HomeMy WebLinkAboutItem #05 - Discussion ItemA
CITY OF MIAMI" FLOPInA
iNTIE .R-O TICK. MEMORANDUM
To Natty Hirai .' j i'i
City Clerk
room . Larrieu, Jr. oErfl►ENf.EB
Deputy Director
Department of Personnel ManagemetArt oquow,
September 18, 198%t,
Request for Synthesis
of Bu4get Presentation
This is a follow up to your memorandum of September 12, 1988
requesting a synthesis of our departmental budget presentation.
I began my presentation by announcing my name and title in the
Department of Personnel Management and by letting the Commission-
ers know that I was responsible for the day-to-day operations of
this department for all sections and divisions, with the excep-
tion of the Group Benefits area which reports directly to Assis-
tant City Manager, Angela R. Bellamy. I also mentioned that
segeral staff members from that area were with as in case they
were needed to answer questions.
I proceeded to inform the Commissioners that our FY 88-89 budget
request of 8/8/88 was for $1,699,840. An amount of $170,000 less
than the current year. Also, that the reduction was due to the
contracting out of medical services and the budgetary cut of two
Personnel Officer positions in the Department of Personnel Kan-
agemen t .
I informed them of the functional responsibilities of our depart-
ment as follows:
Xdministration:
SUbj0Ct to tWe- supervision of the Cityy Manager, we are respon-
atbla fat pinnninq, directing and ddainistering a comprehensive
personnel system for 4500 Civil Service, unclassified and tempa-
nary employees.
Applicant Processin :
The Zrityvs Unp o t Office provides information regarding
current recruitment programs. It serves as a repository for
employment applications and notification cards.
Classification & compensations
t has t esponsibilities of work force planning, salary admin-
istration and position classification maintenance which ar
accomplished through the Classification & Pay function. Also,
this unit is responsible for ensuring proper Wage & Hour adminis-
tration under the Fair Labor Standards Act and for ensuring pay
equity under the Pay Equity Act.
Natty Hirai
Request for Synthesis of Budget Presentation
September 18, 1988
Page i2
Medicals
e�epartment of Personnel Management has been assigned the
responsibility to establish and maintain medical services. This
includes medical examinations for new employees and applicants.
Records Maintenances
TKis entails preservation of all employee personnel records and
the referral of applicants for job interviews in accordance with
Civil Service Rules 7 and 8. This function is now under Classi-
fication and Pay.
Recruitment & Selections
Establishes and ma nta ns recruitment programs that will provide
an adequate supply of qualified applicants for City employment.
This section issues job announcements, prepares eligible regis-
ters, etc.
Test Validations
Validates employee selection procedures in accordance with feder-
al statutes and guidelines. Conducts job analyses and research.
Sa�fettys
Responsible for establishing, maintaining, and administering
programs and procedures to promote a safe, healthy environment.
Qcou _Benefits I
This function is responsible fir the administration of employee
benefits including the City's self insured group insurance plan.
At this point, Commissioner Dawkins asked how many positions had
been reduced from, the previous reporting year and the approximate
amount of savings. I proceeded to answer that in W SS we had a
total of 35 employees in the general fund, and that we had a
budget of 28 employees in FV 89, in the general fund, for a total
cut of seven positions: 4 from City Medical, 1 Clerical and 2
Personnel Officer positions for a total savings of approximately
$200,000 per year.
Commissioner De Yurre then asked a question regarding our travel
budget. I proceeded to answer that we had approximately $5,800
in the budget. City Manager, Cesar H. Odio, proceeded to give
the exact amount, $5,892. The City Manager explained to the
City Commission that this expense had not increased but rather
remained the sass as in previous budget years.
Natty Hirai
Request for Synthesis of Budget Presentation
Septesiber 18, 1988
Page t3
I thM proceeded to explain to Comission De Yurre that this
espe o was vital to this dapartsient as our departasat deals with
a lot of litigation and laws and that to stay on tab of praseat
day techniques our staff is required to attend conferences and
conventions for training purposes.
Subsequently, I gave the Commissioners an ethnic breakdown of the
Department of Personnel Management and Trust Agency account as
fol lows t
Anglo Male 4 Female
2
- 60
Black Male 4 Female
13
- 42%
Latin Male 6 Female
15
- 49%
Other
1
- 31
3T
Commissioner Dawkins proceeded to ask at what stage were we
in the computerization process. I proceeded to answer
saying that the Department of Personnel Management staff had
worked with Computers regarding the request for proposal and
that Computers had issued an R.F.P. and was now in the
process of evaluating proposals received. He then said, for
the record, that he would ask the questions from the Com-
puters Department.
Since there were no additional questions, the presentation
ended.
APl�sbg
cct wally Z. Lee
Aast. to City Manager II
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_ZPIeaee note and No me PIUM give me you►
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haee note and return to me For your infon "gion
_. For your review and approval Immediate action deeA 8
pf prr"we reply for my Please aneww, with copy
to me
Plwe follow trough —For your eignatuw
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e Oopartment of Coomun �4tei��vvoOPn� will receive $6691 TO
from the Central fund for fiscal year 1988-ag. This asioant
represents a cuts of f?'2;OSt or eight (6%),p in the department's
general fund budget for pe 4onnel and operating expenses. in
addition; the City's Community Development Block Grant Program
has Is boon red ced by app�ro�xismat�el �4%
e Oe ert�aent f Co�nmunl t 'Devei o n��nt due to these cuts has had
^ P y D J�
to become extremely efficient as we?, as more aggressive in
obtaining other federal funds to meet the needs of the
neighborhoods. Presently staff is doing substantial search for
new funds in the commercial revitalization and economic
development arona.
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To RD T TN H . PURI1M
Director, building i
r�o NIRAI
City Clerk
CI'Y7r' 0I MIAM1, OrUMID►
INN*4WP$C1t MlMOAANOUM
e•n September 21, 1998 rnt
toning
wexCT Request for input concerning
budget Workshop discussion
Qtr[R "ears,
We recently sent you a memorandum explaining to you that on the
day of the Budget Workshop there was on electronic interference
that rendered half of tape 1 inaudible. We further requested
you to submit to our department an itemised, step-by-step renderinge
as best you could remember, of your budget presentation, as well
as questions or requests from the City Commission during said
presentation. We were not aware at the time of this electronic
problem and therefore did not take precise notes of the discussion.
Wm do not need you to itemize the whole discussion. We have the
beginning of your discussion and half completed pages 8, 9, 10
and part of 11 (attached hereto), itemising the portion of your
discussion that we were able to transcribe. we would only need
you to fill in from such point to the end of the discussion.
I -AN, *otry to any that we have been requested by the city manager
to transcribe the whole budget proceedings and, therefore, would
need this from you as soon as possible, but not later than 'Friday
morning. We know you have a heavy schedule and are very sorry
to have to request this at such short notice, but this was due
to circumstances beyond our control.
If you have any questions, please do not hesitate to call.
tKH s vq
Enc: a/s
-98 FR I
1 1: 29 c i t tr of 01641 00C
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had any.
Mr. Pone Larriout To answer, what the City Manager is sap4as to
absolutely correct. Me bring than back under a differs title.
The department has to have a lone fide need for a cliff rent type
of position. They're considered for a one year per d. At the
and of that..period, they are terminated automatic IT. If the
department so chooses to create an additional position with
different titles, they can be considered to be ought back. At
the present time, the city administration is 1 king at a process
called payrolling whereby these individuals ould be going to an
outside agency contract and would not be city payroll. That.
will be coming in the future.
Mr. De Turret Thank you.
Mr. Dawkinsi What it doe,,, Qom •stoner De Turre, i• the same
thing that I complain about wit outside builders coming into tho
City of Miami, working people nd dropping people on the welfare
system. When we hire pe le as temporaries, they have no
hospitalisation, they got o vacation and etcetera. Therefore,
we save money at the ititens who pay taxpayers' expense.
Because if an iadividu lives in the city, he pays taxes in the
cityi but whwa he goo to work for the city, because o! this new
policy that we hev , that individual has no benefits. So, we
find a way to j k him around. I'll rephraso that, jerk it
around, biscause t could be a female, it doesn't have to be a
male, and we d 't giv• his any benefits, and this way we come up
with these p atom savings that you and I constantly see.
Mr. Rodr�tustt Thank you.
Mr. Da64kinst Thank you, sir.
2. A) COMMISSIONER DE TURRB REQUESTS CLARFICATION OF BUDGET
ROOK FORMAT; B)PRESENTATION DT THE BUILDING 6 ZONING
DEPAATHINT .
Mr. Do Turret Cesar, while they're getting up there. I'd like
to have a clarification. I'm looking at the budget book for 188-
189. As an example, so that maybe I can gat an explanation for
this page 97, which is police. I'm looking at the expended 186-
'87 amounts, which are $74,274,249.00. Is this supposed to be
the actual monies that were expended during that fiscal year?
Mr. Manohar Suranat No. it to not. That's the budgeted amount.
We did not have actual expenditure that time.
Mr. Ds Turret Then why does it say expended?
Mr. Suranat That is a format required by charter.
Mr. De Turret Than' tt doesn't mean what it is supposed to mean?
Mr. Suranat You're right.
Mr. Ds Turret Than why do we got this book like this tee41
S:c
Mr. Suranat We will fix the headings.
Mr. Do Torres -The this$ too if I try to deeipb*e UWxt it ,
hr*yoAia$ dad it is bad enough to deal with all tbeg* anaberij,
tbae yen took at something that As supposed t♦ aaa* #m4thint,
1 {y
and it seems something e18e1 As I look at, and I came up with
this question, because I looked at the computer print outs for
that fiscal year, and I looked at the figure that it is supposed
to equal the expanded amount. It was like over $600,000
difference.
Mr. Suranat we will correct that, Commissioner, ve will fix it.
Mr. De Turret You will fist it, but you have to fix the whole
book. I think it applies to every situation that we have here.
Now how does that affect the actual budget itself? Do we have a
balanced budget mow, or don't we or where are we at? You know,
It these nusbers all of a auddsn are $100,000 one way, $500,000
the other way, how do I know that we have a balanced budget?
Mr. Suranat You're talking about the current fiscal year?
Mr. De Turret No, for '$6-187, it will apply for every year
really.
Mr. Suranat 086-167 budget is always balanced. When we prepare
a budget, it is a balanced budget.
Mr. De Turret Too, but it is balanced also at the end of the
year, when you actually expended the money. If you didn't use
It. than if you use more or less, how do we know that now?
Mr. Suranat I believe for '67 fiscal year- I'm trying to think,
the fund balance- I think the fund balance was about $10,000,000
as end of 067 budgets so we did have the fund balanced.
Mr. De Turret There is an actual, that $10,000,000 figure, there
is actually $10,000,000 in a bank account somowhers?
Mr. Suranat Tea, as of end of fiscal yak '87, we had
$10,000,000 cash, yes.
Mr. De Turret What account is than
Mr. Surana: It is called fund balance.
Mr. Do Turre: And you will find that the actual $10,000,000 —
Mr. Surana: The Ilnencttl... Vas, s1r, you will find financial
statement.
Mr. Odio: That officially will come out when Coopers and Lybrand
put out their report.
Mr. De Turret So then, just for the record, this book is
incorrect?
Mr. Suranat Yes, the headings should be budgeted instead of
expended.
Mr. De Turret OK, thank you.
Mr. Dawk si Before you get started, please. Do you have a copy
of tha budget book?
Ms. Edith Fuentes: Too, air.
Mr. Dawkins? OK. turn to page 134. Under Code administration,
some so the three soning inspectors. give so the same& now and
the aisa, give me the nastse of them.
Me. 1ruoateat the three Zoning Inspector Ii's are Rati►ai
Rodrigues, id Milligan end Jo King Reid.
or. Dowkinat Is anybody bete from personnel? i want thg #00+r*rd
confirmed in my atria* that those people are on board» t trtsg
that by 1l100 o'clock, pltasae, Mr. Manager.
` � 3
i Ilaptalltbetf i, ��#�
C
(TNAODTALN ATATWOWNT)
Mr. Dawkins, people that Sasso she's Riven no now, I vast thew
verified with their social eeeurity number* and their addresses
back to me by soon. 01? All right, ass* me the also toning
Inspector I'a.
Ms. Fuent*s, toning Inspector I's, v* have Robin Vickers, John
Glass, Caxton Casino, M*yda Navarro. Judith Miller, Vicente
Sierra....
Mr. Dawkina, Got somebody to help you, anybody.
Ms. Fuentes: We're trying to recall.
Mr. Dawkins% No problem.
Me. Fu*ntos, And we also have a vacancy at the present tins.
Mr. Dawkins, You named six and you got a vacancy, that's seven.
It's still two short.
Me. Fuentes, 0h, Marcos Fernandes is the other one.
Mr. Dawkins: Nam* as the three Duildias Inspector II'a.
Ms. Fuent*s, building Inspector II we have Victor Martinet, Dan
Gleason and Roberto Hatia.
Mr. Dawkins: (1-9-2-1'e-FrIlaspector 11, Mechanical inspector Ills.
No. Fuentes: We have Ryan Grant and Just* Gomez.
Mr. Dawkinst Electrical Inspector Ills.
Ma. Fusetsa, I have Leonardo Seda and Jose Quintensles.
Mr. Dawkins: Plusb" Inspector.
Ms. Fuentes: Plumb 01Inspector II is Hiram Peres.
Mr. Dawkins: Plumb Inspector 11 you have six of thou.
Ms. ru*ntaa: No, there was an error in that one, air.
Mr. Dawkins: OK, how many do we have?
Ms. Fuentes: Plumbing Inspector II, I only have one.
Mr. Dawkins: You have ono. OK. how many Plumbing Inspector Its
do you have? None.
Ms. Fuentes, We have six, air.
Mr. Dawkins, $o ws got plumbing...
Ms. Fuentes$ Plumbing Inspector II and six Plunbia; taspeater 1.
Mr. Dawkiass Who are they?, -.
Vs.
Fuentes,
The two is...
Mr.
Dawkins,
No you got six bore.
Ms.
lusatesi
Teo, sir.
Mr,
Dawkiass
OR, $IV* to m* all six of thou.
Ms.
Paoatea,
(ilea Foster, Mani dal Caotlllo, Ytile*d
C"Irr
Robert iurse4s
Pedro Carta a, sad I lesp*t the otbo r •oa.
10 topt�l+Ar i•
�� ,�,�..
Mr. Dawkinsr py soon see that somebody bring se the "*IN* and
social security number of all these people. How many vehicles do
you have on hand for all of these inspectors that ride around in?
He. luentesr We have a total of around forty.
Mr. Dswkiner Forty? All right, you got 69 people in your
department.
No. Puestesr Too, air.
Mr. Dawkinsr Take 27 from 89, the administrator•, clerks and
what have you. So 27 from 89 gives you 62. So you got how many
cars for 62 people?
&;S& aa-4-4.�
NOTEr A OAT EXISTS IN THE TRANSCRIPT AT THIS POINT DUE TO A
MALTUNCTION 0y THE TAPE.
DISCUSSION
3. P INNTATION - BY THE DEPARTMENT OF COMMUNITY DEVELOPXENT.
----------------------------------- m ---------
------------ -
Mr. frank astaneda, .... and economic development arana as well
as the r ial program arena. I'm preparing memo for the
Manager tar distribution that basically may that we have
submitted one and a half million dollars worth f applications to
OCS, 1.1 million dollars for economic devel raent projects and
approximately $400,000 for social programs h dling approximately
four agencies in the economic development a de and eight agencies
in the social programs side. 80, wh our deportment has
basically been doing for the past year. s to find other funding
sources to alleviate the loss of co unity development block
grant in the areas and, as a mot or f fact. we are trying our
darndest to increase the dollar an ats in the community. We
have also become very aggressive wi the Jobs programs. I don't
know what your expertence have b n with it but in my opinion,
the output has greatly increased We are also going after hard
to serve populations that the C y has not done that before and I
believe that on Thursday Cons *ion that we111 have an ordinance
appropriating $60,000 of Wag or-Psyser which is a hard to serve
felon program which we'll a bringing to the Commission. Our
department has been out there looking for money from every
funding source and I bel ve that we have been fairly successful
in obtaining money■, no for our administration but for programs
out there in the commu ity. I'll answer any questions you might
have, Commissioner.
Mr. De Turret How�iaay employees do you have in your department?
Mr. Castanadss �ratal aumber of employees, seventy-five.
Mr. De Yurrer flow mucb do you have budgatedt
Mr. Castsa at
The total budget of the department?
Mr. De Y)A/risr Um hum.
Mr. C ataasdar That's $14,700,000 and that imeludeo the 400410t t.
of at
for projects, the administration budget to loan s# ♦.
he I Two point eight. ],
— L7