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Submittal-Chair Suarez's Budget Related E-mails
Llorente, Mike From: L|onanho. Mike Sent: Wednesday, August 01.2O1211:37AM /o: Alfonso, Daniel J. Cc: Suarez, Francis (Commissioner) Subject: RE: Personnel Payroll by department. Thanks for the detailed explanation, Danny. That makes perfect sense. Mbhae|Llorente Chief -of -Staff Commissioner Francis Suarez 3SUUPan American Drive Miami, FL33l33 Te|:3OS-25D'S4I3 Fax: 305-856-5230 mUonente@miamiKov.mm "m (w�� From: Alfonso DonielJ. Sent: Wednesday, AugustO1, 2012 11:27AM To: Llorenbe,y4ike Cc: Suarez Francis (Commissioner) Subject: RE: Personnel Payroll by department. V�C �=Liv xa x � ^ `~, i k mQ~xi-IV,, Mike, the list that you received is the personnel cost, not their salary per se. The difference is as follows. The City attorney has the $228K salary as you mentioned but gets a pay supplement of $22K supplement for deferred benefits that is also recorded and budgeted in the personnel cost line item for salary. Maria and Warren also get a similar stipend, incase you gofurther into the list. The City Clerk that wehave does earn $l9ZK'however, she isleaving September 30*. For next year vveassume that her replacement will come inatalower level. |fyou note onpage 7Zofthe Proposed Budget, wenoted that there isan anticipated savings of $53K (pay and benefits) from the Clerk leaving and a new one coming in. |nthe case ofMrs. Bravo, the answer is that the ACM that oversees Capital bsplit funded between the General Fund and Capital; thus what you see in the manager's office is only part of her salary, If you would like a list of the salary for every employee in the city we can get you that as well. The list that you got isnot that. I will send out a message to all clarifying that fact, you are the second person who calls with a similar question. Regards; Daniel ].Alfonso Director, Management and Budget Office. 305-416-1585 Submitted into the public record |nconnection with item 0H. 11mn 09-27'12 Priscilla A.Thompson City Clerk D��L� K/ �J�� ������"��� /�' ` K�^� ��-�� �� ��^� K/ ��U� ^.—`/��,,=�em�L��0���������^����M�, .,� ���-0q��o_~ From:Uorente, Mike Sent: Wednesday, August O1,2D1211:11AM To: Alfonso, Dania|l Co: Suarez, Francis (Commissioner) Subje«t:FVV: Personnel Payroll bydepartment. The attached spreadsheet includes some incorrect salaries. For, example: - City Attornexssalary should be$ZI8'Z38(see attached) but itappears as$250,Z38. - City Clerk's salary should be$192,27U(see attached) but itappears as$164,970. Alice Bravo's salary is$14U'UU0but itappears as$Q0,OOO. Can you please confirm that: 1) the City Attorney and City Clerk are being paid in accordance with the compensation packages approved by the Commission; and 2) the salaries included in the attached spreadsheet are otherwise accurate and reliable? These numbers should be reliable if we are basing our FY2013 budget on them. yNicham|Umnwnta Chief -of -Staff Commissioner Francis Suarez 3S0UPan American Drive Miami, FL33133 Te|:30G-ZSO`5423 Fax:305-856-5230 m|iorente@miamigom.com � � � From: Alfonso, DanielJ. Sent: Mmnday, July 3O 20124:12 PIVI To: Suarez, Francis (Commissioner); 5arnof[ Marc (Commissioner); Gort,VVifredo (Commissioner); Caro||o, Frank (Commissioner); Spence -]ones, Michelle (Commissioner District S) Co: Martinez, Johnny; Larned,Janice; Cabrera, Luis; Bravo, Alice; L|orente, Mike; Goldberg, Daniel S.; Nelson, Ron; Diaz, P|addo; Castonada, Frank; Shiver, Cornelius; Budget Department Subject: Personnel Payroll bydepartment. Commissioners, atour last Budget Discussion, kwas asked that weprovide the budget line item and personnel detail. The line item detail went out last week in Excel format and is included in the Proposed Budget book as well. Attached is avxorbsheet that lists all of the personnel in every department and their base compensation. This list iswhat was used tocompile the initial budget data. Please note that this information changes every day, but for budget purposes we do not change and update this information inanon-going manner, Ultimately, employees leave orare hired fairly regularly and these changes goupand down, |nthe law oflarge numbers, these changes usually off -set themselves. If you have any questions or would like us to clarify anything that we provide for you, please feel free to call on us. 2 Daniel ].Alfonso Director, Management and Budget City of Miami 444SVV2ndAvenue (Suite S16) Miami, FL3]13O Mobi|e:305'0O3-73S4 Office :3OS'416-1SDS iACT This communication may contain confidential and/or otherwise proprietary material and is thus for use only by the intended recipient, If you received this in ernzr, please contact the sender and delete the e-mail and its attachments from all computers. Submitted into the public record inconnection with item 0H. 11on 09-27-12 Priscilla A'Thompson City Clerk Llorente, Mike From: Alfonso, Daniel J. Sent: Friday, August 31, 2012 8:25 PM To: Llorente, Mike Cc: Suarez, Francis (Commissioner); Martinez, Johnny Subject: RE: Salary Breakdown Attachments: Payroll CityWideFinal.xlsx Mr. Llorente, the requested list is attached. Regards; Daniel J. Alfonso Director, Management and Budget Office: 305-416-1585 iACT From: Llorente, Mike Sent: Tuesday, August 28, 2012 9:54 AM To: Alfonso, Daniel 3. Cc: Suarez, Francis (Commissioner) Subject: Salary Breakdown Danny, Do you have a spreadsheet with the salaries of all city employees, broken down by department? Thanks, Michael Llorente Chief -of -Staff Commissioner Francis Suarez 3500 Pan American Drive Miami, FL 33133 Tel: 305-250-5423 Fax: 305-856-5230 mllorente@miamigov.com Submitted into the public record in connection with item BH. 11 on 09-27-12 Priscilla A. Thompson City Clerk LiorenteMike From: Uorente.Mike Sent: Wednesday, September 06. 2012 12:02 PM To: Alfonso, Daniel J. Cc: Sumrez, Francis (Commissioner) Subject: Budget Questions Attachments-. 5 Year Projections. pdf; 2013 Budget - Pension and Health Projections.cloc Danny, VVehave the following general budget questions: 1. The attached PDFincludes S'yeurexpenditures projections bydepartment. Duwahave projections bycategory (i.e., regular salaries, other salaries, overtime, retirement contributions, etc.)? 2. The attached Word document includes rough projections ontheCit/spensionandhea|thinsurance|iabi|itiex over the next Syears. Do we know how the ideas being discussed with the various unions would impact these projections? VVealso have some more specific budget questions: 1. The ZO13budget includes anincrease of$2.3million (or 1296)in"Special Pay." Why? |sthis item being discussed aspart ofunion negotiations? J. The 3O1]budget includes anincrease af$1.2million (or 2O%)in"Overtirne." VVhy?...one would think that overtime expenses would go down as the City hires dozens of new police officers. |nany event, |believe this item isbeing discussed aspart ofunion negotiations, correct? 3. The 2013 budget includes an increase of $1 million (or 12% ) in "Other Salaries and Wages." Why? 4. The 2Q!� budget includes an increase of $500k (or 97%) in "Professional Services — Medical." Why? 5. The 2O13bud' 'in'|udes anincrease of$34Ok(or ]1%)in"Pension Administrative Costs." Why? 6. The 2013 budget includes an decrease of $3.6 million (or 29%) in the "Workers' Compensation." is this reasonable? Michae|Llorente Chief -of -Staff Commissioner Francis Suarez ]SOOPan American Drive Miami, FL33133 Tel: 305'250-5423 Fax:3Q5'85G-523O m|lonente(Dmiamigovzom I Submitted into the public record inconnection with item 0H'l1 on 09'27-12 Priscilla A'Thompson City Clerk Five Year Financial Plan Revenue/Expenditure Summary and Fund Balance Baseline Forecast Revenues Property Tax Franchise Fees& Other Interest Transfers In Fines & Fate (tunes Intergoemmantal Rem:rues licensee & Permits Other Revenues (Inflows) Charges Tor Sankers 2013 2014 2015 2016 2017 Proposed Projected Projected Projected Projected 217,631,200 38,785,000 800,000 40,746,500 4,885,800 47,240,000 39,994,100 8,011,200 90,585,400 224,160,138 230,884,940 237,811,488 244,945,833 37,336,775 37,898,627 38,465,279 39,042,255 800,000 800,000 800,000 800,000 40,745,500 40,746,500 40,746,500 40,746,500 4,972.643 5,082,641 5,193,846 5,308,111 47,948,600 48,867,829 49,397,846 50,138,814 40,993,953 42,018,801 43,039,271 44,146,003 6,143,448 6,278,802 6,418,731 8,557,900 92,539,334 94,206,427 95,869,439 97,492,772 Total Revenues General Gmemment Planning & Development Public Wake Public Safety Public Facilities Parks & Recreation Risk Management Pensions Non -Departmental Transfers Out 484,939,000 495,841,387 50e,561,1358 517,770,402 529,17E1,191 R.A14, I WI, 55,250,000 56,878,752 59,412,281 62,035,439 64,730,407 12,780,300 13,200,854 13,809,126 14,385,581 14,975,908 53,453,000 65,185,080 87,726,213 70,204,502 72,750,759 272,546,000 276,959,459 292,367,3413 304,924,307 317,735,878 --... 145 ayyt 5,8813,200 0,050,291 6,276,370 6,495,443 8,720,727 29,820,000 30,568,641 31,714,884 32,875,287 14,049,559 13,665,1300 13,955,736 14,289,252 14,621,612 14,961,484 557,800 734,700 789,751 831,544 670,970 14,143,900 14,143,900 14,568,217 15,005,264 15,455,421 16,714,100 18,714,100 16,881,241 17,050,053 17,220,554 Tote Expencreures 484,939,000 496,223,113 517,854,483 538,429,332 559,479,675 —4> 11,1.105 11,0010 Fiscal Year Surplus / (Defic(t) (581,726) (11,272,515) (20,658,930) (30,301,485) Fiscal Year Ending Fund Distance 19,007,995 18,426,269 7,153,754 (13,505,176) (43,806,661) Baseline Budget Forecast: 2013-2017 33,300 20,830 10,000 $ 9, 54 .,t1,113,1414 (1400) 120,0031 100,0031 100,0001 1500031 711 (143,0071 2013 2014 2015 2017 4 Fisca I Year SurpluailDeficit) Fecal Year Ending Fund Balance Submitted into the public 201 record in connection with item BH. 11 on 09-27-12 Priscilla A. Thompson City Clerk Pension to Budget (PROJECTIONS) 13-14 14-15 15-16 Pension 85 96 103 109 114 MIMI M. Budget 484 496 507 518 529 --- 21% 22% 18% 19% 20% Health Insurance to Budget (PROJECTIONS) 12-13 13-14 14-15 15-16 16-17 Health Insurance 45 48 53 58 64 Budget 484 496 507 518 529 9% 10% 10% 11% 12% Pension/Insurance to Budget (PROJECTIONS) 12-13 13-14 14-15 15-16 16-17 Pension/Insurance 130 144 156 167 178 + $48 million Budget 484 496 507 518 529 + $45 million 27% 29% 30% 32% 34% Submitted into the public record in connection with item BH. 11 on 09-27-12 Priscilla A. Thompson City Clerk Llorente, Mike From: AKbnso, Oonio| J. Sent: Wednesday, September O5.201210:i2PM To� L|onmnte, Mike Cc: Suarez, Francis (Commissioner) Subject: FVV:Budget Questions Attachments: Untitled Mike, good questions! VVehave tried tuanswerthcmall tothe best ofour knowledge. |fmore clarification isneeded, or if the answers cause more questions to arise, feel free to call on us. P.S. the attachment is for Q-5. Daniel ].Alfonso Director, Management and Budget Office: 305-416'1585 iACT 0 be ' ---� --------�� - ----- �� nn o From: L|onente, Mike 0 0 � Sent: Wednesday, September 0S,3O22 12:02PM o 4 To. Alfonso, Daniel l 110 Cc: Suarez, Francis (Commissioner) Subject: Budget Questions E CL '0�� = w,0 VVehave the following general budget questions: 1. The attached PDFincludes S1xearexpenditures projections bydepartment. Qovvehave projections bvcategory (i.e., regular salaries, other salaries, overtime, retirement contributions, etc.)? Mike, atthis time wvedmnot have the Five Year Plan broken out bythose categories. The long term outlook is developed with standard growth assumptions that are applied in the aggregate to large numbers, not at the line item level. For example, on page 209 we note that for the assumptions we grew operating expenses at two percent, except for Health and Pension which vveknow grow differently. Those were grown ataseparate growth rate yo that in the aggregate the expenses grew at about 4 to 4.6 percent overall as noted in page 200 where the Five Year Plan description begins. 2. The attached Word document includes rough projections on the City's pension and health insurance liabilities over the next Syears. Do we know how the ideas being discussed with the various unions would impact these projections? The discussions being discussed with the labor unions would significantly impact the base number, the starting point. That is$msay, the starting number which is currently about $&Gmillion would bereduced tqabout $68million, then the projected growth rates as noted on page 209 would apply. Wealso have some more specific budget questions: Please refer to the FY 13 Proposed Budget Book pages. 1. The 3O13budget includes anincrease of$2.3million (or 12Y6)in"Special Pay." Why? Onthe attachment tothe Mayor's message (V /*mfthe ��Adjustnnents),and inthe Manager's message (2"u page,5 m paragraph) at the front of the Proposed Budget, we explain that the reserve for one-time pay -outs is being increased by $2.3 million. This increase is needed because of the anticipated increase in number of personnel that we know will 1 leave City service as they end their Drop. In FY 2012-13, we anticipate that the leave liability for the 98 employees that will end their DROP is about $4 million. This number is about $2 million greater than what had been estimated about a year ago for FY 2011-12. Hence, we see a need to increase the Pay -Out Reserve for One time pay (Special Pay) which is currently at $9.35 million as shown on page 236 in the detail of the Non -Departmental Budget. This reserve increase for one-time pay, which is also noted as Special Pay in the Oracle Object for expense, should not be confused with the "Special Pay" for sworn police and fire rescue personnel. Those are not changing. 2. The 2013 budget includes an increase of $1.2 million (or 20%) in "Overtime." Why?... one would think that overtime expenses would go down as the City hires dozens of new police officers. In any event, I believe this item is being discussed as part of union negotiations, correct? The Overtime Budget for the Police Department as originally budgeted was inadequate for two important reasons. One, in Court appearances alone, the Police Department overtime is about $1 million; meaning that all other overtime would fit within the additional $2 million of PD overtime. That would not be possible, primarily because another $500,000 of Police overtime is incurred in special assignments paid for by the Federal Government. We accept the revenue which offsets the expense; nonetheless, the expense still has to be recorded as overtime. That would leave only $1.5 million for all other operationally needed overtime in the Police Department. Even with the new hires, it is not realistic to assume that a department that exceeded $6 million in overtime expense in FY2010-11 would cut it back all the way to under $3 million; given the amount of coverage needed for staff on leave at any one time, court time, and federally paid assignments as noted above. For these reasons, we recommended the increase of OT in PD by an additional $500,000 as shown on the line item detail for Police on page 171. The other $750,000 increase in overtime is attributable to the Overtime Reserve as noted on the Mayor's message attachment (last of the NDA items) and shown on the NDA line item detail on page 235 and further noted on page 236. This is an offset to possible OT issue that may arise from Worker Compensation reduction. Explained in more detail below in the Worker Compensation question response. This is not a union negotiation issue. 3. The 2013 budget includes an increase of $1 million (or 12% ) in "Other Salaries and Wages." Why? The budget for Other Salaries and Wages citywide is greatly impacted by the payments for the Summer Programs at the Parks and the consolidation of the Grapeland Park from the Special Revenue fund into the General Fund. More information about the funding of the Summer Programs and the amount of the Grapeland consolidation is explained on the Park and Recreation narrative that starts on page 180. Notes on this particular subject are on page 184 and the line item detail is shown on page 185. 4. The 2013 budget includes an increase of $500k (or 97%) in "Professional Services — Medical." Why? The Proposed Budget includes the funding of medical exams for the officers in the Police Department for FY 2012-13. This is a $400,000 increase from the current year. Remember that in the current year, physicals is one of the items that the FOP gave up. Additionally, as noted on the attachment to the Mayor's message in the Police section and on page 169 (Police Department narrative), the proposed budget includes an additional allocation of $96,000 for Psychological Counseling for police personnel. 5. The 2013 budget includes an increase of $340k (or 11%) in "Pension Administrative Costs." Why? The increase in Pension Administrative Cost is fully attributable to the GESE Board requested funding increase. See Attached Administrative Cost Breakdown. Note that this is item BH15 and BH16 on the Agenda for the 13th of September. The City Administration cannot force the GESE Board to adjust its Budget request, we did ask them to reduce it. 6. The 2013 budget includes an decrease of $3.6 million (or 29%) in the "Workers' Compensation." Is this reasonable? 2 Submitted into the public record in connection with item BH. 11 on 09-27-12 Priscilla A. Thompson City Clerk YES. Prior to FY 2012-13, the employee portion of workers' compensation payment was budgeted in two places, in Risk Management in the form of Worker Compensation costs citywide and in the salary budget of the various departments. In FY 2012-13, the employee portion will only be budgeted in the department as part of their regular salary and not in Risk; thus, removing the duplication in worker's compensation. In the past, if an employee was out on a work related injury, the department did not pay him his salary, it was budgeted in Risk; but, the employees full salary was already budgeted in the department!!! Departments may have to backfill an employee that is out on a work related injury (Solid Waste, Police, Fire Rescue, GSA mechanics) are needed to get the job done. In the past, if the department backfilled the loss of the employee with overtime or a temporary hire, the cost of OT or the temp was born by the savings of not paying for the employee. We have taken out the double -count; therefore, we created an Overtime Reserve so that if a department has staff on worker compensation and they incur more overtime expense than budgeted as a result, we have the reserve to cover the gap. Thanks, Michael Llorente Chief -of -Staff Commissioner Francis Suarez 3500 Pan American Drive Miami, FL 33133 Tel: 305-250-5423 Fax: 305-856-5230 milorente@miamigov.com Submitted into the public record in connection with item BH. 11 on 09-27-12 Priscilla A. Thompson City Clerk GESE's Administrative Budget Comparison 2013 Proposed 2013 Proposed 2010 2011 2012 2013 vs vs Acluals Actuals Budget Proposed 2012 Budget 2011 Acluals Personnel Sentices: Salaries & Wages 895,865 877,510 878,046 878,046 536 Payroll Taxes 59,710 62,396 85,645 85,645 - 23,249 Insurance 166,355 187,026 207,576 214,595 7,019 27,569 Retirement 132,542 164,490 226,793 219,774 (7,019) 55,284 Car Allowance 6,069 6,023 6,000 6,000 (23) Workers Comp - 1,000 1,000 1,000 1,260,541 1,297,445 1,405,060 1,405,060 107,515 Professional Services Investnient Custodian 207,067 211,276 250,000 250,000 38,724 Investment Consulting 213,859 223,298 208,360 248,360 40,000 25,062 Legal Counsel 85,127 89,000 150,000 150,000 61,000 Actuarial 221,550 193,457 105,000 135,000 30,000 (58,457) Computer Specialist - 107,000 107,000 107,000 Description not in CAFR Medical Advisors & Specialist - 10,000 10,000 10,000 Description not in CAFR Audit 62,924 62,000 67,100 67,100 5,100 Other 92,951 124,271 14,100 14,100 (110,171) 883,478 903,302 911,560 981,560 70,000 78,258 Seminar and Travel Meetings 9,015 11,513 (11,513) Educalion and Travel 8,345 200 (200) Travel and Auto 4,937 13,569 33,000 33,000 19,431 Separated In CAFR 22,297 25,282 33,000 33,000 7,718 Office and Administrative Printing 17,754 17,619 20,000 20;000 2,381 Advertising 581 - 5,000 5,000 5,000 Postage & Courier Services 20,312 19,009 25,000 25,000 5,991 Fidelfty Insurance 67,155 80,972 (80,972) Office Supplies 10,350 15,570 45,000 45,000 29,430 Operating Supplies - - 1,200 1,200 1,200 Dmrfption not in CAFR Publcations and Memberships 4,055 3,585 7,000 7,000 3,415 Other 14,093 4,749 - (4,749) 134,300 141,504 103,200 103,200 (38,304) Occupancy Utilities 13,411 19,769 28,000 28,000 8,231 Telecommunications 35,760 38,009 40,000 40,000 1,991 Property Insurance 36,384 19,141 100,000 100,000 80,859 Repairs & Maintenance 342,611 425,596 392,430 592,430 200,000 166,834 Rental 25,202 21,994 40,000 40,000 18,006 Furniture and Equpment 5,061 26,921 15,000 85,000 70,000 58,079 Emergency Reserves for Hurricane - 15,000 15,000 15,000 Description not in CAFR Depreciation . - - 0 titer 20,219 52,316 (52,316) 478,6413 603,746 630,430 900,430 270,000 296,684 2,779,264 2,971,279 3,083,250 3,423,250 340,000 451,971 158,903 201,291 45,000 45,000 2,938,167 3,172,570 3,128,250 3,468,250 Prepared by Fred Pericles 05/03/12 Depreciation amounts removed FY13 Requested Budget Submitted into the public record in connection with item BH. 11 on 09-27-12 Priscilla A. Thompson City Clerk Llorente, Mike From: Llorente, Mike Sent: Thursday, September 06, 2012 11:29 AM To: Alfonso, Daniel J. Cc: Suarez, Francis (Commissioner); Llorente, Mike Subject: RE: Budget Questions Danny, Thanks, as always, for your prompt and detailed responses. We have a few more questions, which are detailed below. If you prefer to discuss these questions in person, please let me know. Basically, we would like some clarification on the following changes from the FY2011-2012 budget. Thanks. Revenue (pp. 260-262 in the budget book) Category Change Comments Interest and Penalty - $700k Projected revenue substantially lower than prior 4 fiscal years Other Fines and Forfeitures + $200k State Shared Revenues - $700k Projected revenue substantially lower than prior 4 fiscal years State Pension Payment + $4.9 million Is this the Fire Fighters Pension Fund that was previously reported in Transfers -In? Are we assuming firefighters will give up their 175 money again this fiscal year? Shared Revenues from Other Local Units + $600k What is included in this category, aside from MPA? Occupational License — Business + $260k Occupational License — Penalty - $500k Building Permits + $1 million Projected revenue substantially higher than prior 4 fiscal years Other Licenses, Fees, and Permits + $2.6 million Projected revenue substantially higher than prior 4 fiscal years Other Miscellaneous Revenues - $7.5 million Does this category include red light cameras? If so, what is the projected revenue from them? Contra Revenue for Bad Debt + $250k Other Non Operating Sources + $500k Projected revenue substantially higher than prior 4 fiscal years CFS-PS Police Services + $600k Projected revenue substantially higher than prior 4 fiscal years CFS-C&R Other Culture and Recreation + $2 million Projected revenue substantially higher than prior 4 fiscal years CFS - Other Charges for + $2.4 million Projected revenue substantially u = .0 >- 3 CL c w '0 .0 4, +m, Submitted in record in con item BH. 11 on 09-27-12 Services higher than prior 4 fiscal years Expenses (pp. 273-275 in the budget book) Category Change Comments Professional Services + $500k Projected expense substantially higher than prior 4 fiscal years Other Contractual Services + $300k Other Current Charges and Obligations - $400k Operating Supplies + $260k Motor Fuel + 800k What was the actual expenditure for FY 2012? Machinery & Equipment + $300k Projected expense substantially higher than prior 4 fiscal years Capital Leases + $1.2 million No expenditures for this line item in prior fiscal years. Was his previously reported in a different line item? Interfund Transfers + $6.5 million Advances - $3.7 million Line item was zeroed out From: Alfonso, Daniel J. Sent: Wednesday, September 05, 2012 10:02 PM To: Llorente, Mike Cc: Suarez, Francis (Commissioner) Subject: FW: Budget Questions Mike, good questions! We have tried to answer them all to the best of our knowledge. If more clarification is needed, or if the answers cause more questions to arise, feel free to call on us. P.S. the attachment is for Q-5. Regards; Daniel J. Alfonso Director, Management and Budget Office: 305-416-1585 iACT 2 Submitted into the public record in connection with item BH. 11 on 09-27-12 Priscilla A. Thompson City Clerk From: Llorente, Mike Sent: Wednesday, September 05, 2012 12:02 PM To: Alfonso, Daniel J. Cc: Suarez, Francis (Commissioner) Subject: Budget Questions Danny, We have the following general budget questions: 1. The attached PDF includes 5-year expenditures projections by department. Do we have projections by category (i.e., regular salaries, other salaries, overtime, retirement contributions, etc.)? Mike, at this time we do not have the Five Year Plan broken out by those categories. The long term outlook is developed with standard growth assumptions that are applied in the aggregate to large numbers, not at the line item level. For example, on page 209 we note that for the assumptions we grew operating expenses at two percent, except for Health and Pension which we know grow differently. Those were grown at a separate growth rate so that in the aggregate the expenses grew at about 4 to 4.6 percent overall as noted in page 200 where the Five Year Plan description begins. 2. The attached Word document includes rough projections on the City's pension and health insurance liabilities over the next 5 years. Do we know how the ideas being discussed with the various unions would impact these projections? The discussions being discussed with the labor unions would significantly impact the base number, the starting point. That is to say, the starting number which is currently about $85 million would be reduced to about $69 million, then the projected growth rates as noted on page 209 would apply. We also have some more specific budget questions: Please refer to the FY 13 Proposed Budget Book pages. 1. The 2013 budget includes an increase of $2.3 million (or 12%) in "Special Pay." Why? On the attachment to the Mayor's message (1" of the NDA Adjustments), and in the Manager's message (2nd page, 5th paragraph) at the front of the Proposed Budget, we explain that the reserve for one-time pay -outs is being increased by $2.3 million. This increase is needed because of the anticipated increase in number of personnel that we know will leave City service as they end their Drop. In FY 2012-13, we anticipate that the leave liability for the 98 employees that will end their DROP is about $4 million. This number is about $2 million greater than what had been estimated about a year ago for FY 2011-12. Hence, we see a need to increase the Pay -Out Reserve for One time pay (Special Pay) which is currently at $9.35 million as shown on page 236 in the detail of the Non -Departmental Budget. This reserve increase for one-time pay, which is also noted as Special Pay in the Oracle Object for expense, should not be confused with the "Special Pay" for sworn police and fire rescue personnel. Those are not changing. 2. The 2013 budget includes an increase of $1.2 million (or 20%) in "Overtime." Why?... one would think that over -time expenses would go down as the City hires dozens of new police officers. In any event, I believe this item is being discussed as part of union negotiations, correct? The Overtime Budget for the Police Department as originally budgeted was inadequate for two important reasons. One, in Court appearances alone, the Police Department overtime is about $1 million; meaning that all other overtime would fit within the additional $2 million of PD overtime. That would not be possible, primarily because another $500,000 of Police overtime is incurred in special assignments paid for by the Federal Government. We accept the revenue which offsets the expense; nonetheless, the expense still has to be recorded as overtime. That would leave only $1.5 million for all other operationally needed overtime in the Police Department. Even with the new hires, it is not realistic to assume that a department that exceeded $6 million in overtime expense in FY2010-11 would cut it back all the way to under $3 million; given the amount of coverage needed for staff on leave at any one time, court time, and federally paid assignments as noted above. For these reasons, we recommended the increase of OT in PD by an additional $500,000 as shown on the line item detail for Police on page 171. Submitted into the public record in connection with item BH. 11 on 09-27-12 3 Priscilla A. Thompson City Clerk The other $750,000 increase in overtime is attributable to the Overtime Reserve as noted on the Mayor's message attachment (last of the NDA items) and shown on the NDA line item detail on page 235 and further noted on page 236. This is an offset to possible OT issue that may arise from Worker Compensation reduction. Explained in more detail below in the Worker Compensation question response. This is not a union negotiation issue. 3. The 2013 budget includes an increase of $1 million (or 12% ) in "Other Salaries and Wages." Why? The budget for Other Salaries and Wages citywide is greatly impacted by the payments for the Summer Programs at the Parks and the consolidation of the Grapeland Park from the Special Revenue fund into the General Fund. More information about the funding of the Summer Programs and the amount of the Grapeland consolidation is explained on the Park and Recreation narrative that starts on page 180. Notes on this particular subject are on page 184 and the line item detail is shown on page 185. 4. The 2013 budget includes an increase of $500k (or 97%) in "Professional Services — Medical." Why? The Proposed Budget includes the funding of medical exams for the officers in the Police Department for FY 2012-13. This is a $400,000 increase from the current year. Remember that in the current year, physicals is one of the items that the FOP gave up. Additionally, as noted on the attachment to the Mayor's message in the Police section and on page 169 (Police Department narrative), the proposed budget includes an additional allocation of $96,000 for Psychological Counseling for police personnel. 5. The 2013 budget includes an increase of $340k (or 11%) in "Pension Administrative Costs." Why? The increase in Pension Administrative Cost is fully attributable to the GESE Board requested funding increase. See Attached Administrative Cost Breakdown. Note that this is item BH15 and BH16 on the Agenda for the 13th of September. The City Administration cannot force the GESE Board to adjust its Budget request, we did ask them to reduce it. 6. The 2013 budget includes an decrease of $3.6 million (or 29%) in the "Workers' Compensation." Is this reasonable? YES. Prior to FY 2012-13, the employee portion of workers' compensation payment was budgeted in two places, in Risk Management in the form of Worker Compensation costs citywide and in the salary budget of the various departments. In FY 2012-13, the employee portion will only be budgeted in the department as part of their regular salary and not in Risk; thus, removing the duplication in worker's compensation. In the past, if an employee was out on a work related injury, the department did not pay him his salary, it was budgeted in Risk; but, the employees full salary was already budgeted in the department!!! Departments may have to backfill an employee that is out on a work related injury (Solid Waste, Police, Fire Rescue, GSA mechanics) are needed to get the job done. In the past, if the department backfilled the loss of the employee with overtime or a temporary hire, the cost of OT or the temp was born by the savings of not paying for the employee. We have taken out the double -count; therefore, we created an Overtime Reserve so that if a department has staff on worker compensation and they incur more overtime expense than budgeted as a result, we have the reserve to cover the gap. Thanks, Michael Llorente Chief -of -Staff Commissioner Francis Suarez 3500 Pan American Drive Miami, FL 33133 4 Submitted into the public record in connection with item BH. 11 on 09-27-12 Priscilla A. Thompson City Clerk Tel: 305-250-5423 Fax: 305-856-5230 mllorente@miamigov.com Submitted into the public record in connection with item BH. 11 on 09-27-12 Priscilla A. Thompson City Clerk Llorente, Mike From: Martinez, Johnny Sent: Thursday, September 06.20125:58PM To: Suarez, Francis (Comminaioner) Cc: Llomante, NUke;VVestad|. Lynn; Larned, Janice; Alfonso, DmnielJ.; Cmbrano, Luis; Bravo, Alice Subject: RE: Plans to resolve budget crisis Chairman Suarez, In response to your email, below we have outlined the various tracks that the administration has been pursuing to address the budgetary gap. First and foremost, our highest priority has been to reach agreement with our labor unions in order to minimize impacts to our employees. We are making significant progress on m daily basis towards this end. We have scheduled formal meetings early next week to sign off tentatively on agreement terms with three of the four unions. 1. Plan A - Utilizing the remaining days of the fiscal year (now 25) to negotiate vigorously and in good faith to obtain contracts with all of our labor units by September 30th' This should be our number one plan and priority' I feel that all of the distractions we have had to date and the instability in the finance department have led us to stray from that goal. What is your negotiation schedule to meet this deadline? This has been, and will continue to be our number one priority. Our discussions/negotiations have progressed significantly and in concept we have outlined agreement terms with the three largest unions. We have formal meetings set up with them on Monday (AFSCME 1987) and Tuesday of next week (Police and Fine) and are on track to reach Tentative Agreement for a two year time frame with each. We have extended meeting invitations to the remaining union. The commissioners will be briefed on these agreements at the executive session being scheduled for September 12, 2012. Union membership would vote on these agreements prior to September 27, 2012' 2' Plan D - Working backward from the date of financial emergency, could the administration simply continue along the traditional negotiation process which could lead ultimately to impasse but is not seen as an overtly hostile act by our employees who have been forced to give concessions year after year. Our CFO has had positive conceptual conversations with the pension boards regarding the ability to defer pension payments to help address this scenario. She is attending the FIPO pension board meeting scheduled for this Friday to request formal approval for the deferral of the scheduled October pension contribution to December 2012 after property tau revenues have been received, if necessary' Taking into account the statutory required time frames for the impasse process, as a worst case scenario, the impasse would be resolved by mid -January. With the deferral of the October pension payments to December, our cash flow situation would not become critical until June 2813. However, without taking the options available under Plan C or E, the impacts to employees would be compressed into an Q month time frame. 3. Plan C - The 3rd DCA reverses the trial cmurt's injunction regarding your invocation of financial urgency. Assuming that this means the financial urgency statute was properly invoked by you, when is the final date the commission NEEDS to impose reductions to avoid a financial emergency? (Obviously the commission reserves the right to declare a financial urgency at any point before that date, if it determines that it is necessary and in the best interest of our employees and residents) Submitted into the public record inconnection with ^ item BH.11on 09'27-12 Priscilla A'Thompson City Clerk u ' As you are aware, the 3 ,D[A did reverse the trial cmurt, s injunction. The Administration's position is that the reductions need to be imposed prior to the adoption of the final budget on September 27, 2012 so that the city can operate with certainty within its adopted financial framework at the onset of the fiscal year on October 2, 2012. Imposition options would address pension contribution, pension caps, pension multipliers, DROP, standardization of health insurance co -pays, wages, elimination of holidays, etc' 4. Plan D - Supposing the 3rd D[A upholds the trial cmurt's decision and working backwards from the date of financial emergency (it is indisputable that our financial position becomes more urgent as we approach that day), what is the last day that the commission would need to declare a financial urgency so that an imposition could take place prior to a financial emergency? (Obviously the commission reserves the right to declare a financial urgency at any point before that dote, if it determines that it is necessary and in the best interest of our employees and residents) Based on today's court decision, this course of action is currently not necessary' However, had the prior trial court ruling been upheld, without experiencing expense reductions at the onset of the financial year beginning on October 1, 2013 and with the deferral of the October pension payments to December 2012, the commission would have had to declare financial urgency and impose extreme reductions in June 2013 to generate $23m of expense reductions in the remaining 3 months of the fiscal year (assuming implementation of operational and pension savings that have been discussed recently that address the remaining portion of the budgetary gap). S' Plan E - You have described as your management rights' What is your plan with reference to purported layoffs, furloughs, etc. should you not have contracts in place by Sept. 30th? Is this a plan that you will enact regardless of the plans above and below? This is clearly the most draconian of all of the options since it is the most painful to our employees and would indisputably lead to reductions in services to our residents. Given the city's financial status, actions that are taken should be conservative in nature' Although we are working closely with the unions to execute agreements by September 30, 2012' if we do not, and the commission chooses not to impose reductions, we would proceed with the impasse process. Assuming the pension boards agree to defer October pension payments to December 2812^ management rights would be exercised if the impasse process becomes delayed and it does not seem that the impasse would he resolved/concluded by January 2013' The reductions through implementation of management rights would be accomplished through the implementation of furloughs and/or 6. Plan F - Aptly named for its letter, it is a declaration of financial emergency. To me this is the worst of the plans and would leave the city to be run by a body of unelected officials. This has the potential to be catastrophic to both our employees and our residents' Having said that, what is the trigger date? The triggers for financial emergency are outlined in F.S. 218.503' Given the options that are available to reduce our expenses through imposition or management rights, the scenarios that would trigger financial emergency would not present themselves in the foreseeable future. As stated above,these options will be discussed in more detail at the upcoming Executive Session. Please advise should you need any additional information. Johnny Martinez, P.E. City Manager Submitted into the public record inconnection with item 0H' 11mn 09-27-12 Priscilla A.Thompson City Clerk From: Suarez, Francis (Commissioner) Sent; Wednesday, SeptembarO5 I012 11:55AM To: Martinez, Johnny Cc: L|onenhe, Mike Subject: Plans to resolve budget crisis Mr. Manager, As we discussed yasterday, what am requesting from this administration at our next executive session is the deve|opnnentofUhefo|lowUngsix(b)plonsthatIhrnnula0eUmndpresentedtotheadnl|nistraUoOsevera|weeksago. They are detailed and outlined below: 1. Plan A - Utilizing the remaining days of the fiscal year (now 25) to negotiate vigorously and in good faith to obtain contracts with all of our labor units by September3Oth. This should be our number one plan and priority. l feel that all of the distractions we have had to date and the instability in the finance department have led ustostray from that goal. What /syour negmtabonschedule tnmeet this deadline? 2. Plan B - Working backward from the date of financial emergency, could the administration simply continue along the traditional negotiation process which could lead u|itmnate|y to impasse but is not seen as an overtly hostile act by our employees who have been forced togive concessions year after year. 3.Plan C-The 3rdDCAreverses the trial court'sinjunction negandingyourinvmcationoffinanda|urgency. Assuming that this means the financial urgency statute was properly invoked by you, when is the final date the commission NEEDS to impose reductions to avoid a financial emergency? (Obviously the commission reserves the right to declare a financial urgency at any point before that date, if it determines that it is necessary and in the best interest ofour employees and residents) 4. Plan D ' Supposing the 3nd DCA upholds the trial court's decision and working backwards from the date of financial emergency (it is indisputable that our financial position becomes more urgent as we approach that day), what is the last day that the commission would need to declare afinanc|a| urgency sothat an imposition could take place prior to a financial emergency? (Obviously the commission reserves the right hmdeclare a financial urgency at any point before that date, if it determines that it is necessary and in the best interest of our employees and residents) 5. Plan E -You have described asyour management rights. What is your plan with reference to purported layoffs, furloughs, etc. should you not have contracts in place by Sept. 30th? Is this a plan that you will enact regardless of the plans above and below? This is clearly the most draconian of all of the options since it is the most painful to our employees and would indisputably lead to reductions in services toour residents. 6. Plan F - Aptly named for its letter, it is a declaration of financial emergency. To ma this is the worst o[the plans and would leave the city toberun bvabody ofunelected officials. This has the potential tohecatastrophic toboth our employees and our residents. Having said that, what isthe trigger date? Each of these plans requires foresight, planning and on ability to execute. They all have rigid and defined timelines. To provide anything less to our commission, to me, is o disservice to my colleagues, the residents of our great city and the employees that make our city function. What concerns me is that in the last few weeks your administration has been beset by distraction after distraction, which, in combination with other factors, has resulted in an inability tmfully formulate even one ofthe above plans. Thank you, _Francis Suarez City o[Miami Commissioner District 4 3500 Pan American Drive Miami, FL 33133 Submitted into the public record |nconnection with item BH.11qn 09'27'12 Priscilla A'Thompson City Clerk Phone: (305) 250-5420 Fax: (305) 856-5230 fsuarez@miamigov.com Error! Filename not specified. 4 Submitted into the public record in connection with item BH. 11 on 09-27-12 Priscilla A. Thompson City Clerk Lioren8e,Mike Pnmnn: AJfonso, Daniel J. Sent: Sunday, September 0g.2O129:47PK8 To: L|onen0m. h8ihm Cc: Suarez, Francis (Commissioner) Subject: RE: Budget Questions Attachments: Finance - 2 Base Budget Details.PDF; Revenue Detail YTID as of July.pdf Mike, it probably would be better in person, but here are some easy ones that I could get fairly quickly for you. Please note that the report that you are pulling the numbers from is an aggregate of the changes for the City as a whole. To understand what happens in the big picture, we have to dissect the department changes and show where the impact is. See the attached notes, | owe you some ofthe expense items. It's alittle late and | need tnget home tonight. I'll ask staff tocheck itout for me. The link below takes you to the folder that we made available in July with all of the detailed reports.|attached the one for Finance so that you can see how they break down the revenue (interest and Fines and Forfeitures) as an example. \\data»erve[l 5\usen\Rivemide\ SHARED\IO1IComplete Agendas\FY1I'1] |nfonnation\FY1Z,l3Proposed Budget Backup Data Daniel lAlfonso Director, Management and Budget Office:305-4l6'lS85 ACT From:Uorente, Mike Sent: Thursday, SeptemberO6 201I11:29AM To: Alfonso, Danim|l Cc: Suarez, Francis (Commissioneh;Uorente,Mike Subject: RE: Budget Questions Omnny, Thanks, asalways, for your prompt and detailed responses. VVehave afew more questions, which are detailed below. If you prefer todiscuss these questions in person, please let me know. Basically, we would like some dariflicabononthe following changes from the FY2O11-2O13budget. Thanks. Revenue (pp.260-262 in the budget book) Category Change Comments Responses Interest and Penalty -$70Ok Projected revenue substantially lower than prior fiscal years Interest income iobased onan assumption that we will get paid an interest on the Ci1y`m cash. The current rates that weare getting ooour cash are pitiful (about .2 perccnt);this ionot abnormal, remember, vve will need the cash, so we can't tie itup inlong term Submitted into the public • recora in connection wan item BH. 11 on 09-27-12 investments. We spoke to the Finance Dept. staff that manages the cash and they told us that we could expect to see a decline in our interest income due to market conditions. Priscilla A. Thompson City Clerk Other Fines and Forfeitures + $200k Note that Fines and Forfeitures overall is decreasing in Budget from FY12 to FY13, but this particular line we are increasing the Budget for. If you look at what is in this revenue category (see page 307 code 459000) you will note that it applies to Solid Waste, Building, Code Compliance, and Lot Clearing costs recovery. I looked at the individual Department's revenue (pages 263 to 267) and noted that it appears that the increase is partly in Building and in Finance. If you look back to FY09, the City used to collect higher revenue in this category. It is one that we are looking into to see if we are leaving money out there. State Shared Revenues - $700k Projected revenue substantially lower than prior 4 fiscal years The State Shared revenues are tied to what the State of Florida Revenue Estimating conference produces. We simply take their estimates and put them in the Budget. They are usually pretty accurate. I will say that this number was updated higher after we printed the book. However, be careful when looking at this line. Note that we split (page 261) the old category into three separate revenue lines this year in order to better track each category of shared revenue. If you add the three we are ahead of last year. State Pension Payment + $4.9 million Is this the Fire Fighters Pension Fund that was previously reported in Transfers -In? Are we assuming firefighters will give up their 175 money again this fiscal year? Yes, this is the FOP and IAFF pension money. What is interesting is that you can see the actual amount over the years, we have to put it on our books even though we don't normally get to keep it. Yes, we assumed that the Fire Rescue guys would either give us the Section 175 money again, or make it up with something else. It is being negotiated. Shared Revenues from Other Local Units + $600k What is included in this category, aside from MPA? Note that on page 307 line 438000 identifies this. It is the Village of Key Biscayne Fire Rescue reimbursement to the City for Services rendered and the MPA. Occupational License — Business + $260k We increased this revenue because we felt that the actual collections warranted. See attached report as of July on page 4. Note 2 Submitted into the public • ICLUILI ill item BH. 11 on 09-27-12 that you have to take the penalties and off - set the increase. When more people pay, we collect more upfront, but collect less on the penalty. Priscilla A. Thompson Cty Clerk Occupational License — Penalty - $500k See above and attachement. Building Permits + $1 million Projected revenue substantially higher than prior 4 fiscal years Remember that the City changed the way in which fees for building are computed. We ran this number by the Building Department and they were very comfortable with it. The attached report also shows that they are well above the budget year to date. Other Licenses, Fees, and Permits + $2.6 million Projected revenue substantially higher than prior 4 fiscal years Same as above; remember that they are also anticipating quite a bit of perrnit revenue to start to flow in from the billion dollar project on Brickell, AND the revenue for Murals which is in P&Z is in this category and it is going through the roof. Other Miscellaneous Revenues - $7.5 million Does this category include red light cameras? If so, what is the projected revenue from them? The Red Light Camera revenue is supposed to be reported in this line. It is projected to be about $5 million Gross this year. We initially budgeted $4.2 million but will increase it to $4.5 as we feel more comfortable with the projections. BUT the big drop in this revenue is simply a shift in accounting. If you go to page 266 in Risk Management you will note that this revenue goes from $6.6 million to $0.!!! We shifted this revenue to the internal service fund for Health. Contra Revenue for Bad Debt + $250k Based on Historical look at Risk Management line 469900 page 6 of the attached revenue report. Other Non Operating Sources + $500k Projected revenue substantially higher than prior 4 fiscal years Law Department $127K MPA Retainer IT .Miami Domain name sale $250K. Parks Department $389K, the consolidation of Grapeland increased the revenue for this category in GF and decreased in the Special Revenue. CFS-PS Police Services + $600k Projected revenue substantially higher than prior 4 fiscal years The YTD actual for this category is exceeding the current year budget (page 7 of revenue attached revenue report), thus we were encouraged to increase this line. Note that Police overall declined about $300K (top of page 266); the Vehicle impound program and the Commercial Vehicle enforcement programs did not yield revenue as thought. CFS-C&R Other + $2 million Projected revenue This is a function of the consolidation of Culture and substantially higher Grapeland into the General Fund; and Recreation than prior 4 fiscal years Moving the Moorings Field Marina from Special Revenue to the General Fund as well. Note that Parks on page 269 and Public Facilities on page 270 show an increase in CFS revenue. If you go to the detail reports in the shared folder, it's there. I'll show you how to track it down when I see you. CFS - Other Charges + $2.4 million Projected revenue This last category has a bunch of stuff in for Services substantially higher than prior 4 fiscal years it. We are working with Finance to break it down in the future, note that on page 309, it lists all of the items in this one, there are a lot of them. The biggest impact on this increase is associated with Finance collections for Magic City Casino, Jai -Alai and an increase of $500K for parking surcharge. The attached report shows the Finance Detail and on page 264 you can see the increase in budget. Additionally, the July revenue report shows that they were already above budget for the year, we felt good about this increase. I'll work on the Expenses later, when I see you. Expenses (pp. 273-275 in the budget book) Category Change Comments Reposnses 2 .4 •ti co '4.• -- Professional Services + $500k Projected expense substantially higher than prior 4 fiscal years rsi -.F. '6 S 0 Other Contractual Services + $300k _ -a .2: c • Other Current Charges and Obligations - $OU Operating Supplies + $260k Motor Fuel + 800k What was the actual expenditure for FY 2012? FY12 is not over yet, but as of July we were just short of $6 million. We know that the bill lag, so we project to be over budget for the year. Primarily in the Police Department. Machinery & Equipment + $300k Projected expense substantially higher than 4 prior 4fiscal years Capital Leases +$).2million No expenditures for this line item in priorfimcol years. Was his previously reported ioadifferent line item? Primarily attributable tothe equipment items being proposed for Solid Waste Single Stream. bderfundTrmomfero +$6.5 million Advances - $3.7 million Line item was zeroed out From: Alfonso, Daniel l Sent: Wednesday, September D5 201310:0IPM To: Ummente, Mike Cc: Suarez, Francis (Commissioner) Subject: FVV: Budget Questions Mike, good questions! VVehave tried toanswer them all tothe best ofour knowledge, |fmore clarification isneeded, or if the answers cause more questions toarise, feel free tocall onus. P.S. the attachment is for Q-5. Daniel 1Alfonso Director, Management and Budget Office: 305-416-1585 iACT From: Uonente, Mike Sent: Wednesday, September O5,2O1I12:O2PM To: Alfonso, Daniel l Cc: Suarez, Francis (Commissioner) Subject: Budget Questions VVahave the following general budget questions: 1. The attached PDFincludes 5-vearexpenditures projections bydepartment. Domx*have projections bycategory (i.e., regular salaries, other salaries, overtime, retirement contributions, etc.)? Mike, at this time we do not have the Five Year Plan broken out by those categories. The long term outlook \s developed with standard growth assumptions that are applied inthe aggregate tolarge numbers, not atthe line item |awe|. For example, on page 209 we note that for the assumptions we grew operating expenses at two percent, except for Health and Pension which wmeknow grow differently. Those were grown otaseparate growth rate so that inthe aggregate the expenses grew at about 4 to 4.6 percent overall as noted in page 200 where the Five Year Plan description begins. Submitted into the public record inconnection with 5 item BH'1Imn 09'27'12 Priscilla A.Thompson City Clerk 2. The attached Word document includes rough projections on the City's pension and health insurance liabilities over the next 5 years. Do we know how the ideas being discussed with the various unions would impact these projections? The discussions being discussed with the labor unions would significantly impact the base number, the starting point. That is to say, the starting number which is currently about $85 million would be reduced to about $69 million, then the projected growth rates as noted on page 209 would apply. We also have some more specific budget questions: Please refer to the FY 13 Proposed Budget Book pages. 1. The 2013 budget includes an increase of $2.3 million (or 12%) in "Special Pay." Why? On the attachment to the Mayor's message (1" of the NDA Adjustments), and in the Manager's message (2nd page, 5 paragraph) at the front of the Proposed Budget, we explain that the reserve for one-time pay -outs is being increased by $2.3 million. This increase is needed because of the anticipated increase in number of personnel that we know will leave City service as they end their Drop. In FY 2012-13, we anticipate that the leave liability for the 98 employees that will end their DROP is about $4 million. This number is about $2 million greater than what had been estimated about a year ago for FY 2011-12. Hence, we see a need to increase the Pay -Out Reserve for One time pay (Special Pay) which is currently at $9.35 million as shown on page 236 in the detail of the Non -Departmental Budget. This reserve increase for one-time pay, which is also noted as Special Pay in the Oracle Object for expense, should not be confused with the "Special Pay" for sworn police and fire rescue personnel. Those are not changing. 2. The 2013 budget includes an increase of $1.2 million (or 20%) in "Overtime." Why?... one would think that overtime expenses would go down as the City hires dozens of new police officers. In any event, I believe this item is being discussed as part of union negotiations, correct? The Overtime Budget for the Police Department as originally budgeted was inadequate for two important reasons. One, in Court appearances alone, the Police Department overtime is about $1 million; meaning that all other overtime would fit within the additional $2 million of PD overtime. That would not be possible, primarily because another $500,000 of Police overtime is incurred in special assignments paid for by the Federal Government. We accept the revenue which offsets the expense; nonetheless, the expense still has to be recorded as overtime. That would leave only $1.5 million for all other operationally needed overtime in the Police Department. Even with the new hires, it is not realistic to assume that a department that exceeded $6 million in overtime expense in FY2010-11 would cut it back all the way to under $3 million; given the amount of coverage needed for staff on leave at any one time, court time, and federally paid assignments as noted above. For these reasons, we recommended the increase of OT in PD by an additional $500,000 as shown on the line item detail for Police on page 171. The other $750,000 increase in overtime is attributable to the Overtime Reserve as noted on the Mayor's message attachment (last of the NDA items) and shown on the NDA line item detail on page 235 and further noted on page 236. This is an offset to possible OT issue that may arise from Worker Compensation reduction. Explained in more detail below in the Worker Compensation question response. Submitted into the public record in connection with This is not a union negotiation issue. item BH. 11 on 09-27-12 Priscilla A. Thompson City Clerk 3. The 2013 budget includes an increase of $1 million (or 12% ) in "Other Salaries and Wages." Why? The budget for Other Salaries and Wages citywide is greatly impacted by the payments for the Summer Programs at the Parks and the consolidation of the Grapeland Park from the Special Revenue fund into the General Fund. More information about the funding of the Summer Programs and the amount of the Grapeland consolidation is explained on the Park and Recreation narrative that starts on page 180. Notes on this particular subject are on page 184 and the line item detail is shown on page 185. 4. The 2013 budget includes an increase of $500k (or 97%) in "Professional Services — Medical." Why? The Proposed Budget includes the funding of medical exams for the officers in the Police Department for FY 2012-13. This is a $400,000 increase from the current year. Remember that in the current year, physicals is one of the items that the FOP gave up. Additionally, as noted on the attachment to the Mayor's message in the Police section and on 6 page 169 (Police Department narrative), the proposed budget includes an additional allocation of $96,000 for Psychological Counseling for police personnel. 5. The 2013 budget includes an increase of $340k (or 11%) in "Pension Administrative Costs." Why? The increase in Pension Administrative Cost is fully attributable to the GESE Board requested funding increase. See Attached Administrative Cost Breakdown. Note that this is item BH15 and BH16 on the Agenda for the 13th of September. The City Administration cannot force the GESE Board to adjust its Budget request, we did ask them to reduce it. 6. The 2013 budget includes an decrease of $3.6 million (or 29%) in the "Workers' Compensation." Is this reasonable? YES. Prior to FY 2012-13, the employee portion of workers' compensation payment was budgeted in two places, in Risk Management in the form of Worker Compensation costs citywide and in the salary budget of the various departments. In FY 2012-13, the employee portion will only be budgeted in the department as part of their regular salary and not in Risk; thus, removing the duplication in worker's compensation. In the past, if an employee was out on a work related injury, the department did not pay him his salary, it was budgeted in Risk; but, the employees full salary was already budgeted in the department!!! Departments may have to backfill an employee that is out on a work related injury (Solid Waste, Police, Fire Rescue, GSA mechanics) are needed to get the job done. In the past, if the department backfilled the loss of the employee with overtime or a temporary hire, the cost of OT or the temp was born by the savings of not paying for the employee. We have taken out the double -count; therefore, we created an Overtime Reserve so that if a department has staff on worker compensation and they incur more overtime expense than budgeted as a result, we have the reserve to cover the gap. Thanks, Michael Llorente Chief -of -Staff Commissioner Francis Suarez 3500 Pan American Drive Miami, FL 33133 Tel: 305-250-5423 Fax: 305-856-5230 mllorente@miamigov.com 7 Submitted into the public record in connection with item BH. 11 on 09-27-12 Priscilla A. Thompson City Clerk Finance FY 2012-13 Budget - Base Budget Details Revenues Property Taxes 411100 - Ad Valorem Taxes -Real REF: Millage computation (BDCS Entry ID: 49092) $194,650,000 Keep rate flat 7.5710 - 1M (00001.162000 - Finance - Treasury Management) 411150 - Ad Valorem Taxes -Real -Delinquent FY-2013 (BDCS Entry ID: 49093) $7,100,000 GF collection (00001.162000 - Finance - Treasury Management) 411200 - Ad Valorem Taxes -Penalty & Interest ytd collection very low. (BDCS Entry ID: 49515) 550,000 GF collection (00001.162000 - Finance - Treasury Management) 411300 - Ad Valorem Taxes -Personal Ref: Millage Computation (BDCS Entry ID: 49513) $12,491,600 Keep rate flat 7.5710 (00001.162000 - Finance - Treasury Management) 411350 - Ad Valorem Taxes -Personal -Delinquent YTD collection (BDCS Entry ID: 49516) $71,800 GF COLLECTION (00001.162000 - Finance - Treasury Management) Total Property Taxes: $214,363,400.00 Franchise Fees and Other Taxes 413100 - Franc Fee -Electricity Revenue from the sale of a franchise license granted to Florida Power and Light to construct, maintain and operate within City of Miami limits. (BD(S Entry ID: 49391) General Fund collection (00001.162000 - Finance- Treasury Management) 413400 - Franc Fee -Gas $26,000,000 Revenue from gas franchises granted permission to erect, install, maintain and operate a system of works, pipes $435,000 arid pipelines in order to transport, distribute and sell manufactured or natural gas (BDCS Entry ID: 49392) General Fund Collection (00001.162000 - Finance - Treasury Management) Total Franchise Fees and Other Taxes: $26,435,000.00 Interest 461110 - Interest & Penalty -Investment Print Date/Time: 9/7/2012 7:13:04 PM Submitted into the public record in connection with item BH. 11 on 09-27-12 Priscilla A. Thompson City Clerk Page 1 of 9 Interest on investments and other interests. (BDCS Entry ID: 49393) $800,000 General Fund Collection (00001.152000 - Finance - Treasury Manogement) Total Interest: $800,000.00 Transfers -IN 481000 - Other-Interfund Transfer Contributions from PST's remaining from the repayment of Special Obligation Bonds ($17,357,751) and the funding of operational needs in the Miami Convention Center ($2,522,500). (BDCS Entry ID: 47862) As per FY- 2012 (00001.162000 - Finance - Treasury Manogement) Contribution of $.06 Local Option Gas Tax. (BDCS Entry ID; 47863) Estimates =4,552,109.*0.95 (00001.162000 - Finance - Treasury Management) Transfer from ARRA-Police (BDCS Entry ID: 47864) Justification: Retirement contribution under Minor Object 522000 for seven (7) police officers - Positions #11530, 11540, 11509,11553, 11563, 11577 & 11575. $69,874 Pension cost recorvery for FIPO (00001.152000 - Finance - Treasury Management) $36,257,100 $4,419,500 S69,900 Total Transfers -IN: $40,746,500.00 Fines and Forfeitures 454000 - Fines -Violation of Local Ordinances Violations of Local Ordinances (BDCS Entry ID: 49399) $40,000 GF collection (00001.162000 - Finance - Treasury Management) 459000 - Fines -Other Fines And/Or Forfeits Fine or penalty - Lot Clearing - Need to move this line item to Code (BDCS Entry ID: 49401) 5150,000 General Fund Collection (00001.162000 - Finance - Treasury Management) Total Fines and Forfeitures: $190,000.00 Intergovernmental Revenues 435000 - State Shared Revenues State Shared Revenues - Alcohol Lic. Tax (BDCS Entry ID: 49409) 5475,000 General Fund Collection -Alcohol Lic. Tax -A/R 86312 Revenue from State of Florida for approved licenses to engage in the business of manufacturing, bottling, distributing, selling or dealing with alcoholic beverages. (00001.152000 - Finance - Treasury Management) Mobile Home Tax (BDCS Entry ID: 49410) General Fund Collection Mobile Home Tax- A/R 82702 Revenue from a State of Florida license fee for motor vehicles, Mobile Homes are subject to license fee unless classified and taxed as real property. This license fee is in lieu of ad valorem taxes. (00001.152000 - Finance - Treasury Management) 435001 - Municipal Rev Sharing $90,000 Print Date/Time: 9/7/2012 7:13:04 PM Submitted into the public record in connection with item BH. 11 on 09-27-12 Priscilla A. Thompson City Clerk Page 2 of 9 Municipal Revenue Sharing (BDCS Entry ID: 49741) $10,982,800 GF collection:$915,235.38 x12 (00001.162000 - Finance - Treasury Management) 435002 - Half Cent Sales Tax Half Cent Sales Tax (BDCS Entry ID: 49740) $23,740,000 GF collection (00001.162000 - Finance - Treasury Management) 438000 - Shared Revenues From Other Local Units From MPA (BDCS Entry ID: 49502) $6,500,000 Gf collection (00001.162000 - Finance - Treasury Management) Total Intergovernmental Revenues: $41,787,800.00 Licenses and Permits 421100 - Occupational Licenses -Business Charges for licenses on privileges, businesses, professions or occupations. Additionally, this revenue serves the $6,700,000 purpose of regulation. (BDCS Entry ID: 49503) GF collection (00001.162000 - Finance - Treasury Management) 421200 - Occupational Licenses -Business -Penalty Occupational Licenses -Business -Penalty (BDCS Entry ID: 49504) $250,000 Gf collection (00001.162000 - Finance - Treasury Management) 421400 - Occupational Licenses -Metro Occupational Licenses -Metro (Revenue from MDC) (BDCS Entry ID: 49505) $575,000 GF Collection (00001.162000 - Finance - Treasury Management) 429000 - Other Licenses, Fees and Permits Certificate of use renewals (BDCS Entry ID: 49506) $4,000,000 GF collection (00001.162000 - Finance - Treasury Management) Total Licenses and Permits: $11,525,000.00 Other Revenues (Inflows) 469000 - Misc-Other Miscellaneous Revenues Service Charge - Late fees (BDCS Entry ID: 49507) $2,400,036 Gf collection (00001.162000 - Finance - Treasury Management) Total Other Revenues (Inflows): $2,400,036.00 Charges for Services Print Date/Time: 9/7/2012 7:13:04 PM Submitted into the public record in connection with item BH. 11 on 09-27-12 Priscilla A. Thompson City Clerk Page 3of9 441200 - CFS-GG-Internal Service Fund Fees And Charges LIEN SEARCH FEES (BDCS Entry ID: 49508) $300,020 Gf Collection (00001.162000 - Finance - Treasury Management) 449000 - CFS-Other Charges for Services Parking Lockbox (CR Division - (BDCS Entry ID: 49509) $15,000,000 Gf Collection - Ref : Memo line - Parking Lockbox (CR Division). Projection provided by CCSG (00001.162000 - Finance - Treasury Management) Revnue from Casino Magic City - Cust. 83292 (BDCS Entry ID: 49510) Memo line Cust 83292 (00001.162000 - Finance - Treasury Management) Revenue from 24504 Florida Gaming Centers Inc (World Jai Alai) (BDCS Entry ID: 49511) Cust 24504 (00001.162000 - Finance -Treasury Management) $900,000 $750,000 Total Charges for Services: $16,950,020.00 Total Revenues: $355,197,756.00 Expenditures Personnel 512000 - Regular Salaries and Wages Salary Projection System (SPS) entry. (BDCS Entry ID: 45898) $411,525 For a detail listing of positions and pay elements in this entry, please see "FY 2013 Position Control (DS 8)" report for this department. This report is in PDF format, and is available through the Budget Analyst responsible for this particular department, (00001.160000 - Finance - Director's Office) Salary Projection System (SPS) entry. (BDCS Entry ID: 45901) $1,820,566 For a detail listing of positions and pay elements in this en try, please see "FY 2013 Position Control (DS 8)" report for this department, This report is in PDF format, and is available through the Budget Analyst responsible for this particular department. (00001.161000 - Finance - General Accounting) Salary Projection System (SPS) entry. (BDCS Entry ID: 45904) $1,591,179 For a detail listing of positions and pay elements in this entry, please see "FY 2013 Position Control (DS 8)" report for this department. This report is in PDF format, and is available through the Budget Analyst responsible for this particular deportment. (00001.162000 - Finance - Treasury Management) Salary Projection System (SPS) entry. (BDCS Entry ID: 45907) $445,270 For a detail listing of positions and pay elements in this entry, please see "FY 2013 Position Control (DS 8)" report for this department. This report is in PDF format, and is available through the Budget Analyst responsible for this particular department. (00001.163000 - Finance - Financial System Services) 513000 - Other Salaries and Wages Staff Services Temp (BDCS Entry ID: 46922) $60,300 2 temps for BTRs/Customer Service 28,000 x 2=56,000 FICA 4,284 (00001.162000 - Finance - Treasury Management) 516000 - Fringe Benefits Print Date/Time: 9/7/2012 7:13:04 PM Submitted into the public record in connection with item BH. 11 on 09-27-12 Priscilla A. Thompson City Clerk Page 4 of 9 Print Date/Time: 9/7/2012 7:13:04 PM Salary Projection System (SPS) entry. (BDCS Entry ID: 45899) $8,400 For a detail listing of positions and pay elements in this entry, please see "FY 2013 Position Control (DS 8)" report for this department. This report is in PDF format, and is available through the Budget Analyst responsible for this particular department. (00001,160000 - Finance - Director's Office) Salary Projection System (SPS) entry. (BDCS Entry ID: 45902) $4,200 For a detail listing of positions and pay elements in this entry, please see "FY 2013 Position Control (DS 8)" report for this department. This report is in PDF format, and is available through the Budget Analyst responsible for this particular department. (00001.151000 - Finance - General Accounting) Salary Projection System (SPS) entry. (BDCS Entry ID: 45905) $9,600 For o detail listing of positions and pay elements in this entry, please see "FY 2013 Position Control (DS 8)" report for this department. This report is in PDF format, and is available through the Budget Analyst responsible for this particular department. (00001,162000 - Finance - Treasury Management) Salary Projection System (SPS) entry. (BDCS Entry ID: 45908) $1,800 For a detail listing of positions and pay elements in this entry, please see "FY 2013 Position Control (DS 8)" report for this department. This report is in PDF format, and is available through the Budget Analyst responsible for this particular department. (00001.163000 - Finance - Financial System Services) 521000 - Fica Taxes Salary Projection System (SPS) entry. (BDCS Entry ID: 45900) $32,125 For a detail listing of positions and pay elements in this entry, please see "FY 2013 Position Control (DS 8)" report for this department. This report is in PDF format, and is available through the Budget Analyst responsible for this particular department. (00001,160000 - Finance - Director's Office) Salary Projection System (SPS) entry. (BDCS Entry ID: 45903) $139,596 For a detail listing of positions and pay elements in this entry, please see "FY2013 Position Control (DS 8)" report for this department. This report is in PDF format, and is available through the Budget Analyst responsible for this particular department. (00001,161000 - Finance - General Accounting) Salary Projection System (SPS) entry. (BDCS Entry ID: 45906) $122,460 For a detail listing of positions and pay elements in this entry, pieose see "FY 2013 Position Control (DS 8)" report for this department. This report is in PDF format, and is available through the Budget Analyst responsible for this particular department. (00001.152000 - Finance - Treasury Management) Salary Projection System (SPS) entry. (BDCS Entry ID: 45909) $34,201 For a detail listing of positions and pay elements in this entry, please see "FY 2013 Position Control (D5 8)" report for this department. This report is in PDF format, ond is available through the Budget Analyst responsible for this particular department. (00001.163000 - Finance - Financial System Services) 522000 - Retirement Contributions Salary Projection System (SPS) entry. (BDCS Entry ID: 53725) $128,071 For a detail listing of positions and pay elements in this entry, please see "FY 2013 Position Control (DS 8)" report for this department. This report is in PDF format, and is available through the Budget Analyst responsible for this particular departmen (00001.163000 - Finance - Financial System Services) Salary Projection System (SPS) entry. (BDCS Entry ID: 53759) $556,598 For a detail listing of positions and pay elements in this entry, please see "FY 2013 Position Control (D5 8)" report for this department. This report is in PDF format, and is available through the Budget Analyst responsible for this particular departmen (00001.162000 - Finance - Treasury Management) Salary Projection System (SPS) entry. (BDCS Entry ID: 53794) $636,843 For a detail listing of positions and pay elements in this entry, please see "FY2013 Position Control (DS 8)" report for this department. This report is in PDF format, and is available through the Budget Analyst responsible for this particular departmen (00001.161000 - Finance - General Accountina) Submitted into the public record in connection with item BH. 11 on 09-27-12 Priscilla A. Thompson City Clerk Page 5 of 9 Salary Projection System (SPS) entry. (BDCS Entry ID: 53795) $109,336 For a detail listing of positions and pay elements in this entry, please see "FY2013 Position Control (DS 8)" report for this department. This report is in PDF format, and is available through the Budget Analyst responsible for this particular departmen (00001.160000 - Finance - Director's Office) 523000 - Life and Health Insurance Salary Projection System (SPS) entry. (BDCS Entry ID: 53834) $330,746 For a detail listing of positions and pay elements in this entry, please see "FY 2013 Position Control (DS 8)" report for this department. This report is in PDF format, and is available through the Budget Analyst responsible for this particular departmen (00001.162000 - Finance - Treasury Management) Salary Projection System (SPS) entry. (BDCS Entry ID: 53853) $394,351 For a detail listing of positions and pay elements in this entry, please see "FY 2013 Position Control (DS 8)" report for this department. This report is in PDF format, and is available through the Budget Analyst responsible for this particular deportmen (00001.161000 - Finance - General Accounting) Salary Projection System (SPS) entry. (BDCS Entry ID: 53931) $76,326 For a detail listing of positions and pay elements in this entry, please see "FY 2013 Position Control (DS 8)" report for this department. This report is in PDF format, and is available through the Budget Analyst responsible for this particular departmen (00001.150000 - Finance - Director's Office) Salary Projection System (SPS) entry. (BDCS Entry ID: 53941) $63,605 For a detail listing of positions and pay elements in this entry, please see "FY 2013 Position Control (DS 8)" report for this department. This report is in PDF format, and is available through the Budget Analyst responsible for this particular departmen (00001.163000 - Finance - Financial System Services) Total Personnel: $6,977,098.00 Operating Expense 524000 - Workers' Compensation Salary Projection System (SPS) entry. (BDCS Entry ID: 53953) $21,528 For a detail listing of positions and pay elements in this entry, please see "FY2013 Position Control (DS 8)" report for this department. This report is in PDF format, and is available through the Budget Analyst responsible for this particular departmen (00001.161000 - Finance - Treasury Management) Salary Projection System (SPS) entry. (BDCS Entry ID: 53982) $25,668 For a detail listing of positions and pay elements in this entry, please see "FY 2013 Position Control (DS 8)" report for this department. This report is in PDF format, and is available through the Budget Analyst responsible for this particular departmen (00001.161000 - Finance - General Accounting) Salary Projection System (SPS) entry. (BDCS Entry ID: 54046) $4,968 For a detail listing of positions and pay elements in this entry, please see "FY 2013 Position Control (DS 8)" report for this department. This report is in PDF format, and is available through the Budget Analyst responsible for this particular departmen (00001.160000 - Finance - Director's Office) Salary Projection System (SPS) entry. (BDCS Entry ID: 54053) $4,140 For o detail listing of positions and pay elements in this entry, please see "FY2013 Position Control (DS 8)" report for this department. This report is in PDF format, and is available' through the Budget Analyst responsible for this particular deportmen (00001.163000 - Finance - Financial System Services) 531000 - Professional Services First Southest (FSW) (BDCS Entry ID: 46878) $15,000 Financial advisory services (00001,160000 - Finance - Director's Office) Print Date/Time: 9/7/2012 7:1304 PM Submitted into the public record in connection with item BH. 11 on 09-27-12 Priscilla A. Thompson City Clerk Page 6 of 9 PFM (BDCS Entry ID: 46879) Financial advisory services (00001.160000 - Finance - Director's Office) Crowden (BDCS Entry ID: 46880) EORT actuarial services (00001.160000 - Finance - Director's Office) Penn Credit (BDCS Entry ID: 46900) Bad Debt Collection (anticipated collections of $200k with administrative fees of 15%) (00001,162000 - Finance - Treasury Management) MN Investments Services $15,000 $25,000 $30,000 (BDCS Entry ID: 46901) $25,000 Investment advisory services (00001.162000 - Finance - Treasury Management) 532000 - Accounting and Auditing Ernst & Young (BDCS Entry ID: 46881) $452,000 External auditors Per Contract $439,000 fee plus $13,000 contingency (00001,160000 - Finance - Director's Office) 533000 - Court Reporter Services Court Services (BDCS Entry ID: 46902) $2,000 Fees paid for various uses: satisfaction of judgements, special background checks required for certain BTRs and amounts necessary to record liens with County Clerk's Office (00001.162000 - Finance - Treasury Management) 534000 - Other Contractual Services Presstek (BDCS Entry ID: 46882) $2,500 maintenance on 2 check sealing machines used for payroll and vendor checks as well as BTR and al sealing (00001.160000 - Finance - Director's Office) Troy Printer (BDCS Entry ID: 46883) $1,000 Payroll and accounts payable check printers maintenance (00001.160000 - Finance - Director's Office) Paypal (BDCS Entry ID: 46884) $700 Annual fees for credit card processing at cashier window (00001.160000 - Finance - Director's Office) Spare in the Air (BDCS Entry ID: 46905) $2,000 POS Cashier Printer (00001,162000 - Finance - Treasury Management) Dunbar (BDCS Entry ID: 46906) 59,000 Armored truck serivces (00001.162000 - Finance - Treasury Management) Evare (BDCS Entry ID: 46907) $7,000 Investing Services (00001,152000 - Finance - Treasury Management) Zip Mailer (BDCS Entry ID: 46908) $5,000 Mailing (00001.162000 - Finance - Treasury Management) Supplies (BDCS Entry ID: 46909) $1,000 Bank Bags (00001.162000 - Finance - Treasury Management) 540000 - Travel and Per Diem GFOA annual conference; FGFOA annual conference (BDCS Entry ID: 46885) Amount needed to satisfying continuing professional education credits for the director's office (00001,160000 - Finance- Director's Office) Submitted into the public record in connection with $3,500 Print Date/Time: 9/7/2012 7:13:04 PM item BH. 11 on 09-27-12 Priscilla A. Thompson City Clerk Page 7 of 9 Continuing professional education credits (BDCS Entry ID: 46894) $3,500 Allocation needed to allow professional staff to attend GFOA and FGFOA annual conferences in order to maintain CPE and current with government accounting pronouncements. (00001,161000 - Finance - General Account)ng) Continuing Professional Education Credits (BDCS Entry ID: 46911) Allocation needed for employees with professional certifications to maintain their training and ottend the GFOA and FGFOA annual conferences, (00001,162000 - Finance - Treasury Management) Continuing Professional Education Credits (BDCS Entry ID: 46916) Amount needed to maintain CPEs for professionals of division (00001.153000 - Finance - Financial System Services) 541100 - Postage $4,500 $3,500 Postage (BDCS Entry ID: 46888) Postage (00001.160000 - Finance - Director's Office) Postage (BDCS Entry ID: 4689S) Mailing costs for accounts payable checks, annual CAFRs/Single Audit Reports (00001.161000 - Finance - General Accounting) Postage (BDCS Entry ID: 46912) Mailings for all invoices and dunning notices (00001.151000 - Finance - Treasury Management) 544000 - Rentals and Leases $500 $13,000 $80,000 Copiers (BDCS Entry ID: 46889) Copiers for director's office (00001.160000 - Finance - Director's Office) Copiers (BDCS Entry ID: 46896) Copiers (00001.151000 - Finance - General Accounting) 5harp Copier (BDCS Entry ID: 46913) Copier services (00001.162000 - Finance - Treasury Management) 548100 - Advertising and Related Costs $1,500 $2,500 $2,000 Advertising (BDCS Entry ID: 46890) Advertising for anticipated RFPs (00001.160000 - Finance - Director's Office) 551000 - Office Supplies $1,000 Office Supplies (BDCS Entry ID: 46891) All check stock 1099 forms W-2 forms Paper supplies Toners for printers (00001.150000 - Finance - Director's Office) Office Supplies (BDCS Entry ID; 46897) Office supplies to include, toner and paper (00001.161000 - Finance - Office Supplies (BDCS Entry ID: 46914) Toner, paper, stock paper for 6TRs/CU form papers, invoices, dunning n Finance - Treasury Management) Office Supplies (BDCS Entry ID: 46917) Office Supplies (00001.163000 - Finance - Financial System Services) Print Date/Time: 9/7/2012 7:13:04 PM General Accounting) otices and envelopes (00001.162000 - Submitted into the public record in connection with item BH. 11 on 09-27-12 Priscilla A. Thompson City Clerk $16,500 $5,000 $27,050 $800 Page 8 of 9 554000 - Subscriptions, Memberships, Licenses, Permits & Others Memberships and Dues (BDCS Entry ID: 46893) $6,000 GFOA CAFR AWARD PROGRAM GFOA PAFR AWARD PROGRAM Licenses and membership dues for various professional organizations (CPA, CGFO, AGA, FGFOA, A1CPA, FICPA, GA58 GARS SUBSCRIPTION, GASB PRONONCEMENT SUBSCRIPTION) (00001,160000 - Finance - Director's Office) Licenses and Memeberships (BDCS Entry ID: 46899) $1,500 Membership for various professional organizations to include: APA AGA CPE Credits CPA FGFOA RENEWAL FICPA AICPA (00001,161000 - Finance - General Accounting) Licenses and Memberships (BDCS Entry ID: 46915) $5,050 Various professional organizations: Public Treasurer, Treasurers, APT membership, FGFOA renewals, CGFO renewals (00001.162000 - Finance - Treasury Management) Licenses and Memberships (BDCS Entry ID: 46918) $500 Various professional organizations: PM! Membership APA Renewal (00001.163000 - Finance - Financial System Services) Total Operating Expense: $826,404.00 Total Expenditures: $7,803,502.00 Print Date/Time: 9/7/2012 7:13:04 PM *** Report End *** Submitted into the public record in connection with item BH. 11 on 09-27-12 Priscilla A. Thompson City Clerk Page 9 of 9 City of Miami Revenue Objects by Department - General Fund YTD Actual vs. Budget with Projections Year to Date July 31, 2012 Revised Budget Submitted into the public record in connection with item BH. 11 on 09-27-12 Priscilla A. Thompson City Clerk FY 2011-12 Year to Date Projected Actual at 07/31/12 Current FY Variance Favorable / (Unfavorable) Property Taxes 411100 - Ad Valorem Taxes -Real $215,449,900 $207,877,180.51 $208,820,172 ($6,629,728) $194,602,600 $190,370,219.29 $190,670,172 ($3,932,428) Finance Police 411150 - Ad Valorem Taxes -Real - Delinquent $194,602,600 $190,370,148.04 $0 $71.25 $8,100,000 $5,998,923.87 $190,670,100 $72 $6,100,000 ($3,932,500) $72 ($2,000,000) Finance 411200 - Ad Valorem Taxes -Penalty & Interest $8,100,000 $100,000 $5,998,923.87 $0.00 $6,100,000 $50,000 ($2,000,000) ($50,000) Finance 411300 - Ad Valorem Taxes - Personal sioa000 50.00 550,000 ($50,000) $12,447,300 $11,508,037.35 $12,000,000 ($447,300) Finance 411350 - Ad Valorem Taxes - Personal -Delinquent $12,447,300 $200,000 $11,508,037.35 $0.00 $12,000,000 ($447,300) so ($200,000) Finance $200,000 $0.00 $0 ($200,000) Franchise Fees and Other Taxes 412400 - S,U&F Taxes -Local Option Fuel Tax $36,350,000 $70,911,192.23 $0 $5,005,984.60 $96,703,800 $6,576,800 $60,353,800 $6,576,800 Finance 413100 - Franc Fee -Electricity $0 $5,005,984.60 $25,500,000 $16,161,401.04 $6,576,800 $26,000,000 $6,576,800 $500,000 Finance 413400 - Franc Fee -Gas $25,500,000 $500,000 $16,161,401.04 $303,844.16 526,000,000 $500,000 $435,000 ($65,000) Finance 414100 - Utility Ser Fee -Electricity $500,000 $303,844.16 $0 $19,716,306.08 $435,000 ($65,000) $24,544,400 $24,544,400 Finance 414300 - Utility Ser Fee -Water $0 $19,716,306.08 $0 $3,068,715.96 $24,544,400 $24,544,400 $3,695,300 $3,695,300 Finance 414400 - Utility Ser Fee -Gas FY 2011-12 Variance Revised Year to Date Projected Favorable / Budget Actual at 07/31/12 Current FY (Unfavorable) $0 $3,068,715.96 $3,695,300 $3,695,300 $0 $1,088,883.67 $1,149,200 $1,149,200 Finance 414500 - Utility Ser Fee -Cable Television $0 $1,088,883.67 $1,149,200 $1,149,200 $0 $326,349.50 so so Finance 414700 - Utility Ser Fee -Fuel Oil $0 $326,349,50 $0 $0 $0 $11,156.92 $13,100 $13,100 Finance 415000 - Public Service Taxes $0 $11,156.92 $13,100 $13,100 $0 17,044,495.34 $23,940,000 $23,940,000 Finance 419000 - Other Taxes $0 $17,044,495.34 $23,940,000 $23,940,000 $10,350,000 $8,184,054.96 $10,350,000 $o Finance SO ($15,752.34) $0 $0 Public Works $10,350,000 $8,199,807.30 $10,350,000 $0 Interest 461100 - Misc-Interest & Penalty $1,500,000 $2,203,139.03 $2,141,000 $641,000 $0 ($96,290.16) $28,000 $28,000 Finance Solid Waste 461110 - Interest & Penalty - Investment $0 ($99,520.20) $25,000 $25,000 $0 $3,230.04 $3,000 $3,000 $1,500,000 $2,112,448.94 $2,113,000 $613,000 Finance 461300 - Misc-Net Increase Decrease In Fair Value Of $1,500,000 $2,112,448.94 $2,113,000 $613,000 $0 $186,980.25 $0 $0 Finance $0 $186,980.25 $0 $0 Transfers -IN $46,110,500 $1,339,002.64 $5,408,000 (540,702,500) 481000 - Other-Interfund Transfer $46,110,500 $1,339,002.64 $5,408,000 ($40,702,500) Finance $46,110,500 $1,259,002.64 $5,328,000 ($40,782,500) Submitted into the public record in connection with item BH. 11 on 09-27-12 Priscilla A. Thompson City Clerk Submitted into the public record in connection with item BH. 11 on 09-27-12 Priscilla A. Thompson City Clerk Neighborhood Enhancement Teams (NET) FY 2011-12 Variance Revised Year to Date Projected Favorable / Budget Actual at 07/31/12 Current FY (Unfavorable) $0 $80,000.00 $80,000 $80,000 Fines and Forfeitures $5,000,000 $3,795,728.48 $3,971,179 ($1,028,821) 451000 - Fines -Judgments And Fines $4,000,000 $3,064,289.06 $3,084,300 ($915,700) Police $4,000,000 $3,064,189.06 $3,084,300 ($915,700) 454000 - Fines -Violation of Local Ordinances $0 $61,184.30 $62,900 $62,900 Finance $0 $44,286.40 $44,300 $44,300 Police $0 $16,897.90 $18,600 $18,600 459000 - Fines -Other Fines And/Or $1,000,000 $670,255.12 $823,979 ($176,021) Forfeits Building $203,800 $248,355.16 $300,000 $96,100 Code Compliance $0 $369,389.86 $445,000 $445,000 Finance $13,400 $29,740.10 $30,000 $16,600 Hearing Boards $0 ($2.63) ($13) ($23) Planning and Zoning $775,500 $77,801.90 $138,000 ($637,500) Police $0 $6,001.74 $6,002 $5,002 Solid Waste $7,300 ($61,032.01) ($95,000) ($102,300) Intergovernmental Revenues 431000 - Federal Grants $42,477,500 $34,356,315.27 $44,917,109 $2,439,609 $0 ($189,784.18) ($182,100) ($182,100) Finance $0 ($157,085.00) ($257,100) ($257,100) Porks and Recreation $0 $67,300.82 $75,000 $75,000 434000 - State Grants $0 $987.74 $1,009 $1,009 CIP Administration $0 $7.40 $9 $9 Parks and Recreation $0 ($19.30) $0 $0 Public Facilities $0 $999.64 $1,000 $1,000 435000 - State Shared Revenues $1,250,000 $1,494,800.34 $2,428,200 $1,178,200 FY 2011-12 Variance Revised Year to Date Projected Favorable / Budget Actual at 07/31/12 Current FY (Unfavorable) Finance $450,000 $169,496.71 $822,100 $372,100 Fire -Rescue $800,000 $1,325,303.63 $1,606,100 $806,100 435001- Municpal Revenue Sharing $11,011,500 $8,237,118.42 $11,982,800 $971,300 Finance 435002 - Half Cent Sales Tax $11,011,500 $8,237,118.42 511,982,800 $971,300 $23,737,000 $19,565,472.95 $24,150,000 $413,000 Finance 438000 - Shared Revenues From Other Local Units $23,737,000 $19,565,472.95 $24,150,000 $413,000 $6,479,000 $5,247,720.00 $6,537,200 $58,200 Finance Fire -Rescue $6,000,000 $4,800,000.00 56,000,000 50 $479,000 $447,720.00 $537,200 $58,200 Licenses and Permits 421000 - Occupational Licenses $36,616,500 $31,025,803.52 $38,912,332 $2,295,832 $0 $2,293.89 $2,725 $2,725 Finance Police 421100 - Occupational Licenses - Business $0 $2,168.89 52,700 $2,700 $0 $25.00 $25 $25 $6,439,600 $7,212,140.23 $7,500,000 $1,060,400 Finance 421200 - Occupational Licenses - Business -Penalty $6,439,600 $7,212,140.23 $7,500,000 $700,000 $157,626.39 $200,009 $1,060,400 ($499,991) Finance Police 421400 - Occupational Licenses - Metro $700,000 $157,617.42 $0 $8, 97 $615,300 $231,535.85 $200,000 $9 $570,000 ($500,000) $9 ($45,300) Finance 422000 - Building Permits $615,300 $231,535.85 $570,000 ($45,300) $7,439,000 $6,203,216.02 $7,000,000 ($439,000) Building $7,439,000 $6,203,216.02 $7,000,000 ($439,000) 429000 - Other Licenses, Fees and Permits $21,422,600 $17,218,991.14 $23,639,598 $2,216,998 Building $350,100 $281,938.46 $300,000 ($50,100) Submitted into the public record in connection with item BH. 11 on 09-27-12 Priscilla A. Thompson Citv Clerk FY 2011-12 Variance Revised Year to Date Projected Favorable / Budget Actual at 07/31/12 Current FY (Unfavorable) Code Compliance $0 $55,905.75 $72,800 $72,800 Finance $5,073,600 $1,374,514.98 $3,423,900 ($1,649,700) Fire -Rescue $2,070,000 $2,217,727.50 $2,419,700 $349,700 Planning and Zoning $1,752,500 $4,019,480.39 $4,600,000 $2,847,500 Police $101,000 $99,192.00 $118,200 $17,200 Public Works $23,400 $29,441.00 $30,000 $6,600 Solid Waste $12,052,000 $9,145,791.06 $12,674,998 $622,998 Other Revenues (Inflows) 462000 - Misc-Red Light Camera Fines $17,845,600 $16,465,268.03 $18,469,356 $623,756 $4,100,000 $4,609,094.67 $5,000,000 $900,000 ClP Administration $4,100,000 $4,609,094.67 $5,000,000 $900,000 464000 - Misc-Disposition Of Fixed $0 $177,933.24 $183,324 $183,324 Assets Building $0 $556.36 $600 $600 Communications $0 $5.00 $5 $5 Finance $0 $210.00 $114 $114 Fire -Rescue $0 $36,468.20 $36,500 $36,500 GSA $0 $133,427.16 $138,000 $138,000 information Technology $0 $50.00 $800 $800 Police $0 $7,084.32 $7,200 $7,200 Public Facilities $0 $97.20 $0 $0 Solid Waste $0 $35.00 $105 $105 465000 - Misc. Sales of Surplus $200,000 $0.00 $0 ($200,000) Material and Scrap Finance $197,500 $0.00 $0 ($197,500) Solid Waste $2,500 $0.00 So ($2,500) 469000 - Misc-Other Miscellaneous $10,625,100 $9,752,911.57 $11,161,868 $536,768 Revenues Submitted into the public record in connection with item BH. 11 on 09-27-12 Priscilla A. Thompson City Clerk FY 2011-12 Variance Revised Year to Date Projected Favorable / Budget Actual at 07/31/12 Current FY (Unfavorable) Building $250,200 $242,139.89 $275,000 $24,800 C!P Administration $0 $776.20 $800 $800 City Clerk $1,000 $364.29 $400 ($600) Equal opportunity and Diversity $0 $2.25 $0 $0 Programs Finance $2,343,600 $1,871,995.17 52,000,000 ($343,600) Fire -Rescue $10,300 $9,713.37 $12,200 $1,900 GSA $0 $11,875.78 $12,000 $12,000 Neighborhood Enhancement $0 $1,060.55 $1,100 $1,100 Teams (NET) Parks and Recreation $101,800 $30,368.02 $35,000 ($66,800) Planning and Zoning $700 $2,377.11 $4,900 $4,200 Police $731,600 $41,448.02 $41,500 ($690,100) Public Facilities $536,500 $230,220.60 $268,968 ($267,532) Purchasing $0 $9,983.50 $10,000 $10,000 Risk Management $6,644,400 $7,300,165.65 $8,500,000 $1,855,600 Solid Waste $5,000 $421.17 $0 ($5,000) 469300 - Misc. Settlements $0 $100,000.00 $100,000 $100,000 Risk Management 469900 - Contra Revenue for Bad Debt $0 $100,000.00 $100,000 $100,000 $0 $261,418.95 $285,400 $285,400 Police 489000 - Other -Other NonOperating Sources $0 $261,418.95 $285,400 $285,400 $1,627,800 $1,429,671,44 $1,595,500 ($32,300) Building $0 $18,500.00 $21,800 $21,800 Cade Compliance $0 $36,700.00 $36,700 $36,700 Finance $682,000 $0.00 $0 ($682,000) Fire -Rescue $70,800 $52,491.94 $63,500 ($7,300) GSA $0 $4,500.00 $5,400 55,400 Submitted into the public record in connection with item BH. 11 on 09-27-12 Priscilla A. Thompson City Clerk FY 2011-12 Variance Revised Year to Date Projected Favorable / Budget Actual at 07/31/12 Current FY (Unfavorable) WA $0 $531,944.32 $531,000 $532,000 Parks and Recreation $0 $4,000.00 $4,800 $4,800 Police $875,000 $773,235.18 $919,800 $44,800 Public Facilities $0 $2,000.00 $3,000 $3,000 Public Works $0 $4,100.00 $5,500 $5,500 Solid Waste $0 $2,200.00 $3,000 $3,000 489900 - Other -Other $1,292,700 $134,238.16 $143,264 ($1,149,436) Nonoperating Sources Finance $1,057,700 ($6,241.77) $0 ($1,057,700) Low $0 $127,764.00 $127,764 $127,764 Police $135,000 $12,715.93 $15,500 ($119,500) Charges for Services 441200 - CFS-GG-Internal Service Fund Fees And Charges $81,897,400 $79,395,451.93 $341,200 $470,788.70 $84,517,232 $2,619,832 $505,610 $154,410 Finance $291,200 $415,376.43 $425,400 $134,200 Police $0 $210.00 $210 $110 Public Works $50,000 $45,202.27 $80,000 $30,000 441900 - CFS-GG-Other General $600,000 $577,304.01 $677,087 $77,087 Government Charges And Fees City Clerk $700 $87.00 $87 ($613) Parks and Recreation $552,400 $552,653.54 $650,000 $97,600 Public Facilities $46,900 $24,563.47 $27,000 ($19,900) 442100 - CFS-PS-Police Services $2,900,000 $2,858,904.62 $3,345,330 $445,330 Finance $0 $25.00 $30 $30 Fire -Rescue $0 $22,672.72 $22,700 $22,700 Police $2,900,000 52,578,556.10 $3,011,600 5111,600 Risk Management $0 $257,650.70 $300,000 $300,000 Submitted into the public record in connection with item BH. 11 on 09-27-12 Priscilla A. Thompson City Clerk 442200 - Fire Protection Services FY 2011-12 Variance Revised Year to Date Projected Favorable / Budget Actual at 07/31/12 Current FY (Unfavorable) $7,000 $724.84 $725 ($6,275) Fire -Rescue 57,000 $724.84 5725 (56,275) 442400 - CFS-PS-Emergency Service $7,000,000 $6,145,301.10 $7,380,300 $380,300 Fees Fire -Rescue Human Resources 442500 - CFS-PS-Protective Inspection Fees $7,000,000 $6,145,531.74 $7,380,300 $380,300 50 ($230.64) $0 $0 $77,900 $221,165.60 $273,500 $195,600 Finance Fire -Rescue 442600 - CFS-PS-Ambu lance/False Alarm $2,000 $473.04 52,000 $0 $75,900 5220,692.56 $271,500 $195,600 $0 $464,049.98 $566,600 $566,600 Fire -Rescue 442900 - CFS-PS-Other Public Safety Charges And Fees $0 $464,049,98 $566,600 $566,600 $375,000 $311,034.52 $380,000 $5,000 Police 443400 - CFS-PE-Garbage/Solid Waste Revenue $375,000 $311,034.52 $380,000 $5,000 $25,768,400 $25,561,419.11 $25,126,500 ($641,900) Building $50,000 $20,141.11 $24,000 ($26,000) Finance $7,000 $0.00 50 ($7,000) Parks and Recreation $4,300 $2,107.97 $2,500 ($1,800) Solid Waste $25,707,100 $25,539,170.03 $25,100,000 ($607,100) 443800 - CFS-PE-Cemetery Fees $0 $296.46 $300 $300 Parks and Recreation 443900 - CFS-PE-Other Physical Environment Revenue $0 $296.46 $300 $300 $130,300 $272,554.33 $283,280 $152,980 Public Facilities Solid Waste 444600 - CFS-Trans-Tolls $25,000 $127,640.00 $137,280 5112,280 $105,300 $144,914.33 $146,000 $40,700 $190,000 $179,357.00 $240,000 $50,000 Parks and Recreation $190,000 $179,357.00 $240,000 Submitted into the public record in connection with item BH. 11 on 09-27-12 Priscilla A. Thompson City Clerk $50,000 447500 - CFS-C&R-Special Recreation Facilities FY 2011-12 Variance Revised Year to Date Projected Favorable / Budget Actual at 07/31/12 Current FY (Unfavorable) $717,000 $862,851.88 $975,000 $258,000 Parks and Recreation Public Facilities 447900 - CFS-C&R-Other Culture/Recreation $575,000 $781,518.70 $875,000 $300,000 $142,000 $81,333.18 $100,000 ($42,000) $9,652,200 $8,451,708.95 $9,701,700 $49,500 City Clerk $100 $1,650.00 $1,700 $1,600 Civil Service $0 $1,584.84 $0 $0 Parks and Recreation $2,511,100 $2,075,850.35 $2,500,000 ($11,100) Public Facilities $7,141,000 $6,372,623.76 $7,200,000 $59,000 448000 - CFS -Rents and Royalties $6,615,400 $5,387,337.80 $5,852,500 ($762,900) Public Facilities 449000 - CFS-Other Charges for Services $6,615,400 $5,387,337.80 $5,852,500 (5762,900) $27,523,000 $27,630,653.03 $29,208,800 $1,685,800 Building $4,000,200 $4,162,837.68 $4,500,000 $499,800 City Clerk $500 $471.20 $500 SO Finance $14,554,800 $14,797,545.79 $15,000,000 $445,200 Fire -Rescue $301,700 $368,424.69 $443,900 $142,200 Information Technology $0 $603.08 $1,000 $1,000 Law $0 $25,000.00 $30,000 $30,000 Parks and Recreation $218,700 $98,951.03 $140,000 ($78,700) Planning and Zoning $427,700 $1,116,442.42 $1,240,000 $812,300 Police $689,400 $508,498.12 $616,400 ($73,000) Public Facilities $12,500 $19,703.08 $22,000 $9,500 Public Works $1,142,500 $844,460.78 $1,000,000 ($142,500) Risk Management $0 $38,358.29 $40,000 $40,000 Solid Waste $6,175,000 $5,649,355.87 $6,175,000 $0 Submitted into the public record in connection with item BH. 11 on 09-27-12 Priscilla A. Thompson City Clerk FY 2011-12 Revised Year to Date Budget Actual at 07/31/12 Variance Projected Favorable / Current FY (Unfavorable) Total GF Revenues $483,247,400 $447,369,081.64 $503,860,180 $20,612,780 Submitted into the public record in connection with item BH. 11 on 09-27-12 Priscilla A. Thompson City Clerk Llorente, Mike From: Scott Simpson [ssimpson@miamiparking.com] Sent: Monday, September 10, 2012 4:16 PM To: Suarez, Francis (Commissioner); Llorente, Mike Subject: Fwd: GASB 67 Attachments: GASB 67.pdf; ATT00001.htm Per your request. Sent from my iPhone Begin forwarded message: From: "Margie Carmenates" <moarmenatesgmiamiparking.com> To: "Scott Simpson" <ssimpsonmiamiparking.com> Subject: GASB 67 Please find GASB 67 attached. Margie v6c14)(0, Submitted into the public record in connection with item BH. 11 on 09-27-12 Priscilla A. Thompson City Clerk Llorente, Mike From: Sent: To: Cc: Subject: Mr. LLorente, Elena Valdes [elena@gese.org] Tuesday, September 11, 2012 5:55 PM Llorente, Mike Elenberg, Sandra RE: GESE Pension Budget Questions In response to your e-mail, please find additional information on these four line items in the proposed GESE Budget. • Investment Consultant increased by $40,000 because the board approved a 3 year Experience Study at a cost of $25,000 and an Asset Liability Modeling Study (ALM) at a cost of $15,000 • Consulting Actuary increased by $30,000 for the ALM • Repairs and Maintenance increased by $200,000 to cover the customization to the PensionGold Software System we are still working on from the ordinance changes the commissioners made effective October 1, 2010. It is a 6 phase project. We are currently working on Phase 4, which is the largest with a fee of $150,000, that will hopefully be completed by the beginning of October of this year. Phase 5 and 6 are an additional $26,750 and $12,500= $39,250+ $150,000 for Phase 4 = $189,250. I left a $9,000 cushion for additional customization charges that are most likely to occur. • Machinery & Equipment increased by $70,000 because we need to purchase 5 new servers, 12 desktops for the NAP, and 6 Laptops for Staff. Thank You, Elena Valdes Administrative Asst. III City of Miami General Employees' & Sanitation Employees' Retirement Trust 2901 Bridgeport Avenue Coconut Grove, FL 33133 Telephone (305) 441-2300 Ext. 207 Fax (305) 441-2307 Email: ELENA(ci,GESE.ORG This e-mail, and any attachments thereto, is intended only for use by the addressee(s) named herein and may contain legally privilege and/or confidential information. If you are not the intended recipient of this e-mail, you are hereby notified that any dissemination, distribution or copying of this e-mail and any attachments thereto, is strictly prohibited. If you have received this e- mail in error, please notift me by replying to this message and permanently deleting the original and any copy of this e-mail and any printout thereof. From: Sandra Elenberg [mailto:sandraoese.orci] Sent: Tuesday, September 11, 2012 4:27 PM To: elenaPgese.orq Cc: chris(@gese.org Subject: FW: GESE Pension Budget Questions From: Llorente, Mike [mailto:mllorente©miamigov.corn] Sent: Tuesday, September 11, 2012 4:57 PM To: Elenberg, Sandra Cc: Suarez, Francis (Commissioner) Subject: GESE Pension Budget Questions Submitted into the public record in connection with item BH. 11 on 09-27-12 Priscilla A. Thompson City Clerk Per Chairman Suarez's request, please provide additional information on the following line items in the proposed GESE Budget. Increase of$4O,0X]O(or 1996)for "Investment Consultant" Increase of$3O,OOO(or 2SY6)for "Consulting Actuary" Increase of$3OOOOO(or 51%)for "Repair and Maintenance Services" - Increase mf$70'OOO(or 46096) for "Machinery and Equipment" Thanks, Michael 0onmnte Chief -of -Staff Commissioner Francis Suarez 35OOPan American Drive Miami, FL33133 Te|:3QS'ZSO-S423 Fax:]0S'DS6'S23O mUonente@miamigow.com 2 Submitted into the public record inconnection with item 0H.11on 09'27-22 Priscilla A.Thompson Llorente, Mike From: Sent: To: Cc: Subject: Attachments: Mike, Larned, Janice Wednesday, September 12, 2012 8:48 AM Llorente, Mike; Suarez, Francis (Commissioner) Martinez, Johnny; Cabrera, Luis; Bravo, Alice; Alfonso, Daniel J. Fwd: EXEMPT FS119 Miami Backdrop Documentation 090712.pdf Please find attached the description of the underlying assumptions used by the actuary when preparing the estimates related to the Backdrop pension program. Let me know if you require additional information. Janice Begin forwarded message: From: "Larned, Janice" <JLarned@miamigov.com> Subject: EXEMPT FS119 Date: September 8, 2012 6:50:59 PM EDT To: "Cabrera, Luis" <luiscabrera@miamiciov.com>, "Bravo, Alice" <abravo@miamiciov.com> Cc: "Martinez, Johnny" <lohnnymartinez ia igov.com> Luis, Please find attached the summary explanation of the Backdrop plan for FOP and IAFF that you may wish to pass along to the Chair, as requested. I forwarded the copy to Danny this morning. Let me know if you need anything further. Regards, Janice Larned Assistant City Manager Chief Financial Officer City of Miami Riverside Center 444 S.W. 2nd Avenue - 10th Floor Miami, Florida 33130 Office: 305-416-1011 Fax: 305-416-1019 Email: ilarned@miamigov.com 1 Submitted into the public record in connection with item BH. 11 on 09-27-12 Priscilla A. Thompson City Clerk Website: www.miamigov.com This communication may contain confidential and/or otherwise proprietary material and is thus for use only by the intended recipient. If you received this in error, please contact the sender and delete the e-mail and its attachments from all computers. Begin forwarded message: From: "AC@ActuarialConcepts.com" <acAactuarialconcepts.com> Subject: FIPO Plan Backdrop Study Date: September 7, 2012 4:46:40 PM EDT To: Janice Larned <jlarned@miamigov.com> Janice - Attached is our actuarial analysis of the Backdrop proposal. - Mike Actuarial Concepts 2950 Halcyon Lane, Suite 402 Jacksonville, Florida 32223 904.262.3020 acactuarialconcepts,com 2 Submitted into the public record in connection with item BH. 11 on 09-27-12 Priscilla A. Thompson City Clerk CITY OF MIAMI FIRE FIGHTERS AND POLICE OFFICES RETIREMENT PLAN Actuarial Study — Proposed Backdrop Benefit The City is considering the submission of a proposed revision to the FIPO Plan. The changes would be effective as of the date of adoption of those changes and apply to active members as of the effective date. This study measures the impact on the plan's contribution requirements of making the proposed changes as described below: The proposed Backdrop provision will replace the Drop benefit option. The Backdrop benefit option, as for Drop, allows eligible members to elect to receive a lump sum payment in addition to a monthly pension annuity instead of the then earned annuity benefit. The monthly benefit payable on a member's retirement from the City would be the benefit the member would have received based on then current pensionable pay and service if the member left employment on an earlier normal retirement date. A lump sum payment would be equal to the accumulation of annuity payments which would have been received during the Backdrop period. Annuity payments will be accumulated at an actuarial rate of 3% per year. The provisions of the proposed Backdrop option are as follows: Eligibility All members are eligible to elect Backdrop after completing one year of service after eligibility for normal retirement. A Backdrop election must be made within 10 years after becoming eligible for normal retirement. Members who work more than 10 years after retirement would not be eligible for the Backdrop option. The maximum Backdrop period is 7 years. Members who wish to elect Backdrop must provide at least 6 months notice to separate, or a lesser period could apply if approved by the City Manager (due to special circumstances). Submitted into the public record in connection with item BH. 11 on 09-27-12 Priscilla A. Thompson City Clerk tCon gp s Distribution Options The lump sum portion of the Backdrop benefit option is payable as a cash option, rollover to another tax deferred account option, or combination of cash and rollover. The annuity portion of the Backdrop benefit option is payable according to the annuity form elected. For purposes of the study it was assumed that all members would elect the Backdrop option and that all members would elect a 5-year Backdrop period. (Although it is expected that some members will elect a shorter Backdrop period and others would elect a longer Backdrop period, it was assumed the average Backdrop period would be 5 years.) The assumed retirement rates in use by the plan were adjusted to reflect these assumptions. The current plan assumptions are based on plan benefits including a "forward" Drop. We have assumed the plan's current rates were developed in accordance with the State's funding policy that requires actuarial funding to the beginning of the Drop period, not to the end of employment. Thus, the current rates were "moved forward" 5 years to reflect the ability to fund up to when the Backdrop option is elected (at the end of employment). Since we are not responsible for preparing the official 2011 actuarial review, this study presents an independent actuarial analysis of the current plan as well as the proposed change to the current plan applicable to active members. The City has requested the analysis be done separately for Police and Fire. We developed separate pro forma results for both the current plan and the study based on actual individual data for each group, and developed contribution separate requirements by assigning assets in proportion to the actuarial liabilities of each group. The impact of implementing the changes outlined above is based on our pro forma version of the latest actuarial review of the Plan (October 1, 2011). Results are as follows: Submitted into the public record in connection with item BH. 11 on 09-27-12 Priscilla A. Thompson City Clerk WM SIM 71 arc. ro 04,` an S • SS IS IN MO IS SI NO ay.'s tor ois. Ia.. OMNI ft Mg SSW S. Conc4pts CITY OF MIAMI FIRE FIGHTERS AND POLICE OFFICES RETIREMENT PLAN Actuarial Study — Proposed Backdrop Benefit City of Miami Firefighters 1. Member Data (a) Active Members (b) Total Anticipated Payroll for Next 12 Months (c) Actuarial Present Value (APV) of Future Valuation Payroll 2. Assets (a) Market Value (b) Actuarial Value 3. Liabilities (a) APV of Future Benefits (1) Active Members - -Retirement - -Withdrawal —Disability —Death --Refund of Contributions --Total (2) DROP Retirees (3) Retirees and Beneficiaries (4) Disabled Members (5) Vested Terminated and Limited Members (6) Total (b) Present Value of Future Employee Contributions (c) City Present Value of Future Normal Cost, Net of Assets: [3(a)(6)-3(b)-2(b)] 4. Contribution Requirements* for Year Ended (a) Plan Normal Cost (including expenses)** (b) Amortization Payment (c) Total City Requirements* 5. Percent of payroll (a) Plan Normal Cost (b) Amortization Payment (c) Total City Requirements* Assumed payable quarterly starting October 1, 2012. Includes expense normal cost. 10/1/11 ProForma (1) 430 $ 35,042,069 499,270,643 323,703,328 377,233,877 122,450,081 7,868,938 14,852,425 1,504,332 705,959 $ 147,381,735 Included Below 439,904,232 10,605,124 1,264,452 $ 599,155,543 49,927,064 171,994,602 09/30/13 16,148,752 N/A 16,148,752 46.08% N/A Submitted into the public record in connection with item BH. 11 on 09-27-12 Priscilla A. Thompson City Clerk 46.08% 10/1/11 Study Net Changes (2) 430 35,042,069 503,008,235 323,703,328 377,233,877 122,300,850 7,868,938 14,491,481 2,129,896 705,150 $ 147,496,315 Included Below 439,904,232 10,605,124 1,264,452 599,270,123 50,300,824 171,735,423 09/30/13 12,821,608 N/A 12,821,608 36.59% N/A 36.59% (3) = (2) - (1) Same Same 3,737,592 Same Same (149,231) Same (360,944) 625,564 (808) 114,581 Same Same Same 114,581 373,759 (259,179) (3,327,144) (3,327,144) -9.50% -9.50% pts CITY OF MIAMI FIRE FIGHTERS AND POLICE OFFICES RETIREMENT PLAN Actuarial Study — Proposed Backdrop Benefit City of Miami Police 1. Member Data (a) Active Members (b) Total Anticipated Payroll for Next 12 Months (c) Actuarial Present Value (APV) of Future Valuation Payroll 2. Assets (a) Market Value (b) Actuarial Value 3. Liabilities (a) APV of Future Benefits (1) Active Members --Retirement — Withdrawal — Disability --Death --Refund of Contributions --Total (2) DROP Retirees (3) Retirees and Beneficiaries (4) Disabled Members (5) Vested Terminated and Limited Members (6) Total (b) Present Value of Future Employee Contributions (c) City Present Value of Future Normal Cost, Net of Assets: [3(a)(6)-3(b)-2(b)] 4. Contribution Requirements* for Year Ended (a) Plan Normal Cost (including expenses)** (b) Amortization Payment (c) Total City Requirements* 5. Percent of payroll (a) Plan Normal Cost (b) Amortization Payment (c) Total City Requirements* Assumed payable quarterly starting October 1, 2012. Includes expense normal cost. 10/1/11 ProForma (1) 766 47,194,736 551,142,869 663,381,631 773,084,496 243,878,986 9,189,257 13,520,017 1,419,501 1,370,910 $ 269,378,671 Included B.elow 901,518,032 21,733,618 2,591,305 $ 1,195,221,626 38,580,001 383,557,129 09/30/13 32,254,894 N/A 32,254,894 68.34% N/A Submitted into the public record in connection with item BH. 11 on 09-27-12 Priscilla A. Thompson City Clerk 68.34% 10/1/11 Study Net Changes (2) 766 47,194,736 636,715,412 663,381,631 773,084,496 220,951,355 9,189,257 19,642,214 2,803,865 1,246,708 $ 253,833,399 Included B.elow 901,518,032 21,733,618 2,591,305 $ 1,179,676,353 44,570,079 362,021,778 09/30/13 29,272,910 N/A 29,272,910 62.03% N/A 62.03% ono OM am Zit 'au IL (3) = (2) - (1) Same Same $ 85,572,543 Same Same (22,927,631) Same 6,122,197 1,384,364 (124,203) (15,545,273) Same Same Same (15,545,273) 5,990,078 (21,535,351) (2,981,985) (2,981,985) -6.32% -6.32% Concgpts Uorente, Mike Alfonso, Daniel J. Wednesday,September 12.20122:58PK8 L|onanWe, Mike; Larnod, Janice KXartinmz, Johnny; Cabnyna, Luis; Bravo, Alice; Suarez, Francis (Commissioner) RE: EXEMPT FS11S The current plan iobeing eliminated, There will brnopenalty for dropping back because nnone can drop back toadate prior to their eligibility. The penalty was in place because employees could drop back to a date prior to their eligible date. The projected savings have taken this into account. Regards; Daniel ]. Alfonso Director, Management and Budget Office: 385'416'1585 iACT From: Llorente, Mike Sent: Wednesday, September 12, 3012 1:28PM To: Lamed,Janice Cc: Martinez, Johnny; Cabrera, Luis; Bravo, Alice; Alfonso, Daniel I.; Suarez Francis (Commissioner) Subject: RE: EXEMPT FS119 Janice, My understanding is that the current Backdrop Program requires a "discount" ofapproximately 7%for the years included inthe Backdrop. Soifanemployee decides toBackdrop, that employee's pension benefits would hebased on the earlier retirement date and the employee would be entitled to a lump sum payment of9396 of the pension benefits he would have received during the Backdrop period. In other words, if the employee would have received $400,000 during the Backdrop period, he would only receive $37Z'OOO. - bthis correct? |fso, what hthe reason for the discount? Are vveeliminating the discount aspart ofthe new Backdrop Program? |fso, how would this affect the projected savings? Michae|Uorente Chief -of -Staff Commissioner Francis Suarez 35ODPan American Drive Miami, FL331]] Te|:3OS'25O'S4J3 Fax:3O5'8S6-S23O mUorente@miamigm.com Submitted into the public record inconnection with item BH.11pn 09-27'12 Priscilla A'Thompson City Clerk From: Larned, Janice Sent: Wednesday, September 12, 2012 8:48 AM To: Llorente, Mike; Suarez, Francis (Commissioner) Cc: Martinez, Johnny; Cabrera, Luis; Bravo, Alice; Alfonso, Daniel J. Subject: Fwd: EXEMPT FS119 Mike, Please find attached the description of the underlying assumptions used by the actuary when preparing the estimates related to the Backdrop pension program. Let me know if you require additional information. Janice Begin forwarded message: From: "Larned, Janice" <JLarned@ 'amioov.com> Subject: EXEMPT FS119 Date: September 8, 2012 6:50:59 PM EDT To: "Cabrera, Luis" <luiscabreramiamicov.com>, "Bravo, Alice" <abravo@miamigov.com> Cc: "Martinez, Johnny" <johnnymartinez ia oov.com> Luis, Please find attached the summary explanation of the Backdrop plan for FOP and IAFF that you may wish to pass along to the Chair, as requested. I forwarded the copy to Danny this morning. Let me know if you need anything further. Regards, Janice Larned Assistant City Manager Chief Financial Officer City of Miami Riverside Center 444 S.W. 2nd Avenue - 10th Floor Miami, Florida 33130 Office: 305-416-1011 Submitted into the public record in connection with item BH. 11 on 09-27-12 Priscilla A. Thompson City Clerk 2 Fax: 305-416-1019 Email: ilarnedmiamigov.com Website: www.miamigov.com This communication may contain confidential and/or otherwise proprietary material and is thus for use only by the intended recipient. If you received this in error, please contact the sender and delete the e-mail and its attachments from all computers. Begin forwarded message: From: "ACActuarialConcepts.com" <ac@actuarialconcepts.com> Subject: FIPO Plan Backdrop Study Date: September 7, 2012 4:46:40 PM EDT To: Janice Larned <jlarnedmiannioov.com> Janice - Attached is our actuarial analysis of the Backdrop proposal. - Mike Actuarial Concepts 2950 Halcyon Lane, Suite 402 Jacksonville, Florida 32223 904.262.3020 acactuarialconcepts.corn Submitted into the public record in connection with item BH. 11 on 09-27-12 Priscilla A. Thompson City Clerk Llorente, Mike From: Sent: To: Cc: Danny, Llormnte. Mike Wednesday, September 12.20125:1OPK8 A|fonso, Uonia|J. Suarez, Francis (Commissioner); Martinez, Johnny FVV: Update on |CANN Dot Miami Obviously, this means vveneed toeliminate the projected revenue of$25O0UOfrom the Miami domain sale (currently budgeted under "Other Non Operating Sources"). 80chaw|Uorentw Chief -of -Staff Commissioner Francis Suarez 3SO0Pan American Drive Miami, FL33l33 Te|:]O5-25U-5423 Fax:305-856-523Q mUonemte@miamigom.mm Submitted into the public record inconnection with item QH.11on 09-27'12 Priscilla A.Thompson City Clerk From: Torres, Cindy Sent: Tuesday, September 11,IO125:23PM To: Bravo Alice; [obnes\ Luis; Com|ko, Frank (Commissioner); Castaneda, Frank; Gort, Wifredo(Commbsioner); lenWm4 Jeffrey; Lmrned,Janice> UVrente, Mike; Martinez, Johnny; Nelson, Ron; Prendes 3JmnM/ Rtga|adV,Tomas (MmyVr); Shiver, Cornelius; Spence' ones Michelle (Commissioner District 5); Suarez, Francis (Commissioner); VVesto|L Lynn Cc: Johnson, Latmnya; 8ru,]u|i«; Chiaro, Maria Subject: RE: Update on lCANN Dot Miami All: We are receiving regular updates from Minds + Machines regarding the status of ICANN processing for Top Level Domain Name applications. The email below from K0+M isavery detailed list ofthe latest activity. Based on this and information obtained directly from ICANN website, here's a summary of where we are in the process: 1) In June 2012 ICANN published close to 2,000 applications for new gTLDs. The processing of these applications consists broadly of two phases: Evaluation followed by Pre -delegation steps, then Delegation. 2) There is a set maximum of 1000 top level domains that will be introduced per year, globally. 3) As published recently, ICANN's current plan (which might be amended by results of public comment) is to undertake the Evaluation of all the new gTLD applications in a "single batch". This process can be 1 completed in 11-12 months, possibly less — resulting in the simultaneous publication of all initial results of the Evaluation phase in June -July 2013. 4) Bottomline: The dot MIAMI domain will most likely not be available untiluntllsometimein 2 2014, at the earliest. I will send subsequent updates as they are made available. It is important to note that the process of releasing new domain names is quite complicated — on a global scale. The good news is that there have been no objections to the dot MIAMI domain name. Let me know if you require additional information or clarification on this item. Regards, Cynthia Torres Director - Enterprise Resource Planning & Interim Department Director Information Technology City of Miami 21 Address 444 SW 2 Ave, Room# 1031 Miami FL 33130 it Phone 305.416.2027 ige Fax 305-416-1015 1 Email ctorres@miarnigov.com From: Reg Levy [mailto:reg@mindsandrnachines.com] Sent: Thursday, September 06, 2012 12:06 PM To: Torres, Cindy; Bravo, Alice Subject: This Morning's New gTLD Applicant Webinar Dear Cynthia & Alice — Here are links to the slides that were presented this morning by Kurt Pritz, who is in charge of Stakeholder relations at ICANN. Slides [pdf link] Information Paper [pdf link] In addition, this website includes information about upcoming events (including the New gTLD Metering Update Webinar on 12 September 2012) and will host the mp3 of the webinar when it is posted. A numer of technical issues were solved from the last webinar to this one, but the Q&A field that was added to the Adobe Connect page was not visible to anyone except ICANN. Additionally, the Q&A was more substantive and responsive this time than last time. Key points: 2 Submitted into the public record in connection with item BH. 11 on 09-27-12 Priscilla A. Thompson City Clerk • There have been over 6000 comments to applications but, as of yet, no objections have been filed. The comments are intended for the evaluators but, if a comment is going to impact scoring, a clarifying question (CQ) will be issued to the applicant. A comment submitted to the community evaluation panel after the 26 September 2012 deadline will still be considered. • There have been a number of change requests and ICANN has determined its process for approving them. Once approved, changes will be publicly posted (and changes to non-public sections will be announced but not posted). There is no end -date for reporting changes —any change that affects the application must be reported throughout the application process. All changes are subject to a 30-day comment period. • ICANN has received about 100 comments from the community regarding what to do about batching/metering. ICANN's summary of these is available here [pdf link]. ICANN would like to discuss these with the community and has scheduled another webinar for 12 September 2012. We will be in attendance and provide you with a summary. If you have questions you would like us to raise, please either email them to ICANN directly or let us know and we will raise them on your behalf. More information will be available about this webinar at the webinar site. • The recently -published Roadmap, in addition to any dates that ICANN gives us, are subject to change, but represent ICANN's conservative estimate —they expect that the dates will move forward, rather than being pushed back again. A batching solution may make everything go faster. The Q&A session was somewhat informative and, while I have included some of the answers in the above points, some other answers that may be of interest follow: • The string similarity evaluation panel should be finished with its evaluations in middle or late October and ICANN will publish them "some time later" in late October or early November. There will be no ability to either contest the string similarity decision or to agree with another contester to co -exist. The only information that the string similarly panels are using to determine similarity is that it is "likely" that user confusion would occur —a very subjective determination. • If an applicant involved in the pilot CQ process receives CQs for one of their answers but not another, that applicant may assume that none of the other answers requires CQs. ICANN has no plans to make public the participants in the pilot. After the pilot, any answers to CQs regarding public questions will be published because they will become part of the answer. Pilot responses will not be published. Answers to CQs do not represent material changes and therefore are not subject to the 30 comment period that other change requests are. If a portfolio applicant receives the same CQ for multiple applications, there is no way to submit the answer once: it must be done separately for each application. • ICANN has requested that the TMCH vendors submit their finalized pricing models in the next few weeks but did not discuss when those prices would be released to the public. The data in the TMCH will not be public and it has not yet been determined whether or not the TMCH will be in the path of critical domain -name registration. • Upon successful withdrawal of an application, ICANN will immediately publish the fact that it has been withdrawn. • ICANN is still open to a successful batching/metering solution rather than releasing all applications at once but has not yet decided how it will make a determination about what is successful. Some of the ideas Submitted into the public record in connection with item BH. 11 on 09-27-12 Priscilla A. Thompson City Clerk submitted (such as grouping by back -end provider) have already been implemented. Other ideas will be discussed and refined at next week's webinar. • For the initial evaluation round, the 600 applications that the evaluators are already looking at were chosen to give a broad view of all applications to the evaluators. Some were chosen from each type of similar application: some from each of the major back -end providers, DNS providers, and large applicants. After that, ICANN admitted, the selection was random. • The announcement that an application has passed or failed will be published simultaneously with notice to the applicants of that status. • There was a question about why there was a shift in language from the GAC "providing" advice to "considering the implications of GAC advice" but Pritz assured us that there has been no substantive change (read: no delay). • Clarification of the decision criteria for change requests was asked for with regard to criteria 2, 4, and 7. Criteria 2, "Evidence that original submission was in error — Are there indicia to support an assertion that the change merely corrects an error?" means that, if it was just a mistake, the change should be allowed. Criteria 4, "Precedents — Is the change similar to others that have already been approved? Could the change lead others to request similar changes that could affect third parties or result in undesirable effects on the program?" is intended to allow similar changes across applications but also to be wary of creating precedent. Criteria 7, "Timing — Does the timing interfere with the evaluation process in some way? ICANN reserves the right to require a re-evaluation of the application in the event of a material change. This could involve additional fees or evaluation in a subsequent application round. (AGB §1.2.7.)" is just an affirmation that some changes to an application may require reevaluation of that application. ICANN anticipates that most change requests will be approved. • All comments have been submitted to the Independent Objector and will continue to be through 26 September 2012. • ICANN admits that the financial section is necessarily speculative this is new territory and will compare the financial section to the technical section to see if they match up. All in all, it was an informative session. ICANN is aware of the troubles that its delays cause and is trying to streamline and speed the process along. ICANN is also obviously trying to make itself more available to the community and more transparent in its processes with regard to the New gTLD Program, especially via these webinars. There will also be multiple new gTLD-specific events at ICANN 45 in Toronto (though the full schedule has not yet been released). Minds + Machines continues to be actively participating at every opportunity. We will continue to convey any information we receive from ICANN to you. Sincerely, Reg Reg Levy Minds + Machines +1 310 963 7135 4 Submitted into the public record in connection with item BH. 11 on 09-27-12 Priscilla A. Thompson City Clerk minds -4- machines Submitted into the public record in connection with item BH. 11 on 09-27-12 Priscilla A. Thompson City Clerk Llorente, Mike From: Sent: To: Cc: Subject: Attachments: Alfonso, Daniel J. Thursday, September 13, 2012 12:52 AM Llorente, Mike Suarez, Francis (Commissioner) FW: Budget Questions Transfer out Gentlemen, the remaining responses have been filled in. If there are more questions please let us know. Regards; Daniel J. Alfonso Director, Management and Budget Office: 305-416-1585 iACT From: Michel, Leon Sent: Tuesday, September 11, 2012 4:27 PM To: Alfonso, Daniel J. Cc: Cordero, Adine; Lacret, Pedro; Smith, Yvette; Michel, Leon Subject: RE: Budget Questions As per your request, please see below. Regards, Leon Michel Assistant Director, Management and Budget City of Miami 444 SW 2nd Avenue, 5th Floor Miami, FL 33130 Phone:305-416-1352 Fav:305-416-2150 EmaillMichel@miamigov.com •j From: Llorente, Mike Sent: Thursday, September 06, 2012 11:29 AM To: Alfonso, Daniel J. Cc: Suarez, Francis (Commissioner); Llorente, Mike Subject: RE: Budget Questions Danny, Submitted into the public record in connection with item BH. 11 on 09-27-12 Priscilla A. Thompson City Clerk Thanks, as always, for your prompt and detailed responses. We have a few more questions, which are detailed below. If you prefer to discuss these questions in person, please let me know. Basically, we would like some clarification on the following changes from the FY2011-2012 budget. Thanks. Submitted into the public record in connection with Revenue (pp. 260-262 in the budget book) item BH. 11 on 09-27-12 Priscilla A. Thompson • Category Change Comments ...1111...ici Responses Interest and Penalty - $700k Projected revenue substantially lower than prior 4 fiscal years Interest income is based on an assumption that we will get paid an interest on the City's cash. The current rates that we are getting on our cash are pitiful (about .2 percent); this is not abnormal, remember, we will need the cash, so we can't tie it up in long term investments. We spoke to the Finance Dept. staff that manages the cash and they told us that we could expect to see a decline in our interest income due to market conditions. Other Fines and Forfeitures + $200k Note that Fines and Forfeitures overall is decreasing in Budget from FY12 to FY13, but this particular line we are increasing the Budget for. If you look at what is in this revenue category (see page 307 code 459000) you will note that it applies to Solid Waste, Building, Code Compliance, and Lot Clearing costs recovery. I looked at the individual Department's revenue (pages 263 to 267) and noted that it appears that the increase is partly in Building and in Finance. If you look back to FY09, the City used to collect higher revenue in this category. It is one that we are looking into to see if we are leaving money out there. State Shared Revenues - $700k Projected revenue substantially lower than prior 4 fiscal years The State Shared revenues are tied to what the State of Florida Revenue Estimating conference produces. We simply take their estimates and put them in the Budget. They are usually pretty accurate. I will say that this number was updated higher after we printed the book. However, be careful when looking at this line. Note that we split (page 261) the old category into three separate revenue lines this year in order to better track each category of shared revenue. If you add the three we are ahead of last year. State Pension Payment + $4.9 million Is this the Fire Fighters Pension Fund that was previously reported in Yes, this is the FOP and IAFF pension money. What is interesting is that you can see the actual amount over the years, 2 Submitted into the public record in connection with item BH. 11 on 09-27-12 Transfers -In? Are we assuming firefighters will give up their 175 money again this fiscal year? we have to put it on our books even though we don't normally get to keep it. Yes, we assumed that the Fire Rescue guys would either give us the Section 175 money again, or make it up with something else. It is being negotiated. Priscilla A. Thompson City Clerk Shared Revenues from Other Local Units + $600k What is included in this category, aside from MPA? Note that on page 307 line 438000 identifies this. It is the Village of Key Biscayne Fire Rescue reimbursement to the City for Services rendered and the MPA. Occupational License — Business + $260k We increased this revenue because we felt that the actual collections warranted. See attached report as of July on page 4. Note that you have to take the penalties and off- set the increase. When more people pay, we collect more upfront, but collect less on the penalty. Occupational License — Penalty - :500k See above and attachement. Building Permits + $1 million Projected revenue substantially higher than prior 4 fiscal years Remember that the City changed the way in which fees for building are computed. We ran this number by the Building Department and they were very comfortable with it. The attached report also shows that they are well above the budget year to date. Other Licenses, Fees, and Permits + $2.6 million Projected revenue substantially higher than prior 4 fiscal years Same as above; remember that they are also anticipating quite a bit of permit revenue to start to flow in from the billion dollar project on Brickell, AND the revenue for Murals which is in P&Z is in this category and it is going through the roof. Other Miscellaneous Revenues - $7.5 million Does this category include red light cameras? If so, what is the projected revenue from them? The Red Light Camera revenue is supposed to be reported in this line. It is projected to be about $5 million Gross this year. We initially budgeted $4.2 million but will increase it to $4.5 as we feel more comfortable with the projections. BUT the big drop in this revenue is simply a shift in accounting. If you go to page 266 in Risk Management you will note that this revenue goes from $6.6 million to $0.!!! We shifted this revenue to the internal service fund for Health. Contra Revenue for Bad Debt + $250k Based on Historical look at Risk Management line 469900 page 6 of the attached revenue report. Other Non Operating + $500k Projected revenue Law Department $127K MPA Retainer Sources substantially higher than prior 4 fiscal years IT .Miami Domain name sale $250K. Parks Department $3891C., the consolidation of Grapeland increased the revenue for this category in GF and decreased in the Special Revenue. CFS-PS Police Services + $600k Projected revenue substantially higher than prior 4 fiscal years The YTD actual for this category is exceeding the current year budget (page 7 of revenue attached revenue report), thus we were encouraged to increase this line. Note that Police overall declined about $300K (top of page 266); the Vehicle impound program and the Commercial Vehicle enforcement programs did not yield revenue as thought. CFS-C&R Other Culture and Recreation + $2 million Projected revenue substantially higher than prior 4 fiscal years This is a function of the consolidation of Grapeland into the General Fund; and Moving the Moorings Field Marina from Special Revenue to the General Fund as well. Note that Parks on page 269 and Public Facilities on page 270 show an increase in CFS revenue. If you go to the detail reports in the shared folder, it's there. I'll show you how to track it down when I see you. CFS - Other Charges for Services + $2.4 million Projected revenue substantially higher than prior 4 fiscal years This last category has a bunch of stuff in it. We are working with Finance to break it down in the future, note that on page 309, it lists all of the items in this one, there are a lot of them. The biggest impact on this increase is associated with Finance collections for Magic City Casino, Jai -Alai and an increase of $500K for parking surcharge. The attached report shows the Finance Detail and on page 264 you can see the increase in budget. Additionally, the July revenue report shows that they were already above budget for the year, we felt good about this increase. I'll work on the Expenses later, when I see you. Expenses (pp. 273-275 in the budget book) Submitted into the public record in connection with item BH. 11 on 09-27-12 Priscilla A. Thompson City Clerk Category Change Comments Reposnses Professional Services + $500k Projected expense substantially higher than prior 4 fiscal years Professional Services increased overall by $45,500. Could not reference the $500,000 in the 4 Budget Book. Please advise. Other Contractual Services + $300k P. 184 Melreese additional funding provided based on historical actuals. (Parks) Other Current Charges and Obligations - $400k Mid -Year Adjustment pass - through payment for Jungle Island to Miami -Dade. (NDA) Operating Supplies + $260k P.184 Melreese additional funding provided based on historical actuals. (Parks) P. 154 Solid Waste — Replacement of garbage and litter containers. Motor Fuel + 800k What was the actual expenditure for FY 2012? FY12 is not over yet, but as ofJuly we were just short of $6 million. We know that the bill lag, so we project to be over budget for the year. Primarily in the Police Department. Machinery & Equipment + $300k Projected expense substantially higher than prior 4 fiscal years P. 169 Police — Purchase of additional laptop computers for police cars. Capital Leases + $1.2 million No expenditures for this line item in prior fiscal years. Was his previously reported in a different line item? Primarily attributable to the equipment items being proposed for Solid Waste Single Stream. Interfund Transfers + $6.5 million See Attached. Transfer of Pension, Health Insurance, and Workers' Compensation to Special Revenue Account (Internal Service Fund). Transfer to Capital for Police Vehicles. Advances - $3.7 million Line item was zeroed out P. 240 In the past, administrative costs for pensions were paid from the advances line item in General Fund. For FY 2013, these costs will be paid out of the Internal Service Fund. Submitted into the public record in connection with item BH. 11 on 09-27-12 Priscilla A. Thompson City Clerk Uorente, Mike From: Martinez, Johnny Sent: Fridoy, To: Suarez, Francis (Comnm/snmnmr) Cc: L|oponba, Mike; Pruitt, Beverly; Roberts, Angela; Bmavo, Alice; Cabnora, Luis; Lamed, Janice; Isavage@anblaw.com Subject: RE: TA'edagreements Mr. Chair I agree with you, Please note that although we TA'ed with 3 bargaining units (still in progress with the fourth actually working with 1907 today and can hopefully wrap this one up), fine tuning continued to occur with Fire, FOP and Solid Waste. Asof this morning the fine tuning iscomplete with Fire and FOP, and Solid Waste was waiting for their legal final review before they send usback their TA's, Regardless wewill send you everything vvehave aooftoday. Johnny Martinez, P.E. City Manager From, Suarez, Francis (Commissioner) Sent: Friday, Saotember31, 3012 11:49 AM To: Martinez, Johnny Co: L|nnente, Mike Subject: TA'edagreements Mr. Manager, lamconcerned that three ofthe four labor agreements have been tentatively agreed tobut vvehave not been furnished copies of those agreements within the flve day rule. lbelieve at least one or two of them were TA'ed before the five day rule was ineffect. Please immediately send me all agreements that have been TA'ed (Police, Fire, 871) and if 1907 is lA'ed today I would like that copy today. l expect itwas your intention to gm over the agreements in our executive session next Wednesday, but I am sure you can understand that it would require more than one day for me to review and analyze those agreements before being expected toratify them. Francis Suarez City ofMiami Commissioner District 3SO0Pan American Drive Miarni.FL 33133 Phone: (]0S)25O'542O Fax: (305)850'5230 Submitted into the public record inconnection with item BH. 11on 09'27'12 Priscilla &.Thompson City Clerk Errorl Filename not specified. Submitted into the public record imconnection with item BH.11mn 09'27-12 Priscilla A.Thompson City Clerk Llorente, Mike From: Pruitt, Beverly Sent: Friday, September 21, 2012 1:11 PM To: Regalado, Tomas (Mayor); Suarez, Francis (Commissioner); Sarnoff, Marc (Commissioner); Carollo, Frank (Commissioner -Office); Gort, Wifredo (Commissioner); Spence -Jones, Michelle (Commissioner District 5) Cc: Llorente, Mike; Nelson, Ron; Castaneda, Frank; Shiver, Cornelius; Martinez, Johnny; Westall, Lynn; Thompson, Priscilla; Jenkins, Jeffrey; Valeriano, Diana; Roberts, Angela; Perez, Teresita; Duran, Eric; Larned, Janice; Bravo, Alice; Cabrera, Luis; Alfonso, Daniel J.; Ellis, Calvin Subject: TA'ed agreements Attachments: IAFF TA'D ARTICLES AS OF 9-18-12.pdf; FOP TA'D ARTICLES AS OF 9-18-12.pdf; AFSCME 871 TA'D ARTICLES AS OF 9-12-12.pdf Good afternoon, Attached find the documents as referenced in the City Manager's email today (see below). From: Martinez, Johnny Sent: Friday, September 21, 2012 12:38 PM To: Suarez, Francis (Commissioner) Cc: Llorente, Mike; Pruitt, Beverly; Roberts, Angela; Bravo, Alice; Cabrera, Luis; Larned, Janice; Isavage@anblaw.com Subject: RE: TA'ed agreements Mr. Chair I agree with you. Please note that although we TA'ed with 3 bargaining units (still in progress with the fourth actually working with 1907 today and can hopefully wrap this one up), fine tuning continued to occur with Fire, FOP and Solid Waste. As of this morning the fine tuning is complete with Fire and FOP, and Solid Waste was waiting for their legal final review before they send us back their TA's. Regardless we will send you everything we have as of today. Johnny Martinez, P.E. City Manager Submitted into the public record in connection with item BH. 11 on 09-27-12 Priscilla A. Thompson City Clerk Llorente, Mike From: Sent: To: Cc: Attachments: Roberts, Angela Friday, September 21, 2012 4:03 PM Regalado, Tomas (Mayor); Suarez, Francis (Commissioner); Sarnoff, Marc (Commissioner); Carollo, Frank (Commissioner -Office); Gort, Wifredo (Commissioner); Spence -Jones, Michelle (Commissioner District 5) Llorente, Mike; Nelson, Ron; Castaneda, Frank; Shiver, Cornelius; Martinez, Johnny; Westall, Lynn; Thompson, Priscilla; Jenkins, Jeffrey; Valeriano, Diana; Perez, Teresita; Duran, Eric; Larned, Janice; Bravo, Alice; Alfonso, Daniel J.; Ellis, Calvin; Cabrera, Luis; Pruitt, Beverly MX-M620N_20120921_162634.pdf Importance: High Good afternoon, Please find attached to AFSCME 1907 TA'ed articles per the email below. 0(\-\-a()Amemr\- ve_ \'€A6A11 From: Martinez, Johnny Sent: Friday, September 21, 2012 12:38 PM To: Suarez, Francis (Commissioner) Cc: Llorente, Mike; Pruitt, Beverly; Roberts, Angela; Bravo, Alice; Cabrera, Luis; Larned, Janice; Isavage@anblaw.com Subject: RE: TA'ed agreements Mr. Chair I agree with you. Please note that although we TA'ed with 3 bargaining units (still in progress with the fourth actually working with 1907 today and can hopefully wrap this one up), fine tuning continued to occur with Fire, FOP and Solid Waste. As of this morning the fine tuning is complete with Fire and FOP, and Solid Waste was waiting for their legal final review before they send us back their TA's. Regardless we will send you everything we have as of today. Johnny Martinez, P.E. City Manager Submitted into the public record in connection with item BH. 11 on 09-27-12 Priscilla A. Thompson City Clerk Uorente, Mike From: Martinez, Johnny Sent: Tuesday, September 25.201211:18AM To: L|onanba. Mike Cc: AUonmo, Danie|J.; Suarez, Francis (Commissioner) Subject: RE: TA'ed agreements Will do Johnny Martinez, P.E. City Manager From: Uorente,Mike Sent: Tuesday, September25 201210:45AM To: Martinez, Johnny Cc: Alfonso, Daniel J.;Suarez, Francis (Commissioner) Subject: FW: TA'ed agreements Mr. Manager, Per Chairman Suarez's request, please provide a "price tag" for each substantive change made in the attached TA'd agreements. In other words, please identify the costs or savings associated with each change. Chairman Suarez would like to receive this information before or during tomorrow's executive session. Michael Uormnte Chief -of -Staff Commissioner Francis Suarez 3SOOPan American Drive Miami, FL33l3] TeL3O5'250'5423 Fax:3US'856'SI3U m|lorente@amiamigouc m From: Pruitt, Beverly Sent: Friday, September 21, 2012 1:11 PM To: Reoo|aUn,Tomas (Mayor); Suarez, Francis (Commissioner); Sarnof[ Marc (Commissioner); Cmno||o, Frank [[ommissioner'C]M1ca)| Gort,VVifredo(Cbmmisaioner); Spence -Jones, Michelle (Commissioner District 5) Cc: L|orente, Mike; Nelson, Ron; Cmntaneda, Fronk; Shiver, Cornelius; Martinez, Johnny; VVmsta||, Lynn; Thompson, Priscilla; Jenkins, Jeffrey; Va|eriano, Diana; Roberts, Angela; Parez,Teresda; Duran, Eric; Lamned, Janice; Bravo, Alice; Cabrera, Luis; Alfonso, Daniel I.; Ellis, Calvin Subject: TA'ed agreements Good afternoon, Submitted into the public record in connection with item BH'11un 09'27'12 Priscilla /k.Thompson Attached find the documents as referenced in the City Manager's email today (see belo From: Martinez, Johnny Sent: Friday, September 21, 2012 12:38 PM To: Suarez, Francis (Commissioner) Cc: Llorente, Mike; Pruitt, Beverly; Roberts, Angela; Bravo, Alice; Cabrera, Luis; Larned, Janice; Isavage@anblaw.com Subject: RE: TA'ed agreements Mr. Chair I agree with you. Please note that although we TA'ed with 3 bargaining units (still in progress with the fourth actually working with 1907 today and can hopefully wrap this one up), fine tuning continued to occur with Fire, FOP and Solid Waste. As of this morning the fine tuning is complete with Fire and FOP, and Solid Waste was waiting for their legal final review before they send us back their TA's. Regardless we will send you everything we have as of today. Johnny Martinez, P.E. City Manager 2 Submitted into the public record in connection with item BH. 11 on 09-27-12 Priscilla A. Thompson City Clerk Uorente, Mike From: Martinez, Johnny Sent: Tuesday, September 25.2O1211:23AyN To: L|onwnb:, Mike; AKbnao, Daniel J.; Larnod, Janine Cc: Suarez, Francis (Commisaoner) Subject: RE: Changes to the Proposed Budget Mike in the changes memo that you will receive today (I saw it yesterday) $750,000 of the $900,000, was taken out. Johnny Martinez, P.E. City Manager From: Uorente,Mike Sent: Tuesday, September 25,3O121O:44AM To: Alfonso, Daniel I.; Larned, Janice Cc: Martinez, Johnny; Suarez, Francis (Commissioner) Subject: FW: Changes to the Proposed Budget The attached document includes an increase of $900,000 for professional services provided to the Finance Department. Per Chairman Suarez's request, please provide a detailed breakdown of the anticipated expenditures associated with this $900,000 increase. Thanks, Michae|Uorente Chief -of -Staff Commissioner Francis Suarez 35O0Pan American Drive Miami, FL33l33 Tel: 305'250'5423 Fax: 305'856-5230 m|iovemte(amiamigoucom From: Alfonso, Daniell Sent: Wednesday, September 12, 20128:16 PM To: Suarez, Francis (Commissioner); Sarnoff, Marc (Commissioner); Qo¢ VVifredo (Commissioner); [amU4 Frank (Commissioner -Office); Carn||m, Frank (Commissioner); Spence -Jones, Michelle (Commissioner District S) Co: Reoa|adm,Tomas (Mayod; Martinez, Johnny; L|omen0e, Mike; Goldberg, Daniel S.; Nelson, Ron; Diaz, P|acido; Castaneda, Fnanh;Va|ehano, Diana; Shiver, Cornelius; Thompson, Priscilla; Hannon, Todd; Cabrera, Luis; Bravo, Alice; LarneU,Jmnica Subject: ��~ Submitted into the public record inconnection with item 13H' 11on 09'27'12 1 Priscilla A'Thompson City Clerk Attached is a memorandum that details the changes that are proffered to the Proposed Budget that was released in July ofthis year for FY1J'13. | apologize for the lateness ofthese changes. | will beavailable torespond toany related questions. Regards; Daniel ].Alfonso Director, Management and Budget City ofMiami 444SVVIndAvenue (Suite S1O) Miami, FL331]O K8obi|e:3OS'003-7394 Office :305-416-1585 iACT This communication may contain confidential and/or otherwise proprietary material and is thus for use only by the intended recipient, If you received this in error, please contact the sender and delete the e-mail and its attachmentsfrom all computers. Submitted into the public record inconnection with item BH.11mn 89-27'12 Priscilla A.Thompson City Clerk CITY OFK8LAK8[ FLORIDA INTER -OFFICE MEMORANDUM TO: Honorable Members ufthe City Commission FROM: Johnny Martinez, P. City Manager DATE: September 13, 2012 SUBJECT:Rrst BudgetHearingChanges The preparation ofthe'FY2Ol2-1B Proposed has been challenging, especiallyfo|kowvng the substantial reductions of the previous years. |nJuly, wve put forth a Proposed Budget for your considarat|onthat uses aflot mni||agefor opero�ngrevenues and reduces the debt service nni||age by 0'03 mills. The Otvs combined mnUha0e rate is reduced from 8.501 to 8.471. Additionally, this Proposed Budget avoids service reductions and or]aV-offs. .The preparation ofa Budget for City operation isGdynamic process that goes through changes in facts and in policy, both of which ultimately affect the outcome of the budget. This Memorandum is prepared toamend the July 1B`. ', Proposed Budget with the most up to date information; but does not yet include the impact of our on -going labor negotiations, which we expect hmcomplete bythe Septmmnber27 thmneet|ng. Weprovide asummary description ofthe changes that have taken place in revenue and departmental budgets between the July Proposed Budget release and the current dote, as well as attachments that update the overall Proposed Budget figures. Revenue The FY2Ol2-13 Proposed Budget for General Fund revenue asofJuly 1Qth.2D12was $484.93S million. The Citv's Estimating Committee met onJuly 27th, 2012 and recommended some changes. The adjustments reflected the latest available information in terms ofyeapto-date revenue collections and projections. The net effect of the Committee's changes was a reduction in revenue of$165'400. The Committee Chair's letter is attached for your review /Attachnnent1L Additionally, since the printing ofthe Proposed Budget, the State ofFlorida Revenue Estimating Conference figures for various revenue sharing distributions have also been updated; Half Cent and Municipal revenue sharing was increased ($3.61 rnU|ion)' These and other increased revisions associated with facilities rental /$331,600\ parking surcharge ($l nn|lUo/), and red light camera ($300,000) revenues are reflected in this Memorandum and explained below (See Table 1) In addition to the changes noted'above, the consolidation of the Local Option Gas Taw (LOGT) and the Public Services Tax (PST)Special Revenue fund into the General Fund osrequired by the Submitted into the public record /mconnection with item 0H.l1on 09'27-12 Priscilla A.Thompson City Clerk Honorable Mayor and Members of the City Commission Page 2 of 7 Government Accounting Standards Board (GASB) addsrevenue and expense to the General Fund budget ($20.409 million). This consolidation of funds is of no fiscal consequence because it's only an accounting and reporting change. However, it is important to note that the Florida Revenue Estimating Conference updated numbers reduced the Public Service Tax distribution to the City of Miami by $1.517 mlllion. The revised FY 2012-13 Proposed Budget for the General Fund is $509.424 million. (See Table 1 and changes summary below). TABLE 1 General Fund Revenue Proposed Budget FY 2012-13 July 19th, 2012 Changes to Proposed Budget Preliminary Budget Property Taxes $217,631,200 $0 $217,631,200 Franchise Fees and Other Taxes $36,785,000 $61,085,700 $97,870,700 Interest $800,000 $0 $800,000 Transfer -In $40,746,500 ($40,676,600) $69,900 Fines and Forfeitures $4,865,600 ($465,400) $4,400,200 Intergovernmental Revenue $47,240,000 $2,609,600 $49,849,600 Licenses and Permits $39,994,100 $300,000 $40,294,100 Other Revenues $6,011,200 . $4,500,000 $10,511,200 Charges for Services $90,865,400 ' ($2,868,400) $87,997,000 Total Revenues $484,939,000 $24,484,900 $509,423,900 Franchise Fees and Other Taxes (FFOT) category is increased by $61.086 million due to the implementation of GASB rules as noted above. The revenue from Public Service Taxes (PST) (54.621 million) and Local Option Gas Tax (LOGT) ($6.465 million)is now reported under General Fund (GF). Note that the amount of PST revenue stated above is net of the $1.517 million reduction mentioned earlier. Transfers-lnrevenue is reduced by $40.677 milliondue to the implementation of GASB rules as noted above; therefore, these funds do not have to be transferred in. This is the amount that would havetransferred to the General Fund after the obligations in LOGT and PST had been met. Fines and Foffeitures revenue was decreased by $465,400 due to a revised estimate from the City's Estimating Conference Committee based on current year collections. Intergovernmental Revenues category increased by $2.61 million due to the revised estimate from the Florida distribution of Half -Cent Sales Tax ($2.381 million) and Municipal Revenue Sharing ($228,400). Submitted into the public record in connection with item BH. 11 on 09-27-12 Priscilla A. Thompson City Clerk Honorable Mayor and Members ofthe City Commission Page 3 of 7 Licenses and Permits revenue may increased by $300.000 due to a revised estimate from the City's Estimating Conference Committee based on current year collections. Other Revenues isincreased by$4.5million asa result ofthe change imclassification ofthe Red Light Camera revenue. This revenue was incorrectly shown in the Charges for Services portion of the revenues. This change has no fiscal impact on the overall budget, since the Charges for Services revenue 7sreduced bythe'sannmamount ofthis increase, Charges for Services category was increased by $1.632 million; the increase is attributable to the revised estimate for Parking Surcharge /$I nh\||iqn\; rental and lease revenue from Public Facilities Department ($]31,600);and increased projection fmrNedL|ghtCamnerareyenue based upon installation oflights etadditional intersections /$30[,000L The amount shown inTable 1 (-$2.868 million) is the net change of these increases and the reclassification of the Red Light Camera Revenue noted above. . General Fund De;artmenta|Chmnges(Summary values in Attachment 2) Cltv Manager The July 19thP/ 2013-13 Proposed Budget is$2.791 nniUinn' The budget is being revised to include a transfer in of a position from the Building Department; this position Is being moved to manage the functions associated with billboards, rnmnal� and related items under the direction ofthe Assistant City Manager overseeing infrastructure ($112,ZUQ). ' Capital Improvement Plan AdmlinKo%rat|oM The July 19th FY 3012-13 Proposed Budget is $3.905 million. It is recommended that the budget be amended to include an additional $130\000 (40 percent of revenue) for the vendor cost ofthe Ned Light Camera Program as result of the revised revenue projection as noted above inthe Revenue section. Civil Service TheJu|v 19thFY2012-13 Proposed Budget b$395.4O0' It Is recommended that funding be added to cover increased.costs for legal services related to Civil Service Board actions ($10,000). Communications The July I8thFY 2013-13 Proposed Budget is$81G,3O0. The budget is being revised to include the transfer in of the Audiovisual andBroadcast Operations section currently' budgeted in General Services Administration ($324v800). Audiovisual is a better operational fit inside of the Communications Department. This move should improve the coordination of the City's communication efforts. Human Resources The July 19th PY 2012-I3 Proposed Budget is $3.140 rnUUmm. It is recommended that the budget be amended to include the cost of the'Fire Fighter recruit testing job analysis which was Submitted into the public record lnconnection with item BH.11mnQ9-27-12 Priscilla A'Thompson City Clerk Honorable Mayor and Members ofthe City Commission Page 4 of 7 budgeted in FY201I'12, but will �not be completed and billed for in said year. In order to have the funds available for the payment of this analysis, an allocation will need to be made in Pf20I2-13($35,000). UMforn0atiomTechnm|mgv The July 19thFY 2012-13 Proposed Budget is $11.661 million. It is recommended that the budget beamended tpinclude funding for aDirector ($1Sg,800). |nFY2Ull-l2,the budget for the Director and one Assistant Director was eliminated as an interim Director was named. The Ass|stani Director position remains unfunded for P/3Ol2-1B. Finance The July l9thFY2Ol2-13Proposed Budget is$7.8O3million. |tis, recommended that funding be increased for professional services (accounting, treasury and financial advisory) related tothe improvements needed in the Department /$90O,DOO\J[hmsaservices will be utilized toimprove processes in the preparation of the Comprehensive Annual Financial Reports Cash Management 'practices, training, and implementation of bast practices to be used with the Oracle Financial software application. BwUdNma The July 19thFY 3012-13 Proposed Budget is $7.962 million. The budget is being revised to reflect the elimination of the Assistant Director position and the transfer said employee and costs tmthe Manager's Office as noted above ($113,300), Solid Waste The July 16kh Pf 2013-13 Proposed Budget is $36.386 rni|Umn. The proposal included a savings of $1.13 million/for the implementation of bi-weekly trash pickup. Additiona|ky, funding was provided for an educational campaign to inform residents of the changes ($100,000), and provided funding for the opening of the City's Mini -Dump ($394,300). After further consideration, it is recommended that the weekly collection of trash should not be changed. If approved, the above noted fiscal changes will beundone. Additionally, it is recommended that funding for tipping fees be added ($797,000) due to the fact that trash collection has increased by 750 tons per month when compared to FY2010-11. It is further recommended that a supervisor position- be added to manage Operation Clean Sweep. The cost of the position will be absorbed by vacancy attrition and overtime savings. General Services Administration (GSA) The July 19m FY 3012-I3 Proposed Budget is $31.133 million. The proposal included a savings of $315,OOOfor the implementation afbi+weeWytrash pickup. As noted above, this change in service will not take place; therefore, this reduction will be restored. In addition, the Audiovisual & Broadcast Operations sectionis being moved to Communications as noted above; the Section's budget will bereduced from GSA and added to Cornrnunications($324`6O0). ' Submitted into the public record |nconnection with item BH.11mn 09'27'12 Priscilla A.Thompson City Clerk Honorable Mayor and Members ofthe City Commission Page 5 of 7 Public Facilities The July 19th FY 3013-13 Proposed Budget is $5'898 nnU||on. It is recommended that funding be added to cover costs of appraisals and or environmental analysis to be performed at the Grove Key Marina, B'ans, and other facilities. These costs were inadvertently excluded from the Proposed Budget request ($I13,100). Additionally, the Proposed Budget included an assumption that the department would have to assume operating expenses for the Coconut Grove Convention [enter facility once the tenant moved out ($44,900); since this is no longer the case, the expenses will bereduced from the budget, Non -Departmental Accounts (NDA) The Transfer -Out expanse is increased due to implementation mfGASB rules as noted above. PST and LOGTexpenses that were budgeted in the respective Special Revenue funds are now reported and expensed inthe General Fund because this iswhere the revenue now resides. These expenses include transfer -out to Debt Service /$18.841 million), Capital Improvement Plan ($326,000),and Public Facilities /$2.523nnNUmnL |naddition tmthe above noted increase, funding for the Professional Services account israised topay the collection fee of Parking Surchar@e($59,3OO)' This adjustment igdue tothe revised estimate of Parking Surcharge revenue as noted above, and o correction to the previously budgeted amount (fee is 3.95 percent of Parking Surcharge revenue). As pant of the Parking. Surcharge increased revenue estimate, an adjustment to the transfer -out amount to Debt Service /$224,9Q01,and the Capital Improvement Plan ($l19,4OO) was added. The above' noted changes in expenditures for the General Fund Budget exceeded the increase in available funding in the revenue section; therefore, it is necessary to reduce the Fund Balance Reserve ($648,300). Special Revenue Funds (Summary values in Attachment 3) Strategic Development Initiative (SDI) The ]u|v 19th FY 2012-13 Proposed Budget is $3.065 rni|lhJn, AportkJn of this amount was designated for Poverty Initiatives (Social Services) to be managed by Community and Economic Qeve|mpnnant($362,OOO). |1isrecommended that this funding bemoved from the SDI fund to the Community and Economic Development fund. This has no fiscal impact; it simply allocates the funding inthe location from where itwill bespent. Connrnmnytv and Economic Development The July I9thFY30l2-13Proposed Budget is $49.007n1i|Uon' Asnoted inthe SDI fund above, |t is recommended that the funding for Social Services in the amount of $362,000 be moved from the Strategic Development Initiative fund to the Community and Economic Development fund. Submitted into the public record inconnection with item 8H.11on 09'27'12 Priscilla A'Thompson City Clerk Honorable Mayor and Members pfthe City Commission Page 6of7 Local Option Gas Tal The ]u|« 15th FY 2013-13 Proposed Budget is $6.485 nnUUon' Due to the implementation of GAS8 54 rules that require revenue from Local Option Gas Tax (UOGT) be reported under the General Fund; this budget Is being consolidated into, the General Fund as noted in the Revenue section above. Public Facilities Services The July 19th FY 3012-I3 Proposed Budget for the Miami Ballpark Parking Facility is $5.38 million. Itbrecommended that revenue for retail leasing be added to reflect projections for new leases /$7S,80OL Public Service Tax The ]uk/ 19mFy 3012-13 Proposed Budget is $56.137 million. Due to the implementation of GASB54 rules that require revenue from PSTbe reported under the General Fund; the PST budget 1abeing consolidated into the General Fund asnoted above. Transportation and Trmmsft The July 19th FY 3012'13 Proposed Budget is $12.464 rn||||on. The budget is being revised to include an increase of the FY 30I2-13 Half Penny Transit Surtax projections from the Comntw's Office of the Citizens' Independent Transportation Trost ($899,]00) and the associated expenses. New Office Establish the Office of international Business Deveinprnent (]/8O). The City of Miami has long been seen as an important entry.point for many business enterprises and investments into the United States. Our diverse community, geographic location, and natural resources make us a popular destination not onUyfor tourism but for business as VVw||' To effectively position the City of Miami as a Global City and to stimulate additional growth in the areas of foreign direct investment, professional services, real estate, trade, commerce, finance, local and international business development, thereby strengthening our economy, creating new jobs within the City ofManni and growing our tax base, staff has been working to develop m program that encourages foreign �investment within Miami's jurisdictional boundaries. This program will serve the purpose pfimproving Miami's economic productivity, job creation, economic growth, and increased domestic capital investment. The C]|8D will promote the investment of capital into new and existing businesses in the City nfMiami by foreign investors. The[>l8D Managing Director will solicit and monitor all investment activities, maintain records, data and information regarding its activities. The initial staff support for the {}|BO will be provided by staff currently employed bythe Mayor's Office. The O|BQManaging Director will becoordinating any ancillary support through the City Manager's Office. For example, if the [>|BD Managing Director needs |ago/ support, Submitted into the public record inconnection with item BH.11on 09'27'12 Priscilla A.Thompson City Clerk Honorable Mayor and Members ofthe City Commission Page 7 of 7 statistical information about the City or other similar information, such effort will be coordinated through the City Manager's Office when and asneeded. Revised Position Counts bv Department The changes noted above caused the position counts in various departments to change. Attachment 4 shows the changes in position count for all Departments. Submitted into the public record inconnection with item 8H. 11on 09-37'12 Priscilla A.Thompson City Clerk (Attachment l) � � � �N ��^�ffl� ~���*�� ��^� w�w'����1 . _ _ JOHNwwARnNEZ,pc City Manager DATE: September 7,2012 SUBJECT: Budget Estimating Conference Committee Recommendations TO. Honorable Mayor Tomas P.Regalado Honorable Chairman Francis Suarez Members nfthe City Commission FROM: Michael NiRuiz, Chair FYI012-23 Budget Estimating Conference Committee Pursuant tothe Financial Integrity Ordinance, codified inSection 18'54ZanEstimating Conference was convened onFriday, July 27,2O1210review the revenue and expenditure projections used todevelop the Chy'sFY2O12'13Proposed Budget. Asrequired bySubsection (Z),the Conference principals included one staff member from the City's Finance Department, one staff member from the City's Office of Strategic, Planning, Budgeting and Performance, and two non -staff merribers with public finance expertise. The following Individuals constituted the FY 2012-13 Budget Estimating Conference Committee. Daniel 1Alfonso, Director, Management and Budget, City ofMiami Leon Michel, Assistant Director, Management and 8udgwt City ofMiami Stephen Petty, Director, Finance Department, City ofMiami K4irthaDziwdzic,Treasury Manager, Finance Department, City ofMiami w Barbara Galvez (Non -Staff), Operating Budget Coordinator, Office of Management and Budget, Miaml-Dacle County Michael W. Ruiz (Non -Staff), Chief of Budget and Financial Management, Parks, Recreation and Open Spaces Department, Miami -Dade County After reviewing the historical and year-to-date performance of line item entries, discussing projection assumptions, and deliberating indetail, the Committee agreed 10recommend the following two adjustments to revenue projections used In developing the FY2012-13 Proposed Budget. 1. Total Fines and Forfeitures: Decrease projected revenues to I. Occupational Licenses— 8usiness:*Increase projected revenues to $7,000,000 (+$300,GOO) MANAGEMENT AND BUDGET Mailing Address: F.O. Box 330708 Miami, FL 33233-0708 Budget Estimating Conference Recommendations Se ptembe,7,ZOlI Page 2 of 2 The Estimating Conference Committee also made three other recommendations to strengthen the Ckty'scapacity toensure fiscal Integrity and sustainabi|ity. 1- Intergovernmental Revenues: Since the Miami Parking Authority Isanentity ofthe City of Miami, it is recommended that the City's administration play a more involved role in reviewing the Authority's budget and making budgetary recommendations, regarding the Authority,to the City Commission, This includes, but isnot limited to, levels ofreserves and transfers tothe City, asbudgeted in "Shared Revenues From Other Local Units". 2. Other Revenues (|nflowa: |norder toimprove projection* accuracy an6simplifyadministratke overhead, it Is recommended that the City change the take-home vehicle charge to employees from aper mile calculation to a f lat rate, in "Other — Other Nonoperpting Sources/Carryover". I Charges for Services: |norder toimprove cash flow, Interest earnings, and accurate payment to public safety personnel, it is recommended that the City disburse excess emergency service fees ("CIPS45—Emergency Service Fees") above the $7,287,000 cap, only once per year after receipt ofaudited financial statements. On behalf of the members of the FYZ���Budget Estimating Conference Committee, thank you fortheopportunhytoreview1heCity'sbudgetaryassumpdonsh`mtrmnspanmntandpnoductivemanmor. We hope that our recommendations provide you with an opportunity to view some of your assumptions lnanew light. Finally, asanon-staff member participating forthefirs-ttime,|would like to commend your professional administrators for theirdiligent preparation, open communication, and willingness to consider constructive ideas. | have nodoubt that their energy and commitment will serve you well ax you set priorities and adopt the City ofMiami FYIO12'l3Budget. Submitted into the public record inconnection with item BH.11on 09-27'12 Priscilla A'Thompson City Clerk At t a chment 2 Account Totals - Change Memo Adjustments General Fund 2012-13 Sept. 13 FY 2012-13 Memo 2 2012-13 Proposed (v1) Adjustments Preliminary Budget Adjustments Proposed (v3) Auditor General $1,097,000 $0 $1,097,000 $0 $1,097,000 Board of Commissioners $2,477,300 $0 $2,477,300 50 $2,477,300 Building $7,961,500 ($112,200) $7,849,300 $0 CIP Administration $3,904,900 $120,000 $4,024,900 city Clerk $1,497,000 $0 $1,497,000 City Manager Civil Service Code Compliance Communications $2,790,700 $395,400 $4,591,000 $112,200 $2,902,900 $10,000 5405,400 $0 $4,591,000 $7,849,300 $0 $4,024,900 50 $1,497,000 $0 $2,902,900 50 $405,400 $4,591,000 $616,300 $324,600 940,900 $0 $940,900 Equal Opportunity and Diversity Programs $321,400 $321,400 $0 $321,400 Finance $7,803,400 $900,000 $8,703,400 Fire -Rescue Grants Administration GSA $105,346,100 $860,500 $0 $860,500 $21,133,000 (50,600) $21,123,400 $0 $105,346,100 50 $8,703,400 $0 $105,346,100 $0 $860,500 $0 $21,123,400 Human Resources • information Technology Law $3,148,000 $35,000 $3,183,000 $0 $3,183,000 $11,661,000 $159,800 $11,820,800 $0 $11,820,800 $5,900,900 $0 • $5,900,900 $0 - $5,900,900 $0 $1,579,700 $0 $1,579,700 $0 $904,000 $0 . $904,000 Management and Budget Mayor $1,579,700 $903,900 NDA $30,294,500 $21,444,500 551,739,000 $0 $51,739,000 Neighborhood Enhancement Tea $3,523,700 $0 $3,523,700 $0 $3,523,700 Parks and Recreation $29,820,000 $29,820,000 So $29,820,000 Pensions Planning and Zoning Police $657,600 $4,818,800 $167,199,900 So so 50 $167,199,900 so $657,600 $4,818,800 $167,199,900 Public Facilities $5,898,200 $68,200 $5,966,400 $0 $5,966,400 Public Works $17,203,600 $0 - $17,203,600 $0 $17,203,600 Purchasing $1,481,700 $0 $1,481,700 $0 • $1,481,700 Risk Management $13,665,900 50 $13,665,900 $0 $13,665,900 Solid Was-te , $26,386,100 $1,432,400 $27,818,500 $0 $27,818,500 General Fund Total: $484,939,000 $24,484,900 $509,424,000 $0 $509,424,000 *** Report End *** • Submitted into the public record in connection with item BH. 11 on 09-27-12 Priscilla A. Thompson City Clerk Attachment 3 Account Totals - Change Memo Adjustments Special Revenue Funds 2012-13 Proposed (v1) ARRA - Others $303,800 ARRA - Police $11,707,600 City Clerk Servkes $480,500 Community and Economic Development 549,007,400 Sept. 13 Adjustments $0 $303,800 $0 $11,707,600 $480,500 53 $0 Economic Development & Planning Service $5,031,500 $0 Fire Rescue Services $27,001,000 $0 General Special Revenue $1,288,200 $49,369,400 $5,031,500 $27,001,000 $1,288,200 FY 2012-13 Memo 2 2012-13 Preliminary Budget Adjustments Proposed (v3) $0 $303,800 $0 $11,707,600 $0 $480,500 50 $49,369,400 $0 $5,031,500 0 $27,001,000 50 Homeless $2,259,400 $0 $2,259,400 Law Enforcement Trust Fund (LETF) $1,509,900 50 $1,509,900 Local Option Gas Tax (LOGTJ $6,465,200 ($6,465,200) $0 Miami Ballpark Parking Facilities • $5,280,000 $75,800 $5,355,800 NET and Code $1,879,800 50 $1,879,800 Parks and Recreation Services 53,454,700 50 $3,454,700 Police Services $15,358,800 $0 $15,358,800 $1,288,200 $2,259,400 0 $1,509,900 $0 $0 $0 $5,355,800 $0 $1,879,800 $0 $3,454,700 $0 $15,358,800 Public Facilities Servkes $10,385,500 $0 $10,385,500 $0 $10,385,500 Public Service Tax $56,137,400 (556,137,400) so $0 so Public Works Services $2,900,900 Strategic Initiatives $3,064,800 $2,900,900 $0 $2,900,900 52,702,8)0 $0 $2,702,800 Transportation and Transit $12,484,400 $699,300 $13,163,700 $0 $13,163,700 General Fund Total: $215,980,800 ($61,827,500) $154,153,300 $0 $154,153,300 *** Report End *** Submitted into the public record in connection with item BH. 11 on 09-27-12 Priscilla A. Thompson City Clerk Attachment 4 Proposed Position Count by Department FY 2011-12 NEW Trans. IN Trans. OUT Eliminated Prelim. FY 2012-13 Auditor General Building CIP and Transportation City Clerk City Manager Civil Service Code Compliance Commissioners Communications Community Development '• " " Equal Opportunity and Diversity Programs - " • Finance Fire -Rescue BrantiAdminiStratiOn - , • GSA Information Technology Law IVIanagement and Budget Mayor ••. Neighborhood Enhancement Teams (NET) Parks and Recreation 9 62 10 45 12. 22 59 6 2 3 0 781 z'•'•27• 139 69 13 777.177';','17 11 1 .37 Planning and Zoning 39 • Police - ' • 1502 „ Public Fadittles Public WorAcs' Purchasing • Risk Managereent Soil d Waste 1 (6) 9 (1) 71 (1) 46 13 26 (1) 52 30 10 781 (3) (1) 135 (6)63 : ••• • • • .:`• :1:4•7••.' '• • '% 41 (1) 12 (1) 37 182 40 -. 1501' (1) 41 86 • 14 14 217 1 6 224 3616 48 16 -16 -31 3633 • Submitted into the public record in connection with item BH. 11 on 09-27-12 Priscilla A. Thompson City Clerk • Attachement 5 CITY OF MIAMI 4c6.*:Gehei.OWTheodore Guba •••:tiq-"'P 411.4,7'; IL!!'0;iii441,016f0,*4Santatfon Employees' 0:1 44tAf..k*fiAlia Downown DeveJoprnnt Authorty (ivil Service Board °Management and Budget is an Office within the City Manager's Office. TABLE OF ORGANIZATION Office of1nternetonaI Business Deveoprnert "'g•wq!'- i••••,..71 ciPli:',TritiiiSpbtftattots Adminstratir Submitted into the public record in connection with item BH. 11 on 091712 Priscilla A. Thompson City Clerk Uorente, Mike From: Martinez, Johnny Sent: Tuesday, September 25.2O13 12:55Pk8 To: L|onanba. Mike Cc; Suarez, Francis (Commissioner); Alfonso, OonielJ.; Larned, Janice Attachments: Labor savings per union.pdf Mike the gist ofthis will bediscussed tomorrow atthe executive session. Johnny Martinez, P.[. City Manager Submitted into the public record |nconnection with item BH. 11pn 09-27-12 Priscilla A.Thompson CURRENT STATUS - PLAN A - NEGOTIATION STRATEGY (FINAL) PROPOSAL FY2013 IMPACT Pension Savings (Actuarial and 175/185) AFSCME 1907 AFSC FOP 1AFF NON -UNION GESE Actuarial GESE Actuarial City Proposed Section 175 Section 185 Subtotal Pension Plan Reforms 9,687,000 4,000,000 3,145,000 16,832,000 5,948,787 735,243 2,456,400 303600 8,405,187 1,038,843 3,002,970 1 240,000y 3,145,000 - 3,145,000 4,242,970 GESE Tiered Multiplier GESE Cappension at 80K GESE Eliminate Drop GESE EE Contribution from 13% to 10% _FIN? Actuary Agg._To Entry Age Method FIPO Eliminate DROP create Back Drop FOP Pension at 10% Subtotal Health Benefit Savings 1,000,000 700000 (1.950,000)� 4,300,000 6,600,000 1,399,000 12,049,000 445,000 55,000 500 000 429,870 53130 217,000 197,4951 .._._(148 005)...........................'(604,500 .. 2i580 000 .,m 1,720,0003,100,000 3 500 000 - (322,625) (39,875) 7,079,000 5,220,000 112,500 Contribution to Health Plans Status Quo on 2011-12 Health Contribution (Adjusted $511 K) Subtotal Operational Items 325,000 389,000 714,000 268,410 268,410 325,000 120,590 325,000 120,590 One Time Pay Increases Vehicle Purchase Attrition Savin Departmental Line Item Reductions LETF Funding_ Overtime Reduction in Fire Rescue (1,800,000) - - - (1,800,000) 1,864,000 1,864 000 1,675,000 1,175,000 500,000 700,000 700,000 - 850,000 ! - 850,000 - 1,250,000 - - 1,250,000 Subtotal 4,539,000 - - 4,589,000 (50,000) Total Labor Impact City Contribution 34,134,000 8,350,972 998,968 11,668,000 8,640,000 4,476,060 6,000,000 1,228,200 151,800 2,000,000 2,000,000 620,000 GRAND TOTAL - PLAN A 40,134,000 9,579,172 1,150,768 13,668,000 10,640,000 5,096,060 Submitted into the public record in connection with item BH. 11 on 09-27-12 Priscilla A. Thompson City Clerk Labor Strategy Scenario Summaries FINAL 235EP2012- Final Negotiated Terms 2013 9/25/2012 Llorente, Mike From: Sent: To: Cc: Subject: Attachments: Mr. Manager, Llorente, Mike Wednesday, September 26, 2012 3:07 PM Martinez, Johnny Alfonso, Daniel J.; Suarez, Francis (Commissioner) FW: Chenges Memo for the September 27th, Budget Hearing 2nd BH Final Change Memo with Attachments.pdf Below is an excerpt from the latest budget memo. It states that the Administration has reduced the budget for professional services for the Finance Department from $900,000 to $150,000. The balance of $750,000 has been transferred to a Non -Departmental Reserve Account to be used for CAFR preparation, cash management services, and training. Please explain how this is different from the original request — aside, of course, from the obvious change in accounts. In other words, does the Administration still intend to hire a consultant to prepare a business plan for the Finance Department, etc? Also, the below excerpt states the $150,000 remaining in the professional services budget will be used for "personnel costs associated with recruitment of a Comptroller and other senior level accounting staff." Please explain why these costs will be drawn from the "Professional Services" line item instead of the "Salary" line item. Finance The September 13thFV 2012-13 Preliminary Budget is $8.703 million. It is recommended tl• the funding that was added for professional services (accounting, treasury and financ advisory) related to the improvements needed in the Department ($900,000) on Septernt 13" be reduced by $750,000. This amount shall be placed in Non -Departmental Reserve to used to improve processes in the preparation of the Comprehensive Annual Financial Repor Cash Management practices, training, and implementation of best practices including the Ora Financial software application, but only with prior City Commission approval and consent. T $150,000 that remains in the Department's budget shall be allocated to personnel co: associated with recruitment of a Comptroller and other senior level accounting staff. Thanks, Michael llorente Chief -of -Staff Commissioner Francis Suarez 3500 Pan American Drive Miami, FL 33133 Tel: 305-250-5423 Fax: 305-856-5230 mllorente@miamigov.com Submitted into the public record in connection with item BH. 11 on 09-27-12 Priscilla A. Thompson City Clerk Fromm: Alfonso, Daniel ]. Sent: Tuesday, September2S, 2012 3:39 PM To: Department Directors and Assistants Cc: Budget Department Smbjevt:FVV: ChmngesMemo for the September 27th,Budget Hearing The final changes for the Preliminary Budget have been made and that information has been sent to our elected officials. None of the information herein should surprise, but if you have any questions please call on us. Daniel 1Alfonso Director, Management and Budget Office: 305-416-1585 iACT From: Alfonso, Daniel ]. Sent- Tuesday, September 2S,2D1Z3:36Py4 To: Suarez, Francis (Commissioner); Sarnoff, Marc (Commissioner)(nlsarnofh@mniamigov.com)| Gort,VVifnedo (Commissioner); Cavo||o, Frank (Commissioner); Spence -Jones, Michelle (Commissioner UistrictS) Cc: L|ovente, Mike; Goldberg, Daniel S.; Nelson, Ron; Cmstaneda, Frank; Diaz, P|acido; Va|eriano, Diana; Shiver, Cornelius; Martinez, Johnny; VVestmU, Lynn; Bravo, Alice; [mbrans, Luis; Lmrned, ]anice;Thomnpson, Priscilla Subject: Chenges Memo for the September 27th, Budget Hearing Commissioners, attached is the Memorandum that amends the Tentatively Adopted Budget of September 13 Ih. Most of these changes are the result ofincorporating the impact of the labor agreements. | will gladly answer any questions you have about these changes orany other items inthe budget. Regards; Daniel ]. Alfonso Director, Management and Budget Off(ce:3US'4l6'158S iACT Submitted into the public record imconnection with item 0H,11on 09'27-12 Priscilla &.Thompson 2 Uorente, Mike From: Alfonso, Daniel J. Sent: Wednesday, September 20 2012415PM To: Lkorento Mike; WYmnUnez Johnny «^c: Suarez, Francis \Comm/ss/oneq Subject: RE: Chenges Memo for the September 27th, Budget Hearing Mike, it is different because the $750K will be in NDA and its use will be contingent upon Commission Approval as noted inthe message. The City Administration will have toprepare aplan that the Commission will approve ordeny. |fit's not approved itwill not bespent. |nterms ofthe $lSOKthat remains. My mistake for not specifying that it is moved to salary, I should have made that clear. Daniel ].Alfonso Director, Management and Budget Off|ce:30S'4l6'1S8S iAKT From: Uorente Mike Sent: Wednesday, September36, 3012 3:07 PM To: Martinez, Johnny Cc: Alfonso, Daniel I.; Suarez, Francis (Commissioner) Subject: FVVr Chenges Memo for the SeptemnberZ7lh, Budget Hearing Mr. Manager, Below isanexcerpt from the latest budget memo, It states that the Administration has reduced the budget for professional services for the Finance Department from $900,000 to $150,000. The balance mf$7SC\0UOhas been transferred to a Non -Departmental Reserve Account to be used for CAFR preparation, cash management services, and training. Please explain how this isdifferent from the original request —ay/de'ofcourse, from the obvious change in accounts. in other words, does the Administration sLU| intend to hire a consultant to prepare a business plan for the Finance Department, etc? Also, the below excerpt statesthc$1SOU0Oremainingintheprofesuiona|scn/icesbudgetwiUbeuscdfor^permonne| costs associated with recruitment of a Comptroller and other senior level accounting staff." Please explain why these costs will be drawn from the "Professional Services" line item instead of the "Salary" line item. Submitted into the public record |nconnection with item BH'11wn 09'27-12 Priscilla A.Thompson City Clerk Finance The September 1 FY 2012-13 Preliminary Budget is $8.703 million. It is recommended ti- the funding that was added for professional services (accounting, treasury and financ advisory) related to the improvements needed in the Department ($900,000) on Septemk 13th be reduced by $750,000. This amount shall be placed in Non -Departmental Reserve to used to improve processes in the preparation of the Comprehensive Annual Financial Repor Cash Management practices, training, and implementation of best practices including the Ora Finandal software application, but only with prior City Commission approval and consent T $150,000 that remains in the Department's budget shall be allocated to personnel co associated with recruitment of a Comptroller and other senior level accounting staff. Thanks, Michael llorente Chief -of -Staff Commissioner Francis Suarez 3500 Pan American Drive Miami, FL 33133 Tel: 305-250-5423 Fax: 305-856-5230 mllorente@miamigov.com From: Alfonso, Daniel J. Sent: Tuesday, September 25, 2012 3:39 PM To: Department Directors and Assistants Cc: Budget Department Subject: FW: Chenges Memo for the September 27th, Budget Hearing The final changes for the Preliminary Budget have been made and that information has been sent to our elected officials. None of the information herein should surprise, but if you have any questions please call on us. Regards; Daniel J. Alfonso Director, Management and Budget Office: 305-416-1585 iACT Submitted into the public record in connection with item BH. 11 on 09-27-12 Priscilla A. Thompson City Clerk From: Alfonso, Daniel J. Sent: Tuesday, September 25, 2012 3:36 PM To: Suarez, Francis (Commissioner); Sarnoff, Marc (Commissioner) (msarnofkamiamigov.com); Gort, Wifredo (Commissioner); Carollo, Frank (Commissioner); Spence -Jones, Michelle (Commissioner District 5) 2 Cc: Uonentm,Mike; Goldberg, Daniel 5.; Nelson, Ron;Castaneda Frank; Diaz Pladdn;Vo|ehano, Diana; Shiver, Cornelius; Martinez, Johnny; VVesba|[ Lynn; Bravo, Alice; Cabrera, Luis; Lorned, ]mnkco Thompson, Priscilla Subject: Chenges Memo for the September 27th, Budget Hearing Commissioners, attached is the Memorandum that amends the Tentatively Adopted Budget of September13m. Most of these changes are the result of incorporating the impact of the labor agreements. | will gladly answer any questions you have about these changes orany other items inthe budget. Daniel J.Alfonso Director, Management and Budget Office: 305-416-1585 iACT Submitted into the public record \nconnection with item BH'11wn 09'27'12 Priscilla A'Thompson City Clerk _Iorente, Mike From: Michel, Leon Sent: Thursday, September 27, 2012 12:01 PM To: Llorente, Mike Subject: Revised 2013 GF Five Year Forecast Update 09-27-2012.docx Attachments: Revised 2013 GF Five Year Forecast Update 09-27-2012.docx FYI Submitted into the public record in connection with item BH. 11 on 09-27-12 Priscilla A. Thompson City Clerk JP ,0- Five Year Financial Plan Revenue/Expenditure Summary and Fund Balance. Submitted into the public record in connection with item BH. 11 on 09-27-12 Priscilla A. Thompson City Clerk This forecast was revised to incorporate the changes due to recent labor agreements, the consolidation of the Local Option Gas Tax (LOGT) and the Public Services Tax (PST) Special Revenue fund into the General Fund as required by the Government Accounting Standards Board (GASB and the revised estimate from the Florida distribution of Half -Cent Sales Tax (10% over prior year) . Baseline Forecast Revenues 2012 2013 2014 2015 2016 2017 Budgeted Projected Projected Projected Projected Projected Prupei y Tax 215,449,900 217,631,200 224,496,700 232,863,500 254,256,900 263,653,200 Franchise Fees & Other 36,350,000 97,870,700 98,422,500 98,982,503 99,551,000 100,128,000 Interest 1,500,000 80),000 800,000 800,000 800,000 800,000 Transfers In 46,110,500 70,000 70,000 70,000 70,000 70,000 Fines & Forfeitures 5,000,000 4,400,200 4,400,200 4,400,200 4,400,200 4,400,260 Intergmemmental Revenues 42,47,500 44,984,600 46,272,900 47,588,700 48,938,100 50,327,900 Licenses & Permits 36,616,505 40,294,100 41,274,100 42,627,700 44,028,700 45,478,700 Other Remanues (Inflows) 17,845,600 9,161,200 9,579,200 9,666,600 9,666,600 9,686,600 Charges for Services 81,897,400 87,997,000 89,712,900 91,463,200 93,248,400 95,069,400 Total Revenues Expenditures 483,247,400 503,209,003 515,028,400 528,462,400 554,959,900 569,594,000 General Government 38,540,300 54,192,900 58,947,900 58,651,700 61,029,400 63,466,900 Planning & DeAelopment 8,317,600 12,316,500 12,739,400 13,119,000 13,642,300 14,176,800 Public Works 49,766,100 64,522,900 67,038,200 67,645,300 69,997,900 72,420,000 Public Safety 185,710,600 254,906,800 262,613,400 273,375,600 284,842,900 296,515,400 Public Facilities 4,244,300 5,873,400 8,015,300 6,160,300 6,353,300 6,551,500 Parks & Recreation 21,894,703 29,345,300 30,101,100 30,830,400 31,758,400 32,712,800 Risk Management 58,413,200 13,608,600 13,899,900 14,190,100 14,513,600 14,844,200 Pensions 76,808,800 657,600 734,700 788,500 530,000 869,200 Non -Departmental 30,643,800 26,525,600 27,026,500 27,082,200 25,250,200 25,319,600 NDA - Transfers Out 8,908,000 36,259,200 37,759,200 38,988,000 38,986,000 38,986,000 Transfer to Fund Balance 0 0 0 0 0 0 Total Expenditures 483,247,400 498,209,000 514,875,600 530,831,100 547,205,000 565,864,400 Fiscal Year Surplus (Deftci() 0 5,000,000 152,800 (2.368,700) 7,753,900 3,729,600 Fiscal Year Ending Fund Balance 27,507,995 32,507,995 32,660,795 30,292,095 38,045,995 41,775,595 Combined Budget Forecast: 2013-2017 45,000 - 40,000 .- 35,000 - $04,500 .532 651 630,292 25000 20,000 - 15,000 10A043 —55.000- 5,000 — 0 (5000) 2013 2014 52,3691015 2016 2017 78 'Fiscal Year Surplusb(Dielcit) 5Flacal Year Ending Fund Balance Llorente, Mike From: Alfonso, Daniel J. Sent: Wednesday, September 26, 2012 6:40 PM To: Llorente, Mike Subject: RE: Police Pay Structure Attachments: Pay Ranges as Reduced- Oct 2010 Police and Fire Rescue.xlsx Here it is for both Police and Fire Rescue. Regards; Daniel J. Alfonso Director, Management and Budget Office: 305-416-1585 iACT From: Llorente, Mike Sent: Wednesday, September 26, 2012 11:14 AM To: Alfonso, Daniel J. Subject: Police Pay Structure Danny, Can you please send me the police pay structure? Thanks, Michael Llorente Chief -of -Staff Commissioner Francis Suarez 3500 Pan American Drive Miami, FL 33133 Tel: 305-250-5423 Fax: 305-856-5230 milorente@miamigov.com Submitted into the public record in connection with item BH. 11 on 09-27-12 Priscilla A. Thompson City Clerk P 8045.10) Step a t a955*rtla 2 Sena e 6.51 8 8 o 10 arno 11 12 13 a 14 8 15 8 16 2, 10-Year 7291 12,Year 1221 14,Year 1241 I6-Year 1261 16-Year 20-Year 1301 22-Year 421 Thee r S iyr 111EXPISN0Fr2111111111FEININIFE£011WWITEMBLEINIVOI,',113ENEGANNO041090r1711111110110010,43011SWE011111111111110511110111ELMIENINE1.0111110 I 354% 3Yr UV 4.8p. Syr 6.6yr Syr 85yr 721 7.6yr 1 i2yt 1 leyr 18ko. REL01 i 6093 5101145, OfIcer- 75.8betionar2 IMO 20 5781 42 80253 051 0303 193494 03152 21 6055 44 941 76 22 1460 45.5 50 2 22 MI6 47 217 61 232582 .397 77 23 6498 AB 60758 24 4452 50,848 81 25.0573 52,119 17 25 1930 52297 43 25 7716 63,604 93 26.4159 6.4 315 08 2 27 0753 55 318 70 27./532 67.726 75 24 9470 5910951 zo 1582 60,649 06 29 8871 6248523 30 8393 03./19 31 31.5533 St 530.30 32 1544 66 343,611 32 6281 69,2132 39 32 76. 68,150.25 33 4152 39 513 46 310883 50,903 72 34 not 72 321 511 0244 50308 PA 4,311 . All (5 vses) 21 8961 224054 " 229891 Canna 235557 .8 997 85 24 1383 SO 207 76 24 7347 51 448 89 25.3458 54719 25 25 43,5 92 897.55 26 *so 1 59 205 111 za 7044 SS 645 10 273646 66 216 75, 28.041/ 55,326 63 28 7355 69 763.69 29 4467 61 249 13 30 1756 32 ass 31 30 9228 64,319.41 31 8415 66,2313 98 33 4723 67 $43 67 73.1166 58,85397 33 0531 68,750 34 33 7084 70.113 54 34 3768 71,60350 35 0586 72,921 89 11P 5011 Palim 3955e55 753553 53 131 63 251431 52 310 04 25 7777 53 els at, 374222 54 9$9 24 27 0328 36,332.24 37 7546 57 740 4, 28 4538 52 18394 30 1353 sotors so 29 8943 sa tes 13 306417 63,734 80 31 4077 45337 96 32.1329 85561 IS 32 9975 58 615 C3 33 C9S2, 55 838 11 33 96 79 559 34 34 7705 72322.94 36 5136 79 492 56 385333 16 992 46 37 2607 77 sos 21 35,0058 79 052 93 38 7669 53 933 09 135412 82 246 76 40 1321 63, SW 79 12P 5074 1 P51,25 955 5.15 Maw 14 28851 25 3518 . 731 73 254378 52 010 12 26 0652 54 217 78 25 7137 65 698 32 37 3713 65 632 32 25 %MI 58 340 57 za 74133 83,764 02 29 4537 SI 26364 33 1828 n 789 21 30 3332 54,334 AS 31 6362, SS 93606 32 4814 57,551 27 33 2661 58,235 It 33 3837 59,438 19 34 2111 71 159 12 36 0691 72 923 82 36 1023 76 062 79 385165 /6 662 66 37 5.2 75,10229 35 2043 79 862 11 39 0644 51,233 17 238295 62 845 /14 40 6368 34.990 87 218 5012 /75655I., ant 36.3936 24 1334 24.84,1 335707 313413 32,1247 323279 33 0251 33 sass as 6970 255645 36.4637 37 3863 352991 39 2567 40 2381 41 .6452 42 2742 43 15. 43 .23 44 86,e 43, 595 46,5743 238* 305 7e40,,,, eq,,,,,, assoi 55058 39 28 6320 SO 525 11 23 3919 62,246 SA 30 II. 63 692 62 30.8652 65 1512 66 316291) 66 819 40 32 4132, 68.483 25 33.2164 . .2 17 33,3130 70 73 34 1393 52 169 81 94 1.16 7527422 35 0533 75,823. 36 7422 77,719 13 37.3536 79,632 GS 355470 81 6. 55 39 5462 83636 4 49 $346 OS ZO6 251 41 7337 87 93040 425622 95688 51 43 40511 91,46262 442705 33,312.66 45 1503 25,17869 465478 07 35247 1 . .39 59.698.45 11,125 19 62,648 02 54,199 67 35,76394 67.419 48 550. 03 44292 25 71 009.95 72799,69 74874 36 29,923, 75,319 21 110,362 IA 22253 96 80.29534 86 636 14 83530 48 90 388 59 sassa 79 23,312 . 95 776 17 97 662 56 31P 5013 Pose Captain 32 8394 32 3165 33 75. ,.., 34.5239 35 469, 38 3557 372647 38 1.2 39 1512 40 12. 41 1332 42 1817 4325. . 2961 45 4024 46 6386 47 3347 48 11033 49 8712 50 8685 616560 $1,1193 €2. 25171 611,30$ 99 66,605 OD 70.220 51 51 075 18 73,77567 75,619 82 77,610 64 PA 448 20 81 434 50 sa 470 21 85,657 C2 87 698 26 A3,858 30 53,135 33 34 432 .7 £6,800 26 44.744 +0 IA 6.06 103 732 08 136 836 76 157,922 01 15A 0.52 40 598.661 52 Cuminuliative 2 5% 5 .6 0 7.5% 50.0% 13.5% 35 565 17 396 23 3% 22 5% 26 9% 27 6% 33 0% 32 5% 36 0% 37 5% 46 5% 42.5% 44.596 . 59E 48 5% 50644 Pay Ranges as .3.1/00d- Oa 2010 Pah. and Fire 455028 596 , E 0 _C t..1 C. 0 < m 645 - ± F54 E F 10(3.2515) 1011)2910 c.„ Stap , ...I 1 2 3 4 8 6 7 8 9 10 II 12 13 14 16 18 17 18 15Ye2r 16Year IS -Year 20-Year 21-Year rrtut on $90 ttmo 5618 Itmo emo erno Smo Pirsto Smo 8o,, Smo Brno ralso linso eino en. %no eroo 1 Year 113.9 r IS -Year 1 Y 26Year 21-7008 Tinto in Job mart 800, 1yr 1.5yr 200 2.659r 290 3.890 4yr 4.49r 807 5.6yr Syr 6,,0or 757 7' "P5 ,265861,15: ' 1441965565, ' 552 „ -s .5557" /5 5 "a.. 1591334.55 AIMS , 5,5501619- 55 , 2.814 ' '`645362 04848,55 . 5 26164 2685635,815 3.08iA555 3 - - V" 2 t99 . 'OW 5: , - 95616 655 . 2.6075, " ZOOS - 585 6% ,5-5 -55 9,86% 017 5306 Feafighter 80 2080 21 0011 21 5261 22 0842 22 5159 23.1812 23.7807 243049 24.4538 25.0490 25.8753 28 aizi 26.9751 27 6495 28.3497 295492 257754 30.5198 31 2 8 32.8459 32.9441 33.7676 35 4581 38.3425 43 882.25 44,774 18 45,893.59 47,041 95 48 216.97 49422.335965792 5192434 52 101 90 0340453 54,739 (35 58178.24 57,510 87 6'8,948.71 0042234 6193251 481 20 65 8 19 ea 321.65 58,523 71 70,236.70 73,748 75 592 36 02' 53 Pref.4819, 56 2456 17 5095 17 9381 18 3865 18.8462 19.3173 19,8003 20.2953 20.8026 20 8739 21.3957 21 9306 224(85 23 0408 23 6188 24 2072 24 8124 25 4327 280686 27.3719 27.4529 28.1392 29 5452 30.2849 43681 30 44,773 47 45,892 68 47 040.10 48 215.98 49 421 60 50657.13 51 923 35 52 101.13 53 403.60 54,738 80 58,107,19 57 509 94 58,941.51 60,421.29 6/ 931 75 63 480 04 05567 10 88.320 M 68 522.39 70,235 45 73,747 43 75 591 OG 03F 5331 Firefighter 104 2704 17.5005 17 9381 18 3865 18 8462 19.3173 19.8003 20.2953 20.8026 20.8739 21.3957 21.9306 22.4788 23 0408 23.6168 24.2072 24 $124 25 4327 28 06513 27 3719 27 4529 291392 29 5462 30 2849 47,321 41 48,504 60 49 717 07 50 960 11 52 233.98 53 539 98 54 878.56 55 250 30 56 442 89 57853.90 59,300.37 50 782.79 62,302.44 63 859.81 65458.40 67,092.73 68,770 05 70,489 38 74,013 /4 74,232 59 76088.40 7005354 51,85535 Job Coda Moos Annual Rows 2 3 4 5 9 10 11 12 53 14 15 AS 17 SS 11 80.yo.r 18-Year 18.7820 06.7020 21-Year on Mop &no Smo 838o Sine erno Smo sme erno $ o 6mo tinto Smo 6nto iinto 6 , 564. 5 '5,8805,5 2 AO" 11F 53,0 Fire Lieutenant 80 2080 24.3552 24 9540 25.0495 25 6757 28.3175 26.9755 2735498 26,3412 29. 97 29.7759 30.5204 31.2832 32 2218 33,1884 33 4491 34.4525 35 4860 36 5505 374843 39.3378 40 3215 41 3200 43 3955 44 4.804 50,858.71 51 925 13 52 102 57 53,405 50 54 740.62 55109.01 57 511.65 58 949.68 8742331 61 933.88 5348237 85 089 15 67,021 35 69,931 97 89,574.03 71 881 22 73,810 87 76,025 ze 77,32582 81,622 15 83 867.70 85 964 35 90,252.71 92,519.31 12F 5307 Fire Lasutenant 56 2496 20.2983 20 8037 20.8749 21 3985 21 9318 22.4800 23,0420 23.6179 24 2085 248138 • 280898 26 5529 27.8575 27.8748 297106 29 5721 30.4592 31.2207 32.7318 33 6013 34 4414 za 1635 37.0676 50 659 50 53925 96 52,103 66 53,406.39 5474135 56 109 90 57 512.73 58 950.30 80.42431 61 934. 65 070.12 67 022 55 69 933.01 59 574.94 71682 09 73,811 93 76, 8 28 77 926 95 81,823 47 83, 8 83 85, 5.75 5526477 92,520177 13F 5333 Fire Lietrtsnart /04 2704 20.2983 20 5037 20 8749 21 3968 21.9316 22.4550 230420 23.6179 24 2085 24.8138 26.8520 2723575 27.8748 28.7108 29 5721 374532 31 2207 32 7818 33 8013 ,4 38/835 37 78 54 881 13 58 253 12 56,445 88 57 858 92 59 3035,3 80 785.81 62 305.46 63 882 82 85 459 57 67 096.00 58,773 57 70 49253 725607 76 74,785.76 75 372.85 77,633.93 7898293 8238105;420.87 0084215 90,857 99 5212958 97 786 08 196,239.73 51.4325 21F 5311 Fire Captain 80 2080 27.5850 28 2745 28 93314 29 7080 30 4485 31,2098 319900 32 7898 32.8889 39.7089 34 5517 35.4156 36 4779 37.5723 38.6995 39.8505 41,0563 42.2879 43.3451 45 5124 48 6502 479/68 50 2072 57,376 82 58,810 98 80,281 32 61,788 41 83,333 03 84,916 34 66,539 30 88 202 88 08 404 86 70 114 81 11.887 53 13 864.37 78,874 02 78,160.30 80,494.82 82 909.75 85 397 08 87 950 79 0015755 94895.74 97,032 53 458 12 1 431 08 107,042,00 22F 5308 734 Captain 56 2496 22 9875 23 5820 24 1511 24 7549 25 3737 28 ooei 28 6583 27 3248 37 4058 28 (5307 28.7930 29 5128 35 3982 31.3101 32.2495 33 2189 34 2135 35 2398 361208 37 9268 388750 39 8469 41 8393 42.8852 57,378 70 58,810 79 /30,281 09 61,18880 83,332.88 64,916 22 66,539.03 68,202 89 9640429 70 114538 71,867 42 73 683 84 75,873 87 78,150 00 07494735 82 90941 85 396 78 87 958 84 8719755 94,665 29 8703254 99,45788 10443077 107,041.47 23F 5335 Fire Captain 104 2704 22.9875 23 5520 24 1511 24 7549 25 3737 28.00E11 266583 273249 274058 280907 28 7930 , 29.5128 30 3982 31 3101 32 2495 3321891 342135 352398 36 '208 37.9 388738 39 8 9 418393 42.8892 52,15809 83,711 89 55,304.51 68,937.32 68,810.81 70,325.91 72.08395 73.88625 74,104 63 ' 15 957 25 77,858 37 79 802.49 82,196 69 134 mem 87 202 62 59.918731 5251337 95 288.53 97.670 68 102 664 05 105,118 05 107,746,01 113 133 34 115 96160 31F 5313 Chief roo Officer 80 2080 31 9073 32.7049 33.5228 33.6218 344822 35.3238 38.2059 37.1121 38.0399 38.9910 39.9557 40.9545 42 1937 43 4598 44.7834 45 1062 47 4894 48 9141 50.1370 50 9084 52,1811 5 53 4865 56 1598 57.5638 85,387.14 06,02027 69,727.00 69,933 28 71,681 47 73473 57 75 310 35 77.19312 79 123.01 81 101.18 93/2856 85,296.85 87.762.89 90 395 96 93 '07 78 9597099 9877834 01 741 41 10428495 105,88937 108,538.58 111,249 88 118,812 47 119,732 69 32F 9309 Chief Fire Officer 96 248.8 26.5894 27 2541 27.9355 26,0182 28.7185 29 4365 301724 30.9387 31 9999 32.4924 333547 34,1373 35.1615 36.2163 37.3928 38.4215 39 5745 40.7618 41 7908 42 4237 43 4842 44 5713 48.7999 47.9699 66,367.25 6802627 69 727 07 69,933.38 71 681.40 73,473 50 75 310.35 77,15308 79,123 95 81 10055 83 128 60 85.20896 37,763 08 90 395.81 93,107.82 95 900 91 as 778.04 101 741,48 12428495 105,889.45 108,53894 111,249 95 115,812 64 119,732 76 33F 5337 Chief 711001906, 104 2704 285894 27 2541 27 9355 28 0182 28 7185 29.4365 30.1724 309267 31 8999 32,4924 33 3047 34.1373 351815 38 2153 373828 38 4218 39.5745 40.7815 41.7808 42 4237 43 4842 44 5713 48 7999 4701098 715897 86 73695.13 75,537.85 75 761 14 77.854.85 79,596 2'8 81 586.21 83 8 83 85 715 64 87,953.37 4/0,055 98 92.307.22 95,078.67 97,928. 133,892 65 107,009.54 110,219.94 112,975 36 114.713 57 117,581 36 120,520.78 ,25,548 92 129,710 49 FP in Training: 18.85 to -15% (5 months) Pay Ranges as Reduced- Oct 2010 Ponce and Ftn, Rescue 2 3 c a) 0 .c cn ).0 2 cc° c e c o 112 -o u c . •- 73 03 E ‘- _o 8 E 3 a.) .1+