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HomeMy WebLinkAboutAgenda Item Summary FormAGENDA ITEM SUMMARY FORM File ID: #8051 Date: 10/13/2020 Commission Meeting Date: 11/19/2020 Requesting Department: Office of Management and Budget Sponsored By: District Impacted: All Type: Resolution Subject: End -of -Year Budget Amendment FY 2019-20 Purpose of Item: Recommend changes to the FY 2019-20 budget to allow for year-end close-out. Background of Item: As FY 2019-20 is now complete and the financial system is now closed, it is now appropriate to amend the City's previously -approved budget allocations to close the fiscal year in compliance with existing laws and best practices. Budget Impact Analysis Item has NOT an Expenditure Item is an Expenditure Item is NOT funded by Bonds Total Fiscal Impact: General Account No: Various Special Revenue Account No: Various Reviewed B Office of Management and Budget Christopher M Rose City Manager's Office Fernando Casamayor Office of Management and Budget Denise Lee City Manager's Office Denise Lee City Manager's Office Arthur Noriega V City Commission Nicole Ewan Office of the Mayor Mayor's Office Office of the City Clerk City Clerk's Office Legislative Division Valentin J Alvarez Office of the City Attorney Robin Jones Jackson Office of the City Attorney Barnaby L. Min Office of the City Attorney Victoria Mendez Office of the City Clerk City Clerk's Office Department Head Review Assistant City Manager Review Budget Analyst Review Assistant City Manager Review City Manager Review Meeting Completed Completed Skipped Skipped Completed Completed Signed by the Mayor Completed Signed and Attested by the City Clerk Completed Legislative Division Review Completed ACA Review Deputy City Attorney Review Approved Form and Correctness Rendered Completed Completed Completed Completed 11/09/2020 8:55 PM 11/09/2020 9:33 PM 11/09/2020 7:12 PM 11/09/2020 7:13 PM 11/09/2020 11:16 PM 11/19/2020 9:00 AM 11/30/2020 5:41 PM 11/30/2020 5:51 PM 12/03/2020 11:48 AM 12/03/2020 1:01 PM 12/03/2020 5:51 PM 12/08/2020 12:50 PM 12/08/2020 2:29 PM City of Miami Legislation Resolution Enactment Number: R-20-0387 City Hall 3500 Pan American Drive Miami, FL 33133 www.miamigov.com File Number: 8051 Final Action Date:11/19/2020 A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S), AMENDING APPROPRIATIONS RELATING TO OPERATIONAL AND BUDGETARY REQUIREMENTS THE FOR FISCAL YEAR ENDING SEPTEMBER 30, 2020 ("FISCAL YEAR 2019-20") AS SET FORTH IN THE CITY MANAGER'S MEMORANDUM OF NOVEMBER 9, 2020 INCLUDING ATTACHMENTS THERETO (COLLECTIVELY, "CLOSE-OUT MEMORANDUM"); AUTHORIZING THE CITY MANAGER TO, IN ACCORDANCE WITH THE CLOSE-OUT MEMORANDUM, MAKE ANY NECESSARY CHANGES TO ADJUST, AMEND, AND APPROPRIATE THE FISCAL YEAR 2019-20 OPERATING BUDGET, FIVE-YEAR FINANCIAL PLAN, STRATEGIC PLAN, AND MULTI -YEAR CAPITAL PLAN REGARDING CITY OF MIAMI SERVICES AND RESOURCES AS NECESSARY AND LEGALLY ALLOWED TO ASSIST THE PUBLIC DURING THE NOVEL CORONAVIRUS ("COVID-19") PANDEMIC AND OTHER EMERGENCIES; RATIFYING, APPROVING, AND CONFIRMING CERTAIN NECESSARY ACTIONS OF THE CITY MANAGER AND DESIGNATED CITY OFFICIALS IN ORDER TO UPDATE THE RELEVANT DEPARTMENTS, FINANCIAL CONTROLS, COMPLETED PROJECTS, PROJECT CLOSE-OUTS, EMERGENCY PROGRAMS AND FUNDING, ACCOUNTING ENTRIES, AND COMPUTER SYSTEMS IN CONNECTION THEREWITH FOR GRANTS AND OTHER FUNDING SOURCES IN PROGRESS AND FOR NECESSARY RELATED DOCUMENT NEGOTIATIONS AND EXECUTIONS; PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, in accordance with Section 166.241(4), Florida Statutes, and other applicable State of Florida ("State") laws, the Financial Policies of the Anti -Deficiency Act and the Financial Integrity Principles under Chapter 18, Article IX, Divisions I and II of the Code of the City of Miami, Florida, as amended ("City Code"), and other local laws, the City of Miami ("City") is amending and closing out its General Fund Budget and total Budget for all funds for the fiscal year ending September 30, 2020 ("Fiscal Year 2019-20"); and WHEREAS, the details of the required Fiscal Year 2019-20 close-out amendments are set forth in the City Manager's Memorandum dated November 9, 2020 including attachments, attached and incorporated ("Close -Out Memorandum"); and WHEREAS, the General Fund Budget for Fiscal Year 2019-20 is $803,776,000 and the total Budget for all operating funds is $1,248,935,000; and WHEREAS, the major source of revenue for the General Fund is derived from the category identified as "Property Taxes" in the amount of $396,441,000; and WHEREAS, it is necessary to adjust year-end budgets for the General Fund, Special Revenue Funds, and Debt Service Funds in order to comply with all legal requirements; and WHEREAS, in accordance with the Close -Out Memorandum, it is in the best interests of the City to authorize the City Manager to make any necessary changes to adjust, amend, and appropriate the City's Operating Budget, Five -Year Financial Plan, Strategic Plan, Multi -Year Capital Plan, and in connection with the Fiscal Year 2019-2020 close-out regarding City services and resources as necessary and legally allowed to assist the public during the continuing Novel Coronavirus 2019 ("COVID-19") pandemic and other emergencies, all for the purposes set forth in this Resolution; and WHEREAS, also in accordance with the Close -Out Memorandum, it is in the best interests of the City to ratify, approve, and confirm certain necessary actions of the City Manager and designated City Departments in order to update the relevant Departments, financial controls, completed projects, project close-outs, emergency programs and funding, accounting entries, and computer systems in connection therewith for grants and other funding sources in progress and for necessary related document negotiations and executions; NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. The recitals and findings contained in the Preamble to this Resolution are adopted by reference and incorporated as if fully set forth in this Section. Section 2. In accordance with the Close -Out Memorandum, the following appropriations are made for the municipal operations of the General Fund for Fiscal Year 2019-20: GENERAL FUND APPROPRIATIONS Departments, Boards and Offices: Mayor $ 1,627,000 Commissioners 3,906,000 City Manager 2,830,000 Agenda Coordination 393,000 Building 16,267,000 Capital Improvements 4,553,000 City Attorney 9,919,000 City Clerk 2,039,000 Civil Service 558,000 Code Compliance 8,486,000 Communications 2,309,000 Equal Opportunity and Diversity 573,000 Finance 10,504,000 Fire -Rescue 162,867,000 General Services Administration 27,465,000 Grants Administration 1,446,000 Housing and Community Development 2,027,000 Human Resources 5,261,000 Human Services 5,722,000 Independent Auditor General 1,400,000 Innovation and Technology 14,033,000 Management and Budget 2,719,000 Neighborhood Enhancement Team (NET) 8,400,000 Parks and Recreation 49,777,000 Planning 5,919,000 Police 260,621,000 Procurement 2,888,000 Real Estate Asset Management 13,346,000 Resilience and Public Works 27,714,000 Resilience and Sustainability 721,000 Risk Management 3,543,000 Solid Waste 36,133,000 Zoning 4,369,000 Transfers -Out 75,195,000 Non -Departmental 28,246,000 Total General Fund $ 803,776,000 Section 3. In accordance with the Close -Out Memorandum, the above appropriations for the General Fund are made based on the following sources of revenues for Fiscal Year 2019- 20: GENERAL FUND REVENUES Property Taxes $ 396,441,000 Franchise Fees and Other Taxes 115,481,000 Interest 7,150,000 Transfers -IN 4,945,000 Fines and Forfeitures 5,904,000 Intergovernmental Revenues 73,337,000 Licenses and Permits 67,905,000 Other Revenues (Inflows) 9,944,000 Charges for Services 122,669,000 Total General Fund $ 803,776,000 Section 4. In accordance with the Close -Out Memorandum, the following appropriations are made for the municipal operations of Debt Service Funds for Fiscal Year 2019-20: DEBT SERVICE FUNDS APPROPRIATONS General Obligation Bonds $ 24,055,000 Special Obligation Bonds 146,044,000 TOTAL DEBT SERVICE FUNDS $ 170,099,000 Section 5. In accordance with the Close -Out Memorandum, the above appropriations for Debt Service Funds are made based on the following sources of revenues for Fiscal Year 2019- 20: DEBT SERVICE FUNDS REVENUES Property Taxes $ 23,725,000 Transfers -In and Other Revenues 146,374,000 TOTAL DEBT SERVICE FUNDS $ 170,099,000 Section 6. In accordance with the Close -Out Memorandum, the following appropriations are made for the municipal operations of Special Revenue Funds for Fiscal Year 2019-20: SPECIAL REVENUE FUNDS APPROPRIATIONS General Special Revenue $ 4,094,000 Bayfront/Riverfront Land Acquisition Rouse Trust 1,658,000 City Clerk Services 1,556,000 Community and Economic Development 53,754,000 Departmental Improvement Initiatives 19,982,000 Fire Rescue Services 4,082,000 UASI-Fire Rescue 12,914,000 Homeless Program 2,769,000 Human Services 456,000 Miami Ballpark Parking Facilities 12,819,000 NET Offices and Code Enforcement 243,000 Parks and Recreation Services 3,569,000 Planning Services 15,988,000 Public Art Fund 573,000 Planning and Zoning Tree Trust Fund 3,275,000 Police Services 15,066,000 Law Enforcement Trust Fund 815,000 Public Works Services 9,072,000 Sport Facilities and Activities 471,000 Solid Waste Recycling Trust 146,000 Transportation and Transit 22,210,000 Emergency Funds 100,000 Total Special Revenue Funds $ 185,612,000 Section 7. In accordance with the Close -Out Memorandum, the above appropriations for Special Revenue Funds are made based on the following sources of revenues for Fiscal Year 2019-20: SPECIAL REVENUE FUNDS REVENUES All Sources TOTAL SPECIAL REVENUE FUNDS $ 185,612,000 $ 185,612,000 Section 8. In accordance with the Close -Out Memorandum, the following appropriations are made for the municipal operations of Internal Service Funds for Fiscal Year 2019-20: INTERNAL SERVICE FUND APPROPRIATIONS Life and Health Insurance 47,568,000 Workers' Compensation 20,220,000 Others 21,660,000 TOTAL INTERNAL SERVICE FUND $ 89,448,000 Section 9. In accordance with the Close -Out Memorandum, the above appropriations for Internal Service Funds are made based on the following sources of revenues for Fiscal Year 2019-20: INTERNAL SERVICE FUND REVENUES All Sources $ 89,448,000 TOTAL INTERNAL SERVICE FUND $ 89,448,000 Section 10. This Resolution is a resolution of precedent and all other resolutions in conflict with it are held null and void insofar as they pertain to these appropriations; however, no provision contained in this Resolution shall be construed to violate the Anti -Deficiency Act, as set forth in Sections 18-500 through 18-503 of the City Code. These appropriations are expenditure requirements for the City but are not mandatory. In accordance with the Close -Out Memorandum, the City Manager is specifically authorized' to transfer funds between accounts and withhold any of these appropriated funds from encumbrance or expenditure should such action appear advantageous to the economic and efficient operation of the City. The City Manager is also authorized1 to transfer any excess unrestricted moneys from other funds to the General Fund provided that those are appropriated moneys which are no longer needed to implement the original purpose of the appropriation and whose expenditure is not limited to use for any other specified purpose. Section 11. All departments and the number of employees designated therein provided for in this budget either by position summary or by the organizational chart are deemed approved by the City Commission. Any permanent change regarding same shall require City Commission approval. Section 12. The City Manager is authorized'to continue to administer the executive pay plan and benefit package and to disburse the funds appropriated herein for said purpose in a manner he deems appropriate. The City Manager is also authorized'to administer and disburse the City Commission benefit package. With the exception of those positions in which the salary is established by City Commission action, the City Manager is further authorized to establish the salaries of those employees in executive and staff positions in accordance with the executive and staff pay plan. These employees may receive any salary increases given as stated in this Resolution. Section 13. The City Manager is authorized' to disburse any funds that may be designated by the City Commission as cost -of -living or other pay adjustments to Civil Service, executive, and staff employees. Section 14. Nothing contained in this Resolution shall be construed as to prohibit or prevent the City Manager, the City's administrative head who is responsible for the efficient administration of all Departments, from exercising the power granted to and imposed upon him in the Charter of the City of Miami, Florida, as amended ("City Charter"), to fix, adjust, raise, or lower salaries and to create, abolish, fill, or hold vacant, temporary, or permanent positions whenever it has been determined by the City Manager to be in the best interest of efficient and economical administration of the City and all its Departments. The authority contained in this Section shall also be applicable whenever the City Manager shall cause a Department to reorganize itself to perform its services more efficiently. Such reorganization may include reduction of budgeted positions, reclassification of positions, and alteration of the number of budgeted positions in any given classification. Section 15. (a) (1) The transfer of funds between the detailed accounts comprising any separate amount appropriated by the above sections hereof is approved and authorized when such transfer shall have been made at the request of the City Manager and when such transfer shall have been made of any part of an unencumbered balance of an appropriation to or for a purpose or object for which the appropriation for Fiscal Year 2019-20 has proved insufficient. (2) The transfer of funds between the detailed accounts comprising any separate amount appropriated by the above Sections hereof is approved and authorized when such transfer of funds is made at the request of the City Manager and when such transfer is to be made between the detailed accounts appropriated to the same office, department, or division. (b) (1) To effect salary adjustments, the City Manager is further authorized' to make departmental and other transfers from any reserve accounts established in the General Fund and is authorized to approve transfers for any unforeseen requirements of all appropriated funds as may be required so long as such transfer is consistent with the provisions contained in Chapter 18, Article IX of the City Code. (2) To facilitate effective budgetary control and sound fiscal management, the City Manager is further authorized' to transfer funds from departmental budget reserve accounts to the Emergency Account of Non -Departmental Accounts to other Funds and to departmental budget reserve accounts from the Emergency Account of Non - Departmental Accounts to other Funds. (3) The Emergency Account is declared to be appropriated to meet emergency expenses and is subject to expenditure by the City Manager for any emergency purpose. (c) Except as herein provided, transfers between items appropriated shall be authorized' by resolution amendatory hereto, except that transfers from the Non -Departmental Accounts, may be made by resolution. Section 16. (a) The City Manager is authorized to invite or advertise for bids for the purchase of any material, equipment, physical improvement, or service provided by the aforementioned appropriations or which may be provided for in accordance with the authority of this Resolution for which formal bidding is required. Such bids shall be returnable to the City Commission or City Manager in accordance with City Charter and City Code provisions. (b) Further, expenditure of the herein appropriated funds is authorized in the procurement of goods and services by award or contract for the same by the City Commission following the use, if applicable, of competitive negotiations unless the award of such contract by the City Manager is expressly allowed under City Code provisions. Section 17. In accordance with the Close -Out Memorandum, the City Manager is hereby authorized' to make any necessary changes to adjust, amend, and appropriate the City's Operating Budget, Five -Year Financial Plan, Strategic Plan, Multi -Year Capital Plan, and in connection with the Fiscal Year 2019-20 close-out regarding City services and resources as necessary and legally allowed to assist the public during the continuing COVID-19 pandemic and other emergencies, all for the purposes set forth in this Resolution. Section 18. In accordance with the Close -Out Memorandum, the City Commission hereby ratifies, approves, and confirms certain necessary actions of the City Manager and designated City Departments in order to update the relevant Departments, financial controls, completed projects, project close-outs, emergency programs and funding, accounting entries, and computer systems in connection therewith for grants and other funding sources in progress and for necessary related document negotiations and executions. Section 19. The City Manager is authorized to negotiate and execute any and all agreements necessary, all in forms acceptable to the City Attorney, in order to accomplish any of the appropriations and allocations stated herein. 1 The herein authorization is further subject to compliance with all legal requirements that may be imposed, including but not limited to, those prescribed by applicable City Charter and City Code provisions. Section 20. This Resolution shall become effective immediately upon its adoption and signature of the Mayor.2 APPROVED AS TO FORM AND CORRECTNESS: ndez, City Attor ey 12/8/2020 2 This Resolution shall become effective as specified herein unless vetoed by the Mayor within ten (10) days from the date it was passed and adopted. If the Mayor vetoes this Resolution, it shall become effective immediately upon override of the veto by the City Commission or upon the effective date stated herein, whichever is later.