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Home My WebLink AboutDocument Submitted into the Public RecordCITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO : FROM : The Honorable Mayor and "Members of the City Com,mission Joe Arriola City Manager DATE: SUBJECT: REFERENCES: ENCLOSURES: September 5, 2004 FILE : Anti -Deficiency Update Background The Miami City Commission enacted the Anti -Deficiency Ordinance with the intent of heightening the level of accountability of those individual who are responsible for the oversight of public funds, particularly department directors, related agency executive directors, and executive level administrators. The intent of this report is to update the entire Commission on transactions that have occurred that required compliance with the procedures set forth in the ordinance. As additional information we have included an excerpt from the ordinance that outlines the spBcific procedures to be followed. Anti -Deficiency Update As of the date of this memo, the Administration has initiated two budget transfer requests which required notification and approval under the City's Anti -Deficiency ordinance. The first request was generated from the City's Risk Management Department. This transfer was needed to move funds that were initially appropriated in the incorrect minor object account code. The second request was generated by the City's Public Works department and was necessary to move funds to cover cost associated with a series of street and drainage related projects. Both transfer request were documented and forwarded to Chairman Teele for approval in compliance with the requirements of the Anti -Deficiency Ordinance. Copies of the original memo request and other related documentation have been included with this memo. SUBMITTED INTO THE PUBLIC RECORD FOR 1TEMB.3QNq y. `L 00 9,3,b - .ARTICLE IX. FINANCIAL POLICIES Page 3 of 9 regularly scheduled meeting of the city commission or special meeting called for that purpose. (4) The prohibitions contained herein are applicable to the city manager, department directors, or executive directors with the authority to verify and/or approve the availability of funds, disburse or obligate funds for the city. The provisions contained herein apply to the offices of the mayor, city clerk, city attorney, city commission, the city manager, all departments and agencies budgets which incorporate overtime budgets and prior year billings, and funds, including but not limited to non -departmental accounts and the capital improvements program. (5) The city manager shall promulgate policies which instruct department directors with authority to direct obligation or disbursement of city funds to assure compliance with this act. (6) The city commission shall promulgate policies which instruct executive directors with authority to direct obligation or disbursement of city funds to assure compliance with this act. (7) The official or employee verifying the availability of funds, and/or approving budget authority and/or certifying a voucher, purchase order or any other paper indicating availability of funds is responsible for ensuring that the expenditure will not exceed the department's or agency's current year budget appropriations for that line item. (8) Any employee of the city who has knowledge or a reasonably based belief that a budget of the city may be in violation of this act shall have the right to be heardunder-the-provisionsfor a mont#Ily status -of-the- city budgetset fodh below. Any such person shall not be penalized in any manner for actions taken to report violation of this act. (9) A department director or executive director with obligation or disbursement authority shall be in violation of this act if he/she willfully withholds invoices, payments, settlement, or any other instrument of city debt which were incurred and due in the current fiscal year in an effort to avoid exceeding the approved current year budget. (10) The city manager shall have the authority to adjust line items in an amount not to exceed ten percent of a department's budget so long as the total annual projected expenditures of a department do not exceed the department's current budget, and said adjustment is verified by the department of management and budget. Additionally, all proposed budget adjustments between departments, including capital improvements projects shall require approval by city commission ordinance or resolution. During the fourth quarter of the fiscal year, any changes or deviations in excess of $5,000.00 per transaction from the current approved budget for those departments under the authority of the city manager shall require city manager approval, with the advice and written concurrence of the member of the city commission designated as the presiding officer, a copy of which shall be provided to the city clerk. (11) The executive director shall have the authority to adjust line items in an amount not to exceed ten percent of an agency's budget so long as the total Submitted Into the pubinual projected expenditures of the agency does not exceed the agency's record in connection withrrent budget, and said adjustment is verified in a manner using acceptable e+{ accounting principles. During the fourth quarter of the fiscal year, any changes or item AK 3 On Th iations in excess of $5,000.00 per transaction from the current approved my s. Priscilla A. • .get for those agencies shall require written concurrence of the member of the City Cl= commission designated as the presiding officer, a copy of which shall be http://library.municode.com/gateway. dll/FL 1 /flori da 1 / 15281 / 15 3 56/ 153 65?f=templates$fn=... 9/8/2004 CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO : FROM : Larry Spring, Chief Strategic Planning, Budgeting, and Performance Dania F. Carrillo Risk Management Administrator DATE SUBJECT: REFERENCES: ENCLOSURES: August 11, 2004 Budget transfer request. FILE : The Department of Risk Management requests the transfer of $1,350,000. to the Workers Compensation — Medical line item 515001.624401.6.666. This transfer is necessary due to medical expenses paid in the last quarter ending fiscal year 2004. Monies were allocated to the incorrect minor objects. I respectively request your written approval of this transfer ng,IC''hief Strat'gic Planning, Budgeting, and Performance Joe �� la, Cit ager grt3/aq Dated Commissioner Arthur Teele cc: Linda M. Haskins Chief Financial Officer Submitted Into the public record in connection ith item 84.3 on - a� Priscilla A. Tho pson. City Clerk DRT: ADJUSTEDIT GENERATED: 23 JUL 03 18:53 CITY OF MIAMI BUDGET ADJUSTMENTS EDIT UPDATE RATOR WILLIAM CASTRILLON OUNT # RUN: TUESDAY AUG172004 14:41 ACCOUNT NAME TYPE DESCRIPTION PAGE 2 AMOUNT DATE TRANS # 001.624401.6340.66119PUBLIC OFFICIALS LIABILITY 001.624401.6340.66619WORKERS' COMPENSATION MEDICAL 001.624401.6340.65119VEHICLE LIABILITY SELF FD 001.624401.6340.66619WORKERS' COMPENSATION MEDICAL BA XFER BA XFER BA XFER BA XFER TOTAL DEBITS : TOTAL CREDITS: NET ADJUSTMENTS: 750000.00- 08/17/04 302200000160 750000.00 08/17/04 302200000161 375000.00- 08/17/04 302200000162 375000.00 08/17/04 302200000163 1,125,000.00 1,125,000.00- 0.00 REPORT: ADJUSTEDIT GENERATED: 23 JUL 03 18:53 CITY OF MIAMI BUDGET ADJUSTMENTS EDIT UPDATE OPERATOR WILLIAM CASTRILLON ACCOUNT # RUN: TUESDAY AUG172004 14:54 ACCOUNT NAME TYPE DESCRIPTION 515001.624401.6340.65319SLIPS/FALLS LIABILITY SELF-FD 515001.624401.6340.66619WORKERS' COMPENSATION MEDICAL 515001.624401.6340.65019INSURANCE - LIABILITY 515001.624401.6340.66619WORKERS' COMPENSATION MEDICAL 0 0 roma .p gE n BA XFER BA XFER BA XFER BA XFER TOTAL DEBITS : TOTAL CREDITS: NET ADJUSTMENTS: 1 PAGE 2 AMOUNT DATE TRANS # 100000.00- 08/17/04 302200000164 100000.00 08/17/04 302200000165 125000.00- 08/17/04 302200000166 125000.00 08/17/04 302200000167 225,000.00 225,000.00- 0.00 vvv of M, is City of Miami �ofc0.F."° TRANSFER OF FUNDS - REQUEST BUDGET USE ONLY Log No: FROM Name: Dania F. Carrillo U Department Risk Management Title: Risk Management Administrator Date: 8/11/04 Transfer No: TO BUDGET DIRECTOR, DEPARTMENT OF BUDGET TRANSFER FUNDS ACTION ACCOUNT NUMBER ACCOUNT NAME TOTAL Index / Minor Object / Project No. From To 515001.624401.6.661 515001.624401.6.666 Public Officials Liability Workers' Compenighinf- $ 750,000 $ 750,000 TRANSFER JUSTIFICATION ACCOUNT TRANSFERRED FROM ACCOUNT TRANSFERRED TO Budget Prior Transfer Amount Modified Budget YTD Expenditures Available To Transfer $ 1,440,605.71 ( 750,000.00 ) Budget Prior To Transfer $ Transfer Amount + Modified Budget 4,480,516.32 YTD Expenditures . (1,469,483.68 Available Balance 1,48.0,516.32 730,516.32 750,000.00 $ 690,605.61 ( 1,440,605.71 ) Balance $ 690,605.71 IMPACT ON ACCOUNT: REASON FOR TRANSFER: Cumulative amount transferred from this account this fiscal year: $ Cumulative amount transferred into this account this fiscal year. $ FOR DEPARTMENT OF BUDGET USE ONLY Submitted Into the public record in connection item 43 4. 3 on 9 Priscilla A. Thompson City Clerk ith ou 7t,pproved ❑ Disapproved G Ili 1ai ❑ proved ❑ Disapprov 107 a ent of Budget Date City Manager Date C BD/AL 002 Rev. 6/90 Route White and Canary copies to Department f Budget; Retain Pink copy. City of Miami - TRANSFER OF FUNDS REQUEST BUDGET USE ONLY Log No: FROM Name: Dania F. Carrillo 46/ Department Risk Management Title: Risk Management Administrator Date: 8/11/04 Transfer No: TO BUDGET DIRECTOR, DEPARTMENT OF BUDGET ACTION From To ACCOUNT NUMBER Index / Minor Object / Project No. 515001.624401.6.651 515001.624401.6.666 ACCOUNT NAME Vehicle Liability Workera' Compen ttian medical TOTAL $ 375,000 $ 375,000 ACCOUNT TRANSFERRED FROM ACCOUNT TRANSFERRED TO TRANSFER JUSTIFICATION Budget Prior To Transfer $ 613,444.90 Transfer Amount ( 375,000.00 Modified Budget $ 238,444.90 YTD Expenditures ( 385,055.10 Available Balance $ 238,444.90 Budget Prior To Transfer Transfer Amount Modified Budget YTD Expenditures Available Balance $1,480,516.32 4. 375,000.00 $1,855,516.32 14,469,483.68 $1,855,516.32 IMPACT ON ACCOUNT: REASON FOR TRANSFER: Cumulative amount transferred from this account this fiscal year: $ Cumulative amount transferred into this account this fiscal year. $ FOR DEPARTMENT OF BUDGET USE ONLY Submitted Into the public record in connection ith item 81t.3 on R otl Priscilla A. Thompson City Clerk SApproved ❑ Disapproved ep rt t of Budget BD/ ' L 002 Rev. 6/90 I. M Date ❑ roved partmen of Budge ❑ Disapproved City Manager Date Route White and Canary copies to De t; Retain Pink copy. �o'r OF .y N City of Miami . BUDGET USE ONLY ("0,0, TRANSFER OF FUNDS REQUEST Log No: Name: Dania F. Carrillo Department Risk Management FROM Title: Risk Management Administrator Date: 8/11/04 Transfer No: TO BUDGET DIRECTOR, DEPARTMENT OF BUDGET ACCOUNT NUMBER ;; y ACTION Index / Minor Object / Project No. ACCOUNT NAME TOTAL u_ ca c ~ From To _ 515001.624401.6.653 515001.624401.6.666 Slips/Falls Liability Workers' Compensation — Medical $ 100,000 $ 100,000 ACCOUNT TRANSFERRED FROM ACCOUNT TRANSFERRED TO Budget Prior To Transfer $ 451,044.49 Transfer Amount ( 100,000.00 ) Budget Prior To Transfer $ 1,980,516.32 Transfer Amount + 100,000.00 o Modified Budget $ 351,044.49 YTD Expenditures ( 498,366.26 ) Modified Budget $ 2,080,516.32 YTD Expenditures ( 4,469,483.68 ) r- TRANSFER JUSTIFICA Available Balance $ 351,044.49 Available Balance $ 2,080,516.32 IMPACT ON ACCOUNT: REASON FOR TRANSFER: Cumulative amount transferred from I this account this fiscal year: $ Cumulative amount transferred into this account this fiscal year. $ FOR DEPARTMENT OF BUDGET USE ONLY Submitted Into the public record in connection ith item 8t4.3 on Priscilla A. Thompson City Clerk 0(Approved ❑ Disapproved - °i I I ) fbi ❑ A oved ❑ Disapproved 11 /3 I art nt oPBudget Date City Manager Date C BD/AL 002 Rev. 6/90 I Route White and Canary copies to Departmentdf Budget Retain Pink copy. City of Miami . TRANSFER OF FUNDS REQUEST BUDGET USE ONLY Log No: FROM TO Name: Title: Dania F. Carrillo V`' Risk Management Administrator BUDGET DIRECTOR, DEPARTMENT OF BUDGET Department Date: Risk Management 8/11/04 Transfer No: ACTION From To ACCOUNT NUMBER Index / Minor Object / Project No. 515001.624401.6.650 515001.624401.6.666 ACCOUNT NAME Insurance — Liability Workers' CompenRAedical TOTAL $ 125,000 $ 125,000 ACCOUNT TRANSFERRED FROM ACCOUNT TRANSFERRED TO Budget Prior To Transfer Transfer Amount Modified Budget YTD Expenditures Available Balance $ 342,038.93 ( 125,000.00 $ 217,038.93 (4,659,392.07 $ 217,038.93 Budget Prior To Transfer Transfer Amount Modified Budget YTD Expenditures Available Balance $ 1,855,516.32 + 125,000.00 $ 1,980,516.32 ( 4,469,483-hR $ 1,980,516.32 IMPACT ON ACCOUNT: REASON FOR TRANSFER: Cumulative amount transferred from this account this fiscal year: $ Cumulative amount transferred into this account this fiscal year. $ FOR DEPARTMENT OF BUDGET USE ONLY Submitted Into the public record in connection with item a .3 on Priscilla A. Thompson City Clerk Approved El Disapproved eart of Budget Bill 14 Date ❑ App Jed ■ Disapprtved L3 City Manager Date ay BD/AL 002 Rev. 6/90 Route White and Canary copies to Department of dget; Retain Pink copy. CITY OF_MIAMI, FLORIDA RECEIVED I NTE ;OWJTOE_ M EMtM,N DU M Arthur E. Teele, Jr. Chairman Joe Arriola -ROM Chief Administrator/City Manager 274 AUG 25 AM 8: 31 DATE: August II, 2004 C OIN S Ir; a I 0,MLSaf 10?4 Anti -Deficiency Ordinance REFERENCES: ENCLOSURES: FILE In order to maintain and improve the level of service currently being provided to the City of Miami residents, the Department of Public Works respectfully requests the approval of the following transfers in accordance with the Anti -Deficiency Ordinance. Attached to this memo are three Transfer of Funds request forms. Transfer #24 This transfer is for $28,000 to cover the cost of a portable compressor, bobcat attachment planer and small equipment for the Operations section of Public Works. This equipment would allow our Operations section to clean drainage wells that currently cannot be cleaned. Funding for this transfer is from the Design Section to the Operational section of Public Works. From: 001000.310201.6.340 — Other Contractual Services T-o. 001000.31050-L6.840 —Equipment — New Transfer #25 This transfer for $70,000 is needed to cover the cost of the Lyric Theater Plat and other engineering services required due to a boom in development. Funding for this transfer is from the Design section to the Administration section of Public Works. From: 001000.310201.6.340 — Other Contractual Services To: 001000.310101.6.270 — Professional Services — Other Transfer #26 This transfer is for $40,000 is to cover the cost of sidewalk repairs in various locations within City limits. Funding for this transfer is from the Operations section to the Construction section of Public Works. From: 001000.310501.6.545 — Operations Utility Services Submitted Into the public To: 001000.310301.6.340 — Other Contractual Services record in connection with �� `- • item 64,3 on Priscilla A. Thompson City Clerk c Alicia Cuervo Schreiber, Chief of Operations Linda M. Haskins, Deputy City Ma pager/CFO APPROVED 1 Arthur Teele, Jr. Chairman C:\My Documents\Equipment Purchase - REV.doc REPORT: ADJUSTEDIT GENERATED: 23 JUL 03 18:53 CITY OF MIAMI BUDGET ADJUSTMENTS EDIT UPDATE OPERATOR WILLIAM CASTRILLON ACCOUNT # ACCOUNT NAME RUN: FRIDAY AUG272004 10:14 TYPE DESCRIPTION] AMOUNT DATE PAGE 2 TRANS # 001000.310201.6340.340390THER CONTRACTUAL SERVICES - OUTSIDE 001000.310501.6650.84041EQUIPMENT - NEW 001000.310201.6340.340390THER CONTRACTUAL SERVICES - OUTSIDE 001000.310101.6340.27012PROFESSIONAL SERVICES - OTHER 001000.310501.6330.54541UTILITY SERVICES -STREET LIGHTING 001000.310301.6340.340240THER CONTRACTUAL SERVICES - OUTSIDE BA XFER BA XFER BA XFER BA XFER BA XFER BA XFER TOTAL DEBITS TOTAL CREDITS: NET ADJUSTMENTS: 28000.00- 08/27/04 28000.00 08/27/04 70000.00- 08/27/04 70000.00 08/27/04 40000.00- 08/27/04 40000.00 08/27/04 138,000.00 138,000.00- 0.00 302200000198 302200000199 302200000200 302200000201 302200000202 302200000203 • City of Miami . TRANSFER OF FUNDS REQUEST BUDGET USE ONLY Log No: FROM TO Name: STEPHANIE N. GRINDELL Department PUBLIC WORKS Title: DIRECTOR BUDGET DIRECTOR, DEPARTMENT OF BUDGET Date: 8-11-04 Transfer No: 24 ACTION From To ACCOUNT NUMBER Index / Minor Object / Project No. 001000.310201.6.340 001000.310501.6.840 ACCOUNT NAME OTHER CONTRACT SERVICE EQUIPMENT:— NEW TOTAL $ 28,000.00 28,000.00 TRANSFER JUSTIFICAiEION ACCOUNT TRANSFERRED FROM ACCOUNT TRANSFERRED TO Budget Prior To Transfer $ 242,000.00 Transfer Amount Modified Budget Encumbranc e YTD Expenditures Available Balance ( 28,000.00 $ 214,000.00 (79,417.03) ( 62,666.86 $ 71,916.11 Budget Prior To Transfer Transfer Amount Modified Budget YTD Expenditures Available Balance $ + 28,000.00 --0-- $ 28,000.00 $ 28,000.00 IMPACT ON ACCOUNT: MINIMAL REASON FOR TRANSFER: TO PURCHASE THE, FOLLOWING SMALL EQUIPMENT FOR PW OPERATIONS. —PORTABLE COMPRESSOR — BOBCAT ATTACHMENT PLANER — PORTABLE PUMPS AND HOSES, TRAINERS —PIPE PLUGS Cumulative amount transferred from this account this fiscal year: $ 83.000.00 Cumulative amount transferred into this account this fiscal year. $ 28, 000.00 FOR DEPARTMENT OF BUDGET USE ONLY Submitted Into the public record in connection w th item 8N4.5 on o Li Priscilla A. Thompson City Clerk NJ Approved rt.nint of Budget ❑ Disapproved e 0-7 4 Date NJ Approved ❑ Disapproved City Manager 'aItl0+ Date BD/AC 002 Rev. 6/90 Route White and Canary copies to Department of Budget Retain Pink copy. City of Miami TRANSFER OF FUNDS REQUEST BUDGET USE ONLY Log No: FROM TO Name: Title: STEPHANIE N. GRINDELL DIRECTOR `i\<,_4 1i\ BUDGET DIRECTOR, DEPARTMENT OF BUDGET Department: PUBLIC WORKS Date: 8-11-04 Transfer No: 25 ACTION ACCOUNT NUMBER Index / Minor Object / Project No. ACCOUNT NAME TOTAL From To 001000.310201.6.340 001000.310101.6.270 OTHER CONTRACT SERVICE PROFESSIONAL SERVICE $ 70,000.00 $ 70,000.00 TRANSFER JUSTIFICATION ACCOUNT TRANSFERRED FROM ACCOUNT TRANSFERRED TO Budget Prior To Transfer Transfer Amount Modified Budget ENCUMBRANCE YTD Expenditures Available Balance $ 214,000.00 $ ( 70.000.00 144,000.00 (79,417.03) 62,666.86 $ 1,916.11 Budget Prior To Transfer Transfer Amount Modified Budget YTD Expenditures $ 205,000.00 + 70.000.00 $ 275,000.00 ( 925.20 Available Balance $ 274, 074.80 IMPACT ON ACCOUNT: MINIMAL REASON FOR TRANSFER: TO COVER COST OF PROFESSIONAL SERVICES RELATED TO THE LYRIC THEATER AND OTHER ENGINEERING COST. Cumulative amount transferred from this account this fiscal year: $ 1 9 1, onn on Cumulative amount transferred into this account this fiscal year. $ 11 5.000.00 FOR DEPARTMENT OF BUDGET USE ONLY 4/J Approved ❑ Disapproved BD/AL 0Rev. 6/90 Date L Approved Submitted Into the public record in connection with J�' item 1314.1 on Priscilla A. Thompson City Clerk ❑ Disapproved City Manager Route White and Canary copies to Department of Budget Retain Pink copy. &l JD+ Date 01,1 OF M • �'i- OE,c FLOQ O City of Miami - TRANSFER OF FUNDS REQUEST BUDGET USE ONLY Log No: FROM Name: STEPHANIE N. GRINDELL Department PUBLIC WORKS Title: DIRECTOR <<`:J' 4 j �y Date: 8-11-04 Transfer No: 26 TO BUDGET DIRECTOR, DEPARTMENT OF BUDGET TRANSFER FUNDS ACTION ACCOUNT NUMBER ACCOUNT NAME TOTAL Index / Minor Object / Project No. From To 001000.310501.6.545 001000.310301.6.340 UTILITY SERVICE OTHER CONTRACT SERVICE $ 40,000.00 40,000.00 $ o L y ' s W IL c ACCOUNT TRANSFERRED FROM ACCOUNT TRANSFERRED TO Budget Prior Transfer Amount Modified Budget YTD Expenditures — Available Balance To Transfer $ 4, 350, 000.00 ( 40, 000.00 ) Budget Transfer Modified YTD Inc-umbtance Prior To Transfer $ Amount + Budget $ Expenditures ( Balance $ 4,731.02 40, 000.00 ) $ 4, 310, 000.00 ( 3, 236, 749.20 ) 44, 731.02 2,844.85 $ 1, 073, 250.80 ($55.17) 41, 031.00 Available IMPACT ON ACCOUNT: MINIMAL REASON FOR TRANSFER: TO COVER THE COST OF SIDEWALK REPAIRS IN THE VARIOUS LOCATIONS IN THE CITY LIMITS. 1 Cumulative amount transferred from this account this fiscal year: $ 40, 000.00 Cumulative amount transferred into this account this fiscal year. $ 40, 000.00 FOR DEPARTMENT OF BUDGET USE ONLY Submitted Into the public record in connection with item 64,3 on 9 04 Priscilla A. Thompson City Clerk di proved ❑ Disapproved L7 Approved ❑ Disapproved ep udget Date City Manager Date C BD/AL 002 Rev. 6/90 Route White and Canary copies to Department of Rudnet Rwrain Pink rnnv •