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HomeMy WebLinkAboutItem #02 - Discussion ItemCITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO The Honorable Mayor and Members DATE . March 23, 1995 FILE of the City Com fission SUBJECT City Efficiency Programs FROM : REFERENCES: VVifr=lly) Gort ENCLOSURES: Co loner As you know, I have advocated the engagement of a consultant to analyze and improve the efficiencies of the City's various non -uniformed operations. As a result, the Mayor and Commission appointed me to interview consultants to analyze the efficiencies of those operations. The Commission allocated $100,000 to support that effort. However, after discussions with several major public accounting firms, it was determined that a comprehensive review of the City's operations would cost approximately $500,000 or more and would require considerable time for completion. In that regard, I wish to acknowledge the efforts of Richard Berkowitz, Sharon Brown, Ron Thompkins, and Corinne Brody for their tireless efforts in the analysis and formulation of a framework for the development of a request for proposal consistent with the Mayor's Transition Team's recommendations. Upon discussion of these circumstances with the City Manager, he informed me that he was conducting a comprehensive review of the City's organization and associated functions to determine the most effective and efficient service delivery categories and levels for the City's future. For the past several months, the City Manager has focused upon the City's long-term financial and service delivery planning through a reorganization committee composed of several senior -level executives and the City's four union presidents. The City Manager directed the reorganization committee to recommend wholesale changes to the City's organizational structure and to reduce service delivery costs. As a continuation of the reorganization process, the City Manager conducted an initial series of meetings with numerous City departments at the Orange Bowl Stadium press box on January 24 and 25, 1995. The City Manager directed each City department head in attendance to discuss and justify his current organizational structure and supporting individual position classifications. 95- 211,1 010, Mayor and Commission March 23, 1995 Page 2 I personally attended those meetings. At those sessions, the City Manager and his staff concentrated on duplication of functions, unnecessary services, privatization of certain services, inefficient work processes, and budgetary requirements for FY'96. The duplication of budget, payroll, personnel, and procurement functions and the elimination of over -specialized or inefficient organizational units were identified and critically discussed. In addition, the City Manager communicated the FY'96 budgetary environment and the importance of the City's long-term fiscal soundness to those executives. In all cases, the City Manager instructed department directors and assistant city managers to review and to effectively modify their current organizations. In addition, several committees were created to review major issues and to report their recommendations to the City Manager within specific deadlines. The City Manager and his staff are highly committed to eliminate the "business as usual" mindset within the City and are further motivated to modify and improve the City's current fiscal direction. From my personal observation, the complexity of the City's organizational and financial structures is substantial. The effective modification of those areas will require considerable effort and cooperation on behalf of the City Commission, the City Attorney's Office and the Administration. I remain committed to the City Commission's original intent to improve the efficiency of the City of Miami. However, I am also strongly supportive of the City Manager's current initiatives to achieve the same goal. It is my expectation that this effort will be concluded by June 1, 1995. In addition, 1 recommend that a committee of six members be constituted as the Independent Management Review Committee to develop in conjunction with the City Manager a framework for future independent performance evaluation and management review initiatives consistent with Mayor's Transition Team's recommendations. I suggest that the Mayor and each Commissioner appoint one member and that the City Manager appoint one member. 95- 211.1 Or., Mayor and Commission March 23, 1995 Page 3 I also recommend that the qualifications for committee membership be determined as soon as possible and that the committee members be appointed at the conclusion of the Manager's reorganization. I have some suggestions with regard to the qualifications of committee membership which I will transmit to you on March 27, 1995. If you have additional suggestions, please raise them at the March 27, 1995 Commission Meeting. I will keep you apprised of developments in the City's efficiency -related programs. cc: Cesar H. Odio City Manager I 95- 211.1 4&, CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM r The Honorable Mayor and March 27 1995 To Members of the City Commission DATE : FILE SUBJECT Discussion Item FROM : REFERENCES: Wifrq&: I(Willy) Gort Cosioner ENCLOSURES: Would you please place on the Commission Agenda of March 27, 1995 as a discussion item the audit of the City Administration. Thank you for your cooperation. WGlbd cc: Cesar Odio, City Manager Elvy Gallastegui, Agenda Office 1SICIUSS110144 4"