HomeMy WebLinkAboutAgenda Item Summary Form.� 0.
AGENDA ITEM SUMMARY FORM
*"`°"' File ID: #13941
J P!,
Date: 05/01/2023 Requesting Department: Department of
Police
Commission Meeting Date: 06/08/2023 Sponsored By:
District Impacted: All
Type: Resolution
Subject: Request to Audit - 6 Civilian Positions
Purpose of Item:
Request to Audit six civilian positions with a fiscal impact estimated in the range of
$38,000 to $200,000 (one year); and $9,500 to $50,000 for three months (July to
September).
Background of Item:
Pursuant to the City Commission's directives, the Police Department seeks to audit six
(6) civilian positions by reclassifying one (1) vacant Grants Financial Analyst position to
a Budget and Financial Support Advisor, one (1) vacant Clerk I position to an
Administrative Clerk, one (1) vacant Clerk 11 position to an Administrative Aide 1, two (2)
vacant Typist Clerk III positions to two (2) Administrative Aide 1, and one (1) filled
Administrative Aide I position to an Administrative Aide 11.
Budget Impact Analysis
Item is NOT Related to Revenue
Item is NOT funded by Bonds
Item is an Expenditure
Total Fiscal Impact:
$38,000 to $200,000 (one year): and $9,500 to $50,000 for three months (July to September)
00001.19xxxx.5xxxxx
Reviewed By
Department of Police
Jorge Blanco
Department of Police
Manuel Morales
Office of Management and Budget
Luis Hernandez -Torres
Office of Management and Budget
Marie Gouin
Legislative Division
Valentin J Alvarez
City Manager's Office
Arthur Noriega V
Office of the City Attorney
Juan Carlos Perez
Office of the City Attorney
Victoria Mendez
City Commission
Maricarmen Lopez
Office of the Mayor
Mayor's Office
Office of the City Clerk
City Clerk's Office
Office of the City Clerk
City Clerk's Office
Initial Police Review
Completed
05/15/2023 11:00 AM
Department Head Review
Completed
05/15/2023 1:52 PM
Budget Analyst Review
Completed
05/22/2023 8:21 AM
Budget Review
Completed
05/30/2023 10:25 AM
Legislative Division Review
Completed
05/30/2023 10:53 AM
City Manager Review
Completed
05/30/2023 3:42 PM
ACA Review
Completed
05/30/2023 4:48 PM
Approved Form and Correctness
Completed
05/30/2023 5:58 PM
Meeting
Completed
06/08/2023 9:00 AM
Unsigned by the Mayor
Completed
06/16/2023 11:53 AM
Signed and Attested by the City Clerk
Completed
06/16/2023 12:06 PM
Rendered
Completed
06/20/2023 9:37 AM
City of Miami
Legislation
Resolution
Enactment Number: R-23-0257
File Number: 13941
City Hall
3500 Pan American Drive
Miami, FL 33133
www.miamigov.com
Final Action Date:6/8/2023
A RESOLUTION OF THE MIAMI CITY COMMISSION AUTHORIZING THE CITY
MANAGER TO APPROVE THE AUDIT OF SIX (6) CIVILIAN POSITIONS WITH A
FISCAL IMPACT ESTIMATED IN THE RANGE OF $38,000 TO $200,000 (ONE YEAR)
AND $9,500 TO $50,000 FOR THREE MONTHS (JULY TO SEPTEMBER), OF THE
CITY OF MIAMI'S ("CITY") POLICE DEPARTMENT ("MPD") CONSISTING OF ONE (1)
VACANT GRANTS FINANCIAL ANALYST POSITION TO A BUDGET AND FINANCIAL
SUPPORT ADVISOR TO MONITOR, AUDIT, REVIEW AND ANALYZE THE
PROGRAMMATIC AND FINANCIAL COMPONENTS REQUIRED IN REPORTING FOR
STATE AND FEDERAL GRANTS AWARDED TO THE MPD; ONE (1) VACANT CLERK
I POSITION TO AN ADMINISTRATIVE CLERK TO BE RESPONSIBLE FOR THE
MAINTENANCE OF COMPLEX RECORDS, RESEARCH, VERIFICATION AND
CORRECTION DATA, PREPARATION OF REPORTS AND MAINTENANCE OF MID-
LEVEL PERSONNEL OR ADMINISTRATIVE FUNCTIONS, TO INCLUDE
COORDINATING AND RESPONDING TO PUBLIC RECORDS REQUESTS OF
PERSONNEL FILES; ONE (1) VACANT CLERK II POSITION TO AN
ADMINISTRATIVE AIDE I TO BE RESPONSIBLE FOR ADMINISTRATIVE AND
TECHNICAL FUNCTIONS, ENSURING INFORMATION AND DOCUMENTATION ARE
DISTRIBUTED, TRACKED, PROCESSED, AND IMPLEMENTED AS INSTRUCTED BY
THE UNIT COMMANDER OR DESIGNEE; TWO (2) VACANT TYPIST CLERK III
POSITIONS TO TWO (2) ADMINISTRATIVE AIDE I TO BE RESPONSIBLE FOR
ADMINISTRATIVE AND TECHNICAL FUNCTIONS, ENSURING INFORMATION AND
DOCUMENTATION ARE DISTRIBUTED, TRACKED, PROCESSED, AND
IMPLEMENTED AS INSTRUCTED BY THE UNIT COMMANDER OR DESIGNEE; ONE
(1) FILLED ADMINISTRATIVE AIDE I POSITION TO AN ADMINISTRATIVE AIDE II TO
FULFILL THE REVIEW OF SAID POSITION AS THE INCUMBENT EMPLOYEE IS
CONSISTENTLY PERFORMING THE JOB DUTIES AND FUNCTIONS CONGRUENT
WITH THE SCOPE, NATURE OF WORK AND ESSENTIAL FUNCTIONS OF AN
ADMINISTRATIVE AIDE II, AS REQUIRED PURSUANT TO RESOLUTION NO. R-21-
0402 ADOPTED SEPTEMBER 23, 2021 AND RESOLUTION NO. R-21-0408
ADOPTED OCTOBER 1, 2021; AUTHORIZING THE CITY MANAGER TO MAKE ANY
NECESSARY CHANGES TO ADJUST, AMEND, AND APPROPRIATE THE FISCAL
YEAR 2022-2023 OPERATING BUDGET, FIVE-YEAR FINANCIAL PLAN, STRATEGIC
PLAN, AND MULTI -YEAR CAPITAL PLAN REGARDING CITY SERVICES AND
RESOURCES AS NECESSARY, LEGALLY ALLOWED, AND APPLICABLE IN ORDER
TO AUDIT AND CREATE SAID POSITIONS FOR THE MPD; RATIFYING,
APPROVING, AND CONFIRMING CERTAIN NECESSARY ACTIONS OF THE CITY
MANAGER AND DESIGNATED CITY DEPARTMENTS TO UPDATE THE RELEVANT
FINANCIAL CONTROLS, PROJECT CLOSE-OUTS, ACCOUNTING ENTRIES, AND
COMPUTER SYSTEMS; PROVIDING FOR AN IMMEDIATE EFFECTIVE DATE.
WHEREAS, on September 23, 2021, the City Commission adopted Resolution No. R-
21-0402 approving the General Fund Budget for the City of Miami ("City") for the Fiscal Year
beginning October 1, 2021 and ending September 30, 2022 ("Fiscal Year 2021-22") in the
amount of $877,301,000 and the total Budget for all non -capital funds in the amount of
$1,368,052,000 (collectively, "Adopted Budget"); and
WHEREAS, on October 1, 2021, pursuant to Resolution No. R-21-0408, the City
Commission modified and amended the City's Adopted Budget and the Capital Plan for Fiscal
Year 2021-22 as follows: (i) notwithstanding the language in Resolution No. R-21-0402,
including but not limited to the language in Section 16 of Resolution No. R-21-0402, in order for
the creation of or change in temporary or permanent positions in the Miami Police Department
("MPD") to be effective, the City Commission must first confirm the creation or modification of
such Positions by an affirmative vote and (ii) requiring that notwithstanding anything in
Resolution No. R-21-0402 or the Capital Plan to the contrary, an affirmative vote of the City
Commission is required prior to any and all movements of monies that are different from the line
item -budgets' approved amounts as adopted on September 13, 2021 for the Capital Plan and
as adopted on September 23, 2021 for Resolution No. R-21-0402; and
WHEREAS, pursuant to the City Commission's directives, the MPD seeks to audit six (6)
civilian positions by reclassifying one (1) vacant Grants Financial Analyst position to a Budget
and Financial Support Advisor, one (1) vacant Clerk I position to an Administrative Clerk, one
(1) vacant Clerk 11 position to an Administrative Aide 1, two (2) vacant Typist Clerk III positions to
two (2) Administrative Aide 1, and one (1) filled Administrative Aide I position to an
Administrative Aide 11; and
WHEREAS, reclassifying one (1) vacant Grants Financial Analyst position to a Budget
and Financial Support Advisor to monitor, audit, review and analyze the programmatic and
financial components required in reporting for state and federal grants awarded to the MPD; and
WHEREAS, reclassifying one (1) vacant Clerk I position to an Administrative Clerk to be
responsible for the maintenance of complex records, research, verification and correction data,
preparation of reports and maintenance of mid -level personnel or administrative functions, to
include coordinating and responding to public records requests of personnel files; and
WHEREAS, reclassifying one (1) vacant Clerk II position to an Administrative Aide I to
be responsible for administrative and technical functions, ensuring information and
documentation are distributed, tracked, processed, and implemented as instructed by the unit
commander or designee; and
WHEREAS, reclassifying two (2) vacant Typist Clerk III positions to two (2)
Administrative Aide I positions to be responsible for administrative and technical functions,
ensuring information and documentation are distributed, tracked, processed, and implemented
as instructed by the unit commander or designee; and
WHEREAS, reclassifying one (1) filled Administrative Aide I position to an Administrative
Aide II to fulfill the review of said position as the incumbent employee is consistently performing
the job duties and functions congruent with the scope, nature of work and essential functions of
an Administrative Aide 11; and
WHEREAS, it is in the best interests of the City to authorize the City Manager to make
any and all necessary changes to adjust, amend, and appropriate the City's Operating Budget,
Five -Year Financial Plan, Strategic Plan, and Capital Plan regarding City services and
resources as necessary and legally allowed; and
WHEREAS, it is also in the best interests of the City to ratify, approve, and confirm
certain necessary actions of the City Manager and designated City departments to update the
relevant financial controls, project close-outs, accounting entries, and computer systems;
NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF
MIAMI, FLORIDA:
Section 1. The recitals and findings contained in the Preamble to this Resolution are
adopted by reference and incorporated as if fully set forth in this Section.
Section 2. The City Manager is authorized' to approve the audit of six (6) civilian
positions with a fiscal impact estimated in the range of $38,000 to $200,000 (one year); and
$9,500 to $50,000 for three months (July to September) consisting of one (1) vacant Grants
Financial Analyst position to a Budget and Financial Support Advisor to monitor, audit, review
and analyze the programmatic and financial components required in reporting for state and
federal grants awarded to the department; one (1) vacant Clerk I position to an Administrative
Clerk to be responsible for the maintenance of complex records, research, verification and
correction data, preparation of reports and maintenance of mid -level personnel or administrative
functions, to include coordinating and responding to public records requests of personnel files;
one (1) vacant Clerk II position to an Administrative Aide I to be responsible for administrative
and technical functions, ensuring information and documentation are distributed, tracked,
processed, and implemented as instructed by the unit commander or designee; two (2) vacant
Typist Clerk III positions to two (2) Administrative Aide I to be responsible for administrative and
technical functions, ensuring information and documentation are distributed, tracked, processed,
and implemented as instructed by the unit commander or designee; one (1) filled Administrative
Aide I position to an Administrative Aide II to fulfill the review of said position as the incumbent
employee is consistently performing the job duties and functions congruent with the scope,
nature of work and essential functions of an Administrative Aide II, as required pursuant to
Resolution No. R-21-0402 adopted September 23, 2021 and Resolution No. R-21-0408 adopted
October 1, 2021.
Section 3. The City Manager is further authorized' to make any necessary changes to
adjust, amend, and appropriate to the Fiscal Year 2022-23 operating budget, five-year financial
plan, strategic plan, and multi -year capital plan regarding city services and resources as
necessary, legally allowed, and applicable.
Section 4. The City Manager and the designated City Departments are further
authorized' to update the relevant financial controls, project close-outs, accounting entries, and
computer systems are hereby ratified, approved, and confirmed.
Section 5. This Resolution shall become effective immediately upon its adoption and
signature of the Mayor.2
' The herein authorization is further subject to compliance with all legal requirements that may be
imposed, including but not limited to, those prescribed by applicable City Charter and City Code
provisions, and Resolution No. 21-0408.
Z If the Mayor does not sign this Resolution, it shall become effective at the end of ten (10) calendar days
from the date it is passed and adopted. If the Mayor vetoes this Resolution, it shall become effective
immediately upon override of the veto by the City Commission.
APPROVED AS TO FORM AND CORRECTNESS:
Vf t6ria-Vrd6z, City Attor iey 5/3012023