HomeMy WebLinkAboutItem #06 - Discussion ItemCITY OF MIAMi, FLORIDA
INTER -OFFICE MEMORANDUM
To: Honorable Mayor and Members
of the City Commission
1
FRuru. Cesar H. Otiiu
City Manager
DATE : February 6, 1990 FILE
SUEUECT: Miami Sports and,
Exhibition Authority
Staffing Review
REFERENCES:
ENCLOSURES: three
Pursuant to your request, a staffing review has been
performed on the Miami Sports and Exhibition Authority. In
summary, a net reduction of three (3) positions from the
organization of the Miami Sports and Exhibition Authority (MSEA)'
from the FY'90 adopted budget is recommended. The recommended
organizational realignment will reconfigure MSEA to 5 (4 full-
time and 1 part-time) recommended positions from 8 (7 full-time
and-1 part-time) FY'90 adopted positions and will result in a net
annual budgetary reduction of $128,967.
The three positions recommended for reduction from the FY'90
adopted budget are Deputy Director (vacant), Special Projects
Coordinator (vacant), and Marketing Manager (incumbent).
Consistent with the administration's .policy of the placement of
individuals adversely affected by organizational realignments,
the incumbent of the Marketing Manager position will be
immediately relocated to alternative employment within the
framework of the administration's managerial and fiscal interests
and objectives.
More specifically, findings and conclusions concerning the
recommended staffing reconfiguration were derived and generated
from extensive interviews with MSEA employees which identified:
(1) MSEA mission, goals and objectives; (2) budgetary and
financial information; (3) functional position interrelation-
ships; (4) individual position tenure; (5) supervisory
relationships and linkages; (6) specific. and general position
activities; (7) typical timings for the performance of specific
position activities; (8) estimated position production units
where available; and (9) relevant miscellaneous information.
In addition, reviews and analyses of associated and
supporting written materials were performed. More specifically,
MSEA Job Descriptions, Chapter 52.6 of the Miami Code, MSEA By
Laws, Florida Statute 212.0305, the FY'90 MSEA Budget Document,
and other related documents were reviewed to establish greater
insight into HSEA operations in general and into staffing
implications specifically.
Mayor and City Commission
February 6, 1990
Page 2
An organization is recommended consistent with the current
position of MSEA. Specific position responsibilities have been
identified and categorized as critical or marginal irrespective
of agency orientation and direction. Critical position
responsibilities have been identified as those that must be
performed for effective and efficient agency management.
Marginal position responsibilities have been identified as. those
that are unnecessary, superfluous or more appropriately performed
by alternative methods such as contractual services.
Within the critical category, the foil owi ng functional
position requirements have been established: (1) Director - a
position responsible for the operation and maintenance of all
authority properties, activities and facilities subject to the
policy directives of the authority (Miami Code Sec. 52.6-5); (2)
Comptroller - a position responsible for MSEA daily financial
management including cash flow analysis of internal operations
and special project funding and the performance of debt and
investment -related functions; (3) Administrative Assistant - a
position responsible for the coordination of accounts payable,
personnel procedures and policies, work flow management, general
office procedures and management, and the support of MSEA Board
Meetings; and (4) Secretary/Receptionist - a position responsible
for clerical, secretarial and receptionist responsibilities for
MSEA personnel. - It was determined that the management of 14SEA
would be adversely affected by a reduction of any of the
aforementioned positions irrespective of scope or nature of
mission.
In addition, the part-time Clerical Assistant position is
typically an inner-city high school senior selected to
participate within the MSEA business environment. It is
maintained that the Clerical Assistant position should be
continued in the City' s spirit and practice of assisting inner-
city youth in career development.
In contrast to the aforementioned critical positions, several
current positions have been identified which are considered
marginal or unnecessary in nature. These positions are: (1)
Deputy Director, (2) Special Projects Coordinator, and (3)
Marketing Manager.
The deputy Director is a new position in FY'90. According to
the FY'90 budget and MSEA personnel, the
"Position directs and coordinates the activities of all
functional departments such as marketing public
relations, finance operations, project, and construction
9
Mayor and City Commission
February 6, 1990
Page 3
management. Confers with the Executive Director and
other personnel to review achievements and discuss
changes in goals or objectives resulting from current
status and conditions. May perform duties of Executive
Director during absence."
Not only does the position of Deputy Director appear to be a
duplication of executive responsibilities exercised by the
Director, but the function itself also appears to be
insubstantial in nature (coordinates, confers, reviews
discusses). In addition, given the small number of 14SEA
personnel, managerial spans of control of two (2) high-level,
highly compensated executives cannot be justified within the
City's austerity environment. Specifically, the executive to
subordinate employee ratio is 2:6 or approximately 25% of MSEA
personnel.
Finally, the former 14SEA Executive Director expressed during
interviews that a primary purpose of the Deputy Director was to
create the potential for an orderly managerial succession should
that requirement occur. However, this eventuality is addressed
in Sec. 52.6-5 of the Miami Code as:
"Upon the effective date of the incumbent director's
resignation and thereafter,_ the City Manager or
designee thereof shall be the director of the
authority."
In view of the above citation from the Miami Code and since
the resignation of the Executive Director has occurred in the
absence of a Deputy Director, that factor is now without
Justification; therefore, it is recommended that the position be
immediately deleted.
The Special Projects Coordinator was essentially created for
the performance of task -oriented research and the compilation of
information. According to the MSEA Director, these tasks are now
largely completed. Since that individual is no longer employed
by MSEA and since the work effort of the position is largely
completed, it is recommended that the position be immediately
deleted.
The Marketing Manager position represents a different set of
decision factors than the two previously addressed vacant
positions. Essentially, the Marketing Manager is performing
other responsibilities than those normally required of that
position title. Current functions performed by the Marketing
Mayor and City Commission
February 6, 1990
Page 4
Manager are primarily administrative in nature as apposed to
marketing -oriented. However, it is maintained that current
administrative employees are sufficient to support .MSEA's
administrative requirements.
In addition, since functional marketing requirements will
vary according to MSEA's goals and objectives, a full-time
employee is not necessary to perform marketing functions.
Therefore, essential marketing activities will be more
effectively and efficiently achieved by contracting specific
marketing services as necessary.
A revised organization chart is appended as Exhibit A. In
addition, a revised FY'90 budget is appended as Exhibit 6 which
reflects the deletion of three positions and the addition of
$25',000 for marketing services. The net budgetary reduction as a
result of position deletions and marketing services additions is
$128,967.
If you require additional information, please contact me at
your earliest convenience.
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` Revised FY'90 Oper-it.ing IRudgeL _
141am1 Sports and rxhIIP11.1on AitLItor11.y
I'Y' 90 -
Line Item Description nudgeL
1. Compensation•t, IteneFiLs----- •----------Y--- '-
Compensation:
Executive O i rec Lor $fig 000
Comptroller 40,000
Administrative Assistant. 25 200
Secretary/Receptionist 21 ,500
Clerical ASsisLanL•Part Time 4,000
Subtotal $178,700
Payroll Taxes b Ilene fi ts:
( Group Insurance $9,403
X FICA Contribution 10,7113
Retirement Plan 14,110
Subtotal $34,296
Total Compensation It Ilenefi Ls-$212,996
11. Administration
Office Rent
$43,023
Staff harking
6,300
Postage
2,500
General I nsurance
16,000
Telephone
IFi,000
Of fiee Equi pmenL Renta 1114a i nt.enance
3',500
Office Supplies
4,500
Courier R Messenger
3,950
Business Travel
16,500
Business Meeting Expenses
9,000
Auto TransporLaLIon/Pa rking
12,100
1'rintIng
3,000
Memberships/Suhscrip Linn;
51500
Pub is Rr. la 1.luns/1larkr. t.Intl
2,500
Conference Real Is Lra L ion
1
Event Sponsorship
,500
IIt5,000
Contingencies
75,000
Total Administrative I•xpenses
$404,1173
Page 1 of 2
_I
r.xh i h i L 11
Rev i s e d GY90 0pPro 1.1 ng 1ludgeL
Miami Spar Ls and rxhib11.ion AnLhoriLy
fY'9n
Line item Desr.ripLion nudget
1. Compensation & Benef i is
Compensation:
Executive Di recLor ' $R0,000
Comptroller 40,000
Administrative Assistant. 25,200
Secretary/Receptionist 21,500
Clerical AssisLanL-Part Time 4,000
Subtotal $178,700
Payroll Taxes b ilenefiLs:
Group Insurance $9,403
FICA Contribution 10,703
Retirement Plan 14,110
Subtotal $349296
Total Compensation It RenefiLs $212,996
II. Administration
Office Rent
Staff Parking
Pos tage
Genrral Insurancp.
Telephone
Office Equipment Rental/Mainl.enance
Office Supplies
Courier A Messenger
Business Travel
Business MeeLiny Expense;
Auto Transportation/Parking
Printing
Hemberslilps/Stjl)scriliLintir.
Public Itelat.iuns/flarkeLinll
Conference Itegistral.ion
Event Sponsorship
Contingencies
Total Administrative t'xlir.nsrs
11,19P 1 of 2
$ri 3 ,02.3
6,300
2,500
16,000
Is. ,()00
3-, 5 00
4 ,500
3,950
16 !)' 00
9,000
12,100
3,000
5,500
2 ,500
1 ,50n
1115 ,n00
75 ,000
$4 04 , 973
w
n
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Revised FY'90 Operating Budget
Miami Sports and Exhibition Authority
FY'90
Line Item Description Budget
-- - - - - - - - - •-- •---
----------------- - - - ----- - - - - --
III. Professional Services
Legal Support $90,000
Audit 18,000
-' Management fee 91200
Professional Services -Other 7.25,000
Total Professional Services •$342,200
i
IY. Capital Expenditures
Furniture b Fixtures $2,500
_. Office Equipment Purchase.----7,000
Total Capital Expenditures ;9,500
Total Operating Budget $969,569
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