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Miami
FL
Resolution
R-21-0408
Information
Department:
Category:
Body/Legislation
City Commission
Directive
Sponsors:
WHEREAS, on September 23, 2021, the City Commission, pursuant to Resolution No. R-21-0402,
adopted a General Fund Budget for the City of Miami ('City") for the Fiscal Year beginning October 1, 2021 and
ending September 30, 2022 ("Fiscal Year 2021-22") in the amount of S877,301,000 and the total Budget for all
non -capital funds in the amount of S1,368,052,000 (collectively, "Adopted Budget); and
WHEREAS, on September 13, 2021, the City Commission, pursuant to Resolution No. R-21-0353,
authorized the Fiscal Year 2021-22 Multi -Year Capital Plan ("Capital Plan"); and
WHEREAS, the major source of revenue for the General Fund in the Adopted Budget is derived from the
category identified as "Property Taxes" in the amount of S453,802,000; and
WHEREAS, on October 1, 2021, during a special meeting, the City Commission modified and amended
the City's Adopted Budget and the Capital Plan for Fiscal Year 2021-22 as follows: (i) notwithstanding the
language in Resolution No. R-21-0402, including but not limited to the language in Section 16 of Resolution No.
R-21-0402, in order for the creation of or change in temporary or permanent positions in the Department of
Police and in the Department of Fire -Rescue (collectively, "Positions") to be effective, the City Commission must
first confirm the creation or modification of such Positions by an affirmative vote, (ii) requiring that
notwithstanding anything in Resolution No. R-21-0402 or the Capital Plan to the contrary, an affirmative vote of
the City Commission is required prior to any and all movements of monies that are different from the line item -
budgets' approved amounts as adopted on September 13, 2021 for the Capital Plan and as adopted on
September 23, 2021 for Resolution No. R-21-0402, for the departmental budgets of the Department of Police
(Police") and the Department of Fire -Rescue ("Fire -Rescue"), provided that such requirements shall not apply
to Fire -Rescue for Urban Search and Rescue ("USAR") funds, Urban Security Initiative ("UASI") funds, or for
movements of money pursuant to a catastrophic event, (iii) eliminating three (3) current vacant positions in
Police, which are two (2) major positions and one (1) executive assistant position, and adding ten (10) new
police patrol officer positions (collectively. 'Floor Modifications"); and
WHEREAS, the Special Revenue Fund appropriation in the Adopted Budget remains $334,603,000; and
WHEREAS, the Debt Service Fund appropriation in the Adopted Budget remains $67,769,000; and
WHEREAS, the Internal Service Fund appropriation in the Adopted Budget remains S88,379,000; and
WHEREAS. in accordance with the Floor
Modifications, it is in the best interests of the City to authorize the City Manager to make any and
all necessary changes to adjust, amend, and appropriate the City's Operating Budget, Five -
Year Financial Plan, Strategic Plan, and Capital Plan regarding City services and resources as necessary and
legally allowed; and
WHEREAS, it is also in the best interests of the City to ratify, approve, and confirm certain necessary
actions of the City Manager and designated City departments to update the relevant financial controls, project
close-outs, accounting entries, and computer systems;
NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA:
Section 1. The recitals and findings contained in the Preamble to this Resolution are adopted by
reference and incorporated as if fully set forth in this Section.
Section 2. In accordance with the Floor Modifications, the following appropriations are made for the
municipal operations of the General Fund for Fiscal Year 2021-22:
GENERAL FUND APPROPRIATIONS
Departrr, Boards and Offices:
Mayor $ 2,636,000
Commissioners 7,858,000
City Manager 5,804,000
Agenda Coordination 409,000
Independent Auditor General 1,602,000
City Attorney 11,221,000
City Clerk 2,067,000
Cirri Service 574,000
Code Compliance 9,413,000
Communications 1,778,000
Equal Opportunity and Diversity Programs 572,000
Finance 11,757,000
Grants Administration 1,786,000
Human Resources 5,634,000
Innovation and Technology 15,051,000
Management and Budget 3,315,000
Procurement 3,215,000
Human Services 8,824,000
Budding 22,962,000
Planning 5,912,000
Zoning 4,977,000
Housing and Community Development 1,847,000
General Services Administ anon 28,949,000
Resilience and Public Works 29,987,000
Solid Waste 41,657,000
Capital Improvements 4,296,000
Fire -Rescue 178,956,000
Police 277,787,000
Real Estate and Asset Management 16,064,000
Parks and Recreation 53,953,000
Risk Management 3,830,000
Non4)epartmental Accounts (NDA) 4-1,379,000
Transfers - Out 68,229.000
Total S 877,301,000
Section 3. n accordance with the Floor Modifications,.the above appropriations for the General Fund
are made based on the following sources of revenue for Fiscal Year 2021-22:
GENERAL FUND REVENUES
Property Taxes S 453,802,000
Franchise Foos and Other Taxes 117,795,000
tnterest 3,061,000
Tracers -In 24,541,000
Faces and Forfeitures 7,189,000
Intergovemmertal Revenues 75,757,000
Licenses and Permits 66,500,000
Otter Revenues (Inflows) 12,870,000
Charges for Services 115,786,000
TOTAL GENERAL FUND S 877,301,000 1
Section 4. The following appropriations are made for the municipal operations of the Debt Service Fund
for Fiscal Year 2021-22:
DEBT SERVICE FUNDS APPROPRAATONS
General Obligation Bonds S 25,118,000
Special Obligation Bonds 42,651,000
TOTAL DEBT SERVICE FUNDS S 67,769,000
Section 5. The above appropriations for the Debt Service Fund are made based on the following
sources of revenue for Fiscal Year 2021-22:
DEBT SERVICE FUNDS REVENUES
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Property Taxes S 20 233,000
Transfers-kt and Other Reveries 47,533,000
TOTAL DEBT SERVICE FUNDS S 67,769,000
Section 6. The following appropriations are made for the municipal operations of the Special Revenue
Fund for Fiscal Year 2021-22:
SPECIAL REVENUE FUNDS APPROPRIATIONS
General Special Revenues S 604,000
Sport Facilities and Activities 13,000
Planning Services 20,510,000
Planning and Zoning Tree Trust Fund 4,554,000
Public Art Fund 3,138,000
F�rstoric Preservation Trust Fund 40,000
Fire Rescue Services 4,955,000
UASt-Fire Rescue 31,630,000
Pinks and Recreation Services 879,000
Police Services 9,404,000
Law Enforcement Trust Fund 923,000
Public Works Services 6,622,000
Solid Waste Recycfrng Trust 163,000
City Clerk Services 1,708,000
Community and Economic Development 64,347,000
Homcicss Program 2,407,000
Human Services 497,000
Bayfront'Riverfront Land Acquisition Rouse Trust 1,8060,000
Miami Ballpark Parking Facilities 8,764,000
Departinental Improvement Initiatives 12,050,000
Transportation and Transit 21,795,000
Emergency Funds 100,000
American Rescue Plat Act 137.640.000
TOTAL SPECIAL REVENUE FUNDS S 334,603.000
Section 7. The above appropriations for the Special Revenue Fund are made based on the following
sources of revenue for Fiscal Year 2021-22:
SPECIAL REVENUE FUNDS
Ali Sources
TOTAL SPECIAL REVENUE FUNDS
REVENUES
S 334.603.000
$ 334,603,000
Section 8. The following appropriations are made for the municipal operations of the Internal Service
Fund for Fiscal Year 2021-22:
INTERNAL SERVICE FUND APPROPRIATIONS
Life and Health Insurance 43,194,000
Workers' Compensation 18,369,000
Others 26.816,000
TOTAL INTERNAL SERVICE FUND S 88,379,000
Section 9. The above appropriations for the Internal Service Fund are made based on the following
sources of revenue for Fiscal Year 2021-22:
INTERNAL SERVICE FUND REVENUES
AA Sources $ 88.379.000
TOTAL INTERNAL SERVICE FUND S 88,379,000
Section 10. This Resolution only addresses the Floor Modifications. No provision contained in this
Resolution shall be construed to violate the Anti -Deficiency Act set forth in Sections 18-500 through 18-503 of
the Code of the City of Miami, Florida, as amended ("City Code"). The City Manager is only specifically
authorized[ 1 ] pursuant to this Resolution to implement the Floor Modifications. No other provisions of the
Adopted Budget and Capital Plan are changed by this Resolution.
Section 11. In accordance with the Floor Modifications, the City Manager is authorized' to make any
changes to adjust, amend, and appropriate the City's Operating Budget, Five -Year Financial Plan, Strategic
Plan, and Multi -Year Capital Plan with the transfers in and/or out, as necessary and applicable, of legally
available funds, and to designate projects, services, components, values, amounts, and uses, as necessary,
legally allowed, and applicable to accomplish the Floor Modifications.
Section 12. The transfer of 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 the herein fiscal year has proved
insufficient.
Section 13. 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.
Section 14. 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 15. In accordance with the Floor Modifications, certain necessary actions by the City Manager
and the designated City Departments to update the relevant financial controls, project close-outs,
accounting entries, and computer systems are hereby ratified, approved, and confirmed.
Section 16. This Resolution shall become effective immediately upon rendition.[2]
[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.
[2] If the Mayor does not sign this Resolution, it shall become effective at the end of ten (10) calendar days from the date it
is passed and adopted. If the Mayor vetoes this Resolution, it shall become effective immediately upon override of the veto
by the City Commission.
J Meeting History
Oct 1, 2021 1:00 PMCity Commission Special Meeting " Draft
RESULT: ADOPTED [UNANIMOUS]
MOVER: Joe Caroto, Commissioner, District Three
SECONDER: Alex Diaz de la Poralia, Commissioner, District One
AYES: Ken Russell, Alex Diaz de la Portilla, Joe Carollo, Jeffrey Watson
ABSENT: Mancto Reyes
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Resolution
R-21-0402
A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S), ADOPTING A
FINAL BUDGET AND MAKING APPROPRIATIONS RELATING TO OPERATIONAL AND
BUDGETARY REQUIREMENTS FOR THE FISCAL YEAR BEGINNING OCTOBER 1, 2021 AND
ENDING SEPTEMBER 30, 2022; 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, ACCOUNTING ENTRIES, AND COMPUTER SYSTEMS IN
CONNECTION THEREWITH AND FOR GRANTS AND OTHER FUNDING SOURCES IN
3 PROGRESS AND FOR NECESSARY RELATED DOCUMENT NEGOTIATIONS AND EXECUTIONS;
PROVIDING FOR AN EFFECTIVE DATE.
Information
= Department:
Category:
Office of Management and Sponsors:
Budget
Budget
Attachments
f Agenda Summary and Legislation
10669 Exhibit A
10669 Backup
10669 Back -Up from Law Dept
Financial Impact
1,357,792,000 Special Revenue Account No: Various General Account No: Various
Body/Legislation
WHEREAS, pursuant to Sections 200.065(2)(a)(4) and (2)(c), Florida Statutes, the City Manager has
prepared and submitted to the City Commission a proposed budget of the expenditures and revenues of all City
of Miami ('City') Departments, Offices, and Boards for the Fiscal Year beginning October 1, 2021 and ending
September 30, 2022 ('Proposed Budger); and
WHEREAS, a copy of the Proposed Budget was delivered to City's Elected Officials, posted on the City's
website, and placed on file with the Office of the City Clerk on July 12, 2021; and
WHEREAS, on September 13, 2021, the City held a public hearing as required pursuant to Section
200.065(2)(c), Florida Statutes, and the City Commission adopted the proposed budget as the tentative budget
of the City pursuant to Resolution No. R-21-0354; and
WHEREAS, the General Fund Budget for Fiscal Year 2021-22 is $877,301,000 and the total Proposed
Budget for all non -capital funds is $1,368,052,000; and
WHEREAS, the City's tentative general operating ad valorem millage rate and tentative millage rate for
voter approved indebtedness were both approved on first reading on September 13, 2021 at the City's First
Budget Meeting after the duty noticed First Budget Hearing; and
WHEREAS, the major source of revenue for the General Fund is derived from the category identified as
`Property Taxes" in the amount of $453,802,000; and
WHEREAS, by separate Resolution No. R-21-0353 adopted September 13, 2021, the City is also
amending its Multi -Year Capital Plan ("Plan") and it is in the best interests of the City to authorize the City
Manager to make any further other necessary changes to adjust, amend, and appropriate for the Plan to make
changes corresponding to this Resolution; and
WHEREAS, 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,
and Plan, all for the purposes set forth in this Resolution; and
WHEREAS, 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, accounting entries, and computer systems in connection
therewith and for grants and other funding sources in progress and for necessary related document negotiations
and executions; and
WHEREAS, this Resolution is adopted as amended by incorporating the applicable changes listed in the
memorandum dated September 22, 2021 including the attachments thereto and signed by the City Manager,
attached and incorporated as Exhibit 'A" ("Information for Second Budget Hearing — Fiscal Year 2021-22
Tentative Budget");
NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA:
Section 1. The recitals and findings contained in the Preamble to this Resolution are adopted by
reference and incorporated as if fully set forth in this Section.
Section 2. The tentative budget, as described herein, is hereby adopted as the final budget of the City
as amended to include all of the applicable changes contained in Information for Second Budget Hearing —
Fiscal Year 2021-22 Tentative Budget, all of which is incorporated herein.
Section 3. The following appropriations are made for the municipal operations of the General Fund for
the Fiscal Year 2021-22:
GENERAL FUND APPROPRIATIONS
Departments, Boards and Offices
Mayor
Commissioners
City Manager
Agenda Coordination
Independent Auditor General
City Attorney
City Clerk
Civil Service
Code Compliance
Communications
Equal Opportunity and Diversity Programs
Finance
Grants Administration
Human Resources
Innovation and Technology
Management and Budget
Procurement
Human Services
Building
Planning
Zoning
Housing and Community Development
General Services Administration
RestTience and Public Works
Solid Waste
Capital Improvements
Fire -Rescue
Police
Real Estate and Asset Management
Parks and Recreation
Risk Management
Non -Departmental Accounts (NDA)
Transfers - Out
Total
Reserves Based on Financial Integrity Principles:
Contingency Reserves
Undesignated Reserves
TOTAL RESERVES
S 2,636,000
7,858,000
5,804,000
409,000
1,602,000
11,221,000
2,067,000
574,000
9,413,000
1,778,000
572,000
11,757,000
1,786,000
5,634,000
15,051,000
3,315,000
3,215,000
8,824,000
22,962,000
5,912,000
4,977,000
1,847,000
28,949,000
29,987,000
41,657,000
4,296,000
178,956,000
277,787,000
16,064,000
53,953,000
3,830,000
44,379,000
68229,000
S 877,301,000
(Included in General Fund — NDA)
S 5,000,000
S 5.000,000
Section 4. The above appropriations for the municipal operations of the General Fund are made based
on the following sources of revenues for Fiscal Year 2021-22:
GEtERAL FUND REVENUES
Property Taxes
Franchise Fees and Other Taxes
Interest
Transfers -In
Fares and Forfeitures
tntergovernrnertai Revenues
Licenses and Permits
Other Revenues (Inflows)
Charges for Services
TOTAL GENERAL FUND S 877,301,000
S 453,802,000
117,795,000
3,061,000
24,541,000
7,189,000
75,757,000
66,500,000
12,870,000
115.786,000
Section 5. The following appropriations are made for the municipal operations of Debt Service Funds for
Fiscal Year 2021-22:
DEBT SERVICE FUNDS
APPRQPRIATONS
General Obligation Bonds
Special Obligation Bonds
TOTAL DEBT SERVICE FUNDS
S 25,118,000
42.651,000
S 67,769,000
Section 6. The above appropriations for the municipal operations of Debt Service Funds are made based
cn the following sources of revenues for Fiscal Year 2021-22:
DEBT SERVICE FUNDS REVENUES
Property Taxes
Transfers -in and Other Revenues
TOTAL DEBT SERVICE FUNDS
S 20,236,000
47,533,000
S 67,769,000
Section 7. The following appropriations are made for the municipal operations of Special Revenue Funds
for Fiscal Year 2021-22:
SPECIAL REVENUE FUNDS
General Special Reven«
Sport Facilities and Activities
Planning Services
Planning and Zoning Tree Trust Fund
Public Art Fuld
Historic Preservation Trust Fund
Fire Rescue Services
UASI-Frre Rescue
Parks and Recreation Services
Police Services
Law Enforcement Trust Fund
Public Works Services
Solid Waste Recycling Trust
City Clerk Services
Community and Economic Development
Homeless Program
Human Services
Bayfrort Riverfront Land Acquisition Rouse Trust
Miami Ballpark Parking Facilities
Departmental improvement Initiatives
Transportation and Transit
Emergency Funds
American Rescue Plan Act
TOTAL SPECIAL REVENUE FUNDS
APPROPRIATIONS
5 604,000
13,000
20,510,000
4,554,000
3,138,000
40,000
4,955,000
31,630,000
879,000
9,404,000
923,000
6,622,000
163,000
1,708,000
64,347,000
2,407,000
497,000
1,860,000
8,764,000
12,050,000
21,795,000
100,000
137,640,000
S 334,603,000
Section 8. The above appropriations for the municipal operations of Special Revenue Funds are made
based on the following sources of revenues for Fiscal Year 2021-22:
SPECIAL REVENUE FUNDS REVENUES
All Sources
TOTAL SPECIAL REVENUE FUNDS
S 334.603.000
S 334,603,000
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bection 9. The following appropriations are made for the municipal operations of Internal Service Funds
for Fiscal Year 2021-22:
INTERNAL. SERVICE FUND APPROPRIATIONS
Life and Health Insurance 43,194,000
Workers' Compensation 18,369,000
Others 26.816,000
TOTAL INTERNAL SERVICE FUND S 88.379,000
Section 10. The above appropriations for the municipal operations of Internal Service Funds are made
based on the following sources of revenues for Fiscal Year 2021-22:
INTERNAL SERVICE FUND REVENUES
All Sources S 88.379.000
TOTAL INTERNAL SERVICE FUND S 88.379,000
Section 11. This Resolution is a resolution of precedent and all other resolutions and ordinances 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 Sections 18-503 of the Code of the City of Miami, Florida, as amended ("City Code"). The appropriations
are the anticipated expenditure requirements for the City and are not mandatory should efficient administration of
City Departments and Boards or altered economic conditions indicate that a curtailment in certain expenditures is
necessary or desirable for the general welfare of the City_ The City Manager is specifically authorized[1] to
create awards and to transfer funds between accounts and awards and to 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 authorized 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, which are legally available at the time of such transfer, and
whose expenditure is not limited to use for any other specified purpose.
Section 12. The City Manager is authorized' to make any necessary changes to adjust, amend, and
appropriate the City's Operating Budget, Five -Year Financial Plan, Strategic Plan, and the Plan, with transfers in
and/or out, as necessary and applicable, of legalty available funds and to designate projects, services,
components, values, amounts, and uses, as necessary and applicable, for purposes set forth in this Resolution.
Section 13. 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 ratification.
Section 14. The City Manager is authorized' 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 in Section 15.
Section 15. 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 as may
be approved by the City Manager.
Section 16. Nothing contained in this Resolution shall be construed as to prohibit or prevent the City
Manager, the administrative head of the City who is responsible for the efficient administration of all
Departments, from exercising the power granted to and imposed upon him or her in the Charter of the City of
Miami, Florida, as amended ("Charter"), to fa, 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 17. The transfer of funds between the detailed accounts comprising any separate amount
appropriated by the above Sections 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 2021-22 has
proved insufficient.
Section 18. The transfer of funds between the detailed accounts comprising any separate amount
appropriated by the above Sections 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.
Section 19. 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.
,,,,,,,,,,,,,,,,,
Section 20. 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 departrnental budget reserve accounts from the Emergency
Account of Non -Departmental Accounts to other Funds.
Section 21. All Emergency Accounts are declared to be appropriated to meet emergency expenses and
are subject to expenditure by the City Manager for any emergency purpose.
Section 22. Except as herein provided, transfers between items appropriated shall be authorized by
resolution(s) or ordinance(s) amendatory hereto except that transfers from the Non -Departmental Accounts may
be made by resolution and any mid -year budget amendment(s) that do not involve any changes of City
Departments may be made by resolution.
Section 23. 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 Chapter 18 of the City Code for which formal bidding is
required, such bids to be returnable to the City Commission or City Manager in accordance with Charter and City
Code provisions.
Section 24. 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 25. Certain necessary actions by the City Manager and the designated City Departments in order
to update the relevant Departments, financial controls, completed projects, project close-outs, accounting
entries, and computer systems in connection therewith and for grants and other funding sources in progress and
for necessary related document negotiations and executions are hereby ratified, approved, and confirmed.
Section 26. 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.
Section 27. This Resolution shall become effective immediately upon its adoption and signature of the
Mayor.[2]
[1]
[2]' The herein authorization is further subject to compliance with all legal requirements that may be imposed, including
but not limited to, those prescribed by applicable City Charter and City Code provisions.
If the Mayor does not sign this Resolution, it shall become effective at the end of ten (10) calendar 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.
Meeting History
1 Sep 23, 2021 5:05 PM Commission City Second Budget Hearing
Z RESULT: ADOPTED WITH MODIFICATIONS) [UNANIMOUS]
MOVER: Planck) Reyes, Commissioner, District Four
i SECONDER: Jeffrey Watson, Commissioner, District Five
s AYES: Ken Russell, Alex Diaz de !a Portilla, Manolo Reyes, Jeffrey Watson
I ABSENT: Joe Carona
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t, Draft
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO:
Manuel A. Morales
Chief of Police
Polite epartment
h Channels)
FROM : Q
San • ers-Bell rya
olice Personne Manager
Personnel Unit
DATE : November 14, 2023
SUBJECT:
FILE :
Request for Commission Approval -
Audit of Classifications
REFERENCES:
ENCLOSURES:
This memorandum is to seek the approval of the City Commission to audit five (5) vacant civilian
positions that will better serve the needs of the department.
To facilitate this request, please see the supporting documents attached. Upon your approval,
please forward this packet to Joy Saunlett, Administrative Assistant I, in the Business Management
Section for placement on the next Commission agenda.
Please indicate your concurrence below.
Date
Attachment(s)
ARA/JI/gsb
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO :
FROM :
Arthur Noriega, V
City Manager
Manuel A. Morales
Chief of Police
Police Department
DATE:
SUBJECT:
October 31, 2023
Request Reclassify
Typist Clerk II, Clerk I
REFERENCES:
ENCLOSURES:
Position #4666, #973,
#1705, #3887
FILE :
The purpose of this memorandum is to request your authorization to reclassify the following
classifications to create and fill the Police Records Specialist I classification:
Two (2) Typist Clerk II positions, #4666 and #973
Two (2) Clerk I positions, #1705 and #3887
The vacant positions are budgeted in FY23-24. The classification of Police Records Specialist I is
established to replace the outdated Typist Clerk II and Clerk I classifications, update and expand
the essential functions, stay up to date with data entry assignments and maximize customer service
in the Records Unit.
The audit and reclassification of the position will better meet the needs of the organization. The
position is responsible for, but not limited to, technical functions in the storage, maintenance and.
retrieval 6f department records and files, provides police reports and accept payment for public
records requests, and serve the communi in person and online. Budget and HR Classification
Audit documents will be submitted for jiew and approval.
isapproved:
MAM:qsb
Arthur ' riega, ity Manager
c: Chief Manuel A. Morales, Police Department
Assistant Chief Armando R. Aguilar, Administration Division
Major Jesus Ibalmea, Personnel Resource Management Section
Qiana Sanders -Bell, Personnel Unit
. MPD23018
//(7/3-3
Date
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO :
Arthur Noriega, V
City Manager
FROM : Manuel A. Morales
Chief of Police
Police Department
DATE:
SUBJECT:
October 31, 2023
Request Reclassify
Typist Clerk III
REFERENCES : Position #4280
ENCLOSURES:
FILE :
The purpose of this memorandum is to request your authorization to reclassify one (1) Typist Clerk
III position, #4280 to create and fill one (1) Police Records Specialist II classification. The vacant
Typist Clerk III is budgeted in FY23-24. The classification of Police Records Specialist II is
. designed replace the antiquated Typist Clerk III classification, update and expand the essential
functions, and streamline supervision of employees and the work specifically performed in the
Records Unit.
The audit and reclassification of the position will better meet the needs of the organization. The
position is responsible for technical functions in the storage, maintenance and retrieval of
department records and files, reviews and provides police reports in response to public records
requests, ensures police reports follow statutory and Incident Base Reporting (IBR) standards.
Budget and HR Classification Audit docurts will be submitted for review and approval.
Arthur Noriga, V., City Manager
MAM:gsb.
c: Chief Manuel A. Morales, Police Department
Assistant Chief Armando R. Aguilar, Administration Division
Major Jesus Ibalmea, Personnel Resource Management Section
Qiana Sanders -Bell, Personnel Unit
MPD23020
( Vq/v23g
Request for Position Reclassification
Department Name: Police Date: 11/15/2023
Reclassification Audit Requested Information
A. Position Name and Number being Audited: Typist Clerk III PN4280
B. New Position Name: Police Records Specialist II
C. Filled/Vacant: Vacant
D. Current Salary Rate- if filled: N/A
E. New Proposed Salary: 19A.1907 (as proposed)
F. Funding Source: General Fund
G. Justification for Request: Audit of the position will better meet the needs of the
department and the functions as evolved. Additionally, the audit will allow the department
to attract a larger applicant pool and retain employees.
Approval Routing Process
I. Office of Management and Budget (OMB) Impact
A. Position Budgeted Amount:
B. Budget Impact:
C. OMB Analysis:
D. Approval/Denial/Hold (Please sign):
II. Human Resources (HR) Audit Final
A. HR Audit Recommendation: Attach Audit Study
B. Approval/Denial/Hold (Please sign):
C. Comments:
III. CM/DCM/ACM Approval
A. Approval/Denial/Hold (Please sign):
B. Comments:
NOTE: Police and Fire -Rescue Departments require Commission approval.
col City of -Miami
, ; DEPARTMENT OF HUMAN RESOURCES
noil Foi co CLASSIFICATION/SALARY QUESTIONNAIRE
`�"�
TBD
Hours of Work
A -Shift
Shift
Position Title
Typist Clerk III
Position#
4280
Occ. Code
1022
Department & Division
Police Administration
Immediate Supervisor
Kimberlyn Petrovich
Section A; To be completed by department representative or by supervisor.
Action requested
(check one)
(complete items 1-6)
(complete items 5-8)
(complete Item 8)
J Reclassification
❑ New classification
❑.Pay range review
❑ Other, specify
1, Describe below the duties of the position, Attach additional pages If needed. Be specific: List duties from the most time-consuming to
the least time-consuming, or In the order performed If they are done daily. Indicate approximate percentage of time spent on each task.
Also identify the level of importance. Defined below are the categories for frequency and Importance.
FREQUENCY
Constant - More than 80% (6.5 hrs. or more per 8 hr. day)
Very Frequent - 51 to 80% (4.5 to 6 hrs. per 8 hr. day)
Frequent - 21 to 50% (2,5 to 4 hrs. per 8 hr. day)
Occasional - 6 to 20% ( 1 or 2 hrs. per 8 hr, day)
Rare - 0 to 5% (less than 1 hr. per 8 hr. day)
IMPORTANCE
3 - Critical Part of Job; can't be done any other way
2 - Important, but may be performed In some other way
1 - Not Critical; may be reassigned or not performed at all
FREQUENCY
% OF TIME•
IMPORTANCE
DUTIES OF THE POSITION
See attached draft job description
C HR/AL•042 Rev 05/97
2. Tools/equipment used In work. C
Yes n No If yes, please list and check frequency.
Tools/Equipment
Computer/Laptop
A) Rarely [-Occasionally
�
Ii 1 Frequently
Phone
g)
Rarely nOccasionally
✓
Frequently
Copier/printer
C) n Rarely n Occasionally. ✓ Frequently
p) n Rarely C
Occaslonally E
Frequently
3. Supervision Exercised, Titles; names, number of positions supervised; Check activities that are part of the supervisory dultes.
C
EPromoting
✓
Hiring
Training
Counseling
I
n
�j
[
1
1 Disciplining
Budgeting
Terminating
!Scheduling
_
n
nOther
Coaching
Performance Evaluation
No. Supervised TBD
Name(s)
Title(s)
j
1,
2.
2.
3.
3.
4.
4.
5
5.
6.
6.
4, Supervision Received (How work is assigned, how it Is checked, how often; what problems referred to supervisor.
General direction is received from the Police Records Supervisor or designee.
5. Phylscal Demands. Please check applicable physical
demands on Job and the frequency of performance.
CONSTANT
VERY
FREQUENT
FREQUENT
OCCASIONAL
RARE
IMPORTANCE
Standing
1
Sittingillir
Walking
Running
Pushing or Pulling .
f
Bonding
Squatting
Kneeling
Crawling
Redlining
Balancing
Filing
Physical Demands (con't)
CONSTANT VERY
FREQUENT
FREQUENT
OCCASIONAL
RARE
IMPORTANCE
Reaching above shoulders
Reaching below shoulders
./
Lifting light/0-14 lbs.
Lifting moderate/15-50 lbs.
Lifting heavy/over 50 lbs.
r
Lifting from floor
Lifting from arm level
Lifting bulky Items
Driving motorcycle/scooter
Driving motor vehicles
Driving lawn maint./equip.
Driving heavy equipment
Driving normal driving
Driving emergency high rate of speed
*Equipment Operation/Office & Mechanical
small automatic hand tools (le, electric drill, saw,
screwdriver, grinder, calculator, copier, fax mach.,
pistol, 2-way radio, etc.)
*Equipment Operation/Office & Mechanical
medium automatic hand tools (le, weedwacker,
edgers, chain saw, etc.)
*Equipment Operation/Office & Mechanical
large automatic hand tools (le, lawn mower, Jumping
jock, street saw, hand roller, polisher, buffer, etc.)
*please list any tools or equipment used on the Job.
Some additional space has been provided below. If
more space Is needed for tools operated, please list
on a separate piece of paper and staple .It to
the questionnaire.
A)
S)
C)
D)
E)
F)
G)
H)
Physical Demands (con't)
CONSTANT
VERY
FREQUENT
FREQUENT •
OCCASIONAL RARE
IMPORTANCE
Climbing stairs
Climbing ladders
Climbing utlllty/telephone poles
Hand Dexterity grasping
Hand Dexterity holding
Hand Dexterity keyboarding
-/
Hand Dettterity repetitive movements
Hand Dettterity finger dexterity
_.
Reading English
Reading other language/specify
_
)
Writing English
Writing other language/specify
B)
Eye -Hand Coordinatlon
Seeing color vision
Seeing depth perception
I1
Seeing field of vision
✓
Seeing clear vision required -near and/or far
i
Hearing
Talking
.
Smell/Odor
_
Sliding Under Automobile
Swimming
Use of Telephone
✓
Contact with General public/Customers
Working Alone
'V
Working long hours between meals or breaks
Working under stress
_I
_
104
6, Environmental Conditions. Please check applicable
environmental conditions of job and their frequency.
CONSTANT
VERY
FREQUENT
FREQUENT
OCCASIONAL
RARE IMPORTANCE
Working Around Hazardous Machinery
Working at Considerable Height
Electrical Hazards
Wat Surroundings
I
Working at Night
Loud Noise
Low .Noise
A.
Cluttered Floor Area
High Temperature
Low Temperature/or Humidity
Poor Ventilation
J
Poor Lighting
Odor/Smell
1
Vibrations
1
Dust or Fumes
Working inside
Working Outside
Working Underground
Scaffold
s
Working Overtime
11
Travelling
7. Complete for New Classification only, Describe duties and desirable qualifications, Also complete Items 5,8 and 3 If applicable.
8. To be completed for new classification or change of salary only. Indicate why present salary should be reviewed If applicable.
Salary Range
19.A1907
Requested:
The purpose of this questionnaire Is to obtain facts about the jobs, not the employee(s). This information is used to
reclassify or downgrade positions, not employees. Employees whose positions are reclassified do not have
automatic rights to the higher level jobs, unless specified otherwise by Civil Service Rules or the Labor Agreement.
I certify that the entries made above are correct and to the best of my knowledge are true and accurate.
•
Qiana San rs-Bell.
•
nt . ame of Employe Providing Data
Zit1746 /J l / 12Z
Signature of Employee Providing Data Date
Section B - To be completed by immediate Supervisor
Are statements regarding duties of the position complete and accurate? (Indicate any incomplete Items or Inaccuracies)
fit
1/ i 1 i vi
Signature Date
Section C - To be completed by Department Head
Comment on above statements made regarding duties of position. Indicate any
14/C..- o1 13 IL3
gnature Date
Once this questionnaire has been completed, reviewed and signed by the three parties above, please return it to the
Department of Human Resources together with a current table of organization of the Department and any applicable
supporting documentation.
POLICE RECORDS SPECIALIST II
Occupational Code: XXXX
Salary Range:
Status: Classified
FLSA: Non -Exempt
Established: 09/23
NATURE OF WORK:
This is responsible, technical work in the storing, maintenance and retrieval of Police Department records and
files.
An employee in this classification will have the responsibility of coordinating and participating in the activities
of workers engaged in maintaining and retrieving varied police records and files. This employee shall
implement and practice records management procedures for the efficient utilization of the unit. General
direction is received from the Police Records Supervisor.
This classification differs from lower level positions through its role as a functional supervisor and completion
of specialized tasks.
ESSENTIAL FUNCTIONS: (The examples of work listed in this class specification are not necessarily descriptive of any one position
in the class. The omission of specific statements does not preclude management from assigning specific duties not listed herein if such duties are a logical
assignment for the position. Examples of work performed are not to be used for allocation purposes.)
Implements and practices records management procedures intended to standardize filing, protecting and
retrieving records, reports and other information contained on paper, microfilm, computer programs or other
media.
Reviews police reports for accuracy and to ensure elements of the crime listed support the laws, statutes, and
other regulations cited by police officers i.e. statutory compliance and Incident Base Reporting (IBR)
compliance
Provides reports on crime data statistics and other relevant information.
Coordinates and participates in records management and supporting technical, clerical and printing tasks.
Utilizes the records management systems to ensure efficient handling, protecting and disposing of records
according to department policy and legal requirements.
Assists with department public records requests. Utilizes request management system (GovQA) to receive,
route, invoice, follow up on, and process public records request received via GovQA, email, or mail, as
necessary.
Maintains confidentiality regarding all work -related assignments and information.
Trains, assigns work assignments, and schedules subordinate personnel.
1
POLICE RECORDS SPECIALIST II (Cont.)
Provides functional supervision to subordinate personnel and completes required personnel performance
devaluations.
Performs other related work as required.
DESIRABLE KNOWLEDGE, ABILITIES AND SKILLS: (The knowledge, abilities and skills identified in this class
specification represent those needed to perform the duties of the class. Additional knowledge, abilities and skills may be applicable for individual
positions in the employing departments.)
Considerable knowledge of records management systems, practices and procedures.
Some knowledge of the principles of modern management and supervisory methods.
Some knowledge of the Florida Public Records Law and related legal requirements involving the maintenance
and destruction of police records and reports.
Some knowledge of the legal requirements relating to the sealing or expunction of criminal records.
Ability to use a computerized records management system.
Ability to type using a computer keyboard.
Ability to exercise independent judgment when completing tasks.
Ability to prepare meaningful and informative special and regular reports, as required.
Ability to communicate effectively, both orally and in writing.
Ability to establish and maintain effective working relationships with other employees and the general public.
Ability to maintain confidentiality of privileged information.
Ability to perform simple mathematical computations.
Ability to work on multiple projects or assignments with competing deadlines.
Demonstrate an attention to detail and accuracy when performing routine tasks.
MINIMUM REQUIREMENTS:
A high school diploma or its equivalent or a related field and considerable (2 — 4 years) experience in the
maintenance of a central records file system.
OR
Equivalent combination of education and experience beyond a high school diploma or its equivalent and some
(6 months — 2 years) of the required experience.
POLICE RECORDS SPECIALIST II (Cont.)
TOOLS AND EQUIPMENT:
Personal computer with keyboard; typewriter, calculator, fax machine; copier, multiple telephone lines with
voice messaging technology, cash register, and other general office equipment.
PHYSICAL DEMANDS: (The physical demands described here are representative of those that must be met by an employee to
successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the
essential functions.) .
This is sedentary work in an office setting. While performing the duties of this job, the employee is frequently
required to stand, sit walk, stoop, hear, talk, reach above and below shoulders, use hand and finger dexterity,
keyboarding. The employee may be required occasionally to lift up to 14 lbs. when replacing and retrieving
reference materials from a bookshelf.
WORK ENVIRONMENT: (The work environment characteristics described here are representative of those employee encounters while
performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential
functions.)
The noise level in the work environment is quiet to moderately loud. Sometimes work is stressful when
working under stringent time constraints.
Request for Position Reclassification
Department Name: Police Date: 11/15/2023
Reclassification Audit Requested Information
A. Position Name and Number being Audited: Clerk I PN17O5, PN3887
B. New Position Name: Police Records Specialist I
C. Filled/Vacant: Vacant
D. Current Salary Rate- if filled: N/A
E. New Proposed Salary: 17A.1907 (as proposed)
F. Funding Source: General Fund
G. Justification for Request: Audit of the position will better meet the needs of the
department and the functions as evolved. Additionally, the audit will allow the department
to attract a larger applicant pool and retain employees.
Approval Routing Process
I. Office of Management and Budget (OMB) Impact
A. Position Budgeted Amount:
B. Budget Impact:
C. OMB Analysis:
D. Approval/Denial/Hold (Please sign):
II. Human Resources (HR) Audit Final
A. HR Audit Recommendation: Attach Audit Study
B. Approval/Denial/Hold (Please sign):
C. Comments:
III. CM/DCM/ACM Approval
A. Approval/Denial/Hold (Please sign):
B. Comments:
NOTE: Police and Fire -Rescue Departments require Commission approval.
01" �a;; .
b..';
`, .3."�' `
OfCO'FL°�l
City of Miami
DEPARTMENT OF HUMAN RESOURCES
CLASSIFICATION/SALARY QUESTIONNAIRE CLASSIFICATION/SALARY
TBD
Hours of Work
Shift
Position Title
Clerk I
Posftlon#
1705, 3887
Occ. Code
1010
Department & Division
Police Administration
Immediate Supervisor
Kimberlyn Petrovich
Section A: To be completed by department representative or by supervisor.
Action requested
review
(check one)
(complete items 1-6)
(complete Items 5-8)
(complete Item 8)
✓ Reclassification
❑ New classification
❑Pay range
❑ Other, specify
1. Describe below the duties of the -position. Attach additional pages If needed. Be specific: List duties from the most "time-consuming to
the least time-consuming, or in the order performed if they are done daily. Indicate approximate percentage of time spent on each task.
Also Identify the level of importance. Defined below are the categories for frequency and Importance.
FREQUENCY
Constant - More than 80% (6.5 hrs. or more per 8 hr. day)
Very Frequent - 51 to 80% (4.5 to 6 hrs. per 8 hr. day)
.Frequent - 21 to 50% (2,5 to 4 hrs. per 8 hr. day)
Occasional - 6 to 20% ( 1 or 2 hrs. per 8 hr. day)
Rare - 0 to 5% (less than 1 •hr. per 8 hr. day)
IMPORTANCE
3 - Critical Part of Job; can't be done any other way
2 - Important, but may be performed In some other way
1 - Not Critical; may be reassigned or not performed at all
FREQUENCY
% OF TIME
IMPORTANCE
DUTIES OF THE POSITION •
See attached draft job description
•
HR/AL•042 Rev. 05/97
2. Tools/equipment used in work.
IN
Yes n No If yes, please Ilst and check frequency.
Tools/Equipment
Computer/Laptop
A) ❑Rarely nOccasionally
I Frequently
Phone
B) n Rarely [Occasionally 7 Frequently
Copier/printer � Frequently
C) piRarelyn Occasionally.
I� !
p) n Rarely Occasionally E
Frequently
3. Supervision Exercised, Titles; names, number of positions supervised; Check activities that are part of the supervisory duites.
n Hiring
_ Promoting
Training
Counseling
C
11
[Terminating
❑Scheduling
Disciplining
Budgeting
11Developing
❑
❑Other
Coaching
Performance Evaluation
No. Supervised
Name(s)
Title(s)
y•
f
2.
2.
3.
3
4,
4.
5,
5,
6.
6.
4. Supervision Received (How work is assigned, how It Is checked, how often; what problems referred to supervisor.
Functional supervision is received from a Police Records Specialist II and work is evaluated and
supervised by the Police Records Supervisor.
5. Phylecal Demands. Please check applicable physical
demands on job and the frequency of performance,
CONSTANT
VERY
FREQUENT
FREQUENT
OCCASIONAL
RARE
IMPORTANCE
Standing
✓
Sitting
Walking
Running
Pushing or Puffing .
BendingKneeling
Squatting
✓
Crawling
Reclining
Balancing
Filing
Physical Demands (con't)
CONSTANT
VERY
FREQUENT
FREQUENT
OCCASIONAL
RARE
IMPORTANCE
Reaching above shoulders
Reaching below shoulders
i
Lifting Tight/0-14 lbs.
i
Lifting moderate/l5-50 lbs.
Lifting heavy/over 50 lbs.
Lifting from floor
Lifting from arm level
Lifting bulky items
Driving motorcycle/scooter
Driving motor vehicles
Driving lawn maint./equip.
Driving heavy equipment
Driving normal driving
Driving emergency high rate of speed
*Equipment Operation/Office & Mechanical
small automatic hand tools (le, electric drill, saw,
screwdriver, grinder, calculator, copier, fax mach.,
pistol, 2-way radio, etc.)
*Equipment Operation/Office & Mechanical
medium automatic hand tools (ie, weedwacker,
edgers, chain saw, etc.)
*Equipment Operation/Office & Mechanical
large automatic hand tools (ie, lawn mower, jumping
jock, street saw, hand roller, polisher, buffer, etc.)
*please list any tools or equipment used on the Job.
Some additional space has been provided below. If
more space Is needed for tools operated, please list
on a separate piece of paper and staple .It to
the questionnaire.
A)
8)
D)
r_)
F7
1
G)
H)
Physical Demands (con't)
CONSTANT
VERY
FREQUENT
FREQUENT
OCCASIONAL RARE
IMPORTANCE
Climbing stairs
I ••
Climbing ladders
Climbing utility/telephone poles
Hand Dexterity grasping
✓
Hand Dexterity holding
Hand Dexterity keyboarding
Hand Dexterity repetitive movements
Hand Dexterity finger dexterity
✓
Reading English
_
Reading other language/specify
A)
B
Writing English
✓
Writing other language/specify
A)
Eye -Hand Coordination
Seeing color vision
Seeing depth perception
l
Seeing field of vision
Seeing clear vision required -near and/or far
✓
Hearing
✓
1
Talking
... _—
Smell/Odor
�.
1
Sliding Under Automobile
Swimming
Use of Telephone
✓
Contact with General Public/Customers
Working Alone
✓
Working long hours between meals or breaks
Working under stress
6. Environmental Conditions. Please check applicable CONSTANT
environmental conditions of job and their frequency.
VERY
FREQUENT
FREQUENT
OCCASIONAL
RARE
IMPORTANCE
Working Around Hazardous Machinery•
Working at Considerable Height
Electrical Hazards
Wet Surroundings
i
Working at Night
'
Loud Noise
III
UUU
Low Noise
Cluttered Floor Area
High Temperature
Low Temperature/or Humidity
Poor Ventilation
J
Poor Lighting
r
Odor/Smell
Vibrations
Dust or Fumes
Working inside
Working Outside
I
Working Underground
Scaffold
Working Overtime
Y
1
0
Travelling
7. Complete for New Classification only, Describe duties and desirable qualifications, Also complete Items 5,6 and 3 If applicable.
8. To be completed for new classification or change of salary only, Indicate why present salary should be reviewed If applicable.
17.A1907
Salary Range Requested:
The purpose of this questionnaire Is to obtain facts about the Jobs, not the employee(s). This information is used to
reclassify or downgrade positions, not employees. Employees whose positions are reclassified do not have
automatic rights to the higher level Jobs, unless specified otherwise by Civil Service Rules or the Labor Agreement.
I certify that the entries made above are correct and to the best of my knowledge are true and accurate.
•
Qia Sanders -Bell.
Name of Emplo ee Providing Data
OF
)/ 6 NII 1
ign� of Employee Providing Data " Date
Section B • To be completed by Immediate Supervisor
Are statements regarding duties of the position complete and accurate? (indicate any incomplete Items or Inaccuracies.)
'-R-1611G 11 (1 I �
2-2
Signature Date
Section C - To be completed by Department Head
Comment on above statements made regarding duties of position. Indicate any Inaccuracies.
WC.- ,,, 3 ,z3
Signature Date
Once this questionnaire has been completed, reviewed and signed by the three parties above, please return it to the
Department of Human Resources together with a current table of organization of the Department and any applicable
supporting documentation.
POLICE RECORDS SPECIALIST I
Occupational Code: =CC
Salary Range:
Status: Classified
FLSA: Non -Exempt
Established: 09/23
NATURE OF WORK:
This is responsible, clerical and technical work in the storing, maintenance and retrieval of Police Department
records and files.
An employee in this classification will have the responsibility of maintaining and retrieving varied police
records and files. This employee shall follow established records management procedures for the efficient
utilization of the unit. Functional supervision is received from a Police Records Specialist II and work is
evaluated and supervised by the Police Records Supervisor.
This classification differs from higher level positions by its limited scope of work under established guidelines.
ESSENTIAL FUNCTIONS: (The examples of work Listed in this class specification are not necessarily descriptive of any one position
in the class. The omission of specific statements does not preclude management from assigning specific duties not listed herein if such duties are a Iogical
assignment for the position. Examples of work performed are not to be used for allocation purposes.)
Follows established records management procedures intended to standardize filing, protecting and retrieving
records, reports and other information contained on paper, microfilm, computer programs or other media.
Reviews police reports for accuracy and to ensure elements of the crime listed support the laws, statutes, and
other regulations cited by police officers i.e. statutory compliance and Incident Base Reporting (IBR)
compliance,
Enters data and utilises the records management systems to ensure efficient handling, protecting and disposing
of records according to department policy and legal requirements.
Researches and resolves discrepancies within the system.
Interacts with residents, customers, and others to provide records, collect payments, and process requests for
incident and/or accident reports.
Maintains confidentiality regarding all work -related assignments and information.
Accepts payment for employee identification card that have been lost, damaged, or misplaced.
Performs other related work as required.
POLICE RECORDS SPECIALIST I (Cont)
DESIRABLE KNOWLEDGE, ABIL11'LES AND SKILLS: (The knowledge, abilities and skills identified in this class
specification represent those needed to perform the duties of the class. Additional knowledge, abilities and skills may be applicable for individual
positions in the employing departments.)
Some knowledge of records management systems, practices and procedures.
Some knowledge of the Florida Public Records Law and related legal requirements involving the maintenance,
destruction of police records and reports.
Some knowledge of the legal requirements relating to the sealing or expunction of criminal records.
Ability to type using a computer keyboard.
Ability to use a computerized records management system.
Ability to prepare meaningful and informative special and regular reports, as required.
Ability to maintain confidentiality of privileged information.
Ability to communicate effectively, both orally and in writing.
Ability to establish and maintain effective working relationships with other employees and the general public.
Ability to perform simple mathematical computations.
MINIMUM REQUIREMENTS:
A high school diploma or its equivalent or a related field and some (6 months — 2 years) experience in the
maintenance of a central records file system.
OR
Equivalent combination of education and experience beyond a high school diploma or its equivalent.
TOOLS AND EQUIPMENT:
Personal computer with keyboard; typewriter, calculator, fax machine; copier, multiple telephone lines with
voice messaging technology, cash register, and other general office equipment.
PHYSICAL DEMANDS: (The physical demands described here are representative of those that must be met by an employee to
successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the
essential functions.)
This is sedentary work in an office setting. While performing the duties of this job, the employee is frequently
required to stand, sit walk, stoop, hear, talk, reach above and below shoulders, use hand and finger dexterity,
keyboarding. The employee may be required occasionally to lift up to 14 lbs. when replacing and retrieving
reference materials from a bookshelf.
xxxx
POLICE RECORDS SPECIALIST I (Cont)
WORK ENVIRONMENT: (The work environment characteristics described here are representative of those employee encounters while
performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential
functions.)
The noise level in the work environment is quiet to moderately loud. Sometimes work is stressful when
working under stringent time constraints.
Request for Position Reclassification
Department Name: Police Date: 11/15/2023
Reclassification Audit Requested Information
A. Position Name and Number being Audited: Typist Clerk II PN4666, PN973
B. New Position Name: Police Records Specialist I
C. Filled/Vacant: Vacant
D. Current Salary Rate- if filled: N/A
E. New Proposed Salary: 17A.1907 (as proposed)
F. Funding Source: General Fund
G. Justification for Request: Audit of the position will better meet the needs of the
department and the functions as evolved. Additionally, the audit will allow the department
to attract a larger applicant pool and retain employees.
Approval Routing Process
I. Office of Management and Budget (OMB) Impact
A. Position Budgeted Amount:
B. Budget Impact:
C. OMB Analysis:
D. Approval/Denial/Hold (Please sign):
II. Human Resources (HR) Audit Final
A. HR Audit Recommendation: Attach Audit Study
B. Approval/Denial/Hold (Please sign):
C. Comments:
I11. CM/DCM/ACM Approval
A. Approval/Denial/Hold (Please sign):
B. Comments:
NOTE: Police and Fire -Rescue Departments require Commission approval.
co °f City of Miami
- DEPARTMENT OF HUMAN RESOURCES
�' P e CLASSIFICATION/SALARY QUESTIONNAIRE
C0. P�°�
TBD
Hours of Work
A -Shift
Shift
Positron Title
Typist Clerk Ii
Position#
4666, 973
Occ. Code
1021
Department & Division
Police Administration
immediate Supervisor
Kimberlyn Petrovich
Section A: To be completed by department representative or by supervisor.
Action requested
(check one)
(complete items 1-6)
(complete items 5-8)
(complete item 8)
✓ Reclassification
❑ New classification
❑.Pay range review
❑ Other, specify
1. Describe below the duties of the .position. Attach additional pages If needed. Be specific: List duties from the most time-consuming to
the least time-consuming, or In the order performed If they are done daily. Indicate approximate percentage of time spent on each task.
Also identify the level of importance. Defined below are the categories for frequency and Importance.
FREQUENCY
Constant - More than 80% (6.5 hrs, or more per 8 hr. day)
Very Frequent - 51 to 80% (4.5 to 6 hrs. per 8 hr. day)
.Frequent - 21 to 50% (2.5 to 4 hrs, per 8 hr. day)
Occasional - 6 to 20% ( 1 or 2 hrs. per 8 hr. day)
Rare - 0 to 5% (less than 1 hr. per 8 hr. day)
IMPORTANCE
3 - Critical Part of Job; can't be done any other way
2 - important, but may be performed in some other way
1 - Not Critical; may be reassigned or not performed at all
FREQUENCY
% OF TIME
IMPORTANCE
DUTIES OF THE POSITION
See attached draft job description
C HFUAL•042 Rev. 05/97 ,
2. Tools/equipment used In work. ✓ Yes
❑ No If yes, please list and check frequency.
Tools/Equipment
Computer/Laptop
A) Rarely ❑Occasionally
I Frequently
Phone
B) ❑ Rarely ❑Occasionally
✓
Frequently
Copier/printer
C) ❑ Rarely ❑ Occasionally'
I .Frequently
0) ❑ Rarely ❑ Occasionally ❑ Frequently
3. Supervision Exercised, Titles; names, number of positions supervised; Check activities that are part of the supervisory dultes.
❑
❑
❑
❑
Hiring
Promoting
Training
Counseling
❑
❑
❑
❑Scheduling
Disciplining
Budgeting
Terminating
❑Coaching
❑
❑
❑Other
Performance Evaluation
Developing
No. Supervised
Name(s)
Title(s)
1.
1.
2.
2.
3,
3,
5.
5,
6.
6,
4. Supervision Received (How work is assigned, how it Is checked, how often; what problems referred to supervisor.
Functional supervision is received from a Police Records Specialist II and work is evaluated and
supervised by the Police Records Supervisor.
5. Phylscai Demands. Please check applicable physical
demands on Job and the frequency of performance.
CONSTANT
VERY
FREQUENT
FREQUENT
OCCASIONAL
RARE
IMPORTANCE
Standing
✓
Sitting
✓
Walking
✓
Running
Pushing or Pulling
✓
Bending
✓
Squatting
Kneeling
Crawling
Reclining
Balancing
✓
Filing
✓
Physical Demands (can't)
CONSTANT
VERY
FREQUENT
FREQUENT
OCCASIONAL
RARE
IMPORTANCE
Reaching above shoulders
Reaching below shoulders
vvv
Lifting Ilght/0-14 lbs.
Lifting moderate/15-50 lbs.
Lifting heavy/over 50 lbs.
Lifting from floor
Lifting from arm level
Lifting bulky items
Driving motorcycle/scooter
Driving motor vehicles
Driving lawn mainL•/equip.
Driving heavy equipment
Driving normal driving
Driving emergency high rate of speed
*Equipment Operation/Office & Mechanical
small automatic hand toots (le, electric drill, saw,
screwdriver, grinder, calculator, copier, fax mach.,
pistol, 2-way radio, etc.)
*Equipment Operation/Office & Mechanical
medium automatic hand tools (le, weedwacker,
edgers, chain saw, etc.)
I
*Equipment Operation/Oftice & Mechanical
large automatic hand tools (ie, lawn mower, Jumping
jock, street saw, hand roller, polisher, buffer, etc.)
*please Ilst any toots or equipment used on the job.
Some additional space has been provided below. If
more space is needed for tools operated, please list
on a separate piece of paper and staple It to
the questionnaire.
A)
B)
C)
F)
•
G)
H)
Physical Demands (con't)
CONSTANT
VERY
FREQUENT
FREQUENT '
OCCASIONAL
RARE
IMPORTANCE
Climbing stairs
v 1
Climbing ladders
Climbing utility/telepho.ne poles
Hand Dexterity grasping
Hand Dexterity holding
Hand Dexterity keyboarding
✓
Hand Dexterity repetitive movements
Hand Dexterity finger dexterity
Reading English
Reading other language/specify
A)
Writing English
Writing other language/specify
A)
9)
Eye -Hand Coordination
✓
_' ,
Seeing color vision
Seeing depth perception
VC 1
Seeing field of vision
I
Seeing clear vision required -near and/or far
Hearing
Talking
1
.._ _._. ...
Smell/Odor
Sliding Under Automobile
Swimming
Use of Telephone
✓
_
Contact with General Public/Customers
1
Working Alone
Working long hours between meals or breaks
Working under stress
6. Environmental Conditions. Please check applicable
environmental conditions of Job and their frequency.
CONSTANT
VERY
FREQUENT
FREQUENT
OCCASIONAL
RARE
IMPORTANCE
Working Around Hazardous Machinery
Working at Considerable Height
Electrical Hazards
I
Wet Surroundings
Working at Night
I
I
I
Loud Noise
Low Noise
Cluttered Floor Area
Temperature
I
IHigh
Low Temperature/or Humidity
Poor Ventilation
II
Poor Lighting
Odor/Smell
Vibrations
Dust or Fumes
^
_�
Working Inside
i
Working Outside
Working Underground
Scaffold
I_I-
Working Overtime
Travelling
7. Complete for New Classification only, Describe duties and desirable qualifications, Also complete Items 5,6 and 3 If applicable.
8. To be completed for new classification or change of salary only, Indicate why present salary should be reviewed If applicable.
17.A1907
Salary Range Requested:
The purpose of this questionnaire is to obtain facts about the Jobs, not the employee(s). This information is used to
reclassify or downgrade positions, not employees. Employees whose positions are reclassified do not have
automatic rights to the higher level jobs, unless specified otherwise by Civil Service Rules or the Labor Agreement.
1 certify that the entries made above are correct and to the best of my knowledge are true and accurate.
•
Qiana Sa rs-Bell.
tint ame of EmpployyeeQ Providing Data
y6 '04Pr2 l /11 ( 12 ?
Signature of Employee Providing Data Date
Section B - To be completed by Immediate Supervisor
Are statements regarding duties of the position complete and accurate? (Indicate any incomplete items or Inaccuracies.)
f 11 1 I l' g
Signature Date
Section C - To be completed by Department Head
Comment on above statements made regarding duties of position. Indicate any inaccuracies.
/$VG
i/ I3 11-3
Signature Date
Once this questionnaire has been completed, reviewed and signed by the three parties above, please return it to the
Department of Human Resources together with a current table of organization of the Department and any applicable
supporting documentation.
POLICE RECORDS SPECIALIST I
Occupational Code:C
Salary Range:
Status: Classified
FLSA: Non -Exempt
Established: 09/23
NATURE OF WORK:
This is responsible, clerical and technical work in the storing, maintenance and retrieval of Police Department
records and files.
An employee in this classification will have the responsibility of maintaining and retrieving varied police
records and files. This employee shall follow established records management procedures for the efficient
utilization of the unit. Functional supervision is received from a Police Records Specialist II and work is
evaluated and supervised by the Police Records Supervisor.
This classification differs from higher level positions by its limited scope of work under established guidelines.
ESSENTIAL FUNCTIONS: (The examples of work listed in this class specification are not necessarily descriptive of any one position
in the class. The omission of specific statements does not preclude management from assigning specific duties not listed herein if such duties are a Logical
assignment for the position. Examples of work performed are not to be used for allocation purposes.)
Follows established records management procedures intended to standardize filing, protecting and retrieving
records, reports and other information contained on paper, microfilm, computer programs or other media.
Reviews police reports for accuracy and to ensure elements of the crime listed support the laws, statutes, and
other regulations cited by police officers i.e. statutory compliance and Incident Base Reporting (IBR)
compliance,
Enters data and utilizes the records management systems to ensure efficient handling, protecting and disposing
of records according to department policy and legal requirements.
Researches and resolves discrepancies within the system.
Interacts with residents, customers, and others to provide records, collect payments, and process requests for
incident and/or accident reports.
Maintains confidentiality regarding all work -related assignments and information.
Accepts payment for employee identification card that have been lost, damaged, or misplaced.
Performs other related work as required.
POLICE RECORDS SPECIALIST I (Cont.)
DESIRABLE KNOWLEDGE, ABILITIES AND SKILLS: (The knowledge, abilities and skills identified in this class
specification represent those needed to perform the duties of the class. Additional knowledge, abilities and skills may be applicable for individual
positions in the employing departments.)
Some knowledge of records management systems, practices and procedures.
Some knowledge of the Florida Public Records Law and related legal requirements involving the maintenance,
destruction of police records and reports.
Some knowledge of the legal requirements relating to the sealing or expunction of criminal records.
Ability to type using a computer keyboard.
Ability to use a computerized records management system.
Ability to prepare meaningful and informative special and regular reports, as required.
Ability to maintain confidentiality of privileged information.
Ability to communicate effectively, both orally and in writing.
Ability to establish and maintain effective working relationships with other employees and the general public.
Ability to perform simple mathematical computations.
MINIMUM REQUIREMENTS:
A high school diploma or its equivalent or a related field and some (6 months — 2 years) experience in the
maintenance of a central records file system.
OR
Equivalent combination of education and experience beyond a high school diploma or its equivalent.
TOOLS AND EQUIPMENT:
Personal computer with keyboard; typewriter, calculator, fax machine; copier, multiple telephone lines with
voice messaging technology, cash register, and other general office equipment.
PHYSICAL DEMANDS: (The physical demands described here are representative of those that must be met by an employee to
successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the
essential functions.)
This is sedentary work in an office setting. While performing the duties of this job, the employee is frequently
required to stand, sit walls, stoop, hear, talk, reach above and below shoulders, use hand and finger dexterity,
keyboarding. The employee may be required occasionally to lift up to 14 lbs. when replacing and retrieving
reference materials from a bookshelf.
XXXX xxxx
POLICE RECORDS SPECIALIST I (Cont)
WORK ENVIRONMENT: (The work environment characteristics described here are representative of those employee encounters while
performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential
functions.)
The noise level in the work environment is quiet to moderately loud. Sometimes work is stressful when
working under stringent time constraints.