The URL can be used to link to this page

Home My WebLink AboutM-84-1442i rs. I1 oft CITY OF MIAMI. FLORIDA INTER -OFFICE MEMORANDUM TO. Randolph Rosencrantz oAti€: December 17, 1984 FILE: DMB58/ jw/ City Manager SUBJECT: FY' 85 Hiring Freeze Exemptions FROM; Manohar S. Surana, D or REFERENCES: Department of Manageme nd Budget ENCLOSURES: d.� r 1 This memorandum will confirm the action taken by the City Commission during its meeting on December 13, 1984 with regard to the exemption of 137 vacant positions from the FY'85 Hiring Freeze. The following is a summary of these exempted positions by fund and department. # Exempted Fund Department Positions General Police 57 Fire 30 Solid Waste 7 j Law 1 ai Public Information 3 f Computers 2 Planning 4 Subtotal - General Fund 104 Enterprise Dinner Key Marina 3 Coconut Grove Exhib. Ctr. 1 Melreese Golf Course 2 Subtotal - Enterprise Fund 6 Internal Service Building & Veh. Mtce. 4 Central Stores 1 Subtotal - Internal Service Fund 5 /M —i14441 ! ' M— A42 Page 2 RE: FY'85 Hiring Freeie Exemptions December 17, 1984 # Exempted Fund Department Positions Special Revenue Cable T.V. 11 Trust and Agency Community Development 9 Planning 1 Self Insurance I Subtotal - Trust and Agency 11 GRAND TOTAL n T Attached please find a detailed analysis listing these 137 exempted positions by fund, department, occupation code and title, and position number. cc: Robert Krause, Director, HRD Herbert Breslow, Chief, Police Dept. K.E. McCullough, Chief, Fire Dept. Clarance Patterson, Director, Department of Solid Waste Lucia A. Dougherty, City Attorney, Law Dept. Virginia Godoy, Manager, Ofc. of Public Information Samit Roy, Director, Department of Computers Al Rodriguez, Marinas Manager R. Paul Young, Auditorium Manager Carl Kern, !Acting Director, Department of Parks & Recreation C.E. Cox, Director, Dept. of Building & Vehicle Maintenance Carlos Garcia, Director, Department of Finance Clark Merrill, Director, Intergovt'l. Affairs/Cable T.V. Frank Castaneda, Director, Department of Community Development Sergio Rodriguez, Director, Department of Planning fi Attachment i Co Commission Aeproved Exemption 'o FY'85 —'Hiring Freeze Fund: General Fund Department: Police Position Number(s) Occ. # of Per Position Code Occupation Title Positions Exempted on 12/13/84 1345 Fiscal Assistant 1 5037 5002 Public Service Aide 1 288 5002 Public Service Aide 1 1072 5002 Public Service Aide 1 5040 5002 Public Service Aide 1 5043 5002 Public Service Aide 1 5044 5002 Public Service Aide 1 5045 5002 Public Service Aide 1 Position To Be Vacated 5012 Police Lieutenant 1 1301 5012 Police Lieutenant 1 4316 5012 Police Lieutenant 1 5072 5012 Police Lieutenant 1 5073 5012 Police Lieutenant 1 5074 5013 Police Captain 1 960 5013 Police Captain 1 5075 5013 Police Captain 1 5076 5013 Police Captain 1 5216 5013 Police Captain 1 5217 5026 I.D. Tech. II 1 5051 5030 Latent Print Exam. 1 5052 5415 Comm. Operator 1 1574 5415 Comm. Operator 1 2364 5415 Comm. Operator 1 2560 5415 Comm. Operator 1 2904 5415 Comm. Operator 1 5032 5415 Comm. Operator 1 5033 5415 Comm. Operator 1 5056 5415 Comm. Operator 1 5057 5415 Comm. Operator 1 5058 5415 Comm. Operator 1 5059 5415 Comm. Operator 1 5060 5415 Comm. Operator 1 5063 5415 Comm. Operator 1 5064 5415 Comm. Operator 1 5065 5415 Comm. Operator 1 5066 5415 Comm. Operator 1 5067 5416 Comm. Operator Supv. 1 3572 5416 Comm. Operator Supv. 1 5068 5025 I.D. Tech. I 1 5049 5025 I.D. Tech. I 1 5050 1037 Interr. Steno 1 5036 5716 Secretary II 1 3731 5716 Secretary II 1 5069 SUBTOTAL �ff DMB58/jw/x 12/17/84 84-1441 84-1442 .f Cio*tcommission Aeproved ExemptionsON FY'85 Hiring Freeze Fund: General Fund Department: Police —(`cont . Position Number(s) Occ. # of Per Position Code Occupation Title Positions Exempted on 12/13/84 5003 Police Officer 1 474 5003 Police Officer 1 1076 5003 Police Officer 1 1353 5003 Police Officer 1 2634 5003 Police Officer 1 2927 5003 Police Officer 1 4719 5003 Police Officer 1 5234 5003 Police Officer 1 5235 5003 Police Officer 1 5236 5003 Police Officer 1 5237 5005 Police Officer 1 1052 5005 Police Officer 1 1286 5005 Police Officer 1 1466 5005 Police Officer 1 2000 SUBTOTAL 14 GRAND TOTAL I �f i 1 84 14 l' �1 DMB58/Jw/x 84-s1442 it 12/ 14/84 Ci4o"tommission A_eproyed_ Exemptions o*� FY'85 iring Freeze Fund: General Fund Department: --Fire Fire Position Number(s) Occ. # of Per Position Code Occupation Title Positions Exempted on 12/13/84 2111 Bldg. Inspector II 1 4213 2130 Plumbing Inspector 1 5103 2158 Mechanical Inspector 1 5104 5306 Fire Fighter 1 100 5306 Fire Fighter 1 5084 5306 Fire Fighter 1 5085 5306 Fire Fighter 1 5086 5306 Fire Fighter 1 5087 5306 Fire Fighter 1 5088 5306 Fire Fighter 1 5089 5306 Fire Fighter 1 5090 5306 Fire Fighter 1 5091 5306 Fire Fighter 1 5092 5306 Fire Fighter 1 5093 5306 Fire Fighter 1 5094 5306 Fire Fighter 1 5095 5306 Fire Fighter 1 5096 5306 Fire Fighter 1 5097 5306 Fire Fighter 1 5098 5306 Fire Fighter 1 5099 5306 Fire Fighter 1 5266 5306 Fire Fighter 1 5267 5306 Fire Fighter 1 5268 5305 Fire Fighter 1 303 5305 Fire Fighter 1 2068 5305 Fire Fighter 1 2453 N/A Zoning Admin. 1 Undefined Position 1025 Secretary I 1 5100 2152 Chief Zoning Inspector 1 4559 2110 Bldg. Inspector I 1 2756 TOTAL 30 84-1441 DMB58/jw/x 84-1442 12/14/84 Cr"4 Commission Approved Exemption o FY'85 Hiring Freeze Fund: General Fund Department: Solid Waste Position Number(s) Occ. # of Per Position Code Occupation Title Positions Exempted on 12/13/84 3017 Waste Collector 1 532 3017 Waste Collector 1 559 3017 Waste Collector 1 1223 3017 Waste Collector 1 1817 3017 Waste Collector 1 2108 3017 Waste Collector 1 2347 3017 Waste Collector 1 2666 TOTAL 7 84-1441 DMB58/jw/x 84-1442 12/14/84 Ci0ont'Commission Aeproved Exemptionsi FY'85 Hiring Freeze Fund: General Fund Department: Law Occ. # of Code Occupation Title Positions 7505 Senior Secretary 1 TOTAL 1 Position Number(s) Per Position Exempted on 12/13/84 195 84-1441 DMB58/jw/x 84-1442 12/14/84 1 Ciio,"�.ommission Approved Exemptions FY'85 miring reeze Fund: General Fund Department: Office of Public Information Position Number(s) Occ. # of Per Position Code Occupation Title Positions Exempted on 12/13/84 1421 Public Relations Agent 1 1889 1421 Public Relations Agent 1 1529 1420 Publicity Writer _1 2420 TOTAL 3 84-1441 DMB58/jw/x 134-1442 12/ 14/84 Cir*S Commission Approved � Exemption: FY'85 Hiring Freeze Fund: General Fund Department: Computers Position Number(s) Occ. # of Per Position Code Occupation Title Positions Exempted on 12/13/84 N/A Computer Technician I 1 Undefined Position N/A Computer Technician I 1 Undefined Position TOTAL 2 84--1441 DM858/jw/x 84-1442 12/14/84 '. Ci-�Nommission Aeproved Exemption b FY'85 Hiring Freeze Fund: General Fund Department: Planning • Position Number(s) Occ. # of Per Position Code Occupation Title Positions Exempted on 12/13/84 2220 Planner I 1 5141 2221 Planner II 1 5142 2221 Planner II 1 5143 2221 Planner II 1 4592 TOTAL 4 84-1441 DMB58/jw/x 54-1442 12/14/84 • Ci, A Commission Aeproved Exem tiont l FY'85 Hiring Freeze Fund: Enterprise Fund Department: Dinner Key Marina Position Number(s) Occ. # of Per Position Code Occupation Title Positions Exempted on 12/13/84 6069 Marinas Assistant 1 3515 6068 Marinas Aide 1 5133 6068 Marinas Aide 1 2122 TOTAL 3 84-1441 DM658/jw/x 84-1442 12/14/84 i I '7 Ci•, Commission Approved Exemptions.,,b FY'85 Hiring Freeze Fund: Enterprise Fund Department: Coconut Grove Exhibition Center Occ. Code Occupation Title 1427 Auditorium Manager, Asst. TOTAL DMB58/jw/x 12/14/84 Position Number(s) # of Per Position Positions Exempted on 12/13/84 1 5132 1 84-1441 84-1442 10 11, r Cfi�Commission Approved Exemptions FY'85 Hiring Freeze Fund: Enterprise Fund Department: Golf Course/Melreese Position Number(s) Occ. # of Per Position Code Occupation Title Positions Exempted on 12/13/84 6003 Grounds Tender 1 5157 6010 Greenskeeper 1 5158 TOTAL 2 84-1441 DMB58/jw/x 84-1442 12/14/84 now C Commission Approved Exemption:. -co FY' 85 rung Freeze Fund: Internal Service Fund Department: Building R Vehicle Maintenance Position Number(s) Occ. # of Per Position Code Occupation Title Positions Exempted on 12/13/84 3320 Electric Line Worker 1 5186 3320 Electric Line Worker 1 5187 3406 Auto Mechanic 1 160 1225 Auto Parts Spec. II 1 5183 TOTAL 4 0.. 4 4 , wg l °f 5 r 84-1441 84-1442 DMB58/jw/x 12/14/84 Cit Commission Aeproved Exemptions _o FY'85 --Hiring Freeze Fund: Internal Service Fund Department: Central Stores Position Number(s) Occ. # of Per Position Code Occupation Title Positions Exempted on 12/13/84 1205 Stock Clerk I TOTAL t 12/14/84/x 1 5124 1 84-1441 84-1442 r. PIN Ci;""1Commission Approved Exemptions _j FY'85 Hiring Freeze a Fund: Special Revenue Fund Department: Intergovernmental Affairs/Cable T.V. Position Number(s) Occ. # of Per Position Code Occupation Title Positions Exempted on 12/13/84 1310 Admin. Asst. II 1 5168 1310 Admin. Asst. Ii 1 5169 8206 Admin. Asst. III 1 5170 N/A Cable T.V. Specialist 1 Undefined Position N/A Cable T.V. Specialist 1 Undefined Position N/A Cable T.V. Specialist 1 Undefined Position N/A Cable T.V. Specialist 1 Undefined Position N/A Cable T.V. Producers 1 Undefined Position N/A Cable T.V. Producers 1 Undefined Position N/A Cable T.V. Insp. Supv. 1 Undefined Position Typist Clerk II 1 5712 TOTAL 11 84-1441 84-1442 DMB58/jw/x 12/14/84 CiCommission Approved Exemptions FY'85 `-Hiring Freeze Fund: Trust and Agency Department: Community Development Position Number(s) Occ. # of Per Position Code Occupation Title Positions Exempted on 12/13/84 8014 Asst. City Attorney 1 Position # Not Assigned 2226 Housing Spec. Prin. 1 5005 2230 Housing Rehab. Est. 1 5007 2244 Housing Rehab. Est./Asst. 1 5004 1119 Accountant 1 5191 2248 Urban Dev. Grant Coord. 1 5121 2240 Housing Rehab. L/O/Asst. 1 5008 2232 Social Program Analyst 1 3716 2231 Senior Housing Rehab. Est. 1 4510 TOTAL 9 84-1441 84-14,IZ DMB58/jw/x 12/14/84 0 Ar Ci rCommission Approved_ Exemptions j.o FY'85 miring Freeze Fund: Trust and Agency Department: Planning Position Number(s) Occ. # of Per Position Code Occupation Title Positions Exempted on 12/13/84 2222 Planner III 1 5150 TOTAL 1 84-1441 84-1442 DMB58/jw/x 12/14/84 Occ. Code 5718 TOTAL Ci Commission Ae_provyed Exemptions , FY'85 Hiring Freeze Fund: Trust and Agency Department: Self Insurance Position Number(s) # of Per Position Occupation Title Positions Exempted on 12/13/84 Secretary III 1 5127 1 84-1441 84-1442 V '«r CITY OF MIAMI. FLORIDA INTEROFFICE MEMORANDUM Y �.. TO. Honorable Mayor and Members DATE: December 5, 1984 rlLC:DMB25/jw/l L% of the City Commission SUBJECT: FY'85 Vacant Positions and . Requests for Hiring Freeze Exemptions Howard V. Gary FROM: City Manager REFERENCES: ENCLOSURES: gar. The Miami City Commission, at its Second Public Hearing on the FY'85 Budget held on September 21, 1984, passed a resolution (84-1085) instructing the City r- Manager not to fill 183 vacant positions which existed on September 12, 1984, in the City's work force during the 1984-85 fiscal year without the expressed advance approval of the City Commission. r As of November 28, 1984, records indicate there exists 221 vacant positions. Consistent with the wishes of the City Commission to control and reduce 'S personnel costs, criteria has been established in order to identify �sitions �: _ recommended to be filled. Each Department Director was required to identify bi," •1- those positions considered critical and to justify the urgency of filling those positions at this time. Additionally, Directors were requested to explain the consequences of not Tilling the requested positions. Based upon our evaluation . of the data submitted, 157 positions have been identified as being sufficiently ' critical to recommend exemption from the hiring freeze. Generally, we are recommending exemptions for those positions associated with crime reduction rya.: activities, positions in the Fire Department directly related to providing fire ;.... control activities and positions necessary in Solid Waste to provide an acceptable level of service. Additionally, we are recommending that positions ...;`.., which produce revenue for the city be exempt and those positions funded by non -General Fund revenues also be exempt. Total # Priority >- Fund Department Vacancies Positions lice General Po A) Uniform 25 25 B) Non -Uniform 42 32 Subtotal —97 ' Fire A) Uniform 23 23 B Non -Uniform 10 7 Subtotal _M Solid Waste A) Collectors 8 7 40'; B) Others 5 - {� ., Subtotal —T �� 8� 1442 t a Pagi RE: tnt Pos `or Hirxemptions Dec14 tment :ont.) orks Recreation 3TAL Total Vacancies # Priority Positions 8 8 10 7 44 15 175 124 All,e posicluded in the General Fund budget and supported by I revemimated cost of filling these positions for the remis yeaproximately $1.8 million. The)ositiod by Federal or State grants or other funding sou' not fl General Fund. Filling these positions will not cost -al Fund. Total # Priority • ment Vacancies Positions 'ey Marina 4 3 4 3 Subtotal ^9 —F ►erviceVehicle Maint. 9 4 Stores 1 1 Subtotal TU !venue V. 11 11 rtown/Park West 1 Subtotal Ti' Agency y Development 13 9 1 1 urance 2 1 Subtotal T6 IT TOTAL Ate find position listing and justification for hiring fr®ns by !partment for the priority positions which are rec immedi 84-1441 84-1442 tachment Vacant/Priority Positions and 3n for Hiring Freeze Exemptions 84-1441 84-1442 City of Miami Current r Vacant Page Positions Priority No. Department As Of 11/28/84 Positions GENERAL FUND t:s> 1 Mayor - - 2 Board of Comm. 4 - 't 3 Ofc. of the City Mgr. 3 - �' 4 Labor Relations - - } a S Public Info. 2 2 6 Intergovt'l. Aff. - - ryt 7 Internal Audits 4 2 8 Convention Bureau - - 9 City Clerk - - '`r fY, 10 Civil Service - - _ 11 Community Dev, 1 1 12 Computers 8 2 13 Economic Dev. 1 - _> 14 Finance 8 3 15 Fire, Rescue & Insp. Svcs. 33 30 16 Human Resources 1 1 17 Int'l. Trade Promotion .2 - 18 Law 2 - 19 Management and Budget 4 - - 20 Parks and Recreation 10 7 21 Planning 4 4 22 Planning & Zoning Bds. Admin. - - 23 Police 67 (As of 12/4/84) 57 24 Public Works 8 8 25 Solid Waste 13 7 TOTAL GENERAL FUND 175 124 84-1441 84-JL442 t Page No. Department ENTERPRISE FUND 26 Coconut Grove Exhib. Ctr. 27 Dinner Key Marina 28 Miami Stadium 23 Orange Bowl Stadium 29 Melreese Golf Course 30 Conference Center TOTAL ENTERPRISE FUND INTERNAL SERVICE FUNDS 31 Building & Veh. Mtce. City of Miami Current Vacant Positions As Of 11/28/84 32 Central Stores a TOTAL INTERNAL SERVICES SPECIAL REVENUE FUNDS 33 Cable Television 34 Rescue Services 35 S.E. Overtown/Park West TOTAL SPECIAL REVENUE FUNDS TRUST AND AGENCY FUNDS 36 Planning 37 Economic Dev. 38 Pension 39 Self Insurance 11 Community Development TOTAL TRUST & AGENCY FUNDS GRAND TOTAL 1 4 3 9 1 —f6 1 2 13 221 Priority Positions 1 3 2 4 1 1 1 9 7T 157 84--1441 84-1442 City of Miami Department: Mayor Current Vacant Positions As Of 11/28/84 Priority Positions Title 7 Title c a/DMB55/jw 1 84-1441 City of Miami Department: Board of Commissioners Current Vacant Positions As Of 11/28/84 # Title 4 Admin. Asst.-CC G a/DMB55/jw 2 Priority Positions # Title 1 84-1441. 84-1442 is ts, City of Miami Department: Office of the City Manager Current Vacant Positions As Of 11/28/84 # Title 2 Spec. Asst. to CM 1 Admin. Sec. I L a/DMB55/jw 3 Priority Positions # Title 84-1441 84-01442 City of Miami Department: Labor Relations Current Vacant Positions As Of 11/28/84 Priority Positions Title 4 Title a/DM855/jw 4 84-1441 84-144Z I City of Miami I - Department: office of Public Information Current Vacant Positions As Of 11/28L84 Title Public Relations Agent i Publicity Uri ter —2 a/DMB55/jw k, Priority positions 0 Title Public Relations Agent 1 Publicity Writer 84-1441 84-1442 j TO Albert Johnson Budget Analyst FROM V . rg la F . Ma L�Zr£^ff 'C o f Public nformation CITY OF MIAMI. FLORIDA INTEROFFICE MEMORANDUM DATE: 4 December 1984 FILE: SUBJECT. Impact of Vacancy (Public Relations Agent) IIEFERENCES: ENCLOSURES: The position of Public Relations Agent primarily involves general public relations work, but may also involve some publicity writing, interpreting, translating and other types of work. Because of the overall responsibilities of the OPI, flexibility rather than narrow specialization is required. Here are some examples of work performed: 1) Organizing public relations programs and marketing campaigns under the direction of the Office Manager. 2) Acting as liaison between OPI and visiting groups or individuals, as well as community groups. 3) Coordinating the execution of special events. 4) Writing recognition documents or informative pieces, or providing the background information for these. A consequence of the vacancy not being filled is the shifting of additional responsibilities from this position to the Office Manager, hampering her capacity to conduct fund-raisings, to maintain good public relations with individuals and organizations, and to carry out inherent administrative functions. Another consequence is a diminished capacity to respond to the unforeseen needs of the Mayor and the Commissioners in the production and presentation of recognition documents. Finally, the Office is limited in its ability to carry out its general public relations functions, for example, with respect to the visits of journalists, governmental representatives and other VIPs, as well as with respect to community relations projects, festivals, and special events such as beauty pageants, official inaugurations, sports competitions, etc. S\� 84-1441 r TO Albert Johnson Budget Analyst FROM Yirzinia F. do l'6 M ge �.;.�� e�•�I P4�lbfic/ Information CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM DATE: 4 December 1984 SUBJECT Impact of Vacancy (Publicity Writer) REFERENCES: ENCLOSURES: FILE: The Publicity Writer position at the Office of Public information entails a wide range of functions, some of which overlap those of other positions, but the following are the main ones: 1) Writing informative pieces such as articles, pamphlets, news releases, public service announcements and brochures designed to inform the citizens about City programs, projects, events and available services. 2) Writing recognition documents for individuas and organizations, as requested by the Mayor and the Commissioners. c - 3) Translating informative pieces or recognition documents from <....t English into Spanish and viceversa. 4) Acting as liaison between OPI and visiting journalists, dig- nitaries or special representatives of groups, organizations, cities and countries. 5) Designing brochures, pamphlets and other publicity materials. 6) Participating in the arrangements for special events such as Miss Universe, the Hydroplane Regatta and street festivals. A consequence of this position not being filled is a diminished capacity of OPI to implement publicity campaigns, to coordinate special events, and to maintain the public informed. Occasional disruptions of OPI's scheduled activities may also occur, for example, when a large number of proclamations, commendations or certificates of recognition are requested by the Mayor of the Commission on short notice. Additionally, certain events may not receive coverage and follow-up up publicity in the form of press releases, articles or public service announcements. The ability to host visiting VIPs and to carry out attendant activ- ities is also hampered. Finally, periodical or scheduled publications such as Cityscape, Miami Pulse and neighborhood brochures may not be completed on deadline. 84-1441 e •.wr �.t1'I _•.7x�. ir'�'i. I# u City of Miami >Y Department: Intergovernmental Affairs Current Vacant Positions As Of 11/28/84 Priority Positions } r Title # Title :N T 4k ;sv ui!l'J: 6T� r- k a/DMB55/jw 6 84-1441 84-1442 City of Miami Department: Internal Audit Current Vacant Positions As Of 11/28/84 Title 1 Secy. II 1. Auditor 1 Staff Aud. Prin. 1 Asst. Int. Aud. L a/DMB55/jw 7 Priority Positions # Title 1 Secy. II 1 Asst. Int. Aud. 7 84--1441 84-1442 6] Is 0 OFFICE OF MTERNAL /AUDITS CRITICAL SUPPWT SERVICES Assistant Internal Auditor (One Position) ;�;s is a higf�i�� supe,•�i;ory level position. �;ie individual per'for�ing the ��•ctions for this posi-Z.-ion is responsible for: Performing controversial audits. Supervising the field work of audit staff. Finalizing all audit programs. Reviewing all audit workpapers. Conducting most Exit Conferences which take place after audit ,completion (but before publication of the audit report). Such other assignments as may be required by the City Internal Auditor. Failure to fill this position will result in delays in the processing of audit reports as as a lack of consistency in audit reports, programs and c:orkpapers. Increased technical judgement will not be impartial to the audit staff (through the benefit of this individual's experience). W.. L '., OFFICE OF INTERNAL AUDITS CRITICAL SUPPORT SERVICES i� ,fSk -ici Lary II (One i=osit ion) +ai5 OfFicI has only one Secretary !!I %•,;io types all the audit reports, thic City Ia-Zernal Auditor's correspondence, and other related activities. 'Many temporary yk employees have been hired to help finish the workload, however this process is not effective or efficient. Failure to fill this position will result in untimely processing of audit reports, City correspondence, and other related activities. :-: Y � f I 9• 84-1441 tl.� City of Miami Department: Convention Bureau Current Vacant Positions As Of 11/28/84 Priority Positions Title # Title a/DM855/jw 8 84-1441 City of Miami Department: City Clerk Current Vacant y:==- Positions ..,a Priorit Positions As Of 11/28/84 Y # Title r Title a/DMB55/jw 9 84-1441 84-1442.- . •R1 •.S 1' ��r J' City of Miami Department: Civil Service Current Vacant aR' _ Positions As Of 11/28/84 Priority Positions t°# Title Title wti. ;1 f N' a/DMB55/jw 10 Al"14,41 84''14 42 : . ;� �'►- w�� t' 1JL' �1 - - ..Se 4. s ..i }' i � •C: "t «`.R.T-�71YGS 11 City of Miami Department: Community Development Current Vacant Positions As Of 11/28/84 Title 1 Asst. Director III 1 Asst. City Attorney 1 Housing Spec. Prin. 1 Housing Rehab. L/O 1 Housing Rehab. Est. 1 Housing Rehab. Est./Asst. 1 Comm. Inv. Spec. 1 Accountant 1 Urban Dev. Grant Coord. I Account Clerk 1 Housing Rehab. L/O/Asst. 1 Social Programs Analyst 1 Sr, Housing Estimator 1 Clerk I c a/DM855/jw Priority Positions Title 1 Asst. City Attorney 1 Housing Spec. Prin, 1 Housing Rehab. Est. 1 Housing Rehab. Est./Asst. 1 Accountant I Urban Dev. Grant Coord. 1 Account Clerk 1 Housing Rehab, L/0/Asst. 1 Social Programs Analyst 1 Sr, Housing Estimator 0 11 84-1441 84-1442 M s CITY OF MIAMI. FLORIOA INTC-n-OFFICE MEMORANC'JM 4° October 13, 1984 rl�iilC?il��i .�l!L�??:C1 DATE FILE DirCcto r DepartiiiCnt of Nanagement u 2ud(iCt 5UOJECT Critical Positions Justification FROM. Dona Spidiman REfERENGE3: Director Department or Comir•unity De,ielopment ENCLOSURES: ' Being resubmitted with this memorandum are the justifications for filling the Department's critical positions. Please be advised we were unaware of the proper format when the original submission was made to your department on October if th. )S Please contact Nancy Bahn if further information is needed. DS/rye Attachments t i t .i •3 ti a 'a kk � 84-1441 84-1442 ev CC: 1%M4IT1 DEVELMIEN CRITI kL SUPPORT SERVICE 1. account Cler:; II. This new position is critical in order to c wply with the department's new responsibility for handling special funding requests. This staff person will maintain records of all reimbursements or advances to agencies/individuals/ organizations granted funds. The Account Clerk will main- tain a separate account for each activity; review each request against the established budget; check backup materials submitted to determine if it is acceptable and eligible; prepare requests to the Finance Department for checks and, when necessary, physically pick up checks from the Finance Department. The first eight months of 1984 produced 51 agreements, totaling $1,074,472 in cash grants and $15,244 in in -kind City services, each agreement requir- ing that accounts be established. III. If this new position is not filled, the department will be unable to maintain proper control over the use of these City funds as mandated by APM-1-84, reimbursement procedures will be slow and agencies will not receive funds in a timely manner. IV. Appropriation: $16,162 Fund: General Fund (1000) 450201-001 kk� 84-1441 uw;�s iPi:;:`,;II `;`!' '. ('n`;l::v1T' DL'`ti::LOPMEN'T i'U::C:.:D / . 11ECL-iL BZVENUE .� • Accountant I1. ThiS n�?1 :;'Ca :OSl-ion iS essa-zi�`.ial to In?aintain accounting records for all single and multifamily rehabilitation loans made by the department. The staff person would set up accounts, record loans, receive payments, pursue collection of late payments, reconcile accounts to the City's FAMIS system and perform related duties. Currently there are 184 loans that require servicing, this number will increase as additional loans are made. III. Without this position, only the basic aspects of the loan account will be serviced, collection of late payments will be delayed and reconciliations to FP14IS will not be performed as often. Also, existing staff will have to neglect other duties of managing the block grant and action grants. An overload of accounting duties upon existing staff could lead to audit findings in the future. IV. Appropriations: $20,717 Funds: C.D. Fund (SRF)(100%) 451009-001-799203 ILL 84-1441 84--1442 ,f i ■ O EF':lR'iZIE": T OF CG:.i-:UINITY DEVELOPMENT GR'IINT FUNDi"D / SPECIAL REVENUE 2. assistant City i%_I- y II. This new position is essential to rianage the many complex legal matters of this department. These matters include processing CDAG contracts between the City and a developer; preparation of disposition documents; closing documents; title opinion, and financial documents for new housing pro- grams; contract review; and interpretation of federal regu- lations and state and local enabling legislation. III. without this staff position, essential legal matters will continue to be candled by existing assistant City attorneys in the course of their many other duties, resulting in delays. This %Dill also provide one attorney who will be familiar withGall legal matters of the department. IV. Appropriation: $42,782 Fund: C.D. Fund (100.1) 451007-001-799302 wD 84-1441L i)i:i'el*PT"".':`: ' k---L' e'0,.; t;;i vy rI✓VEL()P;•"i:' Gi2I,::T i I'_;D_ED , ";i'rCIAL RZVE1,"UZ I. Urban Action Grant Ccordinator Ii, his neta position is critical -to the processing of Urban Development Action Grant applications. This staff person will meet with developers to interest them in the Action Grant Program; negotiate agree- ments with developers; supervise the preparation of grant applications; meet with federal HUD officials to finalize agreements; prepare agenda materials for the City Commission regarding each application; re- view grants received to determine if all conditions are met; monitor implementation of grants received; prepare quarterly reports to HUD; and provide overall coordination of action grant activities. III. Without this sta�f` person, the Department will not be able to meet the coal of eight (8) UDAG applications this fiscal year. Also, management of existing grants will not be properly implemented, leading to potential audit findings. IV. Appropriation: $33, 738 Fund: C.D. Fund (1000) 451007-001-799302 1� E 84-1441 84-1.44Z . 4S` 9 din ('C-;:;:L::i'I"i hl;�Ii Z,UP:ii::+`I' 1 U."IDLD , 'SPECIAL I2VENIUZ I. Urban Action Grant Ccordinato_ Is. :his nea position is critical -to the processing of Urban Development Action Grant applications. This staff person will meet with developers to interest them in the Action Grant Program; negotiate agree- ments with developers; supervise the preparation of grant applications; meet with federal HUD officials to finalize agreements; prepare agenda materials for the City Ccm.;iission regarding each application; re- view grants received to determine if all conditions are met; monitor implementation of grants received; prepare quarterly reports to HUD; and provide overall coordination of action grant activities. III. Without this staff person, the Department will not be able to meet the coal of eight (8) UDAG applications this fiscal year. also, management of existing grants will not be properly implemented, leading to potential audit findings. IV. Appropriation: $33, 738 Fund: C.D. Fund (1000) 451007-001-799302 84-1441 84-JL444 IT, ;: 5- i::t::'17 :'XIAL REVENUE I. Principal ieusing Specialist: =• • 'L S7 Z. J J t C•'.. 1. f .p o soli tr d-n n i z t. c_:r s t.1:, multi -family r e'a a b i l i- t 'Drca,,:s _ : t:-:e Ci ty :,,_ th an annual nudge- of �pprc::=nac�l;� $3 million from various federal grant programs. This person is specifically responsible for the formulation of new multi -family rehabilitation programs in response to changing federal grant directives and their effective implementation. Program operational responsibilities include all multi -family loan underwriting and loan portfolio manage- ment and the supervision of six staff members. III. If this position is not filled, the multi -family rehabili- tation program production goal for FY 1984-85 will not be met; junior staff will not have proper guidance and super- vision in the performance of their duties; and federal pro- gram regulations will not be properly monitored. Furthermore, the system of`6hecks and balances as is presently structured to prevent fraud in the approval of multi -family rehabili- tation loans will be seriously jeopardized, and future federal funding of the City's multi -family rehabilitation programs will be problematic as it is based on the program's past performance and compliance with federal regulations. IV. Appropriation: $32,157 Fund: C.D. Fund (20%) 451007-001-799302 C.D. Fund (MFR) (800) 451004-001-799201 84-1441 84 144;e: s S`i1i 0: :;Oi:�iT1= r` l�bili jai lOn Estimator ha :C3i'i:i a;l C= oe:,ioi: .-.ousing Rehab lit,ation Estimator recently vacated by resignation. This is a line supervisor position with six line staff reporting to this supervisor. The position requires substantial technical expertise in housing construction, estimating and inspection. The Senior Housing Rehabilitation Estimator is the "quality control" and fraud checker for the Housing Division in the Single Family program. :'lain duties include reviewing and approving all contractor's proposal to see that the proposal meets all identified housing code deficiencies, the prices are reason- able and the -work is an appropriate remedy for the deficiency. The Senior Estimator also conducts the final inspection on each cor:pleted job as a check on the work of the estimator. The Senior Estimator is responsible for staff" training, con- tractor relations and specific problem solving beyond the ability of the line estimator. IiI. In the absence of a Senior Estimator, the program supervisor has had to assume the duties of the Senior Estimator. Since the program supervisor is not a construction specialist it is probable that there will be a case slow down of approximately twenty-five percent. of the five estimators currently on staff only one has been with the program for more than one year and only one of the other four has an extensive rehabil- itation program background prior to joining the city staff. Two of the estimators are still in their probation period. The Principal Housing Specialist is not qualified as a Reha- bilitation Construction Specialist. While basic construction problems can be dealt with more detailed or extensive problems will have to be postponed or temporary help obtained to deal with these problems. Since the City's ability to obtain CDBG funds for rehabilitation is condition on the ability of the City to perform its stated goals, failure to fill this positic could jeopardize future CDBG funding as cell as slow rehabil- itation efforts. !V. nvropriations: ;25,230 Fundds: C.D. Fund (SFR)(100%) 451009-001-799203 ', Cr 84 -1441 1'• Y tt::q Y? ter. I C""i:'•:C':'i'.": ULVLLOi':1i;.:':' L.•L_1J o_`..CIt1L, :LVL�iu% . ..J' :r1iiG -:,l tb ±1ita'*ion Est_ n.osition is rush cnsible T'oir inspecting Single family homes and identifying all housing code violations and incipient violations and preparing a deficiency list of such violations. This staff person also reviews contractor proposals for correcting such deficiencies checking that the proposal meets all identified housing code deficiencies, that prices are reasonable and that the work is an appropriate remedy for the deficiency. The Estimator then inspects the work as it progresses and certifies progress payments. The estimators are carrying a workload o� fifty-five cases each. Based on program goals, this workload is about twice as much as they should be carrying at a single time. The addition of another estimator will partially reduce the work -load, neardr.• to what each estimator 'should be carrying. III. If an additional estimator is not added, then the current staff will continue to carry a higher workload than they should be doing. This has already led to delays in handling individual cases as well as overall delays in meeting pro- jected case goals. Estimators are having to concentrate on cases in construction to the detriment of conducting new inspections. This is skewing the production of cases so that there is not a steady progression of cases moving from initial inspection through construction. The addition of another estimator will provide substantial help in changing this situation. IV. Appropriation: $21,757 Fund: C.D. Fund (S7R) (100U-) 451009-001-799203 84-1441 '.. y.as Ctvnr •..... 07 C:():::•i1.i:ITi i'E1WL'L0F:•7L1qT GI'�bi i PUIL:.'D :D / SPECIAL REVENUE i . Assistant Housing Rehabilitation Loan Office: il. This new position of assistant Loan Officer would be pri- marily concerned with financial counseling of clients who need help in preparing budgets and resolving debt problems. The assistant would also be responsible for monitoring the loan repayments and counseling delinquent clients. In addition to these duties, the assistant would aid in the processing of loan applications. III. If the Assistant Housing Rehabilitation Loan Officer position is not filled, the department will continue to have problems in dealing with delinquent payments by approxi- mately twenty percent (206) of its clients. It also will be unable to provide adequate debt counseling for clients be- cause of the workload currently handled by the Loan Officers. This will mean that families with credit problems will be unable to fully take advantage of the assistance program offered. IV. Appropriation: $17,867 Fund: C.D. Fund (SFR) (100a) 451009-001-799203 1tl B4-I.441L 84-1444. t OF Cl:'..*,i:::ITY DEVE'LOPt•iENT U::DED / 0 'LCI-1.L P' ENIUF I. Assistant tious_ng Pehanilitation stlmator I_ . This ne:a pOSl tion of oI SSiS-c-n- Housing 17ehabilita� — on Estimator would be assisting estimators in conducting home inspections, reviewing contractor proposals and conducting inspections prior to payment. The assistant would also be able to monitor simple program operations, leaving the estimator free to handle more complex prob- lems. The assistant would also do complaint inspections after work was completed to monitor contractor guarantee compliance. The position is designed as an entry level position to quality minorities and/or females as estimators. In the past two years, there have been at least two vacancies filled in the estimator position each year with extensive time delays when new estimators assume full case loads'. due to the technical nature of the positions and the amount of training required. III. If the assistant Housing Rehabilitation Estimator position is not filled, then the efforts to reduce the current active caseload of each estimator (discussed in the estimator position vacancy) will be hampered. The department will not have a trained staff member able to assume the respon- sibilities of an estimator, if vacancies occur. IV. Appropriation: $17,367 Fund: C.D. Fund (FRS) (100%) 451009-001-799203 „ -a 84-'1441 -1442-- 0 F.11'P:'%i�T:•1I:',; OP CCM:•i(:.N.l TY iDEV1:LO1'MU:L•1'i' I . Social L r_gram ::nal st* +T • This s af-. pO31�1on provides nacessa:y LC'chni cal assis'Car.cc, monitol�ng and evalua'cion ,.o social service agencies re- ceiving Ci-�y funds. Specific duties include working with grantees to develop agreements, work programs and budgets; and also monitoring to determine if the activity was accom- plished in accord with the agreement. This position also assists in the processing of special funding requests, of which there were 101 for the first eight months of 1984. Primary duties are to review agreements and supporting documentation and follow-up with other departments and organizations. III. If this position is not filled, agency evaluation and moni- toring will be reduced from quarterly to three times a year. The processigg,time of special funding requests will be delayed at least two weeks and submission to the City Coma-nission by a month. IV. Appropriation: $20,717 Fund: � .....1{� r. �' '\.�� K• w- ♦w �.rr t..�.-ww.w ..-tir.-r .r. .• N C.D. Fund (700) FRS Fund (30%) "'K 451007-001-799302 920404-001-019026 . ...•+.t.Yr...w�!1wr.Aw.Tr.-. .• i •. www•—.rw..�rv...r r.... f.r .w r.�.��.1.w1....Ni :.' —. s.�e 84-11441 0 City of Miami Department: Computers Current Vacant Positions As Of 11/28/84 tt Title 1 Programmer Asst. 1 Sr. Programmer 1 Jr. Programmer 1 Network Support Mgr.** 1 Computer Op. I 1 Sys. Software Mgr. 2 Computer Tech. I t ** Exact title to be determined by HRD a/DMB55/jw 12 Priority Positions # Title 2 Computer Tech. I 84-1441 84-144Z ._ 0 CRITICAL SE;'VIIICLS 1 (2) .ten//�► The City of Niaoi has, cn lease purchase basic, appro;.inaL-ely 500 terminals, printers, and 8-20 micro computers. The maintenance of this equipment is providad by the Burroughs Corporation on a call basis. The service contract requires Burroughs to dispatch an engineer to user sites whenever a terminal or a B-20 unit breaks down. While this type of service is the best available, the Department of Computers t;as concerned with the time it talces to repair a broken unit which sometimes could be eight hours and the cost of providing onsite maintenance. in order to assure the City departments of a minimum outage of equipment, of no more than two hours and an overall reduction of 40 percent in maintenance cost, the Department o-' Computers has negotiated a depot maintenance concept with the Burroughs Corporation. The budget for maintenance of this equipment has been reduced by $1501000 for fisc`1 '� year 1984-85. However, in order to iQolecent the ..:,' system, these two new positions need to be filled. The personnel in these positions will determine the nature of the problem (hardware or software) and replace broken units with the repaired .:.- units. lmnac , 1F these positiono- are not filled, the depot maintenance concept cannot be implemented. The City will have to appropriate an additional 07509000.for maintenance of this equipment. .� RR((ww,,�� 11 (wj N —1 41 • :4 . .T { ..4 iY. City of Miami Department: Economic Development/General Fund Current Vacant Positions As Of 11/28/84 Title I Business Dev. t a/DMB55/jw 13 Priority Positions a Title 84-1441 84-1442 i City of Miami Department: Finance Current Vacant Positions As Of 11/28/84 J; i- Title 2 Secretary II I Accountant Sr. I Procurement Spec. (Buyer II) I Materials Mgr.** I Lic. Insp. I I Asst. Dir. IV 1 Cashier II 7$ t Exact title to be determined by HRD a/DMB55/jw 14 Priority Positions Title I Secretary II I Accountant Sr. 1 Procurement Spec.(Buyer 84-1441 84-1442 gym: CITY OF MIAMI• FLORIDA INTER -OFFICE MEMORANDUM Manohar Surana Director December 3, 1984 TO DATE- FILE - Management 9 Budget SU3JECt Vacancy Exemption FROM' / REFERENCES: Carlos E. Garcia Director of ri nance ENCLOSURES: This is to request that the following vacancy listed below be added to our request to be exempted from the current hiring freeze: Position Secretary II c Division Treasury Management It is urgent that this vacancy be filled as soon as possible for the following reason: x Secretary II This position is responsible for preparing all correspondence for the division related to Occupational licenses, Solid Waste bills, Assessment Liens and Investments, Additionally, the position maintains personnel records, and handles incoming phone calls ' from the public and city departments. Filling this position will improve the daily operating efficiency of the division and allow the Assistant Director to spend more time managing the division and less time on routine tasks. APPROVED: HOWARD V. GARY, CITY MANAGER V I H ?, . ♦.... .. �t. •. ... K7. ..�gw��..rini�•�•�e/F�-sr1•� �• • • •/.wl .r•.7►. s`f .T'.•p. .�� ..�'� w.r�r..� • .....rw�«..as. fv .s w.w��ns��lm'R a+.n r� c'ZITICAL ,i'VICES .IJPI`',RT FI',';,N1C1 DEP,"IRTMENT PoL'i i ioil 'co be :�:;Oi,,ptod fro.; :firin"i •f recce: SENIOR ACCOUNTANT Reason for roqu�3st: This position is in charge of the Accounts Recaivable Seci:ion. Tois position supervises two accountants and one account clerk:. During the annual closings, no« in progress, Lois position coe'rdin:tas year -and closing preparation and rzzsponsiille for s i j-ning off t:le closing sc:ledule and ascertaining 'i::iat all procedures are performed properly. The position is responsible for preparing journal entries which accrue revenues and establish reserves for uncollectibie accounts. Vacancy consequences: The ability to meet year-end deadlines in the preparation of the financial statements will be curtailed. Various reconciienents, such as the Solid Haste data base, Liens Receivale data base will suffer and will delay the financial statements. Being ablte to apply for the GFOA's Certificate of Conformance may be jeopardized. Proper allocation of tax collections from Dade County and related interest earnings will be delayed. Appropriation: $27,074 84-1441 �q-,t' . � Ott: ��.'yi• _:�4a�•y � ` ,s:'�s�.. .•��5,.. (;:"fit , �� '{"��.•. .':�...�' ''' :�?f��'.ty4'.. Yet i:ulli.s ' :...:_...•...^L:_i -:sue CITY OF MIAMI, FLOnIDA .NTCP-CFFiCG NICNICIPANDUM -'•:TC :tcL-r 15, 1934 rILC ..:JJECT Zuycrr H V. can 1y CNOW\MV A� S a4jj% ) nCGERCNCCS ZNCI.OSunEs rtaSwom. "1t there is a vacancy �.n Lliv Purchasing Office for a Buyer II. F" An ex . t • on from the hiring Lrea-ze has ban approved �'P = g r ^'" pp by the City Manager prior to th3 b ginning of the fiscal year. A classification reorganization has hsan cc=rpletsd and approved by the Da -'part imnt of Hunan Resources, and a r.s.r registar of a lic�ts rzsds to hr established as soon as possible. Tnis —!,�sitien is rzaded in crdar to rascarch, identify, and locate minority •er3ors and to provide ths-n >>i'rh assistanca in the preparation and suhmittirg of 'cius, and also to assist :-n preparirg ;yid sracifications to make then ncn- e:{clusiv`, rnra acCLS3ible, and less cc.mplicated to all bidders, especially r. a ;sd miority firma. 4 , If this position is not filled, th.3 continuing irplramantaticn .if the Minority ity z' Vendor Proyand tha tinily processing of formal bids will be adversely affected. cc: R. B. Rosencrantz Assistant City Manager ,,E J.JWA Li 130 D8. • . is ..., _ --��.w� fir• .• _ -. .. v...w i• �. w.r..w. �. w... ..+w • - ... w� w,Mf'. �. !iT w.�_,. ..,w.... .. •.. � � ..n �•�..�.w�ww•�..-w.l. •. U CITY OF MIAMI. FLORIDA IN C[I.O Ftcc NICNICIPANDUN'I o-: c .tc•bor 13, 1984 CILC ..JJJECT Euycr 11 Vacancy 7ZOP•I a / / nCFERENCCS ZNC.OSURES At present thaza is a vacancy in the Purchasing office for a Buyer II. An exerrption fro.;► the hiring fraaze has 1=sn approved by the City Ntanag2r prior to the beginning of the fiscal year. A classification reorganization has bran c=_ pletsd and approved by the Dapartmmnt of Human Resources, and a nsi register of applicmc is rsads to ba established as soon as possible. This—sition is rz-aded in crdar to research, identify, and locate minority k •;an,' rs and to provide th`m ��ith assista^ce in the preparation and suYnitti.*:g cf bids, and also to assist in preparing bid spacifications to make then ncn- exclusiva, rare accessible, and less cc.mlicated to all bidders, especially rr a and ru.^ority firms. c. If this position is not fillc-d, t.^e continuing iTplamntaticn of the Minority �5 •. Vendor Prot' r-m and tha timely processing of fornial bids will be advarsely affected. u �k x." cc. R. B. Rosencrantz Assistant City Manager 84-1441 84-14 ; . City of Miami Department: Fire - General Fund Current Posi• As Of 1' 1 Ipector II 1 I. 1 1. Spec. 1 IInsp. 1 Ip . 23 lers 1 I. Instr. 1 M n.** 1 :I 1 iing Insp. 1 1p . I y **Exact titletermined by HRD a/DMB55/jw 15 Priority Positions Title 1 Bldg. Inspector II 1 Plumbing Insp. 1 Mech. Insp. 23 Firefighters 1 Zoning Admin. 1 Secretary I 1 Chief Zoning Insp. 1 Bldg. Insp. I 84-1441 84-1442 --------------- -- - -- '_ CITY OF MIAMI. FLORIDA INTER -OFFICE MEMORANDUM - \ To. Howard V. Gary DATE: November 29, 1984 FIDE: r City Man ger SUBJECT. Vacant Positions `M 74 FROM: K • E . McCullough, Chlzot REFERENCES: Director of Fire, Rescue and Inspection Services ENCLOSURES: (Package) h Ti� Enclosed is the updated information regarding vacant positions within the Department of Fire, Rescue and .V'. Inspection Services. Several vacancies have occurred since the last documents were submitted. Please substitute this package for the previously submitted information. KEM : mm 84-1441 84-1442 PUBLIC SAFETY - CRITICAL FIRE FIGHTER (8) $23,031/Year Fire Fighter "B" Platoon Fire Fighter "B" Platoon Fire Fighter "B" Platoon Fire Fighter "B" Platoon Fire Fighter "B" Platoon Fire Fighter "B" Platoon Fire Fighter "B" Platoon Fire Fighter "B" Platoon It is necessary that this position be filled to enable us to maintain level of service to citizens and minimum manning on the apparatus. The above vacancies represent the number of personnel necessary to properly man one fire truck. 84-1441 84-1442. Ll 4 -.1: �r= PUBLIC SAFETY - CRITICAL ��a:,';�_ .• FIRE FIGHTER (8} $23 , 031/Year Fire Fighter "C" Platoon Fire Fighter "C" Platoon Fire Fighter "C" Platoon .4: Fire Fighter "C" Platoon Fire Fighter "C" Platoon N,'.. Fire Fighter "C" Platoon Fire Fighter "C" Platoon Fire Fighter "C" Platoon It is necessary that this position be filled to enable us to maintain level of service to citizens and minimum manning on the apparatus. The above vacancies represent the number of r�TP . personnel necessary to properly man one fire truck. 84--1441 3`=,4• PUBLIC SAFETY - CRITICAL •Y FIRE FIGHTER (8) $23,031/Year a rt. Fire Fighter "A" Platoon - 1•ti :c Fire Fighter "A" Platoon Fire Fighter "A" Platoon Fire Fighter "A" Platoon Fire Fighter "A" Platoon Fire Fighter "A" Platoon Fire Fighter "A" Platoon Fire Fighter "A" Platoon It is necessary that this position be filled to enable us to maintain level of service to citizens and minimum manning on the apparatus. V : The above vacancies represent the number of s`� f personnel necessary to properly man one fire �.�`:} truck. ,5 L 84--1441 it � A REVENUE PRODUCING CHIEF ZONING INSPECTOR $33.114/Yea£ We are charged With enforcing the South Florida Building code and to enforce that code properly, we must have the required number of personnel. Our ability to provide service to the construction industry depends heavily on this position. If we are unable to fill this position, it will mean a curtailment in out services which we provide to the construction industry and people at large. The Supervisor of personnel enforcing these regulations is essential in keeping with sound business prpctices, therefore, we request that this Position be filled as soon as possible. \!5 E 84—i441 • /� :fss/� dAj:�� , ut. t;> � ", . LI REVENUE PRODUCING BUILDING INSPECTOR II $30,014jYear We are charged with enforcing the South Florida Building Code and to enforce that Code properly, we must have the required number of personnel. Our ability to provide service to the construction industry depends heavily on this position. If we are unable to fill this position, it will mean a curtailment in our services which we provide to the construction industry and people at large. The Supervisor of personnel enforcing these regulations is essential in keeping with sound business practices, therefore, we request that this position be filled as soon as possible. I's F 84-1441 84-14419-7 •� ..ate J ScA ��.. - i.J.F,,,,�.'.rf• `��.4. IN �; r t -- .'J•. c'.:i• <<. t �, vi _ •� •y,� L . U r,. REVENUE PRODUCING BUILDING INSPECTOR I , , :L . $24,723/Year To properly enforce the South Florida Building Code and building regulations set forth therein, this position must be filled. lie are charged with enforcing the South Florida Building Code and to enforce that Code properly, we must have the required number of personnel. Our ability to provide service to the construction industry depends heavily on this position. If we are unable to fill this position, it will mean a curtailment in our services which we provide to the construction industry and people at large. �5 G 84-1441 a..: REVENUE PRODUCING SECRETARY I $13,728 The office of Zoning Administrator and the enforcement of the Ordinance will require a Secretary to keep up with the flow of required documentation and paper- work. If this position is not filled the required correspondence, record keeping, and documentation of special permits and other administrative board actions will be hampered and haveGan adverse effect on the Zoning Administrator's office. We therefore request that this position be filled as soon as possible. �5 H 84-1441 84-1442 FEY i I --ENE PRODjCING T7J_-,==C7'0---� 7 To properly enforce the South Florida Building Code &nd plumbing regulations set forth therein, this position must be filled. We are charged with enforcing the South Florida Building Code and to enforce that Code properly, we rmst have the required number of personnel. Our ability to provide service to the construction industry depends heavily on this positi on. If we are unable to fill this position, it will mean a curtailment to our service which we provide to the construction industry and people at large. is1 84-1441 S4-144Z I ,4--1 W, FEVE17UE PRODUCING ZONING iOMINIS-7-4MIT'l As set forth in Ordinance 9500 of the City of �,Iiarni Zoning Ordinance, it is required that we have a Zoning Administrator for the administration of this Ordinance. In light of this and the City's goals and objectives, and for the effTctive administration of this Ordinance, we cannot move forward without filling this position. I therefore strongly urge that this position be rg filled as soon as possible. 84-1441 ';env b r� ryr �.a J s;. RFv'EI�TI�rJ PAODUMM I�ECMTICAL INI SP�CTO I �24 723 3iY;r.•:� . To properly enforce the South Florida Building Code er4i and mechanical re gulations set forth therein this ' position must be filled. We are charged with enforcing the South Florida Building Code to and enforce that Code properly, we must have the required number of personnel. Our ability to provide a-' service to the construction industry depends heavily on x'Y Y this position. If we are unable to fill this position ,bra - it will mean a curtailment in our services which we <. provide to the construction industry and people as large. 15 k 84` 1441 n'X, T Current Vacant Positions As Of 11/28/84_ # Title I Personnel Off. City of Miami Department: Human Resources L Priority Positions # Title I Personnel Off. a/DMB55/jw 16 84-1441 wM - 84 a Er� DI:PAh'2i-,1,:NT OP HUMAN RELO"OURCE"O CRITICAL 'UPPORT OERVTCE03 i o ;p tf : i i;Al. I iLL OI'FIC j Salar-r AD ropr iation: 325,230.00 `..ie Personnel Of-_ca: vacancy in the Recruitment and Selection Section of the Department of human Resources is a critical position. 1 tin analysis of our i.rorkload for PY 84-85 indicates that it takes three professional staff members to process 17,000 personnel ae- tions and counsel 6,900 employees. We are novr short by one pro- fessional staff member to assist in this processing. Additionally, we have to process immediately 1,244 Fire Fighter applications and 801 Public Service Aide applications. Accom- panying this process is the computation of veteran's prez"erence claims, time -in -grade appeals, and the processing of pending lawsuits. G The consequences of not fii?_ng the position of Personnel Officer are as follo►rs: (A) Fifty percent delay in classified and unclassified recruit- ment. This delay will make it impossible for the City to fill other critical vacancies, as in the Police and Fire Departments. (3) fifty percent delay in counseling applicants i-rho seek employment opportunities. The Recruitment Section handles an average of 90-100 telephone inquiries plus an applicant flow of approximately 35-40 visits per day. If these in- quiries are not adequately and sensitively handled, it is our e:;perience that distraught applicants trill take their complaints to higher sources such as members of the City Manager's staff or City Commissioners. (C) impair investigative research towards resolution of pending lw:•rsui is and Civil Service Board appealo. Pailure to pro- vide t::i _ research ;;_11 adversely affect the Law Department and ale C `y's financial liability. There are currently 55 1Py'?l proceedings that ren_uire data from the 3 Recruitment Section. s y 10/16/84 i • a f 84'-1441 847144Z `. City of Miami Department: International Trade Promotion Current Vacant Positions As Of 11/28/84 Title I Asst. Director 1 Typist Clerk I i a/DMB55/jw 17 Priority Positions n Title 84-1441 15471 7/R" City of Miami Department: Law Department Current Vacant Positions As Of 11/28/84 # Title 1 Legal Stenographer I Typist Clerk III L Priority Positions # Title a/DM855/jw 18 84-1441 84-~1444 I •h:i ' City of Miami Department: Management and Budget Current Vacant Positions As Of 11/28/84 # Title I Bdgt. Asst. I Mgt. Analyst Sr. 1 Mgt. Analyst Prin. I Mgmt. Operations Analyst 4 t Priority Positions # Title a/DM655/jw 19 Q4-1441 -1442 •_ --- - I. '��. .y �� ...-. � + � -. •`� .• � .. ��:".;r'• .ti.;•d.Py`(;�. i�":.J'=�xtA.r,l•t�w_r'e•? W� 7k" Y7 k • 4 c;i . :i .. City of Miami ; Department: Parks and Recreation Current Vacant Positions As Of 11/28/84 # Title 1 Secretary I 2 Custodian I 1 Parks Gen. Supv. 1 Rec. Spec. (Rec. Ldr. III) 1 Asst. Director III 1 Rec. Prog. Planner** 1 Landscape Arch. III 1 Nursery Tender 1 Facility Attendant L ** Exact title to be determined by HRD a/DM855/jw 20 Priority Positions t # Title 1 Secretary I 2 Custodian I I Parks Gen. Supv. 1 Rec. Spec. (Rec. Ldr. III I Asst. Director III I Rec. Prog. Planner I Landscape Arch. III 1 Nursery Tender IN 84-1441 84"-1442 rE f„.S. �" -„r y-, "' _ . `' -.SJ::'�y.. ' 7• ..,,-�.� xL. r:• 14:. t•:.., i' ° ' :•. '.fi „ : :.�y.•�P:�,� *41 r CITY OF MIAMI. FLORIDA INTER -OFFICE MEMORANDUM LZ FILE TO Manohar Surana,or °atE December 4, 1984 °15 Department of ►ant and Budget s"8'E`T Vacant Positions Attn: Antonio ,,; Carol C: FROM REFERENCES: Carl E. Kern Director ENCLOSURES. Department of rid Recreation The Departmentirks and Recreation requests that priority be given the folUacant positions, and that they be added to the list to be preto the City Commission: Service S Appropriation Assistantor $40,997 Parks Genreman 30,597 Secretary 16,162 Special RFund Nursery T $16,162 Golf Courrprise Fund - Mel Reese Groundste $15,413 Greenskee 21,757 Justification sequences • Assistantor for Parks: 'This key position is responsible for manac activities of the Parks Operations, Design Di- vision a>r Projects. The Parks and Recreation Department has been.y recruiting qualified applicants and has sub- mitted reati.ons for interviews to the City Manager's Of- fice. If this p continues to remain vacant, the Department's coordinatpark construction projects and administration of park etion grants will be hindered. 1 64-1441 04- 14-4 • �; � . ... � �,,, r'.,;'', ., ��' ?gip. �A The Department is currently managing the following construction projects: Jose Marti Riverfront Park Moore Park Hadley Park Lemon City Park playground equipment installation Edison and Virrick Pools plumbing work The Department is also administering the following park con- struction grants: Moore Park (UPARR) Jose Marti Phase II (LATF) Jose Marti Phase II (LWCF) Bayfront Park (LWCF) Bayfront Park (FRDAP) Virginia Key (FRDAP) Fort Dallas Park (FRDAP) Blue Lagoon (FRDAP) Kennedy Park (BBREP) The number of grant proposals submitted for funding will de- crease, and implementation of adopt -a -park and other fund rais- ing activities will be impaired. There are three to five grant rounds per year from which the City is eligible to deceive funds for park construction. How- ever, all the grant programs require matching funds which are not currently available from City resources. The adopt -a -park program and other activities which raise funds in the private sector are important as they can be a source of matching funds for the grant programs. The Department's participation in the Large Scale Development Committee and in the review of other projects initiated by the City will be hindered. o Parks General Foreman: This vacancy is in the Operations Di- vision and is responsible for the day to day scheduling and supervision of the mobile crews which maintain the City's parks and other public properties irl the South Zone. The South Zone includes all public properties south of the Miami River, including Kennedy Park, Peacock Park, City Hall and Jose Marti Park. The crews are scheduled to maintain these and other high priority sites every two weeks. Other sites are scheduled for maintenance less often. The scheduling and supervision of 84•-1441 84-1442 R_ h. ¢: these crews must take into consideration major special events, rainy days and leave time. The Parks General Foreman also per- forms inspections of playground equipment, ballfields, playing courts, etc., and coordinates the repair work, as well as work orders received from recreation personnel. ;. Currently, one Parks General Foreman is attempting to do the job of two. If this position remains vacant, it will only be a mat- ter of time before the effectiveness and efficiency of the mo- bile crews begins to be adversely affected. o Secretary I: This vacant position should be filled so that the Cultural Division can more effectively administer and monitor the numerous grants for events funded by the City Commission. In fiscal year 84-85, the Cultural Division will evaluate an estimated 40 to 50 special funding requests. Of these, approx- imately 20 to 25 will be funded by the City Commission, requir- ing that agreements be negotiated and administered and events be ' monitored. The Division will also negotiate and administer 24 grant agreements for festivals, and 5 to 10 miscellaneous cul- tural events, monitor those events and provide a summer cultural program with its corresponding agreements. This position is r responsible for the numerous clerical duties generated by these grant processes. Other clerical staff must carry this addition- ' al burden, until such time as this position is filled, resulting in difficulties in coordination and reduced efficiencies in work >; flow. 4 o Nursery Tender: This position, funded by the Community Develop- ment Department, is responsible for maintaining the 14,000 trees b" for the Community Development Tree Program. During fiscal year 1983-84, $83,500 in CDBG funds was spent to purchase 14,000 trees for the Community Development Street Tree Planting Program. The trees were purchased in graduated sizes so that better prices would be paid for smaller trees. The ¢rs;_ smaller trees would then be nurtured until they were ready to N' plant. As these trees grow, they must either be repotted to larger containers, or placed in the ground. If this work is "} not done on a timely schedule, growth is retarded and the trees will eventually die as they become root -bound. If this position remains vacant, an estimated 10% loss in trees may result as the Operations Division lacks the manpower to re- pot the trees. 3 10 C, 84-1.441 84-1442 • Groundstender: This vacancy at the Melreese Golf Course has im- paired the delivery of maintenance services. Various mainte- nance schedules such as greens, fairways, and rough mowing, bunker edging and raking, verticutting, irrigation and general ground maintenance have all suffered. Schedule delays result in less attractive and unplayable conditions, creating slower play and decreased revenues. a, Greenskeeper: This vacancy, at the Melreese Golf Course, is also a vital position in maintaining a high level of maintenance services. The care for golf greens and other grounds, which re- quires considerable knowledge in the treatment and care of dif- ferent types of grasses, trees, other shrubberies and chemicals, must now be passed down to an inexperienced subordinate, and may require extensive hours of supervision by the Golf Course Super- intendent, thereby taking away from his other duties. The golf course business in South Florida is extremely competi- tive; there are too many other courses for the general public to play if substandard facilities lead to their dissatisfaction. Decreased revenues would soon result. SU4: me cc: Helen Winter, Accountant Supervisor, Department of Parks and Recreation t 9 84-•1441 84-1442. :.•. a-. '".., � - �, I Howard V. Gary City t•lanagl.r CITY OF MIAMI• FLORIDA INTEER-OFFIGW MCNIORANDI.IR1 CATE Oc tobl3 r 13, 1934 FILC :,UO:EC7 V.:kCan'C Positions RR01.1. Carl Kern REFERENCES: acti.nt3 Director D.;f)�irtlaent of Parks ENCLOSURES. ,ld Recreation The Parka and Recreation Department requests that it be authorized to fill the following vacant positions: Service Support Appropriation Assistant Director Landscape Architect III 32,157 Paris General Foreman 30,597 General Recreation Planner 24,003 Secretary I t" 1611G2 Recreation Leader III (Rec. Spec. Sr.) 26,458 ; Spec i 3l Revenue Fund w Nursery Tender $16,162 n Golf Course Enterprise Fund - !del Reese w " Groundstender $15,413 Greens%oaper 21,757 _ - 0 Justification and Consequences .. O Assistant Director for Parks: This key position is res- ponsible for managing the activities of the Parks opera - Design Divisions and Grant Projects. The Parks and Recreation Department has been actively recruiting qualified applicants and has submitted recommendations for interviews to the City Manager's office. � 12 this position cori _i.itit?s to remain vacant, t1ia Dapart- r..ent's coordination of udr'r, construction projects, and adminstration of park construction grants will be hin- dered. 1 f" A'ic"�r+.«di.3'`•-l...r •:'•!•n'Ctli•#tttM -1"'" W'rr.7o'gws, M•r ..,... -",7 • r.'.•: ,,v4+-w . is - e : `-1T T .I.— dw ••�. ?' ."P e . -m^ v-fw vmmmm war r. ,► =-,-P,JT: a -2 =3=cmmtL•=.T - 84--JL441L 84-1442 �t4 , :.• /` �r y�jy Ate,• _ y ..l- ` A'• .1 a .�y. . `Jf �•MJ'..�T•`'�i M•,;,•T-�-•�„.• ..,v. rYt.. T.y. • �p�'I••i..II w., .�• h t ��' , , y > : ' folLowilig cC711:3- ii� D i).,T-i::z:nt i•3 currunr_.L r,ianu i rlt _ili f ):iJ iii.11:.i i\iv'�ria1'": La on City Pari: p13yC31.4,UiI.1 �� luip:;l nt installtation c;:icsori Virricl; Pools plumbing work Fl:agler Building facade restoration 11he D:�partment is al.Ga a d;.ii;iistering tia:- folloliiiiq pzirk cons- '• _r!:ct.ion grants: i ? = � t > FPDA'� ,•poor% ?ar; (i,?�;.:t) Virginia I:�y ( � � ) Jose Marti Phase II (isATF) Fort Dallas Park (F?.DikP) .`.. Jose Marti Phase II (LWCF) Blue Lagoon (FRDAP) Bayfront Park (LWCF) Kennedy Park (BBREP) 3,ayfroat Paris (FRDAP) The number of grant proposals submitcs3 for funding will de- crcaase, and implementation of adopt -a -park and other fund rai- ' silly .activities will be imp. i;:ed. Th.are are three to five grant rounds ;)er year from which the :{..: City is eligible to receive funds for park construction. How- ever, all the grant programs require matching funds, which are p#, not currently avaifable from City resources. The adopt -a -par?; program and other activities which raise funds in the privat- ¢. sector are important as they can be a source of matching funds for the yr3nt programs. The Devartment's partici ation in tha s;.,a;•. Large Scale Development Committee and in th:a rtsview of other projects initiated by the City will be hindered. t�;,... O Landscape Architect III: This vacancy was creat:ad when #= Juanita Shearer was transferred to the Special Projects Task Force. The position fills the organizational ro1,a of Design Division Supervisor and is responsible for coordinating all Departmental design and construction projects. The Design Division is currently working'on the following design pro- jects: Kennedy Park Shoreline Enhancement Ft. Dallas Park Lummus Park Site G Park/School City-wide playground equinment City-wide parlc building graphics Simon Bolivar statue: installation Grand Prix tr(a<a 1:-cation 2 Vv� ,wr•r /TRs'V.�,T•._.. •.t-..1•ira+.:re+'..a..-�GRl.. .... «•Wvwgly�..:w'"�Mn0:1f:"t::. Y.:• s.Tv.•.r.•:.•N.+.+/IwW�+'W..iC�4�4-= 84-JL441L 84 -1442AL 14 sk• � 1 x AadOr. it),I i I Ly, 3t_aff i:; Also mall.1tjLil(j 1 C•)il`iUIt.Int: coiltr�Act: for. of >> llc? .cjUJn 1C'C . '� (:}1i�:3c` c1c,SignS .lYc3 cOlnpLt?i.=al, -ail L h'a a d,2d to {_}it' t't ttltit:t'tl,:tlon projt'cts prc?vioty; L L:it ;d. `2113 li':.31 ja �i'! L:i :)i1 S.1,J•,rVisOC tl :') +.;.i i '.i 4i•l jt)r i)VO jt3cIt:s throu(jh uonintj rF2vit2h/ and approv,,l proceGL3, provides c3nviroll i.?views, sits on variou:i Consultant stead.ion coll- iltt'.:G'3 and t3,_':3lgn Consultant t."p►lr [' :ci,:3. Failure to fill this key position may result in the Division's inability to inpltaiiaat and manage the numbar of projects and co-itracts -which tire y)l lnn.:a for iY 84-85. ?.ir%s k33nsral 1'ore;ian: This v-i,.ancy is in t Ie Operatio,l:; Division, anti is rtesponsibl:-3 Eor tiie da to da schadu1Ll1: Y Y J ' and supervision of tiN mobile crews which maintain the City's parks and other public pro2erties in the South Zone. The South Zone includes all public properties south of tae Miami River, including Kennedy Park, Peacock Park, City Hall and Jose odarti Park. The crews are scheduled to ;naintain these and other high priority sites aviry U-io vat,eks. Other sites are scheduled or maintenanca less often. ilia scheduling and supervision of these crews must take into cosideration major special events, rainy days and leave time. The Parks General Force an also per- forms inspections of playground equipment, ballfields, playing Courts, etc., and cpordinates the repair work as well as work. orders rac'aived Ero_ll"recreation personnel. Currently, one Par,.s General Foraman is atta.mpting to do the job of Lwo. 'sf this position remains v-u:ant, it will only be a matter of time before the effectiveness and ef- ficiency of the mobile crews begins to be adversely affec- ted. O General Recreation Planner: Created when the Recreation Division was re-arganized in accordance with the recommen- dations of the Department of Mana.gcsment and Budget, this position will be responsible for planning and coordinating all recreation programs developed from assessments of the needs of the City's residents. void in this position rtasults in the lack of training programs for new racraat-ion specialists, a decrease in anticipated recreation programs to be offered, and no developmental pro-Casses necessary to initiate new programs. ".ldit• ionally, the d,asi re:1 ::oordinatiori betwean this level and Di strict Suparviaor would ae impaired in that '-:ie Distri c'- s could assu:ac prograrlming rasponsi bi li- i ss, talking away fro,a the needed su,rat:,iision of resptactiv:a ar.a4s. overall, delivery of services to the public would decrease. 3 IV Cr --�-- '—�y_e!i.�''"_ �%-.�t;!� ''ate",•. •.i^V:'.: .:r;; •- �c.. _ - .�•' 84-1441 84-1442M *-,;WxW7W' • z'stl�if`^ 3,2crt2L,lry is his vac'.CCIt i),751tiOrl 01101!'t'l 1).3 filled so 4i1 ct 01#2 Cultur.l t. Divi ;ion can iaore 2tfect iveIy -id ininister ,ii1Q mionitor i.il : t111',1�Ji'oua grants for eve nCl ; bia-1.2ti by the, city �c�lini3:iiVn. 1,1 ;:isc.Al yaar 8-1-83, tie CiAtural Dlvi- :iiorl a;ill an LsLi;:,ito.d 4U to 50 spocial fundi119 Z:t2" 1Q13t-'i '32 _i1:'_:ter, 'Appro:.imatoly 20 to 25 will befunded i the City L'0:11:11S31Un, req-firing that dc�ra,'in3T1tS be nego- tiated and ad;1illi itered and events be monitor:-21. Ths Divi- sion will Also negotiate and administer 24 grant agreements 4cr festivals :end 5 to 10 miscellaneous cultural events, ::.CCi1 LOr t:10 �� 3V�:C1Ca at provide �i sur.lmer. cultural program :.1 1�3 COrC :.snOnt71n,3l('_11tS. This position is res- ��::1�7'1713 for :ilL' nu,-1erous cl..z ical. dutias generated by ,:::ese grant piOcazsea. oi.113r clerical stuff muss: Carry tlii;3 additional burden, until such time as this position is filled, resulting in difficulties in coordination and reduced efficiencies in work flow. O Recreation Leader III: This position should be filled so that the present shortage in personnel available to super- vise the City's pari;s may be remedied. This level involves the overall supervision of a major facility, including the planning and coordination of various activities, supervision of subordinate personnel, fees and charges, various reporting activities, and inter- action with the public via daily contact and community recreation programs. The absence of this position would result in the supervi- sion of a new major facility within the park system, Jose Marti, by a Recreation Specialist, rather than a Senior Spe- cialist. This impact has already become evident with re- occurring supervision problems due to the lack of experienced personnel necessary to control the par;:. 0 Nursery Tender: This position, funded by the Community De- velopment Department, is responsible for maintaining the 14,000 trees for the Community Development Tree Program. During fiscal year 1983-84, $83, 500 in CDBG funds was spent to purchase 14,000 trees for the Community Development Street Tree „fi u_. �•.>=��f;•a ,- s Planting Program. The trees were purchased in graduated sizes .:r so that better prices would ba paid for smaller trees. The : , 4snallar trees would then be nurtured until they were ready to 3 .t plant. As these trees grow, they nust either be repotted to l-',rg,�r containers, or placsd i-i the gro,snd. if this 1jor1; is tio': done on a timely seliedule, growth is retardad and tiie trees uUI eventually die as they 'oaecme root bound. Fig-sY..'',r?�'.s..;�•', pia-: t 84-1441 84w-1444 bo 41 jf L11i0 130s1t1011 rv%lilti:i 11-1C._111t, 1t1 0si i'_'I.lt:�l� 10' 10_�.i ltl ;%ly L'l:su.Li: 1c3 th.: J�7.=L' li:lidli Divl:iion lac%s he :lla— iaw�r L-u r.�-pot the O tir,.)t.ultistendcr: This v,ic,.tncy -it the Melreese Golf Course nas impaired tile daliv,>ry oc maintenance services. Various maint,3113nci: schedulus Such -as 9rc33nS, ifairways, anc3 rough mowing, bunker e,,19ing and raking, verticutting, irriga- tion and general ground maintenance Nava all suffered. Schedule delays rasult in less attractive and unplayable conditions, crewing slower play and decreased revenues. C-i ,crioX.e3J: r: lilis vacancf, at the i4elreoa.i Golf Course, is also a vit,»1 ;position in maintaining a high level or maintenance services. The care for golf greens and other grounds, which requires considerable knowledge in the treat- ment and care of different types of grasses, trees, other shrubberies and chemicals, must now bs passed down to an unenoerianced subordinate and may require extensive hours of supervision by the Golf Course Superintendent, thereby taking away from his other duties. Tile golf course busin,3ss in South Florida is extremely competitive; there are too many other courses for the general public to play if substandard facilities lead to their disatisfactioo.,-. Decrease revenues would soon result. S L74/ mg 5 84-1441 84 14 `' City of Miami Department: Planning Current Vacant Positions As Of 11/28/84 Priority Positions # Title # Title 1 Planner I 1 Planner I 3 Planner II 3 Planner II L a/DMB55/jw 21 84--1441 84-P1.44 «�. 1] TO Howard V. Gary City tanager CITY OF MIAMI. FLORIOA INTER -OFFICE MEMORANDUM FROM: Arrio Rodriguez, Director Planning Department DATE: December 4, 1984 SUBJECT: Essential Personnel Vacancies REFERENCE3: ENCLOSURES: FILE: This Department has carefully evaluated our existing personnel vacancies and finds that all five vacant positions would perform critical services for the City, and that they are essential for the proper operation of the Planning Department. The considerable number of complex and legally required matters which are assigned throughout the year to an already over extended and limited staff, combined with the possibility of 5 unfilled top administrative and professional level vacancies, would create a situation that would seriously impair our ability to perform in the professional, effective and efficient manner that is expected of this Department. G Of the 5 positions, 4 represent approximately 300 of the professional staff assigned to this Department, and the 5th position is approximately 20% of the number of Top Administrators in the Department. This, added to 4 extended maternity leaves to occur during this fiscal year would - put close to a halt on the functions of some of our very specialized divisions. Following you will find the positions grouped under 2 catergories: "Grant Funding" and "Critical Services". Grant Funding: 'v1 Planner III (2222). This vacant position is the Chief of the Neighborhood Division coordinating the work of subordinate planners in contacting citizens and making recommendations in the Community Development Target Areas. The person in this position works with residents of the target areas and must demonstrate particular sensitivity to representing their needs. Not filling the position, would result in having no planners assigned to the Allapattah area which is approximately 1/6 of the City and with a population of approximately 60,000 people, since the planner presently assigned to work in that area is doing so in addition to his :aajor responsibilities in the Little Havana and Latin Quarter area. In addition, inability to fill the position hampers this Department's efforts to recruit and hire qualified minority candidates for management positions in the Department. This position is funded by the Community Development Block Grant and the FY'85 Appropriation is $37,190. Page 1 of 3 84•-1441 84-444-4 = ": Howard V. Gary City Manager Critical Services December 49 1984 Planner II (2221). This vacant position is in the General Planning section and prepares a) recommendations for the proposed impact fee ordinance; b) analysis of project feasibility and cash flow pro forma economic models; and c) computer manipulation and updating of the Urban Information System from field surveys. This position also assists in the preparation of the City-wide Comprehensive Economic Development Strategy and County -wide Strategic Plan. The decision not to fill this position would result in significantly delaying the completion of the Impact Fee Ordinance that, when finished and if approved by the City Commission, would result in approximately $2 million/year revenues, or approximately $20 million by Year 2000 for impact capital projects; it would also curtail our ability to respond to more than 200 in-depth data and analysis requests by other departments. The FY185 Appropriation is $39,315. Planner II (2221). This vacant position is in the Urban Design section and prepares planning and zoning proposals and answers citizen requests in the high growth areas of Brickell, Downtown, Omni/Midtown and around the Metrorail Rapid Transit stations. Typical assignments have included street clocks, sidewalk vendors, and sidewalk cafes. Current assignments include the preparation of the citywide Housing Trust Fund (whereby developers of projects in certain of these areas will provide funds for housing in City neighborhoods) and the Brickell Area Transportation Study. In addition, this division of the Department (5 professional staff members with 2 at the Administrator level (Planner III), and 3 at the professional planner level) will only have one of the Planner III's full-time, since the other Planner III and one of the Planners will be on maternity leave part of the time, and the other two Planner II's are vacant and subject to the freeze at this time. Not filling this position will seriously affect the functioning of this division. The FY185 Appropriation for this position is $41,018. Planner I (2220). This vacant position is in the General Planning section; principal assignments are the preparation of 1) preliminary recommendations for the City's Capital Improvement Program; b) data, estimates, and forecasts of both Citywide and target socioeconomic variables; and c) special assignments applying socioeconomic data and forecasts to the solution of particular problems in City neighborhoods i.e., capital improvement projects which may impact City neighborhoods. The City has the legal obligation of preparing a Capital Improvement Page 2 of 3 ^&` S 84-1441 Howard V. Gary City Manager December 49 1984 .Program,the official policy document regarding public physical development for the City of Miami. The FY185 Appropriation for this position is $30,146. Planner 11 (2221). This new transportation planner position was recently created in the Urban Design division following the approval from the City Commission on the recommendation by the City Manager to a) start a Citywide transportation plan, and b) evaluate methods of deterring through traffic from impacting City neighborhoods. Failure to fill this position will continue our present reliance on the ability and availability of County Staff to respond to requests of the City Commission and staff pertaining to the traffic impact of various planning and zoning items throughout the City; it could also affect our ability to arrive at City policy recommendations on area wide transportation matters affecting the City. The FY'85 Appropriation for this position is $32,157. G SR/JWM/dr Page 3 of 3 ^6-, C.0 84-i44".1 84-w1442 City of Miami Department: Planning and Zonin4 Current Vacant Positions As Of 11/28/84 Title z a/DMB55/jw 22 Priority Positions # Title 84-1441 City of Miami Department: Police Current Vacant Positions As Of 11/28/84 Title 2 Clerk II 1 Clerk III I Fiscal Asst. I Staff Analyst Prin. 7 Pub. Svc. Aides 5 Police Lt. 5 Police Captain 1 I.D. Tech. II 1 Latent Print Exam. 1 Master Alarm Supv. 16 Comm. Oper. 2 Comm. Oper. Supv- 1 Stable Attendant 1 Asst. City Attorney I Business Mgr. t 1 Support Svc. Mg-. 2 I.D. Tech. I 1 Interr. Steno. 2 Secretary II 14 Police Officers 1 Admin. Asst. I 37 Priority Positions # Title - I Fiscal Asst. 7 Pub. Svc. Aides 5 Police Lt. 5 Police Captain 1 I.D. Tech. II 1 Latent Print Exam. 16 Comm, Oper. 2 Comm. Oper. Supv. 2 I.D. Tech. I 1 Interr. Steno. 2 Secretary II 14 Police Officers w ... a/DMB55/jw 23 84-1441 .V Va;;4,0 t,11., At f:f.p.::t i_ : _�:. ?L.�,at•:..:L. a/awwt�'akMi['i. 0 a L] CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM To `Qanohar Surana Director Xanagement & Budget Department FROM: If -redo Bared As istan: Chief Resource Management Division DATE: December 5, 1984 FILE: PER 15-3 SUBJECT: Justification For Vacant Critical Positions REFERENCES: ENCL.OSURES: This memorandum is submitted in response to your request for this Department to justify those vacant positions that are "critical". As you know all sworn positions within the Police Department are considered critical at all times, and since none were vacant on September 21, 1984 we feel that they are exempt from the current Hiring freeze. On September 21, 1984 we had a total of 1060 budgeted sworn personnel, and there were 1060 sworn personnel "on board". On December 04, 1984 we have sixty-seven (67), vacancies. Of those sixty-seven, fifty-seven (57), are considered critical. The following table gives the position title, justification for it's critical classification, and the consequences for not filling the position; 4# & POSITION TITLE 1 Admin. Asst. I 1 Asst. City Attny. 1 Business Mgr. 1 Chief Staff Anyst. 2 Clerk I I' s 1 Clerk III JUSTIFICATION Crime Prevention Detail supervise and assistance. Legal advise and counsel. Supervise and manage the Admin. Section. Supervise and manage the Plan- ning Unit. Clerical aide to the Records Unit. Clerical aide to the Records Unit. a3w CONSEQUENCES Not classified as critical. Not classified as critical. Not classified as critical. Not classified as critical. Not classified as critical. Not classified as critical. !na^�T' ♦ v _ ..... �. r��-�.�V -�.r.a ..�-w- •��+•+I• r . a1 .r•a•.a4,�Ni.A .•p � .. i .-- .. � � w.-. . � ........ 1 - 84--1441 84-1442... LI Manohar Surana (Cont) # & POSITION TITLE 16 Comm. Oper. 2 Comm. Oper. Super. 1 Fiscal Assistant 1 I.D. Tech. II 2 I.D. Tech. I 1 Inter. Steno. 1 Lat. Print Exam. 1 Master Alarm Sup. 5 Police Captains 5 Police Lieutenants 14 Police Officers -2- JUSTIFICATION Provide critical services, 911, dispatch, etc. Supervise above Operators, replac- ing sworn Sgts. Xaintains fiscal accountability and supervision. Supervises the I.D. Techs on both criminal and non- criminal tasks. Process the crime scenes and serve the citizens in civilian I.D. Z Takes sworn state- ments and transc- ribes confessions. Compares finger- prints from crime scenes to suspect offenders, ident- ifying criminals. Supervise and manage the Alarms Unit. Sworn commanders, in various Units. Sworn commanders, in various Units. Public service, crime prevention, and enforcement. Alfredo Bared CONSEQUENCES Sworn personnel will be reassigned to do these jobs. Sworn personnel will be reassigned to do this job. Sworn personnel will be reassigned to do this job. Sworn personnel will be reassigned to do this job. Sworn and/or F.S.A. personnel will be reassigned to do these jobs. Valuable information often needed to convict criminals may be totally lost. Some offenders will not be identified and some innocent suspects may not be cleared. Not classified as critical. Supervision and accountability will be lost. Supervision and accountability will be lost. Provision of all police services will be curtailed. 84-1441 0 Manohar Surana (Cont) # & POSITION TITLE 7 Public Ser. Aide -3- JUSTIFICATION Make field reports process crime scenes, and rake traffic accident investigations, etc, Alfredo Bared CONSEQUENCES Sworn personnel will be required to do these Jobs and their regular assignments. 2 Secretary II Perform secretarial Other clerical re - duties for Staff sources will be over Officers. taxed resulting in a loss of effective direction and ac- countability. 1 Stable Attendant 1 Support Ser. Mgr. 67 TOTAL t Clean and maintain Not classified as the Police Stable. critical. Supervise and Not classified as manage the Support critical. Services Section. 57 Critical Sworn vacancies are included in this memorandum in order that we can clarify the status of these positions. As mentioned in the opening paragraph, we feel that all sworn positions are exempt from the hiring freeze. We are planning to begin an academy class in February or March 1985, and must begin the hiring process now if we are to meet our goal. Please review the material contained in this memorandum and advise us as to which positions are, and which are not affected by the freeze. As always, if you need any additional information we will be happy to provide what we can. Your expedient response to our dilemma will be greatly appreciated. AB:sb a `�3G �.. �.....r—:: ea:�ru•� a+r.a++..c-n :s-�ra,m.sr .- :. �.-wssc+�+gr.., ....a....., �µ,�n.... �. �� .. a - .uwr..:c-.cs,;r:�. +_.. � ..�.�.r �r .w.. •..: ..�.,.-..,.....-- . ..... - _ 84-1441 _`l• ' is _ 1 t City of Miami Department: Public Works Current Vacant Positions As Of 11/28/84 # Title 3 Engineering Tech. I I Engineering Tech. II 3 Auto Equip. Oper. I 1 Store Keeper Priority Positions # Title 3 Engineering Tech. I 1 Engineering Tech. II 3 Auto Equip. Oper. I 1 Store Keeper a/DMB55/jw 24 84-1441 84-1442 .. 41 0 : 4'f 4 CITY OF MIAMI. FLORIDA INTEn•OFFICE MGMonANDUM tloh -,r .3 ;tirrin iri�ctoI, DATZ. October 16, 1984 FILC. O� purtnt'nt of i;an 1°.Ji l'I)t u SUOJECT. Description of Current Department Vacant Positions FROM. ` 1 ��' REFERENCES - Donald i•I. Cather ENCLOSURES 1 Dirac�or of Public 'forks ,'attached per your request is the information on the current vacant positions within the Public Works Department. These appropriated, category, justification and subsequent consequence to City services if the position is not filled. Please advise if you have questions on this information. JHJ:gc z: -;uY!�-r r•w.r-.. .- - ., �...�..�.r...+.:.- __ .. .. .�.-�... ..»rc•s sxt•: ..•.ca..r�.. -._.- .�...-...--�-�--`---..«...+...r-+-:�. -�_. 84-1441 84--1442. 'V DLPARMLNT OF PUBLIC WORKS AEO I (Automotive Equipment Operator) $19,718/year Public Safety► Streets rill not be maintained at the current level. AEO I (Automotive Equipment Operator) $20,717/year Public Safety Streets •rill not be maintained at the current level. AN I (Automotive Equipment Operator) $16, 162/year c Public Safety Streets will not be maintained at the current level. STOREKEEPER $25,230/year Critical Service Support It is necessary that this position be filled to ena.le us to properly maintain adegjate supplies of materials for use by Operations personnel. Supplies of materials for use by Operations personnel will. not be properly ordered and/or maintained. 10/16/84 Page 1 of 3 �" r :'..'-`7-'�_. r+.. a•r�isArrwt•n►sae.+�a...+��..-+..+«.s„�.,w.a...�.•.s��r.m•�..•�w.�.;�-y,��•aTc.r•arear*xrr•wa a►•w+.• _ _ - 84-1441 84�4 40 . ....v. __.. a, .. he—, _ ... Di PARTtSLINT OF PULLIC 1,.1013KS (Con' t. ) EI GIINEER TECHNICIAN I $20,203/year Critical Service SupportIt It is necessary chat this position be filled co enable us to continue to meet our responsibilities in maintaining line and grade control within the City. Line and grade permit control work would not be done at the current rate of response level. A back log of work would continue to build up. Line and grade section is also a revenue producing unit through the issuance of.permits. t ,. ENGINEER TECHNICIAN I $17,014/year Critical Service Support* It is necessary that this position be filled to enable us to continue to meet our responsibilities in maintaining line and grade control within the City. Line and grade permit control work would not be done at the current rate of response level. A back log of work would continue to build up. uLine and grade section is also a revenue producing unit through the issuance of perwit3. 1 o/ 16/84 t Page 2 of 3 ' e.e-r- serr �. '- •.s.:•n.,.•w�wnva�ec.: x�..�..s•.,-•�... ..... ...._. _..e.....�,w.r^.. "�4; ^-•... .. .. . _ .T — .•�.-r as ve r •, •.�`.�- :_s-cr..�r� W..�. _...._ 84-1441 84-144 . �,.. Y ULIIA RTN11:i11T OF PUBLIC WORKS (Con I t. ) ENGINEE,i T ECH141"CIAN I *20,228/year Critical Service Supportl It is necessary that this position be is led to enable uo to continue to meet our responsibilities in maintaining line and grade control within the City. Line and grade permit control work would not be done at the current rate of response level. A bacic log of work would continue to build up. eLine and grade section is also a revenue producing unit through the issuance of permits. ENGINEER TECHNIC IAII V.. $25,230/year Critical Service Support It is necessary that this position be filled to enable us to continue to meet our responsibilities in maintaining line and grade control within the City. Line and grade permit. control work would not be done at the current rate of response level. A back log of work would continue to build up. ilLine and grade section is also a revenue producing unit through the issuance of permits. Page 3 of 3 10/16/84 8 4-1441 84-1-442 ` .; City of Miami Department: Solid Waste Current Vacant Positions As Of 11/28/84 # Title 1 Admin. Aide 1 Admin. Asst. III 7 Haste Collector 2 Typ. Clk. II 1 Complaint Ofcr.* 1 Taste Collector Oper. II t *Exact title to be determined by HRD Priority Positions # Title 7 Waste Collector —7 a/DMB55/jw 25 84-1441 84--1442 0 -� Howard V. Gary City Manager CITY OF MIAMI. FLORIDA INTER -OFFICE MEMORANDUM DATE: December 4, 1984 FILE: SUBJECT: Vacancy in Critical Position REFERENCES: Clarance Patterson. Director Department of Solid Waste ENCLOSURES: The following position is vacant at the present time and considered critical to the operation of the department in the delivery of services to the citizens. Waste Collector: category - Public Safety budget - $15,850 number of vacancies - 1 This position is perhaps the most fundamental, and therefore, most critical position in this department. As our entire function as a department is to removes garbage and trash from households and businesses, the people who actually carry the garbage are waste collectors. Although a small savings is realized when stand-by labor is used to fill-in the vacancy, the level of service drops considerably. We have found that most garbage missed complaints occur on those routes which have a stand-by laborer. We respectfully request this position be filled immediately so that service to the citizens is not sacrificed. 84--1441 84--1444. .''r:�;: .. -:-. .,.ti,' �' .�� .yam.-�',-' •,i .-..� � _' :%.�,� ,, '� ~%�: �.�� ti a,A TO Howard V. Gary City Manager CITY OF MIAMI. FLORIDA INTEROFFICE MEMORANDUM DATE: December 4, 1984 FILE. SUOJECT Vacancy in Critical Position FROM,/ V REFERENCES: Clarance Patterson Director ENCLOSURES. Department of Solid Waste The following position is vacant at the present time and considered critical to the operation of the department in the delivery of services to the citizens. Waste Collector: category - Public Safety budget - $15,850 number of vacancies - 1 This position is perhaps the most fundamental, and therefore, most critical position in this department. As our entire function as a • department is to remov4 garbage and trash from households and businesses, the people who actually carry the garbage are waste collectors. Although a small savings is realized when stand-by labor is used to fill-in the vacancy, the level of service drops considerably. We have found that most garbage missed complaints occur on those routes which have a stand-by laborer. We respectfully request this position be filled immediately so that service to the citizens is not sacrificed. a'5s 84-1441 84--144Z 4 Howard V. Gary City Manager CITY OF MIAM1, FLORIDA INTEROFFICE MEMORANDUM DATE December 4, 1984 FILE: SUBJECT. Vacancy in Critical Position FROM v �'�-� �l� / REFERENCES: Clarance Patterson Director ENCLOSURES Department of Solid Waste The following position is vacant at the present time and considered critical to the operation of the department in the delivery of services to the citizens. Waste Collector: category - Public Safety budget - $15,850 number of vacancies - 1 This position is perhaps the most fundamental, and therefore, most critical position in this department. As our entire function as a department is to remov6 garbage and trash from households and businesses, the people who actually carry the garbage are waste collectors. Although a small savings is realized when stand-by labor is used to fill-in the vacancy, the level of service drops considerably. We have found that most garbage missed complaints occur on those routes which have a stand-by laborer. We respectfully request this position be filled immediately so that service to the citizens is not sacrificed. asp 84-1441 84-1442. ,:' ;t � f CITY OF MIAMI. FLORIDA INTER -OFFICE MEMORANDUM TO Howard V. Gary City Manager PROM clarance PAte son Director Department of Solid Waste DATE- December 4, 1984 FILE SUBJECT Vacancy in Critical Position REFERENCES - ENCLOSURES The following position is vacant at the present time and considered critical to the operation of the department in the delivery of services to the citizens. Waste Collector: category - Public Safety budget - $15,850 number of vacancies - 1 This position is perhaps the most fundamental, and therefore, most critical position in this department. As our entire function as a department is to remov 4 garbage and trash from households and businesses, the people who actually carry the garbage are waste collectors. Although a small savings is realized when stand-by labor is used to fill-in the vacancy, the level of service drops considerably. We have found that most garbage missed complaints occur on those routes which have a stand-by laborer. We respectfully request this position be filled immediately so that service to the citizens is not sacrificed. 84-1441 84-144:4.: -- - - -fir -•".�. _. - - _ ..,_. _ _ r '.ti' •+'�� _. �'• ....::'e'i_:� ..''�`'� - •:;.:; i� 4 TO Howard V. Gary City Manager CITY OF MIAMI, FLORIDA INTER -OFFICE :MEMORANDUM DATE. December 4, 1984 FILE. SUBJECT Vacancy in Critical Position FRO ~- REFERENCES: Clarance Patterson / DirectENCLOSURES. Department of Solid Waste The following position is vacant at the present time and considered critical to the operation of the department in the delivery of services to the citizens. Waste Collector: category - Public Safety budget - $15,850 number of vacancies - 1 This position is perhaps the most fundamental, and therefore, most critical position in this department. As our entire function as a department is to removes garbage and trash from households and businesses, the people who actually carry the garbage are waste collectors. Although a small savings is realized when stand-by labor is used to fill-in the vacancy, the level of service drops considerably. We have found that most garbage missed complaints occur on those routes which have a stand-by laborer. We respectfully request this position be filled immediately so that service to the citizens is not sacrificed. aSE 84-1441 84-144' CITY OF MIAMI. FLORIDA INTER -OFFICE MEMORANDUM '0 Howard V. Gary City Manager 1 _•, %_� ,:�" ins ,-/ .� FROh1l +Clarance--Patterson Director Department of Solid Waste DATE: December 4, 1984 FILE: SUBJECT Vacancy in Critical Position REFERENCES - ENCLOSURES: The following position is vacant at the present time and considered critical to the operation of the department in the delivery of services to the citizens. Waste Collector: category - Public Safety budget - $15, 850 number of vacancies This position is perhaps the most fundamental, and therefore, most critical position in this department. As our entire function as a department is to remove garbage and trash from households and businesses, the people who actually carry the garbage are waste collectors. Although a small savings is realized when stand-by labor is used to fill-in the vacancy, the level of service drops considerably. We have found that most garbage missed complaints occur on those routes which have a stand-by laborer. We respectfully request this position be filled immediately so that service to the citizens is not sacrificed. asF 84-1441 84-144:4 . t - - - - .-- -- --' -�-�--- � ,. �' ��` .. �i.. -.. i. Zip tti •. fr +fiR•... :.�i.e%yl -° Howard V. Gary City Manager ...J 0..._. —1 . CITY OF MIAMI. FLORIOA INTEROFFICE MEMORANDUM DATE: December 4, 1984 FILE. SUBJECT. Vacancy in Critical Position REFERENCES: FROM . � ! /-" ;'Crlarance Patterson ' -Director Department of Solid Waste ENCLOSURES. The following position is vacant at the present time and considered critical to the operation of the department in the delivery of services to the citizens. Waste Collector: category - Public Safety budget - $15,850 number of vacancies - 1 This position is perhaps the most fundamental, and therefore, most critical position in this department. As our entire function as a department is to remove garbage and trash from households and businesses, the people who actually carry the garbage are waste collectors. Although a small savings is realized when stand-by labor is used to fill-in the vacancy, the level of service drops considerably. We have found that most garbage missed complaints occur on those routes which have a stand-by laborer. We respectfully request this position be filled immediately so that service to the citizens is not sacrificed. �5 (; 84-1441 84-1442 - - _ _ - .. e i; • —try<r -Xi �� •:• +ter. i• �.. ''' City of Miami Department: Coconut Grove Exhibition Center Current Vacant Positions Priority Positions As Of 11/28/84 # Title Title 1 Aud. Mgr. Asst. 1 Aud. Mgr. Asst. t a/DMB55/jw 26 84-•1441 84-1442 s • _ � � tit .�.rvs+' ,+ �. 4 � = t,e , � wa .•mot '� - _ - .• .Py'�ii4l�,� .i �,F:• y'��, v�'�.tt ;v' t`-+'.'K'�A_'.. 40 .1-1:44 CITY of MIAM1, FLORIDA _ - INTE*n-OFFICE MEM0R•AN1)Uh1 TO. iiot•:;ird V. Gary, City 'Nanager FnoM: R. Paul Young. Director Depart-ment of Auditoriur..z 0ATE: October 15, 1984 FiLC C0-11-' CO-10-. 5UDJEC?: Vacant Critical Revenue- Producin- Position REFERENCES: ENCLOSURES: 1 am respectfully requesting permission to employ an individual in the open position of Assistant Auditorium Administrator. Since there is no other person available in the Department of Auditoriums assigned to events manage- ment, I am now reporting to work on the average of six days a week. I have. had to assign additional administrative responsibilities to my Administrative Assistant, a/k/a .'assistant to the Director, and to my Secretary and Typist - Clerk. Consequently, the exceedingly small staff is both over -extended and over -burdened with the workload. If someone becomes ill on the administrative - staff, there is no backup at all. � 4 I have not taken my vacation this year because there is no one to cover the events in my abserce.'.,There are tines when only one person is in the office. I would greatly appreciate it if I could be permitted to fill the vacant' position of Assistant Auditorium Administrator as soon as possible. Several --applicantshave already been interviewed at this time. If necessary, I as willing to appear before the City Commission to broach this natter with them. The fiscal year 185 appropriation is�$311859.00. Thank you for your prompt attention to this :utter. APPMVED t Howard V. Gary, City Manager RPY : bah I . I I ' - - -- 84-1441 84-1442 jam- ..- ..•_.-:. 010 Ll City of Miami Department: Dinner Key Marina Current Vacant Positions As Of 11/28/84 # Title 1 Marinas Manager 1 Marinas Asst. 2 Marinas Aide t a/DMB55/jw 21 Priority Positions # Ti tl e I Marinas Asst. 2 Marinas Aide 84""'1441 84-rl4.,4Z .�d r CITY OF MIAM1. FLORIDA INTER -OFFICE MEMORANDUM -o: Howard V. Gary DATE: November 5, 1984 FILE: City Manager SUBJECT: Critical Vacancies at the Office of Marinas -ROTA: Al-fredo E. 1 Z REFERENCES: Marinas Dire ENCLOSURES: At this time there are four vacancies at Dinner Key Marina, as follows: Marinas Manager (1) Marinas Assistant (1) Marinas Aide (2) It is requested that, as minimum, three of these positions be filled. The Marina Assistant and trhe two Marinas Aides, since they are essential to maintain the level of service twenty four hours a day seven days a week. This Marina facility has been maintaining 95% occupancy year round, which requires continuity of service. 84-144t A OFFICE OF MARINAS ENTERPRISE FUND POSITION Positions to be exempted from hiring freeze: MARINA AIDES Reason for request: These positions at Dinner Key Marina Aide Category are most critical at this time for the following reasons: 1 - There are three other vacancies, including that of the Dockmaster, an Assistant, and an additional Aide. 2 - The operation of the facility twenty four hours each day requires, a minimum, of six Assistants and three Aides to control the most active periods. 3 - The level of occupancy and usage of this facility is at or over 100% at this time; and this requires a higher staffing level. 4 - This and all of the marina positions are directly involved in revenue producing activities. Fy' 84 gross revenues exceeded $1,300,000. and net profit exceeded $700,000. In order to maintain the necessary level of service, staffing cannot be maintained at the present level of 76%, with a thirteen person crew to cover twenty four hours a day, seven days a week, without incurring in a high level of overtime payments at $13.67 per hour. Your approval is requested to fill these two positions, budgeted and appropriated at $18,958. each,. at this time. " �.,r..grr.��,....^... 1. .�.,. w; tsi+,�'!.'sn"!!1�:7.'• •'.' .'n !✓'s`a•_�Rrtt;. ��r•�n.• !�..: :'r'i—JT!:'L!�tf'S�•. .. _. a.'R:1..� ►w a ..-w.»w..w. �':1`_� 3••T.7f'�CYA'�",.'-'1!-�.i^.lC:'iII'�:L.�'S� 84-1441 84--144 OFFICE OF MARINAS ENTERPRISE FUND POSITION Position to be exempted from hiring freeze: MARINA ASSISTANT Reason for request: This position at Dinner Key Marina in the Marina Assistant Category is most critical at this time for the following reasons: 1 - There are three other vacancies, including that of the Dockmaster and two Aides. 2 - The operation of the facility twenty four hours each day requires, a minimum, of six Assistants and three Aides to control the most active periods. 3 - The level of occupancy and usage of this facility is at or over 100% at this time; and this requires a higher staffing level. 4 - This and all of the marina positions are directly involved in revenue producing activities. Fy' 84 gross revenues exceeded $1,300,000. and net profit exceeded $700,000. In order to maintain the necessary level of service, staffing cannot be maintained at the present level of 76%, with a r thirteen person crew to cover twenty four hours a day, seven days a week, without incurring in a high level of overtime payments at $14.34 per hour. Your approval is requested to fill this position, budgeted and appropriated at $19,887., at this time. "to 84-1441 84--1442 City of Miami Department: Orange Bowl/Miami Stadium Current Vacant Positions As Of 11/28/84 Priority Positions # Title # Title- 4 a/DMB55/jw 28 .. . t •.. t.R: - j. 84-1441 84-1442 FT. 9 City of Miami Department: Golf Course/Melreese Current Vacant Positions As Of 11/28/84 # Title 1 Auto i iech . 1 Grounds Tender 1 Greenskeeper t Priority Positions # Title 1 Grounds Tender 1 Greenskeeper a/DMB55/jw 29 84-1441 84l-I.442 K Current Vacant Positions As Of 11/28/84 Title City of Miami Department: Conference Center c Priority Positions # Title a/DMB55/jw 30 ..-K ovm��yr..ww us:.wR+�+ems AiYT!-ra.s_.av�rw�re�/a�wty •�a.••�ww s`rfC�•, i- .��5••� •\•w��•p•,•�•••,�y.. +,+r_ .,�. .-�.,�7's •t711�1efi_.� 84- 441 84-1442 ' ._ .,. �: _LK.,ij . �� a"`'i�::'+ •`•='' �'� �c• �., ra' •i ,�� '' � e• �•� . �%" �: �' ;' � .tilt _ �d:� ��°} • , • - � '�../..�..�_. _ _ _`�-_-�� '• •�F-. T 'sir- '-iyy^��.., _ .�.`• ..� �11!;�`t �,o,�jt�'� City of Miami Department: Building and Vehicle Maintenance Current Vacant Positions As Of 11/28/84 # Title 1 Painter Apprentice 1 Clerk II 1 Adm. Asst. II 1 Staff Analyst 2 Elec. Line Worker I Auto Mech. 1 Auto. Pts. Spec. II 1 Comm. Tech. Appren. Prioritv Positions Title 2 Elec. Line Worker 1 Auto Mech. I Auto. Pts. Spec, II a/DMB55/jw 31 S4" 1441 84"'1.444-s .w • ~�� Y • _.�!•a ;'ter 4i'��w�a CITY OF MIAM1, FLORIDA INTER -OFFICE MEMORANDUM Howard V. Gary DATE October 18, 1984 FILE City Manager suoJECT Critical Positions FROf`1 D / REFERENCES: Building andi V horicle Maintenance Two ENCLOSURES. Attached you will find justification for those positions determined to be critical to the efficient operation of this Depart- ment. I have also attached a statement of funding required for these positions, at the probationary step for each. cc: C. Odi6" - 3t� s4-1441 10 �4 BUILDING :AND VEiiICLl; MAI:v'ILI ANCE DEPARTMENT One Automotive Mechanic - This position is regarded as critical to this Department because of its direct relationship to downtime of the City's light vehicular fleet. The percentage of vehicles down for repairs, including Police units, has accelerated to an average of nearly 25% on certain days. This increase is due to the rapid growth rate of the City's light vehicle fleet over the past few fiscal years, without corres- ponding additions of mechanical support. At the end of fiscal year 1984, the fleet of the Motor Pool Maintenance Division totaled 946 vehicles. Of the total vehicles, 644 are assigned to the Police and Fire Departments. As it is essential to have vehicles avail- able for these emergency services, more than 1,000 hours of overtime has to be assigned during the last fiscal year in order to support daily demands. At the present, the mechanic : vehicle ratio is 1:45 in the Motor Pool MaintenancetZivision compared to the national average of 1:25. it is anticipated that the addition of another mechanic to this Division will continue efforts to decrease downtime to a more reasonable level, and will obviously increase the quality of service performed. Without the addition of this position, to the Motor Pool Maintenance Division, the trend toward balancing the mechanic : vehicle ratio to manageable levels will be stalled. This action will have negative effects on employee moral and performance. However,* the most nega- tive consequence will be that the City's fleet will not receive the additional.attention that is most needed. One Automotive Parts _Specialist II - The need for this position is directly related to the issues expressed in the statements on Automotive Mechanic. This position, however, provides support to the mechanical staff through the ordering, issuance and control of replace- ment parts for the City's fleet. At present, because of staff shortage, parts are not being issued and re- corded as efficiently as possible. The result of this action delays mechanics and slows work order completion. 31S - 1 - _ ...e..ww,.M - .. � -.. .. .. � .�..♦�•�►.��-.t..{..:.:.y.:� �i''wwlol—w..r.�.�.ri.•. 84"1441 . -_''1 w'. . R. �,w._4 .,t=:_.,.: - 1 �„� _ :.a , - v •� ...:�, v',, ^,,, �, .��F ,, . 1?mot:.i7�gl,iy"� � 2 ' - -- ..� s _ _Tar -'� '.. _ • . _ - .,-. _. !':; 7.f '.f.T .. _ .:.�. � . !i 4:-�•A-..�.� �'.'�'�i.:3.t_T 10 't . 3UILDING AND VEHICLE MAINTENANCE DEPARTMENT (cont.) The addition of this support function will allow for efficient and timely ordering and issuance of parts and supplies while most importantly, maintaining protection of the asset inventory system. To allow this pcsition to remain unfilled will cause continued strain on the inventory ordering, issuance and control system. The Automotive Parts Specialist position is an integral part of the overall vehicle maintenance and repair system. Without full system balance, the resulting product will be less than can be produced with it. Two Electrical Line Workers - These two vacant posi- tions represent fifty per cent (50%) of the total budgeted positions for this classification. The Elec- trical Line Workers are responsible for the installa- tion, maintenance and repair of all City owned major electrical services. This includes in excess of 400 street ligfit�s and required power. The Lineworker is also responsible for the 13,000 volt primary cable at the Miami Stadium and the 4,000 volt cable at the Orange Bowl. The staff of this unit also maintains a total of seventy-five (75) transformers City-wide. The line - worker has responsibility for all Park lighting, twelve (12) softball fields, five (5) track and football fields., ten (10) baseball fields, four (4) handball courts, seventeen (17) tennis courts and all security lights City-wide. In addition to this work, all event lighting is the responsibility of this staff. The most major of these are the Orange Bowl Parade, half-time show and other King Orange events. This work consists of setting twenty poles, installing overhead and underground cables, installing temporary switch panels, approxi- mately 360 flood lights, electrical service for tele- vision networks, trucks, trailers and talent booths. This work is similarly required for the Grand Prix{ Race in February with different configurations and amounts. 3t co - 2 - - .•. •r .—�'a��M.lwr.►1fa.Fr- .. �...1.w��eww�s.a...�r......�._...-_�... —-.w..r.r.. s..�._..�«.....�...�.'.�-�ri9is.�ri.'t7r. �eiR..Li.iiY!!i� 84-1441 _.:. 84- Ito BUILDING AND VEHICLE MAINTENANCE DEPARTMENT (cont.) With the staff presently available, this Department would not be able to meet its responsibilities in the preparation of these major special events. The void would also be felt in the maintenance of the City -owned electrical systems from the aspects of safety and service. tt 3 - BUILDING AND VEHICLE MIAINTENANCE DEPARTMENT CRITICAL POSITIONS Starting Salary Title Code Rance Hourly Annually Electrical Line worker 3320 24 $9.90 $20,574 Automotive Mechanic 3406 23 $9.42 $19,581 Automotive Parts Spec. II. 1225 18 $7.37 $15,313 G Two Electrical Line Workers $41,148 One Automotive Mechanic $19,581 One Automotive Parts Spec. II $15,313 TOTAL $76,042 r 31e _ _3f _-.. ._ .4. .. f. _ -. �i�• .�1:"..?W �''•.. _.l�"`�v.:. _.. .. _ ... ... r'�''�l�s�. r. �.�t'... ___ 1..._:_.�.:-z� ,�. 84-1441 84-144.2 City of Miami Department: Central Stores Current Vacant Positions As Of 11/28/84 Title 1 Stock Clerk I Z a/DMB55/jw 32 Priority Positions # Title 1 Stock Clerk I 84-1441 84-~1442 . _ _ it ��'� `��_ " � ri'..�1+~ u•;.;is� Oki City of Miami Department: Intergovernmental Affairs/Cable T.V. Current Vacant Positions As Of 11/28/84 # Title 2 Admin. Asst. II 1 Admin. Asst. III 4 Cable T.V. Spec. 2 Cable T.V. Producers 1 Cable T.V. Insp. Supv. 1 Typ. Clk. II TT G Priority Positions # Title 2 Admin. Asst. II 1 Admin. Asst. III 4 Cable T.V. Spec. 2 Cable T.V. Producers 1 Cable T.V. Insp. Supv. 1 Typ. Cik. II TT a/OM655/jw 33 84"1441 84- 1442 • � J _ � J. - p � J ,_' � `� .oy �y a :'Y 4 CITY OF MIAMI. rLORIDA - INTER -OFFICE MEMORANDUM TO Noward V. Gary DATE- October 15, 1984 Fire: City Manager - SUDJECT. Critical Employment FROM :✓Y�i/7) sial/ REFERENCES: Clark• C_ar Aosiotant to the City Manager for intergovernmental affairs/Cable"CLOSURES: i. All Cable Communications Division positions are funded through Cable TV Special Revenue Funds and are necessary for the regulation of the cable television licensee and for the utilization of the cable system as provided for in the _ City's Cable Television License Ordinance, No. 9332. II. The Cable Communications Division has a need for the following positions to be filled on a critical basis within the nett two months: r�• 3 Administrative .assistant III(CATV Financial Analyst) . Unclassified - Human Resources Dept. is ready to advertise this position. - -_Justification: This position, per City Manager's request, is needed to review and analyze the financial reports of the.cable licensee required by - - ordinance and as a consequence of new federal cable TV legislation. Consequences: If this position is not filled, the above will not be done as expertise does not exist in present staff. c Appropriation: $32*157 Revenue Category: Special Revenue Fund. I CATV Ins;?oetor Supervisor. a Inspector positions are temporary positions and are ' needed to verify licensee compliance, including system completion required November 19, 1984, to _® ensure that. the cable system meets standards of the industry and ordinance requirements. — Justification: This position is needed to i coordinate the increased field activities of the . inspectors at this critical time --especially inspections of underground construction f in the downtown area. 1 t 84-*1441 84-1-442 7 }toward V. Gary. -2- October 15, 1984 Consequencea: If this position is not filled, the above will not be clone a:3 there is not sufficient staff to complete the task.. Appropriation: $25,230 Revenue Category: Special Revenue Fund. III Within the 1984-85 FY Budget the positions listed below, in order of priority, need to be filled to implement utilization of the cable system by the City as provided in the Cable Television License Ordinance. 1 Administrative Assistant II (Coordinator of Municipal Justification: This highly technical position will assist in developing the municipal access programming plan to be presented to the amity Commission, and will implement and coordinate City programming after the plan is approved. Consequences: If this position is not filled, the above may not be done since present staff is in- sufficient and lacks the high degree of technical skill i�-television production necessary. . Appropriation: $22,124 Revenue Category: Special Revenue Fund. 1 Clerk Typist II(Character Generator operator) Justification: This position will produce alpha- numeric City informational programming for -the municipal access channels. Consequences: If this position is not filled, the above will not be done since present staff is in- sufficient. Appropriation: $14,664 Revenue Category: Special revenue Fund. �•• ..•ers... ..�..:.. ....�.4[r...a�•t�sur.•.. ... ... .wr.w•rsr.sasaR¢� ..�-.►• .. •.. r�.a _s. =.-t r-w+a v....w--`-��.-+- ..... ...a...mart �:s.Rs rv.rswtF.a'. -- � 84-1441 84"144; � Y ' - _ _ ... . .1_si1 . _. ' � .., 3 - _ �. � _ y . •' i•i19N � _ _- �• - .v 5• . _ '1 .. ... )J'', _- �S✓eiv i�► f- Io �rt Howard V. Gary. -3- October r.15, 1984 1 IATV Specialist Justification: This technical position will serve as a television production crew member. Consequences: If this position iG not filled, muni- cipal access programming can not be produced. Appropriation: $27,7GS Revenue Category: Special Revenue Fund. 1 CATV Specialist Justification: This technical position will serve as a television production crew member. Consequences: If this position is not filled, muni- cipal access programming can not be produced. Appropriation: $27,768 Revenue Category: Special Revenue Fund. 4 V 3 CATV . Specialist _ Justification: This•technical position will serve - - as -a elevision production"crew member. "" Consequences: If this position is not filled, muni- cipal access programming can not be produced. Appropriation: $27,768 Revenue Categoryo, Special Revenue Fund. ? CATV Specialist Justification: This technical position will serve as a television production crew member. 33G 84-1441 84-1442 ,t.;, Wti 1 ----"' Howard V. Gary" -4- October •15, 1984' Consequences: If this position is not filled, muni- cipal �eeess progranuning can not bc, produced. Appropriation: *27,768 Revenue Category: Special Revenue Fund. 1 Producer/Director justification: This technical aosition will assist in script -writing and working with City departments to develop specific programs :.or the municipal access channels. Consequences: If this position is not filled, the above will not be done since •there is insufficient staff to perform the task. Appropriation: $27,768 Revenue Category: Special Revenue Fund. 1 Prcducer/Director 'Justification: This•technical position will assist in script -writing and working Cvit.h City departments _ to develop specific -programs for the municipal access channels. Consequences: Y" this position is not filled, the above will not be done since there is insufficient staff to perform the task. Appropriation: $27,768 Revenue Category: Special Revenue Fund. '•-'R.l:9rJACt'f7r" : r . -t .. •.r. �,. r.a,y..�,�e�r •. cr••w••� r-"3eti"'^�?.!; .- . . . B4--1441 Howard V. Gar -5� - !' �_•._- y Oct ober_••15, 1984 1 Administrative Assintant II(Coordinator of Institutional Network Justification: -This highly technical position is needed Po develop utilization of the institutional network as is provided in the cable television license ordinance. Consequences: If this position is not filled, the above may not be done since present staff is in- sufficient and lacks the high degree of expertise in telecommunications necessary. Appropriation: $27,7G8 CM/MSS:crosa 84•-1441 84-144'A: Y Current Vacant Positions As Of 11/28/84 # Title City of Miami Department: Fire - Franchise/Rescue Services a a/DM855/jw 34 Priority Positions # Title 84-1441 J' , i .0 as City of Miami Department: S.E. Overtown/Park West Current Vacant positions priority positions As Of 11/28/84 # Title Title 1 Asst. Director a a/DMB55/jw 35 84-1441 44 -� . ' •� • .3 '�ti a. yy�..'trSw- ' Srt l� � . v . : c '... ;� „a r� - .,r .. - '� � : r ; •�-�; '�e� .•t � :•-. t.7+µ;•.�.� 4 �i!'1� � -- J- City of Miami Department: Planning - Trust and Agency Current Vacant Positions As Of 11/28/84 # Title 1 Planner III a/DMB55/jw Z 36 Priority Positions # Title 1 Planner III 84-1441 84�i44 J- r- City of Miami Department: Economic Development/Trust and Agency_ Current Vacant Positions As Of 11/28/84 # Title a/OMB55/jw 37 Priority Positions # Title 84-1441 84-1442 City of Miami Department: Pension Current Vacant Positions Priority Positions As Of 11/28/84 - Title Title a/pM855/jw 38 • �i4'-1441 84-1442 r City of Miami Department: Self Insurance Current Vacant Positions As Of 11/28/84 Title 1 Claims Inv. I 1 Secretary III Z a/DMB55/jw r r Priority Positions # Title 1 Secretary III 39 84-1441 84-1442 :'� ,_ zip. _. -... r. -' , �- - -- - - � 4 :'�•^i7 t_z:�:R' J- 00 Page 2 RE: FY'85 Vacant Positions and Requests for Hiring Freeze Exemptions December 5, 1984 Fund General (cont.) Department Public Works Parks & Recreation Others TOTAL Total Vacancies 8 10 44 175 # Priority Positions 8 7 15 124 All of the above positions are included in the General Fund budget and supported by General Fund revenue. The estimated cost of filling these positions for the remainder of this year will be approximately $1.8 million. The following positions are funded by Federal or State grants or other funding sources and are not funded by the General Fund. Filling these positions will not result in a cost to the General Fund. Total # Priority Fund Department Vacancies Positions Enterprise Dinner Key Marina 4 3 Others 4 3 Subtotal -$ Internal Service Bldg. & Vehicle Maint. 9 4 Central Stores 1 1 Subtotal TU Special Revenue Cable T.V. 11 I1 S.E. Overtown/Park West 1 - Subtotal TZ Tf Trust and Agency Community Development 13 9 Planning 1 1 Self Insurance 2 1 Subtotal 7 3r TOTAL Attached please find a detailed position listing and justification for hiring freeze exemptions by fund and department for the priority positions which are recommended for immediate hiring. 84-1441 B4-144';