I. To redouble our efforts to maintain drains, sweep streets and replace worn out/damaged street signs throughout the Village. 1. By eliminating vacancies and hiring qualified personnel. 2. By increasing CDL and operational training to ensure special purpose vehicles can be operated when required by operational needs. 3. By training at least four employees to operate the sign - making machine. II. To repair at least 800 sidewalk flags (sections) Village -wide on an annual basis. 1. By achieving a monthly quota of 65 flags. 2. By ensuring the concrete crew is fully manned with experienced, motivated employ- ees. By computer tracking performance and analyzation monthly, MIAMI SHORES VILLAGE, FLORIDA... ... ............................... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION PUBLIC WORKS DEPARTMENT: Streets Division 001 - 1202 -541 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED PERSONNEL SERVICES 12 14 .21 .23 .24 .2999 Regular Salaries $ 148,546 Streets Supervisor (1) Maintenance Worker (5) Parking Enforcement Specialist (1) Custodian (1) Salaries reflect full funding - no longer applying the reclassification practices. This Division is partially offset from a contribution from Local Option Gas Tax proceeds ($238,755) Overtime 2,290 Estimated funding measurement using past trends FICA 11,539 Social Security and Medicare taxes Health Insurance 11,161 Estimated annual per employee costs for health, dental and other contractu- ally obligated non - liability benefits with 5% inflationary factor included. ISF: Worker's Compensation 4,037 Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions Contingent Personnel Costs 10,200 Subtotal: Personnel Services S 187,773 OPERATING EXPENSES Projected costs for all eligible employee's annual COLA, Merit (percent dependent upon union contract(s)), longevity, other contractually required personnel cost increases and the associated federal taxes for a one year period .31 Professional Services $ 1,000 Funding to contract survey consultants .34 Contractual Services 4,380 Termite Contract, Shop Towels, Police Department Generator, Fulton Ext., Disposal of used oil, Temporary labor, Service contract on time clock MIAMI SHORES VILLAGE, FLORIDA.. .. . _ . . - . . ............. __ ....... FY 2000 -2001 BUDGET 2,000 - 2,001 BUDGET EXPLANATION PUBLIC WORKS DEPARTMENT. Streets Division 001 -1202 -541 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED OPERATING EXPENSES .3410 Contractual Services: Temporary Labor 1,000 Funding for staff during leaves and attrition 3490 Contractual Services: Property Maintenance 27,102 Funding for Village -wide maintenance con - tracts including A/C, extermination and janitorial services .40 Travel 718 Seminars & Training Sessions for Supervisor & Mechanics .41 Telephone Expenses 43 Connection fee to Centrex at $3.55 monthly .430101 Electricity 146,023 Street Light estimates based on FPL projections .430102 Electricity 11,275 Village Hall .430103 Electricity 6,378 Public Works Motor Pool / Nursery .4303 Water 1,942 Village Hall / Public Works water reflective of savings from conversion program .44 Remtals and Leases 2,000 Short-term rental of special equipment .4501 ISF: Risk Management 11,493 Calculations prepared by the Finance Department using a Village -wide schedule, allocating the total general liability & casualty insurance costs and the actuarially determined Self- insurance Reserve Fund funding requirement to all divisions. .4502 ISF: Fleet Maintenance 67,031 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 MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION PUBLIC WORKS DEPARTMENT. Streets Division 001 -1202 -541 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED OPERATING EXPENSES (Continued) .4602 Repairs & Maintenance 22,177 Repairs to buildings & structures Miscellaneous parts for A/C units / water heater 47 Printing & Binding 418 Business cards, Repair orders, Action 63 Land Improvements 50,000 Streets resurfacing; Sidewalk repairs; Requests, Parts requisitions 49 Other Current Charges 513 Dade County & Florida fuel permits 5202 Other Operating Expenses 26,000 Safety equipment, Paper towels, toilet Subtotal: Capital Outlay S 63,80 tissue, cups and other miscellaneous operating supplies 5204 Uniforms 1,425 Funding for contractually - determined uniforms: (5) shirts, (5) pants 5205 Chemicals 200 Weed Killer and Insecticide 53 Road Materials 5,414 Hot asphalt patch, Bus bench repairs Miscellaneous signs and posts Subtotal: Operating Expenses S 336.27' CAPITAL OUTLAY 62 Buildings $ 8,800 Replace ice machine; replace fuse box and condensor at Village Hall 63 Land Improvements 50,000 Streets resurfacing; Sidewalk repairs; Sign materials; Seal coat downtown; 6301 Road End Beautification 5,0000 Miscellaneous replacement of shrubs, trees, signage mulch, etc. necessary for the upkeep and maintenance of the street and alley road closures Subtotal: Capital Outlay S 63,80 TOTAL: Streets Division S 5872847 Public Works Department MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 2000 -2001 BUDGET iL PARIS 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." A workforce of 9 employees accomplishes these vital functions. 2000 Achievements > Eliminated tree- trimming backlog. > Converted 5 areas of city water to well water saving the Village thousands of dollars annually. > Made aesthetic improvements to NE and NW 96 Street by planting Sabal palms in addition to planting foliage at the Biscayne Boulevard and Grand Concourse planters. Goals and Objectives for 2001 To minimize the wait for tree- trimming scrviccs to lcss than 45 days. 1. By computerizing all tree- trimming requests and review monthly for elimination of carryover pending requests. 2. By ensuring the trimming crew is full manned. 3. By ensuring the tree - trimming equipment is fully functional and/or stocked to back -up levels of vital equipment. II. To continue the conversion of expensive county water irrigation systems to Village -owned well systems. 1. By completing all remaining sites on NE/NW 96th Street - in the FY 2001 Capital Improvement budget. 2. By identifying and completing all metered locations on NW 2nd Avenue. III. To increase fertilization / enrichment of Village -wide planter beds to sustain aesthetically pleasing standards of presentation. 1. By developing a quarterly fertilization and vitality schedule. 2. By evaluating irrigation settings to enhance fertilization success. MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION PUBLIC WORKS DEPARTMENT. Parks Division 001 - 1201 -572 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED PERSONNEL SERVICES .12 Regular Salaries $ 203,640 Parks Foreman (1) Crew Leader (1) Equipment Operator (4) Maintenance Worker (2) Tree Trimmer (1) Note: Two posititions have been reclassified to the Stormwater Utility Fund .14 Overtime 6,261 Estimated funding requirements using past trends .1510 Lot Clearing 3,000 Funding to identify special services for Code Enforcement lot clearing; fees charged to property owner .21 FICA 16,287 Social Security and Medicare taxes .23 Health Insurance 16,742 Estimated annual per employee costs for health, dental and other contractu- ally obligated non - liability benefits with 5% inflationary factor included. .24 ISF: Worker's Compensation 5,041 Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions 2999 Contingent Personnel Costs 12,561 Subtotal: Personnel Services S 263.532 OPERATING EXPENSES 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 34 Contractual Services 6,000 Outside service to maintain and trim Village - wide trees MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION PUBLIC WORKS DEPARTMENT. Parks Division 001 -1201 -572 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED {OPERATING EXPENSES Continued .3410 Contractual Services: Temporary Labor 3,000 Funding for temporary labor to assist in property maintenance when regular employees are on leave .40 Travel 500 Management seminars for supervisor Al Telephone Expenses 108 General expenditures for phone system 4303 Water 14,637 4501 ISF: Risk Management 19,155 4502 ISF: Fleet Maintenance 115,613 5202 Other Operating Expenses 19,657 52021 Beautification Expenses 40,000 5204 Uniforms 1,545 Water used to irrigate parks & medians *FY 2001's request reduced costs resulting from the well conversion projects Calculations prepared by the Finance Department using a Village -wide schedule, allocating the total general liability & casualty insurance costs and the actuarially determined Self- insurance Reserve Fund funding requirement to all divisions. Calculations prepared by the Finance Department, applying the total fleet maintenance costs to all user divisions and the total number and types of vehicles assigned to each user function Safety equipment, tools & other supplies Funding for the comprehensive tree and street planting program Funding for contractually determined uniform: (5) shirts, (5) pants 5205 Fertilizers & Chemicals 1,739 Fertilizer for grass and trees MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION PUBLIC WORKS DEPARTMENT. Parks Division 001 - 1201 -572 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED OPERATING EXPENSES (Continued .54 Memberships & Subscriptions 97 Local journal subscription .5800 Training & Education 1,290 Funding for staff testing, recertifica- tion for xeriscaping, seminars and training materials Subtotal; Operating Expenses S 223,341 CAPITAL OUTLAY .63 Land Improvements $ 35,000 On -going well conversion and tree planting programs 64 Equipment 28,000 Acquisition/replacement of Toro mower Subtotal: Capital Outlay $ 63.00a DEBT SERVICE .71 Debt Principal $ 19,807 Payment #6 on six year loan .72 Debt Interest 2,952 Annual interest for loan Subtotal: Debt Service S 22 759 TOTAL: Parks Division S 572.632 Public Works Department MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 2000 -2001 BUDGET RECREATION MAINTENANCE DIVISION Services, Functions and Activities The Recreation Maintenance Division of the Public Works Department consists of three full -time employees. This group maintains the exterior of all recreational facilities (mul- tipurpose field, Tot -Lot playground, basketball /tennis courts, etc...). Due to the special- ized care these facilities require, these employees require specialized training and equip- ment to carry out this function and ensure safe playing conditions for our residents. 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. _ Goals and Objectives for 2001 I. To develop a master care plan to monitor and evaluate outdoor recreational facilities for safety, functional and aesthetic concerns. 1. By creating individual checklists (by facility) to evaluate existing conditions (recre- ational equipment, grounds, infrastructure, etc...) on a monthly basis. 2. By maintaining minimal inventory of emergency items to isolate hazardous areas from recreational patrons (barriers, quarantine tape, etc...) to enhance individual safety. 3. By testing soil of the multi - purpose recreational field, developing a monthly nutri- tional schedule around the results, applying products in a timely fashion and main- taining a chemical utilization record. II. To develop and implement an annual sports turf maintenance plan for professional, specific care of the Bermuda grass playing surface. 1. By planning and scheduling aerification, top dressing, sodding events. 2. By evaluating Fall surface conditions for possible overseeding. 3. By ensuring all assigned personnel are fully trained and capable of operating all equipment in a knowledgeable fashion. MIAMI SHORES VILLAGE, FLORIDA....- .................... ........ _ FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION PUBLIC WORKS DEPARTMENT: Recreation Maintenance Division 001 -1204 -541 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED PERSONNEL SERVICES .12 .14 .21 ,23 .24 .2999 Regular Salaries $ 83,840 Grounds Foreman (1) Grounds Keeper (2) Overtime 5,000 Overtime for special events FICA 6,797 Social Security and Medicare taxes Health Insurance 5,581 Estimated annual per employee costs for health, dental and other contractu- ally obligated non - liability benefits with 5% inflationary factor included. ISF: Workers' Compensation 1,680 Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions Contingent Personnel Costs 5,275 Subtotal: Personnel Services $ 108.173 OPERATING EXPENSES 40 Travel 41 Telephone Expenses 4301 Electricity 4501 ISF: Risk Management 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 $ 431 Local and out -of -town Reimbursements 54 Connection fee for access line to Centrex 891 Maintenance shed; Security lighting 5,746 Calculations prepared by the Finance Department using a Village -wide schedule, allocating the total general liability & casualty insurance costs and the actuarially determined Self - insurance Reserve Fund funding requirement to all divisions MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION PUBLIC WORKS DEPARTMENT. Recreation Maintenance Division 001 -1204 -541 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED OPERATING EXPENSES Continued .4502 ISF: Fleet Maintenance 12,295 Calculations prepared by the Finance Department, applying the total fleet maintenance costs to all user divisions and the total number and types of vehicles assigned to each user function 4602 Repairs & Maintenance 324 Minor repairs to building & Tot Lot equipment 5202 Other Operating Expenses 10,523 Top dressing, Clay, Irrigation, Tools, Paint, Chalk, Etc. 5204 Uniforms 438 Funding for contractually determined uniforms: (5) shirts, (5) pants 5205 Fertilizers & Chemicals 9,020 Miscellaneous chemicals and fertilizers to ensure proper growth of field turf Subtotal: Operating Expenses $ 39.722 TOTAL: Recreation Maintenance S 147,895 Division - Public Works Department MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 2000 -2001 BUDGET SANITATION ENTERPRISE DNISION Services, Functions and Activities The Sanitation Division is responsible for the management and disposition of all nonhaz- ardous solid waste generated within the confines of Miami Shores Village. Curb side recycling, commercial and residential garbage collection and bulk trash removal services constitute the Division's focus. Annually, the Division transports approximately 7,800 tons of refuse to local disposal facilities and reduces additional hundreds of tons of plant material waste to biodegrad- able mulch. A work force of 22 employees is tasked to provide these services in an exceptional manner. This Department is full self - supporting and will operate in FY 2001, charging the same residential rate of $420 annually for the eighth consecutive year. 2000 Achievements > The Sanitation Division was prudent in efforts to ensure all garbage and trash was disposed of prior to and after Hurricane Irene. > The Sanitation Division has disposed of 5,878 tons of garbage and 1,964 tons of trash from 5/99 through 4/00. Goals and Objectives for 2001 To provide top quality service to our 3, 283 residential and 26 commercial garbage account customers. 1. By receiving and documenting garbage account complaints to a level of less than 10 per week. 1 By instituting increased supervisory monitoring of garbage crew standards for cleanli- ness and accuracy of service. II. To reduce the solid waste processing cost of trash by 10% by acquiring a larger size tub chipper (grinder) for plant material. 1. By grinding more material and monitoring / documenting landfill receipts monthly. 2. By grinding plant material on a set schedule to enhance monitoring. MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION PUBLIC WORKS DEPARTMENT. sanitation (Enterprise Fund) Division 405 - 3000 -534 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED PERSONNEL SERVICES .12 Regular Salaries $ 554,073 Waste Supervisor (1) Refuse Truck Driver (10) Equipment Operator III (5) Refuse Collectors (6) Funding includes the increase of (2) Equipment Operators, (1) Refuse Truck Driver, (1) Refuse Collector .14 Overtime 21,216 Holiday Pay Labor for Driver and Helper to pick up garbage on Saturdays / Emergencies .21 FICA 44,010 Social Security and Medicare taxes .23 Health Insurance 40,924 Estimated annual per employee costs for health, dental and other contractu- ally obligated non- iiabiiity benents with 5% inflationary factor included. .24 ISF: Workers' Compensation 15,453 Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions 2999 Contingent Personnel Costs 29,235 Subtotal: Personnel Services S 7114.911 OPERATING EXPENSES. 32 Accounting & Auditing $ 750 3410 Contractual Services: 21,216 Temporary Labor Projected costs for all eligible employee's annual COLA, Merit (percent dependent upon union contract(s)), longevity, other contractually required personnel cost increases and the associated federal taxes for a one year period. Allocated accounting fee associated with GASB 34 Labor for sick leave, vacation, personal leave MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION PUBLIC WORKS DEPARTMENT: Sanitation (Enterprise Fund) Division 405 - 3000 -534 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED OPERATING EXPENSES [Continued .40 Travel 1,025 Training for Supervisor & Employees .41 Telephone Expenses 238 Allocated charges for telephone .42 Postage 3,948 Mailing of Garbage Bills & Statements .4304 Waste Disposal 402,935 Garbage and Trash Disposal ,44 Rentals & Leases 3,842 Rental for cleaning chipper field .4501 ISF: Risk Management 38,310 Calculations prepared by the Finance Department using a Village -wide schedule, allocating the total general liability & casualty insurance costs and the actuarially determined Self - insurance Reserve Fund funding requirement to all divisions. 4601 Vehicle Maintenance 47,574 Equipment maintenance for Sanitation to Fleet Maintenance 47 Printing 592 PR for recycling Statements, Invoices, Courtesy notices, Recycling pamphlet 5201 Gas, Oil & Lubricants 43,886 Diesel fuel, Gasoline, Oil & Lubricants 5202 Other Operating Expenses 16,760 Safety equipment, Tote barrels & Tools 5203 Tires 20,040 Tires for Waste vehicles 5204 Uniforms 2,090 Funding for contractually- determined uniforms: (5) shirts, (5) pants 5280 Bank Fees 200 Charge for credit card transactions 5450 Permit & Taxes 750 Annual DERM fee MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION PUBLIC WORKS DEPARTMENT. Sanitation (Enterprise Fund) Division 405 - 3000 -534 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED OPERATING EXPENSES (Continued) 5900 Depreciation 25,000 5950 Management Fee 105,500 Subtotal: Operating Expenses $ 734.656 CAPITAL OUTLAY 6500 Vehicles $ 58,800 Subtotal: Captial Outlay $ 56,800 OTHER EXPENSES Estimated contribution to the Renewal and Replacement Fund Inter -fund transfer to the General Fund to apy for the direct and indirect costs provided to the Division by other Village operations including billing contract, security services (prorated), collections, lien searches, etc. Estimated cost to replace one trash truck 71 Debt Service - Principal $ 11,360 Estimated Debt Service expenditures funding acquisition of tub chipper with 72 Debt Service - Interest 7,966 estimated life of 15 years amortized at 7.1% Subtotal: Debt Service $ 19,324 TOTAL: Sanitation (Enterprise Fund) S 1,51.7,693 Division - Public Works Department This fund is fully self - supporting, operating on $1,432,779; $10,000 special pickups, and $58,800 from Accumulated Fund Reserves and $16,114 in interest. MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION PUBLIC WORKS DEPARTMENT: Storm Water Utility (Enterprise) Fund. 402- 3500 -541 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED OPERATING EXPENSES .12 Regular Salary $ 38,395 Annual funding for 2 full -time positions: Equipment Operator I (1) Maintenance Worker I (1) .21 FICA 2,937 Social Security and Medicare taxes .23 Health Insurance 3,720 Estimated annual per employee costs for health, dental and other contractu- ally obligated non - liability benefits with 5% inflationary factor included. .24 ISF: Workers' Compensation 1,120 Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions .2999 Contingent Personnel Costs 1,877 Projected costs for all eligible employee's annual COLA, Merit, longevity, other contractually required personnel cost increases and the associated federal taxes for a one year period Subtotal: Personnel Services S 48,049 OPERATING EXPENSES .3110 Professional Services: $ 15,000 Estimated cost to update Village -wide Engineer Storm water drainage plan .34 Contractual Services 50,000 Preliminary cost for storm water basin rehabilitation program .4501 ISF: Risk Management 2,554 Calculations prepared by the Finance Department using a Village -wide schedule, allocating the total general liability & casualty insurance costs and the actuarially determined Self- insurance Reserve Fund funding requirement to all divisions MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION PUBLIC WORKS DEPARTMENT: Storm Water Utility (Enterprise) Fund 402- 3500 -541 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED 4PERAI'ING EXPENSES Continued .5204 Uniforms 190 Contractually- determined uniform provision for 2 employees: (5) shirts, (5) pants Subtotal: Operating Expenses 67 744 OTHER EXPENSES 9108 Management Fee to 53,500 Payment to the General Fund to fund General Fund the costs for direct services (billing & personnel) and indirect charges (com- puter and other overhead charges) Subtotal: Other Expenses 53,500 TOTAL: Storm water Utility S 169,293 Enterprise Fund Public Works Department This fund is fully self - supported from the user charges applied to all properties in the Village for storm water drainage. This fund also reflects a positive retained earnings for future projects. Fleet M AllocatIl • Only non- Enterprise fund User departments are charged. • Enterprise operations pay directly as they are separate entities from Village for reporting purposes • Allocation uses weighted -scale of type and quantity of vehicle and type, valued as percentage of total • Allocation applies total ADJUSTED fleet costs 6o to formula Adjustment reverses vehicle purchases and capital repairs Replacement vehicle costs are added to allocation (applying principal and interest M. costs only) 1i. " s 14.11117 1 ;7 '11M Fleet Maintenance Interna ry cs . ,Fs: �:t f -H F n me da nt a-Is TOT,, L BUDGET Is $653,0295 • Personnel costs: $197,360 per -u I i r iq cu-5 I S. • Capital Outlay: 272,632 • Contingent Reserves: 20,000 • Capital Outlay funds - Building Renovation $50,000 - Village Manager's Vehicle 25,700 - Building Dept Vehicle 22,800 - Six (6) Police Cruisers 174,132 MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 2000 -2001 BUDGET L E7-:: FLEET MAINTENANCE DIVISION Services, Functions and Activities The Fleet Maintenance Division, a new Internal Service Fund of the Public Works De- partment and is responsible for the acquisition and maintenance of all Village owned vehicles (approximately 100) in the municipal inventory, except those vehicles and equip- ment owned by the Sanitation Division. Examples of this class are police cars, heavy equipment and trucks, our 29 passenger bus and, in general, all self - propelled highway capable vehicles. With its extensive tool and equipment inventory, Fleet Maintenance provides extremely valuable assistance in the construction or repair of other Village property, such as street signs and alley gates, plus other tasks such as spray painting, wood /metal fabrication, and so on. Fleet Maintenance has earned a high level of confidence from all areas of the Village establishment - due to its solid reputation of being able to fix or create almost anything on a professional level, given extremely short notice. As of 10/01/2000, this function will be a separate Internal Service Fund. Operating revenues provide the funding from the user division which receive the Division's ser- vices. Total costs are allocated to users based on the number and type of vehicle. New vehicles are acquired from a Fleet Maintenance Revenue and Replacement fund. Goals and Objectives for 2001 i To accomplish a minimum of 600 documented repairs to Village property. 1. By entering into the Public Works database a minimum of 50 monthly repairs. 2. By further enhancing accountability, track time and materials used, plus mechanic identity. II. To increase efficiency by obtaining Fleet Maintenance management software which tracks repair history, cost, trends, etc... 1. By researching and reviewing at least four valid programs. 2. By evaluating in -house (test) the two best possibilities most suited to our operational environment. 3. By identifying funding strategies for the next budgetary cycle. III. To move into new office /parts management shop facilities. 1. By completing all required drawings, plans and permits by November. 2. By advertising bid and award construction by January. 3. By accepting new construction and commencing operations by the end of May. MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION PUBLIC WORKS DEPARTMENT. Meet Maintenance Division 550 - 6000 -541 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED PERSONNEL SERVICES 12 14 21 23 24 2999 Regular Salaries $ 165,231 Equipment Mechanics (3) Equipment Shop Foreman (1) Auto Detailer (1) Overtime 2,500 Calculated on last year's actuals FICA 12,831 Social Security and Medicare taxes Health Insurance 9,301 Estimated annual per employee costs for health, dental and other contractu- ally obligated non - liability benefits with 5% inflationary factor included. Workers' Compensation 1,256 Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions Contingent Personnel Costs 6,241 Subtotal: Personnel Services S 197.360 OPERATING EXPENSES 41 Telephone Expenses .4501 ISF: Risk Management $ 978 Projected costs for all eligible employee's annual COLA, Merit (percent dependent upon union contract(s)), longevity, other contractually required personnel cost increases and the associated federal taxes for a one year period Allocated costs for extended telephone services in shop 9,577 Calculations prepared by the Finance Department using a Village -wide schedule, allocating the total general liability & casualty insurance costs and the actuarially determined Self- insurance Reserve Fund funding requirement to all divisions. MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION PUBLIC WORKS DEPARTMENT. Fleet Maintenance Division 550 - 6000 -541 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED OPERATING EXPENEEE (Continued) .4601 Vehicle Maintenance (summary) 56,107 Vehicle maintenance cost by Division 47 Printing 49 Other Current Charges 5201 5202 5203 5204 6T.10 Gas, Fuel, Oil (summary) 439 Work order and inventory control reports 150 Operating permit 69,107 Fuel costs by Division Other Operating Expenses 11,132 Tires (summary) 14,338 Uniforms 475 Training & Education 1,000 Subtotal: Operating Expenses S 163,303 CAPITAL OUTLAY .62 Buildings 6500 Vehicles Lubricants and other fluids for general fleet Tire replacement by Division Funding for contractually - determined uniforms: (5) shirts, (5) pants Recertification training for mechanics 50,000 Reappropriation of funds to rehabilitate fleet maintenance facility and storage area including update of enginerring schematics 222.632 Subtotal: Operating Expenses S 272.637 NON - OPERATING EXPENSES .93 Contingency 20,000 Subtotal: Non - Operating $ 20.000 Expenses TOTAL: Fleet Maintenance Division S 653,295 Public Works Department Funding to replace (8) vehicles: Police cruisers (6); Village Manager car (1) and Building Dept. Auto (1). Cash to be loaned to this internal service fund by the General Fund at market interest Reservation of costs to meet unexpected costs not budgeted or anticipated MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION PUBLIC WORKS DEPARTMENT. Local Option Gas Tax (Special Revenue_ Fund,) 130 - 1202 -541 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED OPERATING EXPENSES .34 Contractual Services $ 200,000 Contracted services to implement the Village -wide comprehensive sidewalk rehabilitation program funded with gas tax proceeds .5202 Other Operating Expenses 42.082 Road materials, signs, concrete and other supplies needed to maintain the Village's streets, sidewalks, roads, easements, curbs and rights -of -way Subtotal: Operating Expenses $ 242.082 TOTAL: Local Option Gas Tax $ 242,082 Special Revenue Fund Public Works Department This fund is fully supported by payments of the 6 cent and 2 cent local option gas taxes applied to the sale of all petroleum and petroleum products. . 'ORE RECREATION DEPARTMENT X` _ ORGANIZATION CHART arell googol i lk 0 D RECREATION SUPERINTENCIENT ANGELA DORNEY WORKER II HILDA ALBUERNE I MAINTENANCE WORKER II MARISABELGIRALDO I P/T COMM. CENTER P7T COMA(. CENTER ATTENDANT VACANT P/T COMM. CENTER ATTENDANT VACANT P/T PARK RANGER VACANT PAT HEAD COUNSELOR CARLALOPEZ PR COUNSELOR VACANT PR COUNSELOR VACANT SUPERVISOR. BENEVANS P/T COACH NICKLABELLA P/TCOACH KENNETH PEREZ P/TCOACH TIMOTHYZAVERTNIK T P/T COACH PATRICIA STOUT PIT COACH ANDRES POLIFRONI T PAT COACH JEFFREY EDWARDS IASST. DIRECTOR OFOPERATIONS I4 JERRY A. ESTEP (ATHLETIC SUPERVISOR ANN MARIE INDORF P/TCOACH ANNE BARBICK P ?COUNSELOR NATAUEBUSH P/TCOACH MATTHEW CAMERON T_ P/TCOACH JASON LANDRY P/TCOACH LUIS VIVEROS PR COACH JEROMEYEASH P/T COACH MICHAELCALOSA EXECUTIVE ASSISTANT ANITA RACKL P/TCOACH DAYAN RIGAU P/T COACH PR COACH PATRICIADIMARIA I- PAT COUNSELOR KYLLENE WEISS P/TCOACH HILLARY HAFT Z PAT COACH STEPHANIE OSBORNE P/TCOACH DON WEISS P/T COACH P/T COUNSELOR RAFAELCONTRERAS 24VACANCIES AQUATIC SUPERVISOR ERIK OLSEN ASST AQUATIC SUPERVISOR VACANT PAT LIFEGUARD I ERNEST JOHNSON PAT LIFEGUARD I SUSANGYSLER P/T LIFEGUARD I NYKI TEVINI I PAT LIFEGUARD I KATHRYN WARLESS T PR LIFEGUARD 1 12 VACANCIES PfT LIFEGUARD II WILLIAM GIBSON P? LIFEGUARD II SARAH STRATTON PR LIFEGUARD II EUSABETHJACOBI PAT LIFEGUARD II VACANT P/T LIFEGUARD II 8 VACANCIES PR S W IM TEAM COACH HELENE PICHARDO TENNIS PRO BEN HANKS RfT TENNIS ATTENDANT VACANT PfTTENNIS ATTENDANT JAIRO GAVIRIA P/TTENNIS ATTENDANT I ATTENDANT MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 2000 -2001 BUDGET RECREATION - Administrative Division Services, Functions and Activities The Administrative Division is responsible to coordinate the highest quality of culture and recreational programs for Village residents. This includes the directing, planning, development and implementation of programs, facility maintenance and special events. The Division also oversees the preparation and administration of the annual operating budget, five year capital plan, as well as implementing the daily operations. 2000 Achievements > Developed a new grant request that reallocated the Safe Neighborhood Park Bond Program from A.D.A. compliance to fund $101,000 in park improvement for Bayfront, Memorial and Optimist Parks. > Filled all open division supervisory positions with experienced, quality personnel. > Worked with the design, engineering and construction team on all aspects of the new Aquatic Facility. > Provided support to the Fine Arts Commission in developing and implementing several very successful quality programs. I I Goals and objectives for 2001 To insure that the Recreation Department continue to provide high quality programs and facilities. a. To implement a series of new and innovative programs and activities, staff training and volunteer involvement by February 2001. II. To coordinate the grand opening and operation of the new Aquatic facility by 10/31 /00. a. To train staff members on equipment operation, programming and safe operation of this exciting state of the art facility by 01/31/01. III. To implement program/sport specific budgeting within the Athletic Division by 11/30/00. a. To develop, implement and train a minimum of 10 staff to utilize individual program budgets by 10/31 /00. MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION RECREATION DEPARTMENT. Administrative Division 001 - 1401 -572 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED PERSONNEL SERVICES 12 Regular Salaries $ 78,706 Funding for (2) full -time positions .21 Social Security 6,021 Social Security and Medicare taxes .23 Health Insurance 3,720 Estimated annual per employee costs for health, dental and other contractu- ally obligated non - liability benefits with 5% inflationary factor included. .24 ISF: Workers' Compensation 155 Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions .2999 Contingent Personnel Costs 8,515 Projected costs for all eligible employee's annual COLA, Merit, longevity, other contractually required personnel cost Subtotal: Personnel Services 97,117 increases and the associated federal taxes for a one year period OPERATING EXPENSES .34 Contractual Services $ 1,752 Service & repair agreements on Copy Machine, Typewriters, Computers, and extermination services .40 Travel 426 Tolls, FRPA conference .4020 Per Diem Allowance 825 FPRA conference, Asst. Director mileage .41 Telephone 593 Allocated connection fee .411 Telephone - Long Distance 200 Estimated costs for toll calls .412 Cellular Telephone 840 Nextel assigned to Department MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION RECREATION DEPARTMENT. Administrative Division 001 - 1401 -572 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED OPERATING EXPENSES (Continued .413 Pager Services 597 Annual service connection fee for 5 digital- numeric pagers .42 Postage 1,500 Mailings .4501 ISF: Risk Management 6,331 Calculations prepared by the Finance Department using a Village -wide schedule, allocating the total general liability & casualty insurance costs and the actuarially determined Self- insurance Reserve Fund funding requirement to all divisions. Also included are funds for recreation program insurance paid by participants .4502 ISF: Fleet Maintenance 21,524 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 .47 Printing 1,800 Funding for design and preparation of informational brochures, posters, programs and various forms .48 Advertising & Promotions 250 Advertising of Recreation programs and events 51 Office Supplies 3,000 Pens, paper, ink and other office supplies for a one year period for 2 full -time employees .5202 Other Operating Expenses 2,200 Copy machine materials excluded from service agreement, departmental promotions, and other non - office supplies 5204 Uniforms 275 Staffuniforms MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION RECREATION DEPARTMENT. Administrative Division 001 - 1401 -572 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED OPERATING_ EXPENSES (Continued) .5210 Fine Arts Commission 12,500 Expanded funding for: Florida Philharmonic education presentation Artists on View, Jazz / Poetry Night 2 Village Concerts, and other special events focusing on the arts .54 Subscriptions & Memberships 690 StaffTraining FRPA & NRPA Memberships .5800 Training & Education 250 FRPA State Conference & Mini - Conference Subtotal: Operating Expenses 55,553 OTHER EXPENSES .81 Community Band 2.100 Contribution to the Miami Shores Village Band Subtotal: Other Expenses 2.10 TOTAL: Administrative Division $ 154,77{i Recreation Department MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 2000 -2001 BUDGET :RECREATION - 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. 2000 Achievements > 100% sponsorship for the 9 -14 year old Baseball and Softball teams for the 2000 Spring season. > Increased the quality of youth sports by providing two coaches per team in basketball, spring baseball and softball. > Increased the number of participants in girls' softball, expanding the 11 -14 year old program and providing special preparatory leagues for 8 -10 year olds by 200% over FY 99 levels. > Revitalized the After School Care marketing program which increased participation through- out the school year by 300 %. MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 2000 -2001 BUDGET RECREATION - Athletics Division Goals and Objectives for 2001 I. To increase coaching staff. a. To allow at least two coaches on every team assembled. II. To achieve 100% sponsorship for each team every season. a. To find corporate and small business sponsors through promotional activities by 01/31/01. III. To establish an equipment accountability system by 03/31/01 regulating equipment issued, equipment stored, equipment returned. IV. To organize an annual athletic event for the adults of the community by 11/30/00. V. To automate registration to allow daily access of participants by 02/28/01. VI. To recruit more experienced counselors for the after school care program and summer camp by 12/31/00. a. Target people who have education background or experience in elementary and secondary education. b. Work in conjunction with Barry University to provide high quality counselors. MIAMI SHORES VILLAGE, FLORIDA ...................................... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION RECREATION DEPARTMENT - Athletics Division 001 - 1402 -572 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED PERSONNEL SERVICES .12 Regular Salaries $ 82,764 Annual funding for (4) full -time positions .13 Other Wages 22,500 Funding for part-time and seasonal employees not charged to any of the newly established athletic program divisions .14 Overtime 1,500 Estimated cost for administration of Athletics .21 FICA 8,584 Social Security and Medicare taxes .23 Health Insurance 7,441 Estimated annual per employee costs for health, dental and other contractu- ally obligated non - liability benefits with 5% inflationary factor included. .24 ISF: Workers' Compensation 5,294 Calculation prepared by the Finance D epai men! using a Village-wide schedule, allocating the total workers' compensation costs to all user divisions .2999 Contingent Personnel Costs 7.953 Projected costs for all eligible employee's annual COLA, Merit, longevity, other contractually required personnel cost Subtotal: Personnel Services 136.03 increases and the associated federal taxes for a one year period OPERATING EXPENSES .34 Contractual Services $ 2,035 Funding for maintenance agreements on air conditioning, pest control, time clocks typewriters, computers 40 Travel 610 FPRA conference, tolls, mileage to attend the Edith Upchurch training .4001 Special Events / Field Trips 500 Field Trips; Punt, Pass, Kick; Unity Day; Halloween; 4th of July; Diamond Skills MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION RECREATION DEPARTMENT - Athletics Division 001 -1402 -572 CODE CLASSIFICATION AMOUNT ADOPTED EXPLANATION OPERATING EXPENSES Continued .41 Telephone 1,924 Connection of Centrex system and pay phone costs .411 Telephone - Long Distance 360 Department long distance .4301 Electricity 5,400 Electrical utility service for field house and surrounding buildings .4303 Water 540 Water charges from Miami -Dade Water .4501 ISF: Risk Management 9,258 Calculations prepared by the Finance Department using a Village -wide schedule, allocating the total general liability & casualty insurance costs and the actuarially determined Self- insurance Reserve Fund funding requirement to all divisions .4602 Repairs & Maintenance 4,000 Repairs on equipment, facilities and fencing, janitorial supplies excluded from maintenance agreements .47 Printing and Binding 750 Brochures, posters, programs, registration packages for athlectic programs .51 Office Supplies 1,260 Pens, paper, ink and other office supplies for a one year period for 4 full -time employees and other athletic services .5202 Other Operating Expenses 5,000 Athletic equipment Class & activity supplies Maintenance & custodial supplies First Aid Supplies .5204 Uniforms 1,080 Uniforms for staff not reflected in other athletic programs MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION RECREATION DEPARTMENT - Athletics Division 001 -1402 -572 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED OPERATING EXPENSES Continued .54 Subscriptions & Memberships 300 .5800 Training & Education 735 Subtotal: Operating Expenses 33,752 TOTAL: Athletics Division 169,788 Recreation Department Staff Training FRPA NYSCA Fees Edith Upchurch Training Registration MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 2000 -2001 BUDGET RECREATION - Community Center Division Services, Functions and Activities The Recreation Community Center Division sponsors 18 special events a year including 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. -7 2000 Achievements > The number of classes, programs and rentals continues to grow. This year several dance classes, including salsa, flamenco, and tap for adults were added. > The number of facility rentals continues to increase at the Community Center and the Tot Lot since all the renovations were completed. > The Independence Day event will be the biggest ever adding a rock climbing wall as a new attraction. > The Fine Arts Commission, assisted by the Recreation Department staff, sponsored a "Jazz in the Park" event at Memorial Park with over 500 people in attendance. The event was well received by the community with many letters of praise. Goals and Objectives for 2001 I. To increase class size by 7% by 09/30/01. a. Through better advertising and promotions. II. To provide a cleaner atmosphere at the Community Center by 12/31/00. a. By improving maintenance through a monthly walk - through identifying repairs as needed. III. To increase revenue at special events by a minimum of 15 %. a. By charging a fee for vendors who sell food and drink at the recreation departments events. MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION RECREATION DEPARTMENT - Community Center Division 001 - 1403 -572 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED PERSONNEL SERVICES 12 .13 .14 .21 .23 .24 .2999 Regular Salaries $ 96,359 Annual funding for (3) full -time staff Recreation Superintendent (1) Maintenance Worker (2) Other Wages 25,710 Part-time and seasonal staff Overtime 758 Estimated funding requirement for special events FICA 9,396 Social security and Medicare taxes Health Insurance 5,581 Estimated annual per employee costs for health, dental and other contractu- ally obligated non - liability benefits with 5% inflationary factor included. ISF: Workers' Compensation Contingent Personnel Costs Subtotal: Personnel Services OPERATING EXPENSES .34 Contractual Services 508 Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions 7,224 Projected costs for all eligible employee's annual COLA, Merit (percent dependent upon union contract(s)), longevity, other S 145,536 contractually required personnel cost increases and the associated federal taxes for a one year period $ 18,153 Air conditioning, Pest control, Time Clocks, Typewriters, Police Supervision for Special Events, Entertainment for Special Events, Fireworks /Independence Day, Security Guard/ Basketball Courts MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION RECREATION DEPARTMENT - Community Center Division 001 - 1403 -572 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED OPERATING EXPENSES (Continued .40 Travel 275 Travel costs for staff members to attend 2001 FRPA Conference .41 Telephone 521 Community Center local .411 Telephone - Long Distance 275 Estimated toll costs .4301 Electricity 18,600 Electrical utilities at community center building .4303 Water 1,820 Water utilities at community center building .44 Rentals & Leases 7,190 Rides /Equipment for Special Events .4501 ISF: Risk Management 7,662 Calculations prepared by the Finance Department using a Village -wide schedule, allocating the total general liability & casualty insurance costs and the actuarially determined Self - insurance Reserve Fund funding requirement to all divisions .4602 Repairs & Maintenance 13,810 Maintenance Supplies, building repairs / paint .47 Printing 540 Brochures, Posters, Programs .48 Advertising & Promotions 140 Bargin Blitz advertising .49 Other Current Charges 70 Annual Fire Safety Permit .5202 Other Operating Expenses 10,600 Supplies: classes & activities, first aid, maintenance & custodial; Special event expenses MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION RECREATION DEPARTMENT - Community Center Division 001 - 1403 -572 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED OPERATING EXPENSES (Continued) .5204 Uniforms .54 Subscriptions & Memberships 5800 Training & Education 691 Costs for staff associates 494 Staff Training/FPRA/AOL Services 175 Regulation FRPA State & Mini Conference Subtotal: Operating Expenses S 81,016 TOTAL: Community Center Division $ 226.552 Recreation Department MIAMI SHORES VILLAGE, FLORIDA ......................... ........ I .... FY 2000 -2001 BUDGET RECREATION - Aquatics Division Services, Functions and Activities The new Miami Shores Aquatic Center has an Olympic -size pool, funded by the 1999 General Obligation Bond, offers an expanded and comprehensive aquatic program including adult and youth swimming lessons, swim team competitions, water exercise classes and free swim. The facility also contains an activity pool featuring slides, water cannons, and interactive toys. This state -of -the -art facility, scheduled for preliminary opening in summer 2000, will offer the best aquatics facility in the area, competing with several large capacity facilities. 2000 Achievements > Miami Shores Pool has restructured the age level of the "beginners" class. The minimum age level in past years was four; at this age, participants were often too young to grasp the basic concepts of swimming. This class now begins at age 6, and we have had much better results. Children ages 4 - 6 have been moved to the "Infant, parent and preschool" class with great success. > Increased the number of swimming lessons and lower the teacher to student ratios by increa- sing the number of Water Safety Instructors on staff. > Generated more pool rentals through increased marketing of our facility and awareness due to special events held at the pool. > The aquatic center has achieved a consistent rental of our facility for scuba diving classes through marketing efforts at various dive shops in Miami -Dade County. MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 2000 -2001 BUDGET RECREATION - Aquatics Division L_ Goals and Objectives for 2001 I. To stimulate interest for the new aquatic center while maintaining a clean, well run and safe environment for all those that attend. 1. Increase availability and revenue for all swim classes by 30 %. a. Use additional teaching space and instructors. 2. Increase open and lap swim attendance by 50 %. a. Promote our new facility throughout our community. b. Use interactive equipment to spark interest for children of all ages. C. Make use of extra space in the competition pool to accommodate additional lanes for lap swimmers. 3. Create a smooth transition from "old pool" to "new pool ". a. Begin informing current staff on new guidelines and procedures for the new facility. b. Hold staff "in- service training" at the new facility immediately prior to open- ing. 4. Increase swim team attendance by 10 %. a. Distribute flyers to schools in the area pertaining to the new facility and future competitions which can now be held there. 5. Continue to maintain the outstanding safety record for the facility. a. Hold mock emergencies to keep lifeguards alert and their skills fresh. b. Practice emergency action plan with cashiers, concession and maintenance personnel. 6. Increase amount of lifeguard applications submittcd. a. Advertise openings in newspapers and at college campuses. MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION RECREATION DEPARTMENT - Aquatics Facility 001 -1405 -572 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED PERSONNEL SERVICES .12 Regular Salaries $ 63,885 Annual funding for (2) staff members .13 Other Wages 165,255 Part-time and seasonal staff includin counselors and lifeguards .21 FICA 17,527 Social Security and Medicare taxes .23 Health Insurance 3,720 Estimated annual per employee costs for health, dental and other contractu- ally obligated non - liability benefits with 5% inflationary factor included. .24 ISF: Workers' Compensation 5,435 Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions .2999 Contingent Personnel Costs 7,350 Projected costs for all eligible employee's annual COLA, Merit, longevity, other contractually required personnel cost Subtotal: Personnel Services 263,172 increases and the associated federal taxes for a one year period OPERATING EXPENSES .34 Contractual Services $ 21,184 Swim Team Coach / Hepatitis B Shots for Staff / Pest Control, Copy Machine .40 Travel 1,220 FRPA Conference National Aquatics Management Training 41 Telephone .411 Telephone - Long Distance .4301 Electricity 2,967 Aquatics facility local & pay phones 360 Estimated toll charges 23,000 Estimated utilities at new aquatic facility MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION RECREATION DEPARTMENT - Aquatics Facility 001 -1405 -572 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED OPERATING EXPENSES (Continued) .4302 LP Gas 10,020 Estimated cost to heat the new competition pool .4303 Water 10,000 Water utility service for two pools at the Miami Shores Village aquatic facility .44 Rentals & Leases 1,032 Water Treatment/ CO2 Tank .4501 ISF: Risk Management 8,300 Calculations prepared by the Finance Department using a Village -wide schedule, allocating the total general liability & casualty insurance costs and the actuarially determined Self - insurance Reserve Fund funding requirement to all divisions including special liability for expanded aquatic programs .4602 Repairs & Maintenance 6,200 Estimated costs for maintenance of equipment at new aquatic facility .47 Printing 350 Brochures, posters, programs, Grand opening supplies to promote new aquatic facility .48 Advertising & Promotions 1,464 Advertise open positions, classes & activities .49 Other Current Charges 395 Pool permit, Spa permit, Activity pool permit 51 Office Supplies 504 Pens, paper, ink and other office supplies for a one year period for 3 full -time employees .5202 Other Operating Expenses 11,325 Class & activity supplies/ Sunscreen Maintenance & custodial supplies First aid supplies, Special Event supplies .5204 Uniforms 2,910 Uniforms for staff including lifeguards MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION RECREATION DEPARTMENT - Aquatics Facility 001 - 1405 -572 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED OPERATING EXPENSES (Continued) 5205 Fertilizer & Chemicals 54 Subscriptions & Memberships .5800 Training 13,050 Chlorine, Pool Chemicals, Test kits, Muratic Acid 330 Staff Training / Swim Team Memberships ASCA Memberships 600 Aquatic Facility Operator /CPR Training Subtotal: Operating Expenses 115,211 CAPITAL OUTLAY .64 Equipment Subtotal: Capital Outlay TOTAL: Aquatics Division Recreation Department 1.156 Request to acquire new storage bins for equipment at pool 1.15 379.539 MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 2000 -2001 BUDGET RECREATION - 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. i 2000 Achievements > Increased annual revenue through continued excellent service and hospitality by offering a variety of programs for all ages and skill levels. Goals and Objectives for 2001 L _ I. Improve facility and quality of play. a. Resurface existing courts. MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION RECREATION DEPARTMENT - Tennis Division 001 - 1406 -572 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED PERSONNEL SERVICES .13 .21 .24 2999 Other Wages $ 25,150 Annual funding for (3) part-time staff FICA 1,924 Social Security and Medicare taxes ISF: Workers' Compensation 1,698 Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions Contingent Personnel Costs 2.853 Subtotal: Personnel Services 31,62 OPERATING EXPENSES 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 .34 Contractual Services $ 21,237 Tennis Professional contractual fees and time clock service contracts .41 Telephone 978 Connection fee for Centrex and pay phone charges .4303 Water 180 Utilities at Tennis facility .4501 ISF: Risk Management 6,385 Calculations prepared by the Finance Department using a Village -wide schedule, allocating the total general liability & casualty insurance costs and the actuarially determined Self- insurance Reserve Fund funding requirement to all divisions. .4602 Repairs & Maintenance 1,000 Cleaning materials, Wind screen replacements, lightbulbs and other related hardware MIAMI SHORES VILLAGE, FLORIDA...... ................................ FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION RECREATION DEPARTMENT - Tennis Division 001- 1406 -572 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED OPERATiNfG EXPENSES (CDntinued 5202 Other Operating Expenses 5204 Uniforms 750 First aid supplies, custodial items for bathrooms, court water rollers and raquet equipment 244 Staff uniforms for professional and 3 tennis aides Subtotal: Operating Expenses $ 30.774 TOTAL: Tennis Division $ 62,399 Recreation Department MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION RECREATION DEPARTMENT - Athletics Division - summer Camp Program 001 - 1407 -572 CODE CLASSIFICATION AMOUNT EXPLANATION REQUESTED PERSONNEL SERVICES .13 Other Salaries $ 50,000 Estimated funding for camp counselors .21 FICA 3,825 Social Security and Medicare taxes .24 ISF: Worker's Compensation 3,500 Calculation prepared by the Finance Department using a Village -wide Subtotal: Personnel Services 57,32 schedule, allocating the total workers' compensation costs to all user divisions OPERATING EXPENSES .34 Contractual Services $ 500 Air conditioning, Pest control, Time clocks, Typewriters .4001 Special Events / Field Trips 1,750 Field trips & Special Events .41 Telephone 32 Department local .44 Rentals & Leases 200 Movie rentals .4501 ISF: Risk Management 5,746 Calculations prepared by the Finance Department using a Village -wide schedule, allocating the total general liability & casualty insurance costs and the actuarially determined Self- insurance Reserve Fund funding requirement to all divisions. .47 Printing 550 Brochures, Posters, Programs .5202 Other Operating Expenses 2,000 Athletic equipment / First aid supplies Class & activity supplies .5204 Uniforms 3,150 Staffuniforms Subtotal: Operating Expenses $ 13,92 TOTAL: Summer Camp Program $ 71.253 Athletics Division Recreation Department MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION RECREATION DEPARTMENT - Athletics Division - Travel soccer Program 001 - 1408 -572 CODE CLASSIFICATION AMOUNT EXPLANATION REQUESTED PERSONNEL SERVICES .13 Other Salaries $ 17,304 Funding for program coaches .21 FICA 1,325 Social Security and Medicare taxes .24 ISF: Worker's Compensation 500 Calculation prepared by the Finance Department using a Village -wide Subtotal: Personnel Services 19129 schedule, allocating the total workers' compensation costs to all user divisions OPERATING EXPENSES .34 Contractual Services $ 4,000 Referee fees .4001 Special Events / Field Trips 125 Dribble, Pass & Shoot .4501 ISF: Risk Management 1,915 Calculations prepared by the Finance Department using a Village -wide schedule, allocating the tVtal general liability & casualty insurance costs and the actuarially determined Self- insurance Reserve Fund funding requirement to all divisions. .5202 Other Operating Expenses 2,000 Athletic equipment / First aid supplies Maintenance & custodial supplies .5204 Uniforms 2,650 Uniform costs for program participants included in registration fees .54 Subscriptions & Memberships 1,795 Annual league participation fees Subtotal: Operating Expenses 1 12.48 S TOTAL: Travel Soccer Program 31,614 Athletics Division Recreation Department MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION RECREATION DEPARTMENT - Athletics Division - Intramural soccer Program 001 - 1409 -572 CODE CLASSIFICATION AMOUNT EXPLANATION REQUESTED PERSONNEL SERVICES .13 Other Salaries $ 7,840 Funding for program coaches .21 FICA 600 Social Security and Medicare taxes .24 ISF: Worker's Compensation 500 Calculation prepared by the Finance Department using a Village -wide Subtotal: Personnel Services $ 8.940 schedule, allocating the total workers' compensation costs to all user divisions OPERATING EXPENSES .34 Contractual Services 900 Referee fees 4501 ISF: Risk Management 1,277 Calculations prepared by the Finance Department using a Village -wide schedule, allocating the total general liability & casualty insurance costs and the actuarially determined Self- insurance Reserve Fund funding requirement to all divisions. .5202 Other Operating Expenses 2,000 Athletic equipment including balls, netting and paint .5204 Uniforms ,750 Uniform costs for program participants included in registration fees Subtotal: Operating Expenses 6.92 TOTAL: Intramural Soccer $ 15,867 Athletics Division Recreation Department MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION RECREATION DEPARTMENT - Athletics Division - Travel Baseball Program 001- 1410 -572 CODE CLASSIFICATION AMOUNT EXPLANATION REQUESTED PERSONNEL SERVICES .13 Other Salaries $ 8,748 Funding for program coaches .21 FICA 670 Social Security and Medicare taxes .24 ISF: Worker's Compensation 500 Calculation prepared by the Finance Department using a Village -wide Subtotal: Personnel Services 9,91 schedule, allocating the total workers' compensation costs to all user divisions OPERATING EXPENSES .34 Contractual Services 4,500 Umpire fees .4501 .5202 5204 54 ISF: Risk Management 1,915 Calculations prepared by the Finance Department using a Village -wide schedule, allocating the total general liability & casually insurance costs and the actuarially determined Self- insurance Reserve Fund funding requirement to all divisions. Other Operating Expenses 2,000 Athletic equipment including balls, gloves bats and bases Uniforms 1,425 Player and coaches uniforms Subscriptions & Memberships 900 Khoury league fees ($300 per team) Subtotal: Operating Expenses L 10 7401 TOTAL: Intramural Baseball X58 Athletics Division Recreation Department MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION RECREATION - Athletics Division - Intramural Baseball Program 001 - 1411 -572 CODE CLASSIFICATION AMOUNT EXPLANATION REQUESTED PERSONNEL SERVICES 13 .21 .24 Other Salaries $ 24,396 Part-time Employment FICA 1,867 Social Security and Medicare taxes ISF: Worker's Compensation OPERATING EXPENSES .34 Contractual Services 500 Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions 2,520 Umpires .4001 Special Events /Field Trips 125 .4501 ISF: Risk Management 1,915 Calculations prepared by the Finance Department using a Village -wide schedule, allocating the total general liability & casualty insurance costs and the actuarially determined Self- insurance Reserve Fund funding requirement to all divisions. .5202 Other Operating Expenses 2,500 Athletic equipment .5204 Uniforms 6,000 Player and coaches uniforms TOTAL $ 39,823 MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION RECREATION DEPARTMENT - Athletics Division - Softball Program 001 - 1412 -572 CODE CLASSIFICATION AMOUNT EXPLANATION REQUESTED PERSONNEL SERVICES Contractual Services 720 .13 Other Salaries $ 4,920 Funding for program coaches .21 FICA 377 Social Security and Medicare taxes .24 ISF: Worker's Compensation 500 Calculation prepared by the Finance Department using a Village -wide Subtotal: Personnel Services 5.79 schedule, allocating the total workers' casualty iri�uraiic� costs and the a%Auaiiaiiy compensation costs to all user divisions OPERATING EXPENSES .34 Contractual Services 720 Umpire fees .4501 ISF: Risk Management 1,277 Calculations prepared by the Finance Department using a Village -wide schedule, allocating the total general liability & casualty iri�uraiic� costs and the a%Auaiiaiiy determined Self- insurance Reserve Fund funding requirement to all divisions. .5202 Other Operating Expenses 1,500 Athletic equipment including softballs, gloves, bats and bases .5204 Uniforms 2,750 Player and coaches uniforms .54 Subscriptions & Memberships 250 Registration fee to the National Softball Association Subtotal: Operating Expenses S 6.497 TOTAL: Softball Program $ 12,294 Athletics Division Recreation Department MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION RECREATION DEPARTMENT - Athleties'Division - Intramural Basketball Program 001 - 1413 -572 CODE CLASSIFICATION AMOUNT EXPLANATION REQUESTED PERSONNEL SERVICES .13 Other Salaries .21 FICA .24 ISF: Worker's Compensation $ 10,584 Funding for program coaches Off Subtotal: Personnel Services S 11A94 OPERATING EXPENSES Social Security and Medicare taxes Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions .34 Contractual Services $ 1,800 Referee fees .4501 ISF: Risk Management 1,277 Calculations prepared by the Finance Department using a Village -wide schedule, allocating the total general liability & casualty insurance costs and the actuarially determined Self- insurance Reserve Fund funding requirement to all divisions. .5202 Other Operating Expenses 2,000 Athletic equipment including balls, hoops and other related equipment .5204 Uniforms 2.500 Player and coaches uniforms Subtotal: Operating Expenese $ 7,57 TOTAL: Intramural Basketball $ 19,471 Athletics Division Recreation Department MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION RECREATION DEPARTMENT - Athletics Division - Afterschool Program 001 - 1414 -572 CODE CLASSIFICATION AMOUNT EXPLANATION REQUESTED PERSONNEL SERVICES .13 Other Salaries $ 41,500 Funding for seasonal and year round program counselors .21 FICA 3,175 Social Security and Medicare taxes .24 ISF: Worker's Compensation 750 Calculation prepared by the Finance Department using a Village -wide Subtotal: Personnel Expenses 45,425 schedule, allocating the total workers' compensation costs to all user divisions OPERATING EXPENSES .4001 Special Events / Field Trips 5,940 Kids Day Off programs Special field trips .44 Rentals & Leases 120 Movie rentals for "rainy days" .4501 ISF: Risk Management 3,831 Calculations prepared by the Finance Department using a Village -wide schedule, allocating the total general liability & casualty insurance costs and the actuarially determined Self - insurance Reserve Fund funding requirement to all divisions. .5202 Other Operating Expenses 7,753 Recreation equipment Art supplies Daily snacks .5204 Uniforms 150 Budget for counselor uniforms Subtotal: Operating Expenses 17.79 TOTAL: Afterschool Program 63,219 Athletics Division Recreation Department LIBRARY'' DEPARTMENT ORGANIZATION CHART Y P/T LIBRARY ASSISTANT I DEBRA REESE P/T LIBRARY ASSISTANT I JULIANA REESE P/T LIBRARY ASSISTANT I MICHELLE BRIDGES DIRECTOR OF LIBRARY SERVICES ELIZABETH ESPER YOUTH SERVICES LIBRARIAN ANNE KELLY F/T LIBRARY ASSISTANT II DALIA HODDER F(f LIBRARY ASSISTANT II MARIATEMKIN P/T LIBRARY ASSISTANT II AGNES SHEEHAN P/T CUSTODIAL WORKER I P/T LIBRARY PAGE DOROTHY SHORTER ELLEN GUERRA MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 2000 -2001 BUDGET LIBRARY DEPARTMENT Services, Functions and Activities The Brockway Memorial Library provides patrons with library materials in a variety of formats. Shelves are filled with best - sellers, works by popular authors, a well - balanced collection of nonfiction books, large print books, magazines, periodicals, audio books and videos. Computers with research databases and Internet access are also available for use by the public. The library staff provides patrons with a high level of personal assis- tance in order to meet diverse professional and educational needs. In addition, the li- brary sponsors ongoing activities and special programs for children and adults which promote reading and enhance the educational and cultural life of the community. 2000 Achievements --- _, > A m�,:l ± :- media. room :vas added to ho�wse our extens.ve collect.cr. of videos grad audio -books as well as allocating a dedicated space for computers and better overall traffic flow and effi- ciency. > Efforts to establish $250,000 Brockway Memorial Library Expansion Project Building Fund began with total contributions of $35,000 to date. A Gigantic Book Sale was held, raising an additional $1,000. A building grant application was submitted to the State of Florida that would provide $125,000 in funding, if approved. > The Library was awarded five state -of -the art computers through the Gates Library Initiative Grant. The computers are fully loaded with multiple databases providing Internet access and e -mail service all free of charge. > A Telecommunications Grant was received from the FCC Universal Service Fund, providing the library with a 72% discount on telecommunication services from BellSouth. In addition, we also receive free Internet access from our Internet Service Provider F.I.R.N. (Florida In- formation Resource Network), Florida Department of Education. > Over 100 programs were offered with approximately 2,385 children and adults attending. > The library circulated 54,280 books, books -on -tape, and videos. MIAMI SHORES VILLAGE, FLORIDA ....... ............................... FY 2000 -2001 BUDGET LIBRARY DEPARTMENT Goals and Objectives for 2001 I. The library will function as a source of recreational reading, self - education and enrichment. 1. Purchase a minimum of 1,000 books of al genre, including best sellers, popular reading, reference and non fiction to meet the needs of library patrons by 09/30/01. II. The library will function as a reading and information center for children and young adults. 1. To purchase a minimum of 500 new books for children and young adults to help with homework and encourage independent reading and learning by 09/30/01. III. The library will provide audio - visual materials for education and pleasure. 1. To purchase a minimum of 300 videos and audio cassettes by 09/30/01. IV. The library will sponsor Children's story hour and other language arts programs to foster a love of books and reading. The library will encourage community participation in library activities by providing cultural events and educational programs. 1. To offer a minimum of 85 programs for children and adults by09 /30/01. V. The library will provide services to the sight impaired and home bound patrons. 1. To purchase a minimum of 100 new large print books and respond to requests for material delivery 100% of the time by 03/31 /01. VI. The library will provide efficient access to information made available through technology. 1. To maintain and keep current library computer system to provide access to Internet and databases 95% of library's operating hours. VII. The library will keep the collection current and withdraw materials as they become dated or worn beyond repair. 1. To maintain an annual weeding rate of 2% of collection or 1,000 titles. VIII. The library will maintain an effective staff committed to the provision of library service. 1. To improve the question- answering abilities of reference staff with current and expanded sources so less than 2% of questions are unanswered. Process and catalog materials within 10 days of acquisition. Reshelve materials within 2 days after return 99% of the time. IX. The library will maintain a collections which is current, well- rounded, and meets user demands. 1. To maintain a minimum of 55,000 books and other materials in circulation. X. The library will protect its assets form theft by purchasing a Library Security System. 1. To reduce material loss by 99% by 01/.31/01. MIAMI SHORES VILLAGE, FLORIDA ............ _ _ .................... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION LIBRARY DEPARTMENT 001 -1500 -571 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED PERSONNEL SERVICES .11 Executive Salary $ 49,426 Annual funding of base salary for Department Head 1101 Executive Benefits - General 2,500 Executive package .12 Regular Salaries 63,943 Annual funding for (3) full -time associates Youth Services Librarian (1) Library Assistant II (2) .13 Other Wages 62,843 Annual funding for (6) part -time associates Part-time Custodial Worker (1) Part-time Library Assistant II (1) Part-time Library Assistant I (3) Part-time Library Page (1) 21 FICA 13,795 Social Security and Medicare taxes 23 Health Insurance 7,441 Estimated annual per employee costs for health, dental and other contractu- ally obligated non - liability benefits with 5% inflationary factor included. .24 ISF: Workers' Compensation 1,256 Calculation prepared by the Finance Department using a Village -wide schedule, allocating the total workers' compensation costs to all user divisions .2999 Contingent Personnel Costs o 15,512 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 Subtotal: Personnel Services S 215,593 for a one year period MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION LIBRARY DEPARTMENT 001 -1500 -571 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED OPERATING EXPENSES .34 Contractual Services $ 5,025 Maintenance contract:A/C, Computer, Exterminator, Typewriters, Smoke and Fire alarm, Security alarm 40 Travel 1,675 Travel costs for two Library associates to attend the Florida Library Association Convention and funding for the Director's car allowance 41 Telephone Expenses 4,006 Telephone and securend internet service access fees .411 Telephone - Long Distance 60 Estimated toll charges .42 Postage 707 Library correspondence Book and film postage .4210 Courier / Delivery Services 25 Estimated courier and overnight charges for possible grant applications .4301 Electricity 7,576 Electricity estimates with 5% increase .4303 Water 110 Water connection charge .4501 ISF: Risk Management 19,155 Calculations prepared by the Finance Department using a Village -wide schedule, allocating the total general liability & casualty insurance costs and the actuarially determined Self- insurance Reserve Fund funding requirement to all divisions. .4602 Repairs and Maintenance 2,500 A/C service not included in contract Plumbing & electrical services General maintenance of building and dry cleaning carpet MIAMI SHORES VILLAGE, FLORIDA ...... ............................... FY 2000 -2001 BUDGET 2000 - 2001 BUDGET EXPLANATION LIBRARY DEPARTMENT 001 -1500 -571 CODE CLASSIFICATION AMOUNT EXPLANATION ADOPTED OPERATING EXPENSES (Continued) .47 Printing 1,307 Periodical binding, Rebinding OP books, Bookmarks, Brochures, Reserve notifications, Applications 48 Advertising and Promotions 1,300 Summer reading programs, Misc. programs Christmas open house, Reading clubs 51 Office Supplies 445 Pens, paper, ink and other office supplies for a one year period for 4 full -time employees 5202 Other Operating Expenses 4,161 Book jacket covers, Catalog cards, Book processing supplies, Paper towels /tissues, Cleaning supplies Audio -Video cassette cases, Magazine & paperback protectors 54 Subscriptions & Memberships 142 Florida Library Association Subtotal: Operating Expenses $ 48.194 CAPITAL OUTLAY 64 Equipment $ 11,445 Funding the purchase and installation of a Checkpoint Security Protection System and Follable Unison Computer Enhancement 66 Books, Publications, 36,632 Annual funding for books, periodicals, Library Materials Library materials, large print books, reference materials 6601 Media 10,392 Annual funding for CD -Roms, books on tape, videos, on -line databases Subtotal: Capital Outlay $ 58,4 TOTAL: Library Department $ 323,256 THOMAS J. BENTON VILLAGE MANAGER M 'Village. 10050 N.E. SECOND AVENUE MIAMI SHORES, FLORIDA 33136 -2382 TELEPHONE (305) 795 -2207 FAX (305) 756 -8972 MEMORANDUM TO: Mayor Ulmer Vice Mayor Blum Councilman Davis Councilman Loffredo Councilwoman Agosta FROM: Tom Benton, Village Manager DATE- June 14, 2000 RE: Capital Projects Budget As you are aware, the Village Administration has begun work on the budget process. Each year's budget is comprised of an operating budget and a capital projects budget. In past years, we have simultaneously adopted these budgets at the public hearing in September. However, it has come to my attention that the capital projects budget may be adopted separate from the operating budget. Therefore, attached please find the proposed Five Year Capital Improvement Budget for the fiscal years 2001 through 2006. The total preliminary cost estimate for the consolidated five year period is $4,131,353, with $1,036,112 representing the allocation for the 2000 -2001 fiscal year. The projects included in this report represent the requests submitted by each of the operating departments. Funding sources have been identified based on the nature of the project and who will receive the greater benefit from the project. For the 2000 -2001 fiscal year, the Village Administration has proposed funding the projects based solely on the availability of sufficient monies to cover the costs. Based on the net results of the proposed capital project budget, we are able to recommend that the Council approve funding all of the departmental requests for the 2000 -2001 fiscal year, appropriating monies from the respective funding sources as outlined in the attached Resolution. This is made possible by the departmental efficiencies of the past year and the restraints shown during the fiscal year 1999 -2000 budget cycle. The proposed capital expenditures are deemed necessary to maintain and enhance the health, safety, welfare and public image of the Village. A strong infrastructure is critical to ensuring fiscal strength and optimal property values. For the last two years, the Village has committed Mayor & Council June 14, 2000 Page Two limited funding for our public facilities. Accordingly, we must now pledge additional funding towards the capital projects and infrastructure improvements, which will mirror the Village's commitment to the highest standards and quality of life available in South Florida. I recommend that the Council approve the proposed capital budget and attached Resolution. TB:baf mgr -584 Miami Shores Village Interoffice Memorandum To: Thomas J. Benton Date: Tuesday, June 13, 2000 Village Manager r From: Mark A. Malatak, CPA - Finance Director RE: A RESOLUTION OF THE VILLAGE COUNCIL OF MIAMI SHORES VILLAGE, FLORIDA, ADOPTING THE FIVE -YEAR FY 2001 -2005 CAPITAL PROJECTS BUDGET OF $4,131,353 AND APPROPRIATING $1,036,112 FOR FY 2000 -2001 FROM THE RESPECTIVE UNRESERVED - UNDESIGNATED FUND BALANCES FOR THE FISCAL YEAR BEGINNING OCTOBER 1, 2000 AND ENDING SEPTEMBER 30, 2001. ADMINISTRATION RECOMMENDATION: The Administration recommends that the Village Council adopt the attached resolution, adopting the Five - Year Capital Improvement Budget for FY 2001 -2005 as identified on the attached schedule and appropriating such funds for the FY 2001 year beginning October 1, 2000 from the identified Unreserved - Undesignated Capital Projects Fund Balance. BACKGROUND AND ANALYSIS: The Administration routinely updates the multi -year capital projects presented to previous Village Councils. As part of the FY 2001 Budget Process, staff has reviewed the schedule, re- prioritizing programs to meet the ever- changing requirements of the Village. Additionally, to provide valuable information related to the net worth of each fund, staff has prepared a schedule identifying the available funds for each of the project funds, all of which have sufficient cash to meet the FY 2001 obligations. In developing the new model, staff has determined that $1,036,112 is necessary forthe FY 2000 -2001 capital budgets. Programs for next fiscal year include the replacement of the Village Hall roof, replacement of the Community Center Air Conditioning system, and the purchase of a large tub - chipper. Various funding sources for the projects have been identified. The proposed capital plan for the new year will used unreserved or undedicated fund balances ofthe Capital Projects, Local Option Gas Tax, Sanitation and Storm water Funds. The attached schedule clearly reflects those projects requested for FY 2001 and the corresponding funding sources. Tlie attached resolution provides authorization for the administration to proceed with these projects and, Simultaneously directs the Village Manager to appropriate the necessary funds from the Unreserved- Undedicated Fund Balance Accounts of each of the operating funds. For the subsequent periods of FY 2002 through FY 2005, the Administration will evaluate the Village needs each Spring and present the necessary recommendations or changes. Future appropriations will be presented to Council and programs will be executed subject to fund availability. MAM: / attachment RESOLUTION No. 1015 -00 A RESOLUTION OF THE VILLAGE COUNCIL OF MIAMI SHORES VILLAGE, FLORIDA, ADOPTING THE FIVE -YEAR FY 2001 -2005 CAPITAL PROJECTS BUDGET OF $4,131,353 AND APPROPRIATING $19036,112 FOR FY 2000 -2001 FROM THE RESPECTIVE UNRESERVED - UNDESIGNATED FUND BALANCES FOR THE FISCAL YEAR BEGINNING OCTOBER 1, 2000 AND ENDING SEPTEMBER 30, 2001. WHEREAS, the Administration has analyzed and prioritized the capital projects forthe fiscal year heginning October 1, 2000; and, WHEREAS, capital projects are identified as projects which will be valued at a minimum of $750 ��'ith. a corresponding life expectancy of no less than three years; and, WHEREAS, the staff's recommendation for FY 2001 capital projects are located on the attached schedule, hereby incorporated into this resolution by reference; and, WHEREAS, the Village Council is ultimately responsible for the prioritization and authorization to implement all capital projects. NOW, THEREFORE, BE IT DULY RESOLVED BY THE VILLAGE COUNCIL OF NIIAMI SHORES VILLAGE, FLORIDA: Section 1: That the Administration is hereby authorized and directed to implement the Five - year Capital Projects Program for 2001 -2005 fiscal years. Section 2: That the Village Council hereby appropriates $1,036,112 from the respective Unreserved - Undesignated Fund Balances of the Capital Projects ($325.962); Local Option Gas Tax ($339,900); Sanitation Enterprise R &R Fund ($333,500); General Oblibaatinn Bonds (T.? oon). and, C',Pneral Hind ($34;750) for the fiscal year beginning October 1, 2000. Section 3: This Resolution will become effective upon its adoption. PASSED and ADOPTED this 20`h day of June, 2000. :fittest: Barbara A. Fugazzi, C iC Village Clerk Mark S. Ulmer, Mayor Approved as to form: Richard Sarafan, Esq. Village Attorney Miami Shores Village Proposed Capital Projects +Y 2M Category - Department - Project Capital Local Option Sanitation Stormwater Memorandum Total Description Projects Fund Gas Taxes Fund Utility Other Undesignated Fund Balance on 10/1/00 $793.385 $486,466 $465,251 $315,820 - $2,060,922 Total cost of proposed projects 325,962 339,900 333,500 0 36,750 1,036,112 Cash /Funds available after Projects $467,423 _ $146,566 _ $131,751 _ $315,@220 _ ($36,750) _$1,M4,810 Public Works Department - - Street resurfacing project 1 Village -wide sidewalk replacement progr 2 Village -wwide sign replacement program 3 Village hall Electrical box upgrade 4 Replacement: Ice machine @ PubWks Ya 5 Acquisition: Cement Mixer 6 Replacement - Village Hall Roof 7 Install - Village -wide parking bumpers 8 Replacement - Village hall AC Condenser 9 Village -wide ADA Improvement Program 10 Beautification effort - 96th St Median 11 Replacement - TubChipper 12 Replacement - Trash Truck #137 13 Replacement - TubChipper (vehicular) 14 Village -wide well conversion effort 15 Replacement - walk behind (Toro) mower 16 Install- irrigation system @ Constitution 17 Beautification effort - Tree Replacemen 18 Acquisition - AquoMaster Pumps (x3) 19 Sub-total: Public Works Dept. - Library Department Acquisition - Follett Unison Software 20 Acquisition - Library Checkpoint System 21 Renovate Library Entrance Door $1,800 - Sub- total: Library Dept. Police Department Rehabilitate -2nd Fl Patio ponding repairs 22 Sub- total: Police Department - Recreation Department Administrative Division Renovate - Basketball areas 23 Replacement - A/C (from FY 2000) 24 Install - 16' fence @ north field 25 Sub - total: Recreation - Adminstration - Community Center Renovate: Resurface b -ball courts 26 Replacement - Stage Lighting System 27 Replacement - Auditorium Curtains 28 Sub- total: Recreation - Comm. Center - Aquatics Facility Acquisition - Comm. Pressure Cleaner 29 Sub- total: Recreation - Aquatics - Tennis Renovate - Resurface Tennis courts x4 30 Replacement - Tennis Patio flooring 31 Sub- total: Recreation - Tennis - FY 2001 -2005 Capital Budget - FY 2001 Request $86,800 122,800 5,500 3,000 - - 1,800 - - - 2,800 - 100,000 - - 1,000 - - 2,000 - - 15,000 - - - 100,000 - - - - 275,000 _ - 58,500 22,000 - - - 12,000 - 3,000 - 11,000 - - - 10,000 - 22,500 - - $181,300 $33.9.9X $333,500 - $86,800 - - 122,800 5,500 3,000 - 1,800 - 2,800 - _ 100,000 - 1,000 - _ 2,000 - - 15,000 100,000 - _ 275,000 - 58,500 22,000 12,000 ,. - 3,000 _ - 11,000 10,000 22,500 - - -$0 - - - $�. - $954, $1,160 $1,160 10,285 10,285 0 $0 $0 - $0 _ $0 -- $11,445 - $11,445 $50,000 - - _• ~ -. - _._. _ - -- -- $50,000 $50.000 - - �- - -- $50,000 $8,000 - - - - $8,000 60,000 - - - - 60,024 11,500 - - - - 11,500 $79,500 - -�. - - - $79,500 $8,800 - - - - $8,800 1,472 - - - - 1,472 4,890 4,890 _ - - - $2,000 $2,000 $2,000 f $2,000 $15,580 $15,580 7,72 $23,305 - -- $23.305 Prepared by Finance on 0611412000 at 03:1731 PM Miami Shores Village Five -year Capital Budget FY 2001 thru FY 2006 Fiscal Year Ending September 30. YYYY Cross In Est Ref 2001 Life Five -year Project Description # Da pt ON Fund ? (Yrs) 2001 2002 2003 2004 2005 Total Village -wide ADA Improvement Program to Admin Admin C no 20 $15,000 $10,000 $10,000 $10,000 $10,000 $55,000 Sub- total: Administration - -- -- -- $15,000 $10,000 $10,000 $10,000 $10,000 $55,000 Renovate - Entrance Door Libr Admin C yes 5 Acquisition - Follett Unison Software upgrade 20 Libr Admin C yes 5 Acquisition - Library Checkpoint System 21 Libr Admin C yes 10 Sub- total: Library -- -- -- -- -- $0 $1,800 - - - $1,800 1,160 1,000 _ - - 2,160 10,285 - - - _ - 10,285 $11,445 $2,800 - - - $14,245 Acquisition - Equipment Trailer PubWks Admin C no 7 - - $10,000 - - $10,000 Renovate --Build add'I storage facility PubWks Admin C no 30 - 75,000 - - - 75,000 Renovate - Repave Public Works Yard PubWks Admin C no 10 - 60,000 - - - 60,000 Replacement - Ice Machine PubWks Yard 5 PubWks Admin C no 10 1,800 - - - - 1,800 Sub - total: PubWks - Administration -- __ __ $1,800 $135,000 $10,000 - - $146,800 Replacement - Backhoe #18 Replacement - Cushman Truckster #171 Replacement - Disk Chipper #9555 Replacement - Loader #31 Replacement - Mobile Air Compressor Replacement - Pickup Truck #15 Replacement - Pickup Truck #19 Replacement - Pickup Truck #9450 Replacement - Pickup Truck #9551 Replacement - Pickup Truck #9552 Sub- total: PubWks - Fleet Maintenance PubWks FL Mtce ISF no 10 PubWks FL Mtce ISF no 7 PubWks FL Mtce ISF no 7 PubWks FL Mtce ISF no 10 PubWks FL Mtce ISF no 10 PubWks FL Mtce ISF no 10 PubWks FL Mtce ISF no 10 PubWks FL Mtce ISF no 10 PubWks FL Mtce ISF no 10 PubWks FL Mtce ISF no 10 - $125,000 - - - $125,000 - 15,000 - - - 15,000 - 25,000 - - - 25,000 - 200,000 - - - 200,000 - 13,000 - - - 13,000 - 25,000 - - - 25,000 - 26,000 - - - 26,000 - 26,000 - 26,000 - - - 27,500 - 27,500 - - - 27,500 - 27,500 $0 $429,000 $26,000 $55,000 $0 $510,000 FY 2001 - 2005 Capital Budget Prepared by Finance on 06/14/2000 at 03:33:37 PM Miami Shores Village Five -year Capital Budget FY 2001 thru FY 2006 FY 2001 - 2005 Capital Budget Prepared by Finance on 06/14/2000 at 03:33:37 PM Fiscal Year Ending_ September 30. YYYY Cross In Est Five -year Ref 2001 Life Project Description # Dept Div Fund ? (Yrs) 2001 2002 2003 2004 2005 Total Acquisition - Cement Mixer 6 PubWks LOST L no 10 $2,800 - - - - $2,800 Beautification Effort - 96th St Median 11 PubWks LOST L no 50 100,000 50,000 7,500 7,500 7,500 172,500 Beautification effort -Tree Replacement 18 PubWks LOST L no 50 10,000 10,000 10,000 10,000 10,000 50,000 Rehabilitate - Downtown parking area sealcoating PubWks LOST L no 5 - - - 8,500 - 8,500 Replacement - Street Sweeper #32 PubWks LOST L no 10 - - 200,000 - - 200,000 Village -wide sidewalk replacement program 2 PubWks LOST L no 30 122,800 63,400 66,100 70,000 71,000 393,300 Village -wide sign replacement program 3 PubWks LOST L no 1 5,500 5,800 6,000 6,100 6,200 29,600 Village -wide well conversion effort 15 PubWks LOST L no 20 12,000 12,000 12,000 12,000 12,000 60,000 Sub- total: PubWks - Gas Tax - -- $253,100 $141,200 $301,600 $114,100 $106,700 $916,700 Street resurfacing Program 1 PubWks Streets L no 20 $86,800 $91,200 $97,700 $100,000 $105,000 $480,700 Install - Village wide parking bumpers 8 PubWks Streets L no 10 1,000 - - - - 1,000 Village -wide sidewalk replacement program PubWks Streets S no 30 - 63,400 66,100 70,000 71,000 270,500 Sub- total: PubWks - Streets (Gen Fund) - -- -- -- $87,800 $154,600 $163,800 $170,000 $176,000 $752,200 Acquisition - 12 Park Benches PubWks Parks S no 20 - $3,750 - - - $3,750 Acquisition - 12 Trash Barrells PubWks Parks C no 20 - 3,750 - - - 3,750 Acqusition - Steam- generated pressure washer PubWks Parks C no 10 - - - - 20,000 20,000 Install - Irrigation system @ Constitution Park 17 PubWks Parks C no 20 11,000 5,000 - - - 16,000 Replacement - Gang mower (Toro) #TR -1 PubWks Parks C no 10 - 13,500 - - - 13,500 Replacement - Police Dept Air Handler PubWks Parks C no 15 - 4,500 - - - 4,500 Replacement - Power Pruners PubWks Parks C no 5 - - 1,500 - - 1,500 Replacement - Power Pruners PubWks Parks C no 5 - - 1,500 - - 1,500 Replacement - Reelmaster #174 PubWks Parks C no 7 - 19,800 - - - 19,800 Replacement - Stump Grinder #10 PubWks Parks C no 10 - - 18,000 - - 18,000 Replacement - Village Hall Roof 7 PubWks Parks C no 20 100,000 - - - - 100,000 Replacement - VillageHall AC Condenser Unit 9 PubWks Parks C no 12 2,000 - - - - 2,000 Replacement - walk- behind Toro Mower PubWks Parks C no 7 - 3,100 - - - 3,100 FY 2001 - 2005 Capital Budget Prepared by Finance on 06/14/2000 at 03:33:37 PM Miami Shores Village Five -year Capital Budget FY 2001 thru FY 2006 FY 2001 - 2005 Capital Budget Prepared by Finance on 06/14/2000 at 03:33:38 PM ' Fiscal Year Ending September 30, YYYY Cross In Est Five -year Ref 2001 Life Prq j ct Description # be pt Div Fund ? (Yrs) 2001 2002 2003 2004 2005 Total Replacement - walk- behind Toro Mower PubWks Parks C no 7 - - - 3,500 - 3,500 Replacement - walk- behind Toro Mower 16 PubWks Parks C yes 7 3,000 - - - 3,000 Village Hall Electrical box upgrade 4 PubWks Parks C no 30 3,000 - - - - 3,000 Sub - total: PubWks - Parks Division - - -- -- -- $119.000 $53,400 $21,000 $3,500 $20,000 $216,900 Replacement - Tractor (Deere) @ Recreation PubWks Rec Mtce C no 10 - - - $15,000 $20,000 $35,000 Sub- total: Administration -- -- -- -- -- - - - $15,000 $20,000 $35,000 Renovate - Build add'I storage facility PubWks Sanit 5 no 30 - $75,000 - - - $75,000 Replacement - Garbage Truck #9554 PubWks Sanit S no 10 - - - 180,000 20,000 200,000 Replacement - Garbage Truck #9659 PubWks Sonit S no 10 - - - - 189,000 189,000 Replacement - Monarch Trash Pumps PubWks Sanit S no 10 - - - 8,000 - 8,000 Replacement - Recycling Truck #9557 PubWks Sanit S no 10 - 150,000 - - 150,000 Replacement - Trash grabber #161 PubWks Sanit S no 10 - 200,000 - - 200,000 Replacement - Trash Truck #137 13 PubWks Sonit S yes 10 58,500 - - - - 58,500 Replacement - TubChipper 12 PubWks Sanit S no 10 275,000 - - - - 275,000 Replacement - TubChipper (vehicular) 14 PubWks Sanit S no 10 22,000 - - - - 22,000 Sub- total: PubWks - Sanitation Division - -- -- -- -- $355,500 $425,000 $0 $188,000 $209,000 $1,177,500 Acqusition - AquaMaster Pumps ( #3) 19 PubWks Storm St no 10 $22,500 - - - - $22,500 Replacement - Water Truck PubWks Storm St no 10 - - - - 8,500 8,500 Sub- total: PubWks - Storm water Div. - -- -- -- -- $22,500 $0 - - _ $31,000 Rehabilitate - 2nd FL Patio ponding repairs 22 Police ops C yes 5 $50,000 - - - - $50,000 Sub- total: Police - Operations - -- -- -- $50,000 - - - - $50,000 Renovate - Basketball areas 23 Rec Admin C yes 5 $8,000 $2,500 - - - $10,500 Sub - total: Recreation Admin. - - -- -- $8,000 $2,500 - - - $10,500 FY 2001 - 2005 Capital Budget Prepared by Finance on 06/14/2000 at 03:33:38 PM Miami Shores Village Five -year Capital Budget FY 2001 thre FY 2006 Fiscal Year Ending Septterpber 30. YYYY Cross In Est Ref 2001 Life Five -year Project bescription # Dept Div Fund ? (Yrs) 2001 2002 2003 2004 2005 Total Acquisition - Commercial pressure cleaner 29 Rec Aquatics GOB no 7 $2,000 - - - $2,000 Sub - total: Recreation Aquatics -- -- -- -- $2,000 - - - - $2.000 Install - 16' fence @ sportsfield north 25 Rec Athlet C yes 10 $11,500 - - - - $11,500 Sub- total: Recreation - Aquatics -- -- -- -- -- $11,500 - _ - - $11,500 Renovate - Repair /resurface B -ball courts 26 Rec Com Ctr C no 4 $8,800 - - - $11,000 $19,800 Replacement - Air Conditioner (from FY 2000) 24 Rec Com Ctr C no 5 60,000 - - - 69,000 129,000 Replacement - Auditorium curtains 28 Rec Com Ctr C no 5 4,890 - - - 5,624 10,514 Replacement - Stage Lighting System 27 Rec Com Ctr C no 15 1,472 - -_ - - 1,472 Sub- total: Recreation - Comm Center - -- -- -- $75,162 - - - $85,624 $160,786 Renovate -Resurface Tennis Courts ( #4) 30 Rec Tennis C no 4 $15,580 - - - $17,917 $33,497 Replacement - Tennis Patio flooring 31 Rec Tennis C no 20 7,725 - - - - 7,725 Sub - total: Recreation - Tennis -- -- -- -- $23,305 - - - $17,917 $41,222 GRAND TOTAL - CAPITAL BUDGETS - - - -- -- $1,036,112 $1,353,500 $532,400 $555,600 $649,491 $4,131,353 FY 2001 - 2005 Capital Budget Prepared by Finance on 06/14/2000 at 03:33:38 PM MIAMI SHORES VILLAGE.M�Ru CAPITAL IMPROVEMENT PROGRAM DEPARTMENT: Public Works I PROJECT NAME: Street Resurface Existing Program New Deleted Program Improvement Program Program Priority Rating Submitted Year 5/15/00 FY- 00 -05 Estimated Cost: $ 480,700 Time Frame For Purchase 1st Quarter 2nd Quarter 3rd Quarter 4th Quarter Description of item or rrolect Resurface streets in the Village 00/01 (11/02 02/03 03/04 04/05 86,800 91,200 97,700 100,000 105,000 Replace Equipment - Description and Fixed Asset Number: Disposal Value: Justification: Ongoing ro'ect to maintain appearance and physical integrity of Village Streets Possible Alternatives if Request is Disapproved Patch Streets Estimated Annual Operating Cost After Completion: 0 Estimated Life Of Project: 20yrs MIAMI SHORES VILLAGE CAPITAL IMPROVEMENT PROGRAM DEPARTMENT: Public Works PROJECT NAME: Sidewalk Replacement Existing Program Program Improvement New Program Deleted Program Priority Rating Submitted Year 5/15/00 FY- 00 -05 Estimated Cost: $ 663,800 Time Frame For Purchase 1st Quarter 2nd Quarter 3rd Quarter 4th Quarter Descri tion of Item or Project I Sidewalk Repair/replacement 00 /01 01/02 02/03 03/04 04/05 122,800 126,800 132,200 140,000 142,000 Replace Equipment - Description and Fixed Asset Number: Disposal Value: Justification: Many miles of sidewalk in the Village in need of repair Possible Alternatives if Request is Disapproved Estimated Annual Operating Cost After Completion: no repair Estimated Life Of Project: 30 ;5M1 MIAMI SHORES VILLAGE s CAPITAL IMPROVEMENT PROGRAM DEPARTMENT: Public Works 1PROJECT NAME: Sign Materials Existing Program New Deleted Program Improvement Program Program Priority Rating Submitted Year 5/15/00 FY- 00 -05 Estimated Cost: $29,600 ' Time Frame For Purchase 1st Quarter 2nd Quarter 3rd Quarter 4th Quarter Description of Item or Project Sign material inventory 00 /01 01/02 02/03 03/04 04/05 5,500 5,800 6,000 6,100 6,200 Replace Equipment - Description and Fixed Asset Number: Disposal Value: Justification: Maintain inventory for sign replacement Possible Alternatives if Request is Disapproved Subcontract Sign replacement Estimated Annual Operating Cost After Completion: 0 Estimated Life Of Project: 1 yr MIAMI SHORES VILLAGE CAPITAL IMPROVEMENT PROGRAM �6A9'd` DEPARTMENT: Public Works I PROJECT NAME: Electrical upgrade V.H. Existing Program New Deleted Program Improvement Program Program Priority Rating Submitted Year x 5115100 FY- 00 -01 Estimated Cost: $3,000 Time Frame For Purchase 1st Quarter 2nd Quarter 3rd Quarter 4th Quarter Description of Item or Project Replace panel in finance directors office Replace Equipment - Description and Fixed Asset Number: Disposal Value: Justification: This panel is an old "fuse" type panel controlling the front of Village Hall and the Village Managers Office. It needs to be updated to a circuit breaker type panel Possible Alternatives if Request is Disapproved Continue with old panel Estimated Annual Operating Cost After Completion: 0 Estimated Life Of Project: 30 yrs MIAMI SHORES VILLAGE CAPITAL IMPROVEMENT PROGRAM DEPARTMENT: Public Works PROJECT NAME: Replace Ice Machine Existing Program New Deleted Program Improvement Program Program Priority Rating Submitted Year X 5/15/00 FY- 00 -01 Estimated Cost: $1,800 1st Quarter 2nd Quarter 3rd Quarter 4th Quarter Time Frame For Purchase Description of Item or Project Replace Ice Machine a) Public Works Replace Equipment - Description and Fixed Asset Number: Disposal Value: Justification: Ice Machinehas met it's life expectancy and need to be replaced Possible Alternatives if Request is Disapproved Continue to use old machine with increased maintenace costs Estimated Annual Operating Cost After Completion: $25 Estimated Life Of Project: 10 yrs 1 MIAMI SHORES VILLAGE CAPITAL IMPROVEMENT PROGRAM DEPARTMENT: Public Works IPROJECT NAME: Existing Program New Deleted Program Improvement Program Progran x imated Cost: $2,800 Time Frame For Purchase Description of Item or Project Purchase cement mixer Replace Equipment - Description and Fixed Asset Number: Priority 1st Quarter New Equipment Rating Cement Mixer Submitted Year 5/15/00 FY- 00 -01 3rd Quarter 4th Quarter Disposal Value: - Justification: Sidewalk crew and public works crew need for mixing cement where cement truck delivery is not viable because of quantity or location Possible Alternatives if Request is Disapproved Continue to mix by hand Estimated Annual Operating Cost After Completion: Estimated Life Of Project: 10 yrs MIAMI SHORES VILLAGE CAPITAL IMPROVEMENT PROGRAM -c4RM1N' DEPARTMENT: Public Works PROJECT NAME: Replace Roof V.H. Existing Program New Deleted Program Improvement Program Program Priority Rating Submitted Year x 5/15/00 FY- 00 -01 Estimated Cost: $100,000 Time Frame For Purchase 1st Quarter 2nd Quarter 3rd Quarter 4th Quarter Description of Item or Project Replace Tile and Flat roofs at Village hall Replace Equipment - Description and Fixed Asset Number: Disposal Value: Justification: Roof has not been replaced since 1977 and is in need of replacement. Numerous patches have been made to the g g p to preclude further water damage existing roof and new leaks continue to develop. The flat roof is being patched now this rainy season Possible Alternatives if Request is Disapproved Continue to patch and risk water damage Estimated Annual Operating Cost After Completion:0 Estimated Pife Of Project: 20yrs MIAMI SHORES VILLAGE , .., CAPITAL IMPROVEMENT PROGRAM cuaid' DEPARTMENT: Public Works Existing Program Program Improvement Cost: $2,000 Description of Item or Project New Deleted Program Program Time Frame For Purchase PROJECT NAME: Hall Condenser Priority I Rating I Submitted 5/15/00 1st Quarter 12nd Quarterl 3rd Quarter x Replace condenser at Village Hall Replace Equipment - Description and Fixed Asset Number: Disposal Value: Justification: Unit is not efficient and has met it's life expectancy Year FY- 00 -01 4th Quarter Possible Alternatives if Request is Disapproved Continue with old unit until failure mandates replacement Estimated Annual Operating Cost After Completion: $50 Estimated �ife Of Project: 12 yrs MIAMI SHORES VILLAGE CAPITAL IMPROVEMENT PROGRAM ►EPARTMENT: Public Works IPROJECT NAME: ADA Imnro►vements Existing Program New Deleted Program Improvement Program Program Priority Rating Submitted Year x 1 5/15/00 FY- 00 -05 Estimated Cost: $55,000 Time Frame For Purchase 1st Quarter 2nd Quarter 3rd Quarter 4th Quarter Description of Item or Project Allocate funds to bring entire vill a into ADA compliance 00 -01 01 -02 02 -03 03 -04 04 -05 15,000 10,000 10,000 10,000 10,000 Replace Equipment - Description and Fixed Asset Number: Disposal Value: Justification: Some areas of the village still need to be updated to current standards Possible Alternatives if Request is Disapproved Estimated Annual Operating Cost After Completion: 0 Estimated Life Of Project: 20 MIAMI SHORES VILLAGE CAPITAL IMPROVEMENT PROGRAM DEPARTMENT: Public Works JPROJECT NAME: 96th St Medians Existing Program New Deleted Program Improvement Program Program Priority Rating Submitted Year X 5/15/00 FY- 00 -01 Estimated Cost: $100,000 Time Frame For Purchase 1st Quarter 2nd Quarter 3rd Quarter 4th Quarter Description of Item or Project 96th Street Median Replace Equipment - Description and Fixed Asset Number: Disposal Value: NA Justification: Beautification of 96th Street to match existing medians west of the railroad tracks Possible Alternatives if Request is Disapproved Estimated Annual Operating Cost After Completion: $2000 (irrigation & Lights) Estimated Life Of Project: 50 yrs *'*MN MIAMI SHORES VILLAGE CAPITAL IMPROVEMENT PROGRAM DEPARTMENT: Public Works PROJECT NAME: Tub Chipper Existing Program New Deleted Program Improvement Program Program Priority Rating Submitted Year 5/15/00 FY- 00-01 Estimated Cost: $275,000 Time Frame For Purchase 1st Quarter 2nd Quarter 3rd Quarter 4th Quarter Description of Item or Project Replace tub chipper Replace Equipment - Description and Fixed Asset Number: V -164 1992 Disposal Value: $20,000 Justification: Unit has met it's life expectancy and needs to be replaced. This equipment is essential to our trash operation , Unit is needed to Erind folic a and reduce disposal f .-es. Possible Alternatives if Request is Disapproved Continue to use old unit with increased maintenance costs and possible down time resultina in increased dump fees Estimated Annual Operating Cost After Completion:$300 Estimated life Of Project: 10 yrs MIAMI SHORES VILLAGE CAPITAL IMPROVEMENT PROGRAM DEPARTMENT: Public Works PROJECT NAME: Trash Truck Existing Program New Deleted Program Improvement Program Program Priority Rating Submitted Year 5/15/00 FY- 00 -01 Estimated Cost: $60,000 Time Frame For Purchase 1st Quarter 2nd Quarter 3rd Quarter 4th Quarter vescripnon of item or Project Keelace Trash Truck Replace Equipment - Description and Fixed Asset Number: Disposal Value: $750 V -137 1988 Justification: Unit has met and exceeded it's life expectancy Unit's frame is bent, impacting operations Possible Alternatives if Request is Disapproved use lower capacity dump truck Estimated Annual Operating Cost After Completion: $ 200 Estimate Life Of Project: 10 yrs MIAMI SHORES VILLAGE CAPITAL IMPROVEMENT PROGRAM (DEPARTMENT: Public Works I PROJECT NAME: ChiDDer yay� *r+,s Existing Program New Deleted Program Improvement Program Program Priority Rating Submitted Year 5/15/00 FY- 00 -01 Estimated Cost: $22,000 Time Frame For Purchase 1st Quarter 2nd-Quarter 3rd Quarter 4th Quarter X Lescripnon of item or rroject Replace Chipper Replace Equipment - Description and Fixed Asset Number: Disposal Value: $300 Justification: Unit has met it's life expectancy and needs to be repllaced V -158 1984 Possible Alternatives if Request is Disapproved Continue to use old unit with increased maintenance cost Estimated Annual Operating Cost After Completion: $100 Estimated Vife Of Project: 10 yrs MIAMI SHORES VILLAGE CAPITAL IMPROVEMENT PROGRAM ''DEPARTMENT: Public Works I PROJECT NAME: Replace City Water �dAfP�' Existing Program New Deleted Program Improvement Program Program Priority Rating Submitted Year 5/15/00 FY- 00 -05 Estimated Cost: $60,000 Time Frame For Purchase 1st Quarter 2nd Quarter 3rd Quarter 4th Quarter X Description of item or Project 00/01 01/02 02/03 03/04 04/05 12,000 12,000 12,000 12,000 12,000 Replace Equipment - Description and Fixed Asset Number: Disposal Value: Justification: Conversion to well water precludes costs associated with purchase of water from WASH. This will pa for itself in reduced water bills Possible Alternatives if Request is Disapproved Continue to py WASA for ci water Estimated Annual Operating Cost After Completion: $100 (electric for pump) Estimated Life Of Project: 20 yrs DEPARTMENT: Public Works Existing Program Program Improvement Cost: $3,000 Description of Item or Project MIAMI SHORES VILLAGE CAPITAL IMPROVEMENT PROGRAM New I Deleted Frame For Purchase Replace Toro walkbehind mower PROJECT NAME: Toro Mower Priority i Rat. 1st Quarter 12nd Qi toiniW Replace Equipment - Description and Fixed Asset Number: TWB -3 1994 Disposal Value: $50 Justification: Unit has met it's life expectancy and needs to be replaced Possible Alternatives if Request is Disapproved Continue to use old machine with increased maintenance costs Estimated Annual Operating Cost After Completion:$50 _ Estimated Life Of Project: 8 rs ing Submitted Year 5/15/00 FY- 00 -01 carter 3rd Quarter i 4th Quarter X Replace Equipment - Description and Fixed Asset Number: TWB -3 1994 Disposal Value: $50 Justification: Unit has met it's life expectancy and needs to be replaced Possible Alternatives if Request is Disapproved Continue to use old machine with increased maintenance costs Estimated Annual Operating Cost After Completion:$50 _ Estimated Life Of Project: 8 rs DEPARTMENT: Public Works Existing Program Program Imaroveme Estimated Cost: $11,000 Description of Item or Project MIAMI SHORES VILLAGE CAPITAL IMPROVEMENT PROGRAM PROJECT NAME: Const. Park New I Deleted •nuram Prnaram Priority j Rating Submitted x I 1 1 5/15/00 Frame For Purchase 1st Quarter 2nd Quarter 3rd Quarter To install a pump and irrigation system at Constitution Park Replace Equipment - Description and Fixed Asset Number: Disposal Value: Justification: As a gateway to the Recreation Facility our landscaping choices are severely_ limited by lack of irrigation . Irrigation will enable many improvements Year FY- 00 -01 4th Quarter Possible Alternatives if Request is Disapproved Continue with no irrigation Estimated Annual Operating Cost After Completion:$ 100 (electric for pump) Estimated; Life Of Project: 20 yrs SY5114 MIAMI S HORES VILLAGE CAPITAL IMPROVEMENT PROGRAM EPARTMENT: Public Works PROJECT NAME: Tree Existing I Program Estimated Cost: $ 50,000 New I Deleted Priority i Rating I Submitted I 5115100 Time Frame For Purchase 1st Quarter I 2nd Quarter 3rd Quarter Description of Item or Project re Iacelplant new trees (60 @ $150 -$200) 00/01 2 -Jan 02/03 03/04 04/05 10,000 10,000 10,000 10,000 10,000 Replace Equipment - Description and Fixed Asset Number: Disposal Value: �w ��A,w Year FY- 00 -05 4th Quarter Justification: Ongoing beautification /replacement project Possible Alternatives if Request is Disapproved no planting Estimated Annual Operating Cost After Completion: Estimated Life Of Project: 50yrs MIAMI SHORES VILLAGE CAPITAL IMPROVEMENT PROGRAM '*AA11S"' DEPARTMENT: Public Works 1PROJECT NAME: Existing Program New Program Improvement Progra x Estimated Cost: $ 22,500 Description of Item or Project Deleted Time Frame For Purchase Purchase 3 Aqua Master Pumps Aqua Master Pumps Priority I Rating I Submitted 5/15/00 1st Quarter 12nd Quarterl 3rd Quarter Replace Equipment - Description and Fixed Asset Number: new equipment Disposal Value: Justification: This would preclude and contracting of remolvaing behind the residences at 100 Street and the Bay P garbage _ services that cost approximately $20,000 per anum Sa Year FY- 00 -01 4th Quarter Possible Alternatives if Request is Disapproved Estimated Annual Operating Cost After Completion: $250 Estimated 1Life Of Project: 10 yrs MIAMI SHORES VILLAGE ,�•� =,,r CAPITAL IMPROVEMENT PROGRAM R�4RlL✓' DEPARTMENT: Library PROJECT NAME: Follett Unison Upgrade Existing Program New Deleted Program Improvement Program Program Priority Rating Submitted Year x 1 5/5/2000 FY -00 -01 Estimated Cost: $1,160.00 Time Frame For Purchase 1st Quarter 2nd Quarter Q 3rd Quarter 4th Quarter' x Description of Item or Project The Follett Unison Program is a software that helps libraries manage their collection and circulation records in an efficient way. It provides circulation, cataloging, record keeping, searching and inventory software that is easy, practical, and user - friendly for all library patrons. Replace Equipment - Description and Fixed Asset Number: This software will upgrade the present Unison Program which is a DOS Version. Disposal Value N/A Justification: The Windows Version of the Unison Program offers many features which the DOS version lacks. In addition, the Follett Company has advised us that they will no longer provide upgrades to the DOS version, as they plan to phase it out in the near future. Possible Alternatives if Request is Disapproved Estimated Annual Operating Cost After Completion: $480.00 for "Technical Support Estimated Life Of Project: 5 -10 years (Includes all program improvements) *,,,', #fi y, MIAMI SHORES VILLAGE CAPITAL IMPROVEMENT PROGRAM'° DEPARTMENT: Library PROJECT NAME: Library Protection System Existing Program New Deleted Program Improvement Program Program Priority Rating Submitted Year X 1 5/5/2000 2000 -2001 Estimated Cost: $10, 285.00 Time Frame For Purchase 1st Quarter 2nd Quarter 3rd Quarter 4th Quarter x Description of Item or Project The Checkpoint System is a Radio Frequency Detection System that protects library materials from theft. Sensors placed by the front doors electronically guard the library's entrances, and query materials that pass through for proper checkout. Replace Equipment - Description and Fixed Asset Number: ^ Disposal Value: Justification: The purchase of a material security system is in keeping with our goal of a library that is equipped with technologically advanced systems. Studies have shown that libraries lose an average of 3% of their collection yearly. A partial - inventory of our own collection revealed that the library is losing approximately 1.5% of its books a year. Now that we are purchasing videos and other media, losses have become more apparent as these collection have grown. Since its inception in 1995, 10% of the Video Collection has been lost due to theft. The Checkpoint System offers easy and discreet protection to all library materials and will reduce loss by 99 %. Possible Alternatives if Request is Disapproved Estimated Annual Operating Cost After Completion: $340.00 Maintenance Service Estimated Life Of Project: 10 years ,s MIAMI SHORES VILLAGE,�oR CAPITAL IMPROVEMENT PROGRAM ...all p DEPARTMENT: Police PROJECT NAME: PATIO REPAIR Existing Program New Deleted Priority Rating Submitted Year Program Improvement Program Program 5/5/2000 FY- Estimated Cost: $ 50,000.00 Time Frame For Purchase 1st Quarter 2nd 3rd Quarter 4th Quarter Quarter Description of Item or Project Repair patio on second floor of Police Headquarters Puilding Replace Equipment - Description and Fixed Asset Number: Disposal Value: PT /A :,10,000 - engineering and design $40,000 - repair costs N/A Justification: Water pools and will not drain from patio area. Possible Alternatives if Request is Disapproved Estimated Annual Operating Cost After Completion: Estimated Life Of Project: `Ogr' MIAMI SHORES VILLAGE�� CAPITAL I MPROVEMENT PROGRAM DEPARTMENT: Recreation /Administration PROJECT NAME: Basketball Courts Existing Program New Deleted Program Improvement Program Program Priority Rating Submitted Year X 5/5/00 FY- Estimated Cost: $8,000. Time Frame For Purchase 1st Quarter 2nd Quarter 3rd Quarter 4th Quarter X Description of Item or Project Pave grass area on north side of courts and pave in grass area between courts and center. Replace Equipment - Description and Fixed Asset Number: Disposal Value: Justification: Add paved area for bleachers and improve appearance of court area. Possible Alternatives if Request is Disapproved Estimated Annual Operating Cost After Completion: -0- Estimated Life Of Project: 5 years s40-1V a MIAMI SHORES VILLAGE •. ' CAPITAL IMPROVEMENT K .�,. OV MENT PROGRAM canfit DEPARTMENT: Recreation /Administration 1PROJECT NAME: Tot Lot Safety Fence Existing Program New Deleted Program Improvement Program Program Priority Rating Submitted Year 5/5/00 FY- Estimated Cost: $11,500. Time Frame For Purchase 1st Quarter 1st 2nd Quarter 3rd Quarter 4th X Description of Item or Project 16 foot safety fence on north end of sports fields. Replace Equipment - Description and Fixed Asset Number: Disposal Value: Justification: Improve safety of Tot Lot by preventing balls from landing in Tot Lot. Possible Alternatives if Request is Disapproved Estimated Annual Operating Cost After Completion: -0- Estimated Life Of Project: 10 years MIAMI SHORES VILLAGE CAPITAL IMPROVEMENT PROGRAM DEPARTMENT: Recreation /Community Center PROJECT NAME: Basketball Court Resurfacing Existing Program New Deleted Program Improvement Program Program priority Rating Submitted Year X 5/5/00 FY- 01 Estimated Cost: $8800. Time Frame For Purchase 1st Quarter 2nd Quarter 3rd Quarter 4th Quarter X Description of Item or Project lte air and resurface basketball court. Replace Equipment - Description and Fixed Asset Number: n/a Disposal Value: $0 Justification: The courts have numerous cracks and are in des crate need of repair. Also the recreation artment would like to change the roller hockey court back to a much needed basketball court. Each year we wait, the repairt Possible Alternatives if Request is Disapproved Use basketball court as is and set up portable_goals for basketball program. Estimated Annual Operating Cost After Completion: $0 Estimated Life Of Project: 4 vrs MIAMI SHORES VILLAGE .s �J CAPITAL IMPROVEMENT PROGRAM DEPARTMENT: Recreation 1PROJECT NAME: Stage Lighting Enhancement Existing Program New Deleted Program Improvement Program Program priority Rating Submitted Year X 5/5/00 FY- 01 Estimated Cost: 51472. Time Frame For :Purchase 1st Quarter 2nd Quarter 3rd Quarter 4th Quarter X Description of Item or Project Replacement of current lighting boards. New boards would be less noisy, and be able to be controlled from a remote area. Replace Equipment - Description and Fixed Asset Number: 3499 and 3500 Disposal Value: Justification: Current lighting boards are 20 years old and buzz loudly when in use. Possible .Alternatives if Request is Disapproved Keep using existing sound boards. Estimated Annual Operating Cost After Completion: $0 Estimated Life Of Project: 15 vrs MIAMI SHORES VILLAGE�• CAPITAL IMPROVEMENT PROGRAM DEPARTMENT: Recreation /Community Center 1PROJECT NAME: Auditorium Curtains Existing Program New Deleted Program Improvement Program Program Priority Rating Submitted Year X 5/5/00 FY- 01 Estimated Cost: $4890. Time Frame For Purchase 2nd Quarter 3rd Quarter 4th Quarter x Description of Item or Project Replace Equipment - Description and Fixed Asset Number: Disposal Value: New rear curtains for audtiorium staSe $0 n/a Justification: Curtains are the'brigianl ones ", they are water stained from Hurricane Andrew and torn in some areas. Possible Alternatives if Request is Disapproved Leave existing curtains up. Estimated Annual Operating Cost After Completion: $0 Estimated Life Of Project: 10 yrs • MIAMI SHORES VILLAGE W 9 CAPITAL IMPROVEMENT PROGRAM DEPARTMENT: Recreation/Pool PROJECT NAME: Pressure Cleaner Existing Program New Deleted Program Improvement Program Program Priority Rating Submitted Year X 5/5/00 FY- 01 Estimated Cost $2,000.00 Time Frame For Purchase 1st Quarter 2nd Quarter 3rd Quarter 4th Quarter Description of Item or Project Pressure cleaner Replace Equipment - Description and Fixed Asset Number: Disposal Value: None Justification: To keep the pool, de :ck and bathrooms within the new facili clean. Possible Alternatives if Request is Disapproved Rent a pressure cleaner for at least 7 days a year 2 $65.00 /day. Estimated Annual Operating Cost After Completion: $0 Estimated Life Of Project: Approx. 7 yrs. 6.0 %, �4 � MIAMI SHORES VILLAGE � r}iL�R yy CAPITAL IMPROVEMENT PROGRAM'~ DEPARTMENT: Recreation / Tennis PROJECT NAME: Tennis Court Resurface Existing Program New Deleted Program Improvement Program_ Program Priority Rating Submitted Year X 1 5/5/00 FY 01 Estimated Cost $15,580.00 Time Frame For Purchase 1st Quarter 2nd Quarter 3rd Quarter 4th Quarter X Description of Item or Project Resurface four Tennis courts, including needed repairs of surface. I Replace Equipment - Description and Fixed Asset Number: n/a Disposal Value: None Justification: Worn surface, numerous cracks, undersurface water damage. Beautification of Tennis Center. Possible Alternatives if Request is Disapproved None Estimated Annual Operating Cost After Completion: $0 Estimated Life Of Project: 4 - 7 years MfAMI SHORES VILLAGE ,,. CAPITAL IMPROVEMENT PROGRAM DEPARTMENT: Recreation/Tennis 1PROJECT NAME: Existing I Program X Estimated Costl $7,725.00 Description of Item or Project New I Deleted e Frame For Purchase fip Patio Renovation Priority I Rating I Submitted V Year Z 1 1 515100 IFY 01 1st Quarter 12nd Quarterl 3rd Quarter I 4th Quarter Remove existing stepping stones in Patio area and replace with red pavers. Replace Equipment - Description and Fixed Asset Number: N/A Disposal Value: None Justification: Current Patio area unsightly with old, cracked, and stained stepping stones. Possible Alternatives if Request is Disapproved Replacing of cracked stones and pressure cleaning. r.sumatea Annual Uperating Cost After Completion: $0 Estimated Life Of Project: 20 years