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agenda package 6130 Sunset Drive – South Miami, Florida 33143 - 305-663-6340 – www.southmiamifl.gov Page 1 CITY OF SOUTH MIAMI City Commission Steven Alexander Philip K. Stoddard, Ph.D, Mayor City Manager Walter Harris, Vice Mayor Maria M. Menendez, CMC Josh Liebman, Commissioner City Clerk Gabriel Edmond, Commissioner Thomas F. Pepe, Esq. Bob Welsh, Commissioner City Attorney SPECIAL CITY COMMISSION MEETING SECOND BUDGET HEARING (FY 2014/2015) TUESDAY, SEPTEMBER 23, 2014, 7:00 PM CITY HALL/COMMISSION CHAMBERS 6130 SUNSET DRIVE SOUTH MIAMI, FLORIDA A. SILENCE OR TURN OFF ALL CELL PHONES B. ROLL CALL C. MOMENT OF SILENCE D. PLEDGE OF ALLEGIANCE E. PRESENTATIONS City Manager a) Memo b) Proposed Budget FY 15 as of 9-23-2014 F. ORDINANCE(S) SECOND READING - PUBLIC HEARING(S) 1. An Ordinance of the City of South Miami, located in Miami-Dade County, Florida (“City”), approving a tentative millage rate of the City for the fiscal year commencing October 1, 2014, through September 30, 2015 which amount may be amended at the first or second reading, and approving and enacting the final millage rate of the City on second reading. 3/5 (City Manager- Finance Dept.) 2. An Ordinance of the City of South Miami, located in Miami-Dade County, Florida (“City”), approving a proposed budget for the City for the fiscal year commencing October 1, 2014, through September 30, 2015, which amount may be amended at the first or second reading of this Ordinance, and approving and enacting the final budget on second reading. 3/5 6130 Sunset Drive – South Miami, Florida 33143 - 305-663-6340 – www.southmiamifl.gov Page 2 (City Manager- Finance Dept.) G. ADJOURNMENT CITY HAS A SIGNIFICANT GOVERNMENTAL INTEREST IN CONDUCTING EFFICIENT AND ORDERLY COMMISSION MEETINGS. SPEAKERS PLEASE TAKE NOTICE THAT SECTION 2-2.1(K)(2) OF THE CODE OF ORDINANCES PROVIDES THAT “ANY PERSON MAKING PERSONAL IMPERTINENT, OR SLANDEROUS REMARKS OR WHO SHALL BECOME BOISTEROUS WHILE ADDRESSING THE COMMISSION SHALL BE FORTHWITH BARRED FROM FURTHER AUDIENCE BEFORE THE COUNCIL BY THE PRESIDING OFFICER, UNLESS PERMISSION TO CONTINUE BE GRANTED BY A MAJORITY VOTE OF THE COMMISSION.” PURSUANT TO FLORIDA STATUTE 286.0105, THE CITY HEREBY ADVISES THE PUBLIC THAT IF A PERSON DECIDES TO APPEAL ANY DECISION MADE BY THIS BOARD, AGENCY OR COMMISSION WITH RESPECT TO ANY MATTER CONSIDERED AT ITS MEETING OR HEARING, HE OR SHE WILL NEED A RECORD OF THE PROCEEDINGS, AND THAT FOR SUCH PURPOSE, AFFECTED PERSON MAY NEED TO ENSURE THAT A VERBATIM RECORD OF THE PROCEEDIGS IS MADE WHICH RECORD INCLUDES THE TESTIMONY AND EVIDENCE UPON WHICH THE APPEAL IS TO BE BASED. THIS NOTICE DOES NOT CONSTITUTE CONSENT BY THE CITY FOR THE INTRODUCTION OR ADMISSION OR OTHERWISE INADMISSIBLE OR IRRELEVANT EVIDENCE, NOR DOES IT AUTHORIZE CHALLENGES OR APPEALS NOT OTHERWISE ALLOWED BY LAW. PURSUANT TO RESOLUTION No. 246-10-13280,“ANY INVOCATION THAT MAY BE OFFERED BEFORE THE START OF REGULAR COMMISSION BUSINESS SHALL BE THE VOLUNTARY OFFERING OF A PRIVATE CITIZEN, FOR THE BENEFIT OF THE COMMISSION AND THE CITIZENS PRESENT. THE VIEWS OR BELIEFS EXPRESSED BY THE INVOCATION SPEAKER HAVE NOT BEEN PREVIOUSLY REVIEWED OR APPROVED BY THE COMMISSION, AND THE COMMISSION DOES NOT ENDORSE THE RELIGIOUS BELIEFS OR VIEWS OF THIS, OR ANY OTHER SPEAKER.” CITY OF SOUTH M lAM I OFFICE OF THE CITY MANAGER INTER-OFFICE MEMORANDUM THE CITY OF PLEASAN T LIVIN G To: From: Copy: Date: SUBJECT: The Honorable Mayor & City commiSS ~.O Steven Alexander, City Manager Alfredo Riverol, CPA, CGFM, CGL.A, Chief Financial Officer September 23, 2014 2 nd Budget Hearing -Fiscal Year 2014-2015 Proposed Budget Below is a list of significant changes incorporated in the Proposed FY 2014-2015 Budget subsequent to the September 9, 2014, budget hearing. These suggested changes incorporate newly obtained information and of course the recommendations provided by the Mayor and City Commission. GENERAL BUDGET ITEMS CAPITAL IMPROVEMENT PROGRAM The City has included $100,000 for Citywide Parks Improvement in the FY 2015 Budget; below is a detailed financial breakdown ofthe proposed projects in this line item: Fuchs Park Historic Pavilion Scope: replace old preserved structural wood supports and replace roof. Approximately: $23,500 Dante Fascell Park -Runoff Mud/Clay -Drainage Issue Scope: implement a permanent solution to the drainage issue for runoff coming from the tennis courts. Approximately: $52,500 (includes survey, geotechnical engineering and construction) Brewer Park Tennis & Basketball Improvements Scope: fill cracks, resurface and restripe two (2) tennis courts and one (1) basketball half court. Approximately: $16,500 Murray Park Athletic Field Scope: Turf renovations to include the complete removal of the existing vegetation and reestablishment of the athletic field turf area. The City and SMCRA have both committed to fund the matching portion ofthe project in equal amounts. Approximately: $7,500 Total = $100,000 Additionally, $20,000 has been allocated in the CIP program for FY 16 for a traffic calming study on 60 th Avenue from 56 th Street (Miller) and 62 nd Avenue. Furthermore, the City has already included the 42 nd Street, between 62 nd Avenue and 64th Avenue, Roadway and Drainage design and construction in FY 2015 CIP budget, which was discussed at the first public hearing. Beginning in FY 2016, the City will be establishing a Parks Acquisition and Capital Improvement Fund. As per the developer's agreement, the City will be obtaining $250,000 from Metro South once the project receives the Certificate of Occupancy (CO) in full satisfaction of the Developer's obligation for parks/open space. The City expects to issue CO in FY 2016. The monies received from the Metro South Project will provide the initial funds within the Parks Acquisition and Capital Improvement Fund. REVENUES The City is currently researching the details involved with establishing separate exclusive franchises for towing services city-wide and commercial solid waste hauling. The City has initiated the procurement process to select a vendor for the installation of commercial or residential solar panels to be accessed by the entire City and perhaps ultimately beyond our borders, at a predetermined vendor price. The RFP has been sent to the City Attorney for his review. Once the procurement process is complete, residents will be allowed to use the City selected vendor at their discretion. A revision was made to the explanation of the line-item for Franchise Fee -Electric on page 61 to clarify that the City currently has a franchise agreement with FPL, not an Interlocal agreement as incorrectly stated in the first draft. Additional clarification is included in the description for the Parking Fund line item in the General Fund budget. This line item excludes the businesses in the Hometown District, because those businesses are accounted for in the Hometown District Improvement Trust Fund. Staff has reviewed and updated the CRA funds transfer amount. The revision excludes code enforcement expenses related to the CRA and includes a portion of the expenses related to the use of the City's procurement division to purchase goods and services for the CRA. It should be noted that the amounts listed below are based on estimates and actual amounts may be substantially different, especially as it relates to the Madison Square project. Below please find a breakdown of the expenses related to the CRA transfer to the General Fund: EXPENSES Postage & Printing for CRA mail-outs CRA Vehicle Fuel Expense CRA Vehicle Insurance Expense Procurement Division PD Clothing Allowance Police Vehicle Fuel Expense CRA Deputy Clerk (Secretary) Expenses Finance for Collections Planning Department Land-Use Amend Processing GIS (CRA Maps & Demographic Analysis) Human Resource Services City Attorney Contract 10% City Community Pool CITY ATTORNEY'S OFFICE 1,910 800 500 1,850 400 1,333 7,096 4,490 3,800 7,945 3,050 26,291 50,000 TOTAL 109,465 A budget highlight was added for the City Attorney's Expense line item explaining that this line item is used to cover printing, travel, faxes, courier fees, etc., as per the City Attorney's contract. Additionally, the expense for the Lexis Nexis annual subscription has been reallocated to this line item from the Human Resources Office. HUMAN RESOURCES OFFICE The City has recently received the General Liability, Property, Auto, Workers Compensation and Public Officials and Employment Insurance Policies and their costs, from Public Government Insurance Trust (PGIT) and Florida Municipal Insurance Trust (FMIT). Below please find a breakdown of the changes in the City's Proposed FY 15 Budget related to insurance when compared to the expense line-items that were presented during the first budget hearing on September 9, 2014: • The City's workers compensation expenditure amount was reduced by $76,487. • Auto Insurance increased by $19,871, which was satisfied with reduction from workers compensation. • The difference of $56,616 from the reduction of workers compensation and the increase in auto insurance was applied to the Liability Insurance expense account. Furthermore, the $40,000 which was allocated to pay Sapoznik was also reallocated to the Liability Insurance account to help pay for deductibles which may be needed throughout FY 15. Sapoznik will continue to provide health insurance representation, on a commission basis, which we believe will continue the same level of excellent representation and assistance that the firm has always provided (a true value to the City) at a lower cost than the consulting fee of $40,000. In FY 2016 the City will be establishing an Insurance Stabilization Reserve Fund with the intent of preparing for some of the increases, which inherently occurs from one fiscal year to the next related to General Liability, Property, Auto, Workers Compensation and Public Officials and Employment Insurance and Health. Any General Funds within the Liability Insurance expense line item which remains unspent, unencumbered at the end of the fiscal year will be transferred into the Stabilization Reserve Fund. BUILDING DEPARTMENT & CODE ENFORCEMENT OFFICE The activity reports for both the Building Department and Code Enforcement were revised to reflect the actual numbers rather than estimates and averages for their respective activities within each of the displayed fiscal years. PUBLIC WORKS STREETS AND LANDSCAPING DIVISION In order to provide the reader more clarity, the title for the line item of citywide street lighting expense was updated to read: Electricity -Street Lights. PARKS LANDSCAPING DIVISION A budget highlight was added for the Electricity line item to explain the budgeted expense revision reflecting current electrical projections based on the electrical usage for the past year. The history of the fluctuation in this line is due to a full or partial assignment of these expenses in the Public Works budgets in prior years. Below please find a comparison of the adopted appropriated amounts for FY 2014 and how it compares with the FY 2015 Proposed Appropriated amounts. Appropriation Comparison (FYs) Amount ADOPTED FY 2014 General Fund 16,737,052 Stormwater Drain Trust Fund 567,818 Local Option Gas Tax 225,000 Hometown Improvement Fund 0 Tree Trust Fund 15,000 Peoples Transportation 1,100,000 Debt Service 1,241,634 Capital Improvement Program 600,000 Emergency Reserve 0 State Forfeiture 45,000 Federal Forfeiture 818,283 TOTAL 21,349,787 General Fund Additional Expenses Red light Cameras 512,400 144,000 317,178 2 New Police Officers CRA Expenses Covered by GF Streetline Project Community Pool -6 Months TOTAL 87,480 88,253 1,149,311 PROPOSED FY 20lS 17,659,802 351,729 285,000 0 0 1,560,000 1,247,827 1,268,439 0 30,000 887,432 23,290,229 Diff 922,750 -216,089 60,000 0 -15,000 460,000 6,193 668,439 0 -15,000 69,149 1,940,442 The term "ro"-back" is used to describe the total taxable value in the prior fiscal year and the amount of monies raised by ad-valorem taxes in the year being budgeted . With the millage roll-back rate, the City would realize exactly the same amount of ad valorem revenue as the preceding fiscal year. If the City decides to raise the millage rate above the ro"- back rate , it me ans th at t he co st of gov ernme nt operat i o ns has increased , or th at new p u bli c service programs have been added to t he budget or a combination of the two . CITY OF SOUTH MIAMI ^ni ifh'Mi^rni 0FFICE 0FTHE C|TY manager THE CITY OF PLEASANT LIVING INTER-OFFICE MEMORANDUM To: From: Date: The Honorable Mayor,Vice Mayor and Members of the City Commission Subject: Steven Alexander,City Manager September 9,2014 Levy of Millage Rate for FY 2014-15 Agenda Item:/ Ordinance:An Ordinance of the Cityof South Miami,located in Miami-Dade County,Florida ("City''),approving a tentative millage rate of the Cityfor the fiscal year commencing October 1,2014,through September 30,2015 which amount may be amended at the firstor second reading,and approving and enacting the final millage rate of the Cityon second reading. TheCityis proposing levying the millageof 4.3639 which represents a0% increase from the City's current rate and approximately 7.62%increase over the rolled-back rate of 4.0548,for the fiscal year 2014-2015. Request:Approvalof the proposed millage rate of 4.3639 forFiscalYear 2014-2015;which results ina0%increase from the City's FY 2013-14 property tax rate. 1 ORDINANCE NO. 2 3An Ordinance of the City of South Miami,located in Miami-Dade County,Florida 4("City"),approving a tentative millage rate of the Cityfor the fiscal year 5 commencing October 1,2014,through September 30,2015 which amount may 6be amended at the first or second reading,and approving and enacting the final 7 millage rate of the Cityon second reading. 8 9 WHEREAS,pursuant to section 200.065,Florida Statutes,tax assessments forallreal 10 property within the jurisdiction of the Cityof South Miamifor the fiscal year 2014/2015 has 11 been made by the property appraiser forDade County;and, 12 13 WHEREAS,levying the millageof 4.3639 which represents a0%increase from the City's 14 current rate and approximately 7.62%increase over the rolled-back rate of 4.0548,for the fiscal 15 year 2014-2015;and 16 17 WHEREAS,pursuant to the above-cited statutory provision,the Mayorand City 18 Commission arerequiredto adopt a tentative and thereafter afinalmillage rate for the taxing 19jurisdictionof the Cityof South Miami. 20 21 NOW,THEREFORE,BE IT ORDAINED BY THE MAYORANDCITYCOMMISSIONOF THE 22 CITY OF SOUTH MIAMI,FLORIDA THAT: 23 24Section1.There shall beandherebyis levied uponrealpropertyinthe City ofSouth 25 Miami,Florida,ataxof4.3639 mills onthedollarforthe fiscal year2014/2015forthe 26 operational expenses ofthe government ofthe City forthe fiscal year beginning October 1, 27 2014,and ending September30,2015.This results in a 0%increase from the City's FY 2013-14 28 property tax rate but an increase of7.62%or 0.3091 mills over the rollback rate of 4.0548 29 which isstatutorilycharacterizedasanincreaseinpropertytax. 30 31 Section 2.Severability.If any section,clause,sentence,orphraseofthis ordinance is 32 for any reason held invalid or unconstitutional by a court of competent jurisdiction,this holding 33 shall notaffectthe validity ofthe remaining portionsofthisordinance. 34 35 Section 3.Ordinances in Conflict.All ordinances orpartsof ordinances and all section 36 and parts of sections of ordinances in direct conflict herewith are hereby repealed.However,it 37 is notthe intent of this section to repeal entire ordinances,or parts of ordinances,that give the 38 appearance of being in conflict when the two ordinances can be harmonized or when only a 39 portion oftheordinance in conflict needstoberepealedto harmonize the ordinances.If the 40 ordinance in conflict can be harmonized by amending its terms,it is hereby amended to 41 harmonize the two ordinances.Therefore,only that portion that needs tobe repealed to 42 harmonize thetwoordinances shall berepealed. 43 44 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 Section 4.Effective Date.This ordinance shall become effective upon enactment. ATTEST: CITY CLERK 1st Reading - 2nd Reading - PASSED AND ENACTED on this READ AND APPROVED AS TO FORM LANGUAGE,EXECUTION &LEGALITY: CITY ATTORNEY day of September,2014. APPROVED: MAYOR COMMISSION VOTE: Mayor Stoddard: Vice Mayor Harris: Commissioner Edmond: Commissioner:Liebman Commissioner Welsh: MIAMI DAILY BUSINESS REVIEW Published Daily except Saturday,Sunday and Legal Holidays Miami,Miami-Dade County,Florida STATE OF FLORIDA COUNTY OF MIAMI-DADE: Before the undersigned authority personally appeared MARIAMESA,who on oath says that he or she is the LEGALCLERK,Legal Notices of the MiamiDaily Business Review f/k/aMiami Review,adaily (except Saturday,Sunday and Legal Holidays)newspaper,published at Miamiin Miami-Dade County,Florida;that the attached copy of advertisement, being a Legal Advertisement of Notice in the matter of CITY OF SOUTH MIAMI-NOTICE OF SECOND BUDGET HEARINGS FOR F/Y 2014-2015 -9/23/2014 in the XXXX Court, was published in said newspaper in the issues of 09/12/2014 Affiantfurther says that thesaidMiamiDaily Business Review isa newspaper published at Miamiin said Miami-Dade County,Florida and that the said newspaper has heretofore been continuouslypublishedinsaidMiami-DadeCounty, Florida,each day (except Saturday,Sunday andLegalHolidays) and has been entered as second class mail matter atthe post officeinMiamiin said Miami-DadeCounty,Florida,fora periodof one year next preceding the firstpublicationof the attached copyof advertisement;and affiantfurther says thatheor she has neither paidinor promisedany person,firmorcorporation ount,re^ate^^mmissioo or refund for the purpose "of securing thisSdvorticbqiont for)pubHcat!pn in the said newspaper. SwQro-ftrSnd subs>?jTbed before methis 12 day^^P^MBERER f ,AJ0.2014 (SEAL) MARIA MESA personally knowntome "•i'/J.w0 B.THOMAS Notary Public •State of FloridaMyComm.Expires Nov 2,2017! Commission #FF 034747 Bonded Through *****Hrt»y AW.! South"Miami THE CITY OF PLEASANT LIVING CITY OF SOUTH MIAMI OFFICE OF THE CITY MANAGER INTER-OFFICE MEMORANDUM To:The Honorable Mayor,ViceMayor and Members of the City Commission From:Steven Alexander,City Manager Date:September 9,2014 Agenda Item: Subject:FY 20014-2015 Capitaland Operating BudgetandPayPlan Adoption ^ Ordinance:An Ordinance of the City of South Miami,located in Miami-Dade County, Florida ("City"),approving a proposed budget for the Cityfor the fiscalyear commencing October 1,2014,through September 30,2015,which amount may be amended at the firstor second reading of this Ordinance,and approving and enacting the final budget on second reading. Request:Approvalof the Budget for the fiscal year 2014-2015,as submitted by the City Manager,including the capital improvement and pay plan,ina total amount of $23,290,229. Independently identified as: FY 2014-2015 Appropriated Amount General Fund 17,659,802 Stormwater Drain Trust Fund 351,729 Local Option GasTax 285,000 Hometown Improvement Fund 0 Tree Trust Fund 0 Peoples Transportation 1,560,000 Debt Service 1,247,827 Capital Improvement Program 1,268,439 Emergency Reserve 0 State Forfeiture 30,000 Federal Forfeiture 887,432 TOTAL 23,290,229 1 ORDINANCENO. 2 3An Ordinance of the City of South Miami,located in Miami-Dade County, 4Florida ("City"),approving a proposed budget for the Cityfor the fiscal year 5 commencing October 1,2014,through September 30,2015,which amount may 6 be amended at the firstor second reading of this Ordinance,and approving 7 and enacting the final budget on second reading. 8 9 WHEREAS,the City Manager has submitted a proposed Capitaland Operating Budget 10 together witha budget message and supporting schedule includingapayplan;and 11 12 WHEREAS,pursuant toChapter200,Florida Statutes,the Mayorand City 13Commissionare required to adopt a tentative,and thereafter,afinal budget for the City. 14 15 NOW,THEREFORE,BEITORDAINEDBYTHEMAYORANDCITY COMMISSION OFTHE 16 CITYOFSOUTH MIAMI,FLORIDA THAT: 17 18Section1.TheBudgetforthe fiscal year,assubmittedbythe City Manager, 19including the payplan,asfiledin the City Clerk's Office,inan amount of $23,290,229 beand 20 the sameis hereby approved.Independently identifiedas: 21 22 23 24 Section 2.Any amount encumbered during Fiscal Year 2013-2014,but paid in Fiscal 25Year2014-2015shallbe transferred inaccordancewith GAAP andreflectedin the 2014-2015 26 budget. 27 FY 2014-2015 Appropriated Amount General Fund 17,659,802 Stormwater Drain Trust Fund 351,729 Local Option GasTax 285,000 Hometown Improvement Fund 0 Tree Trust Fund 0 Peoples Transportation 1,560,000 Debt Service 1,247,827 Capital Improvement Program 1,268,439 Emergency Reserve 0 State Forfeiture 30,000 Federal Forfeiture 887,432 TOTAL 23,290,229 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 61 62 Section 3.Severability.If any section,clause,sentence,or phrase of this ordinance is for any reason held invalid or unconstitutional bya court of competent jurisdiction,this holding shall not affect the validity of the remaining portions of this ordinance. Section 4.Ordinances in Conflict.All ordinances or parts of ordinances and all section and parts of sections of ordinances in direct conflict herewith are hereby repealed. However,itis not the intent of this section to repeal entire ordinances,or parts of ordinances, that give the appearance of being in conflict when the two ordinances can be harmonized or when onlya portion of the ordinance inconflict needs to be repealed to harmonize the ordinances.If the ordinance inconflictcanbe harmonized by amending its terms,itis hereby amended to harmonize the two ordinances.Therefore,only that portion that needs to be repealed to harmonize the two ordinances shallbe repealed. Section 5.Effective Date.This ordinance shall become effective upon enactment PASSED AND ENACTED this ATTEST: CITY CLERK 1 Reading - 2nd Reading- READ AND APPROVED AS TO FORM LANGUAGE,EXECUTION &LEGALITY: CITY ATTORNEY day of September,2014. APPROVED: MAYOR COMMISSION VOTE: Mayor Stoddard: Vice Mayor Harris: Commissioner Edmond: Commissioner Liebman: Commissioner Welsh: MIAMI DAILY BUSINESS REVIEW Published Daily except Saturday,Sunday and Legal Holidays Miami,Miami-Dade County,Florida STATE OF FLORIDA COUNTY OF MIAMI-DADE: Before the undersigned authority personally appeared MARIA MESA,who on oath says that he or she is the LEGAL CLERK,Legal Notices of the MiamiDaily Business Review f/k/aMiami Review,adaily (except Saturday,Sunday and Legal Holidays)newspaper,published at Miamiin Miami-Dade County,Florida;that the attached copy of advertisement, being a Legal Advertisement of Notice in the matter of CITY OF SOUTH MIAMI -NOTICE OF SECOND BUDGET HEARINGS FOR F/Y 2014-2015 -9/23/2014 in the XXXX Court, was published in said newspaper in the issues of 09/12/2014 Affiantfurther says that the said MiamiDaily Business Review isa newspaper published at Miamiin said Miami-Dade County,Florida and that the said newspaper has heretofore been continuouslypublishedinsaidMiami-DadeCounty, Florida,each day (except Saturday,Sunday and LegalHolidays) and has been entered as second class mail matter at the post officeinMiamiin said Miami-DadeCounty,Florida,fora periodof one year next preceding the firstpublicationof the attached copy of advertisement;and affiantfurther says that heor she hasneitherpaid nor_p_romised anyperson,firm orcorporation apy-discount,rejbatSJ^mmissioo or refund for the purpose ofsecuring thisSdvortisbtpont fonpublication in thesaid newspaper. SwojjHcrand subs^pbed before methjs 12 day/a^S^PSEMBERER sf ,A&.2014 (SEAL) MARIA MESA personally knowntome B.THOMAS •^2'*Notary Public -State of Florida V*My Comm.Expires Nov 2.2017 I Commission #FF 034747 ._._..»«-4—~l U*4«*w Aft! ^w&^Mi^