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Home My WebLink AboutR-94-0219J-94-289 3/24/94 RESOLUTION NO. 94- 219 Mj A RESOLUTION, WITH ATTACHMENTS, ADOPTING THE ADDITIONAL RECOMMENDATIONS MADE BY THE CITY'S BOARDS AND COMMITTEES REVIEW COMMITTEE AS CONTAINED IN THE REPORT TO THE MAYOR AND THE CITY COMMISSIONERS DATED JANUARY 31, 1994, AND DIRECTING THE CITY MANAGER TO IMPLEMENT SAID ADDITIONAL RECOMMENDATIONS. WHEREAS, pursuant to Resolution No. 93-766, adopted December 16, 1993, the City Commission established a committee known as the City's Boards and Committees Review Committee and directed said committee to evaluate the performance and effectiveness of each existing City board and committee and make recommendations to the City Commission regarding the continuation, abolishment or consolidation of said boards and committees and of any changes which should be made in the membership, function or any other characteristic of said boards and committees; and WHEREAS, pursuant to the City Commission's directive, the City's Boards and Committees Review Committee held meetings and rendered a report making findings and recommendations to the City Commission at its meeting of February 17, 1994; and TTACRL, P T CITY COMMISSION MEETING OF MAR 2 4 1994 Resolution No. 94- 219 WHEREAS, Ordinance No. 11130 and Resolution No. 94-183, adopted March 24, 1994, by the City Commission adopted the recommendations of the City's Boards and Committees Review Committee, but did not address the Additional Recommendations of the Committee; and WHEREAS, the City Commission now wishes to adopt said Additional Recommendations and direct the City Manager to implement said Additional Recommendations; NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. The recitals and findings contained in the Preamble to this Resolution are hereby adopted by reference thereto and incorporated herein as if fully set forth in this Section. Section 2. The Additional Recommendations made by the City's Boards and Committees Review Committee as contained in the report to the Mayor and the City Commissioners dated January 31, 1994, and presented to the City Commission at its meeting of February 17, 1994 are hereby adopted. Section 3. The City Manager is hereby directed to take any steps necessary to implement said recommendations. Section 4. This Resolution shall become effective immediately upon its adoption. 94- 219 -2- PASSED AND ADOPTED this 24th day of March 1994. ST PHEN P. CLARli, MAYOR ATTES MAT Y HIRAI CITY CLERK PREPARED AND APPROVED BY: �� >?7 a4d, IRMA M. ABELLA ASSISTANT CITY ATTORNEY M4255/IMA/bjr/osk APPROVED AS TO FORM AND CORRECTNESS: A. wffNN OES, III CITY ATT EY 94— 219 msm DITIONAL RECOMMENDATIONS Br_ THE_COMMI In addition to the recommendations contained in the Ordinance which (i) specifically apply to individual boards and committees, and, (ii) apply generally to all boards and committees, the Committee has approved the following recommendations requiring further action: 1. Overtown Advisory Board- Expand its scope and purpose to include all issues affecting or impacting the Overtown area. 2. Off -Street Parking Authority/Coconut Grove Parking Advisory- The Off -Street Parking Authority shall cree.te a sub- committee to incorporate the Coconut Grove Parking Advisory Board. The Coconut Grove Advisory Board shall become a sub- committee of the Off -Street Parking Authority. 3. Miami Sports and Exhibition Authority- A policy decision should be enunciated placing greater emphasis on the Authorityls total purpose, i.e. Authority should place greater concentration on the "Exhibition" aspect of its mission. 4. International Trade Board- The internal audit report prepared by the Boards Special Committee should be approved. 5. Heritage and Environmental Preservation--Board/Urban Development Review Board- These two (2) boards should be merged. However, the merger of these boards will require a combination of the purposes, powers and duties of both boards. The City Attorneys Office will need to conduct a careful review of the ordinances creating each board and meet with appropriate administration personnel in order to properly accomplish the proposed merger. 6. 7. 8. 9. 10. 11. 12. Tax -Exempt Property Steering Committee - Health Facilities Advisory Board- Since the above -listed, (Nos. 6-12), boards and committees were created by resolution, they must also be amended by resolution, thereby requiring a single reading by the City Commission. The City Attorneys Office will be prepared to submit an appropriate resolution at the second reading of the Ordinance, provided the Ordinance is approved in principle by the City Commission on first reading. 94- 219 1. Effective date of "sunsettingl board and committee embers. The Committee has recommended the sunsetting of all current board and committee members, effective April 1st, 1994. However, a new date will have to be selected inasmuch as the proposed date does not provide the time necessary to allow for two (2) readings of the Ordinance, plus the subsequent thirty (30) days required for the adoption of any ordinance. 2. Compensation of board and committee members. The Committee recommends as follows: a. That the City Commission eliminate all health insurance benefits provided for board and/or committee memberss and, b. That the City Commission review the issue of compensation to members of City boards and committees with the view of reducing or eliminating said compensation. C. NEW BOARDS AND COMMITTEES: 1. Creation of the following new committee: a. Name- Select Committee on Unified Development Projects. b. Purpose- To review proposals submitted to the City in response to a Request for Proposal issued by the City for a Unified Development Project, and make recommendations to the City Commission. c. Appointed By: Five (5) appointments by the City Commission, and two (2) appointments by the City Manager. d. City Liaison: Director of Asset Management. The creation of this committee will require an amendment to the City Charter. The City Attorneys Office will need additional time in order to carefully draft appropriate ballot language which will withstand any challenges. .94- 2.19 ITB SPECIAL CONIMITTEE INTERNAL AUDIT REPORT Vicky Leiva Attendance Appointment and reappt of members Structure of Board (size) Exec. Comm. i Standing Comm. Frequency of meetings Legal structure 2.- Committees - Dwayne Winn Number of Comm. Function of Comm. Hierarchy of Comm. Appointment method and size i Frequency of meetings 3.- &Off & Consultants - Rafael Garcia Functions - Job descriptions Number of staff i Selection j Compensation survey (Comparison) i i 4.- Mission & Organization - Teo Babun Purpose Goals and objective Organizational chart 5,- Bu_dge Tom Kallman Size of budget Money disbursement (aid to organization) j Oper. expenses j Personnel expenses i i i i i f I T410 94- 219 ITB SPECIAL COMW TEE INTERNAL AUDIT REPORT 1. In reference to Mission & Organization The present mission is not clear and expresses desires and functions that are not under the auspices of the ITB. A new mission statement and goals are recommended such that they reflect the true mission and objectives of the M. The organization and management that are representative of the new mission will also be recommended. 2. In reference to By -Laws, Attendance & Work Schedules The By -Laws of the ITB are in some cases in conflict with the City of Miami's ordinance which created the M. The By -Laws also do not truly reflect the objectives and functions of the ITB. A new set of By -Laws is needed and will be recommended. Objectives for work place which had been established and for which financing had been provided have not been completed. Also no check and balance system had existed to evaluate and confirm the success of these work. As such a new structure of consultants and interns will be recommended. 3. In reference to Bum The budget of the ITB has evolved as a "convolution" of ideas and desires which do not truly reflect the work of the ITB. A re -structured budget to reflect the mission of the ITB needs to be created. The objective of an ITB budget should be such that the questions "how does this meet the mission and objectives of the ITB" is asked and justified. A new budget will be recommended. 4. Concerning the Board Members The leadership of The Board members is not harnessed according to the talent which has been elected. As such a new committee and hierarchy needs to be recommended such that this error will be corrected and the work of the ITB is more effective. 5. Summary These proposed changes need adoption by the full ITB. c-..i.ith 94- 219 RECOMIVIEENDED CHANGES 1. Mission & CzQals - Attached 2. Committees - Attached 4. A) Sec. I Purpose changed to reflect the new mission statement B) Sec. U Change membership to 15 full voting board members C) Sec. M(B) Vice -Chairman changed to vice-chairman/Finance & Budget Committee Chairman. Whose selection shall be by the full Board of the I°iB. D) Sec. M(D) Eliminate executive board; Add Finance & Budget Committee with membership consisting of the chairman of each standing committee and one member at large to be elected by the full Board. E) Sec. M(E) Add a new section to identify the new standing committees. Every Board member shall serve on at least one standing committee but no more than two. The chairman of each standing committee will be appointed by the chairman of the ITB. F) Sec. IV Change to three (3) members and remove reference to alternates G) Sec. V Terms of office - Remove reference to alternate. The terms of office shall run concurrently with the term of office of the appointing commissioner. Reference to maximum terms are to be omitted. H) Sec. VI Quorum shall be changed to 7 members. Reference to the affirmative vote shall be removed. I) Sec. VI Reference to alternates shall be removed f.UWsskxLftb 94- 219 n Sec. M Removal. Change title to "Attendance". Remove alternates. Numbers shall reflect 3 consecutive meetings and 6 meetings during one calendar year. I) - Ordinance shall be updated to reflect all new changes to the By - Laws 5. Budget Upon adoption of all these changes, a new budget will be submitted by the Finance & Budget Committee to reflect the approvals. FtmWi mAb 94- 219 MISSION STATEMENT The International Trade Board is a key component of the City of Miami's overall economic development program. The mission of The International Trade Board is to increase international trade throughout the multicultural city of Miami in an effort to promote economic development. In doing so, The International Trade Board will provide information, conduct trade missions, aid and augment the efforts of existing organizations and institutions, including, the serving as advocate, granter, collaborator, catalyst and facilitator in their international trade efforts. GOALS The goals of The International Trade Board are as follows: • To provide trade assistance services to active and potential exporters and importers • To promote Miami in the international forum • To identify and participate in trade promotion opportunities and trade missions • To provide financial assistance to I existing organizations and institutions in their efforts to promote international trade through conferences, seminars and other events • To create and disseminate promotional literature in support of international trade • To identify local businesses who can benefit from international trade F.�miuion.itb 94- 219 Chairman/ Trade Missions/ Market Development co I Cp Organizational Chart - Proposed Chairman/ , ices & Expositions Finance & Budget Committee Chairman/ Minority Business Development Chairman/ Chairman/ Marketing I I Industrial Redevelopment FAPNI TB-ORCTI PM5 CD t City of Miami International Trade Board Organizational Chart - Proposed Full Board Chairman ... City Commission Vice Chairman City Manager Finance & Budget Committee Chief of Staff General Counsel wia VValY Ma4MaaM Marketing Executive Secretary Statistics & Receptionist/ Economics ETyping Clerk Trade Development f.\pmub-orct2.pm5 2.- Committees - M0 TIB SPECIAL COMMITTEE INTERNAL AUDIT REPORT VIcky Leiva Dwayne Winn Rafael Garcia 4.- Mission & Organiz 'on - Teo Babun Tom Kallman f Attendance Appointment and reappt of members Structure of Board (size) Exec. Comm. Standing Comm. Frequency of meetings Legal structure Number of Comm. Function of Comm. Hierarchy of Comm. Appointment method and size Frequency of meetings Functions - Job descriptions Number of staff Selection Compensation survey (Comparison) Purpose Goals and objective Organizational chart Size of budget Money disbursement (aid to organization) Oper. expenses Personnel expenses T" 94- 219 rrB SPECIAL COMMITTEE INTERNAL AUDIT REPORT The present mission is not clear and expresses desires and functions that are not under the auspices of the ITB. A new mission statement and goals are rommended such that they reflect the true mission and objectives of the ITB. The organization and management that are representative of the new mission will also be recommended. The By -Laws of the ITB are in some cases in conflict with the City of Miami's ordinance which created the ITB. The By -Laws also do not truly reflect the objectives and functions of the ITB. A new set of By -Laws is needed and will be recommended. Objectives for work place which had been established and for which financing had been provided have not been completed. Also no check and balance system had existed to evaluate and confirm the success of these work. As such a new structure of consultants and interns will be recommended. 3. In reference to The budget of the ITB has evolved as a "convolution" of ideas and desires which do not truly reflect the work of the ITB. A re -structured budget to reflect the mission of the ITB needs to be created. The objective of an TTB budget should be such that the questions "how does this meet the mission and objectives of the ITB" is asked and justified. A new budget will be recommended. 4. Concerning the Board Members The leadership of The Board members is not harnessed according to the talent which has been elected. As such a new committee and hierarchy needs to be recommended such that this error will be corrected and the work of the ITB is more effective. .![TIT, M, These proposed changes need adoption by the full ITB. r;r-, " "w 014- 219 2. Committees - Attached 4. A) Sec. I Purpose changed to reflect the new mission statement B) Sec. II Change membership to IS full voting board members C) Sec.III(B) Vice -Chairman changed to vice-chairman/Finance & Budget Committee Chairman. Whose selection shall be by the full Board of the TTB. D) Sec. III(D) Eliminate executive board; Add Finance & Budget Committee with membership consisting of the chairman of each standing committee and one member at large to be elected by the full Board. E) Sec. M(E) Add a new section to identify the new standing committees. Every Board member shall serve on at least one standing committee but no more than two. The chairman of each standing committee will be appointed by the chairman of the TTB. F) Sec. IV Change to three (3) members and remove reference to alternates G) Sec. V Terms of office - Remove reference to alternate. The terms of office shall run concurrently with the term of office of the appointing commissioner. Reference to maximum terms are to be omitted. I) Sec. VI Quorum shall be changed to 7 members. Reference to the affirmative vote shall be removed. 1) Sec. VI Reference to alternates shall be removed rrmi"imb ' — 219 s n Sec. M Removal. Change title to "Attendance". Remove alternates. Numbers shall reflect 3 consecutive meetings and 6 meetings during one calendar year. K) - Ordinance shall be updated to reflect all new changes to the By - Laws 5. Budget Upon adoption of all these changes, a new budget will be submitted by the Finance & Budget Committee to reflect the approvals. Mmk" lb 4- 219 NUSSION STATEMYNT The International Trade Board is a key component of the City of Miami's overall economic development program. The mission of The International Trade Board is to increase international trade throughout the multicultural city of Miami in an effort to promote economic development. In doing so, The International Trade Board will provide information, conduct trade missions, aid and augment the efforts of existing organizations and institutions, including, the serving as advocate, granter, collaborator, catalyst and facilitator in their international trade efforts. WI-INM The goals of The International Trade Board are as follows: • To provide trade assistance services to active and potential exporters and importers • To promote Miami in the international forum • To identify and participate in trade promotion opportunities and trade missions • To provide financial assistance to , existing organizations and institutions in their efforts to promote international trade through conferences, seminars and other events • To create and disseminate promotional literature in support of international trade • To identify local businesses who can benefit from international trade rAnd.W.Im "4- 219 a0i E 0. a. � b a s C� U p UCh c PC Q ® � c U 1 I ' cn y PIC .� )CD O U �o •� U q • PMj � • h • O la TA L' C a. O N s�q E; ��— 219 PC 4d O it C% a PON 2 �= cl 40 O P-0 •p OWN i•r N y •.w ti ao W CD cu c � cc o U � .1 U N FL _N 9 A