08-30-05 Special Budget Workshop Item 2South Miami
To: Honorable Mayor, Vice Mayor &
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Agenda. Item 0_42�
Re: Special Commission Meeting
August 311, 2005 —Emergency Declaration
The City Commission has convened a meeting to declare a weather emergency in response to
damage caused by Hurricane Katrina in the City and to authorize the City Manager to take all
necessary and appropriate actions to respond to the disaster.
As part of the recovery efforts, the City Administration has made preliminary assessment of the
damage caused by the hurricane. It is estimated that the total cost of goods and services required
to restore the City to pre - hurricane condition will exceed the current year's budget. Therefore,
we will be required to utilize funds from the City's cash reserve to pay for related expenses that
the current year's budget would not cover.
The attached emergency ordinance will provide the City Manager the necessary authority to use
up to five hundred thousand dollars ($500,110) of cash reserves to pay for the expenses as
needed. Any dollar amount spent from the cash reserve during the recovery process will result in
a reduction from the projected FY 2004/05 ending cash balance of $1.,987,041.
Because a State of Emergency has been declared in the State of Florida by the President and the
Governor, some of the expenses insured by the City for the cleanup may be eligible for
reimbursement by the State and Federal governments. We will be applying for all available
assistance for the expenses incurred and any amounts recovered through this process will be used
to replenish the cash reserve.
3017,T4 1 RIC
We recommend approval of the attached emergency ordinance.
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WHEREAS, on August 30, 2005 the City Commission of South Miami met to declare a weather
emergency in response to damages caused by Hurricane Katrina; and
WHEREAS, as part of the emergency declaration, the City Commission is authorizing the City Manager
to take all necessary actions, including acquisition of goods and services, to achieve effective management of the
emergency, and to report to the City Commission at the next regularly scheduled meeting; and
WHEREAS, the City Administration has made preliminary assessment of the damage caused by the
hurricane and estimated the total cost would require the use of funds from city cash reserve to pay for related
expenses that the current year's budget would not cover, and
WHEREAS, the State of Florida remains under a State of Emergency declared by the President and
Governor therefore maldng federal and state assistance available to the City for partial reimbursement of some of
the related expenses incurred in recovery from the disaster.
NOW, THEREFORE, BE IT ORDAINED BY THE MAYOR AND CITY COMMISSION OF THE
CAI Y OF SOUTH MIAMI, FLORIDA, THAT:
Se Lon 1. The City Manager is authorized to use up to five hundred thousand dollars ($500,000) of city
cash reserve to pay for expenses that the current year's budget would not cover.
Section 2. The City Manager is authorized to request any available assistance to reimburse the City for
these expenses.
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MARY SCOTT RUSSELL
Mayor
August 30, 2005
Maria M. Menendez, City Clerk
6130 Sunset Drive
City of South Miami 33143
Re: Special Meeting related to Hurricane Katrina
Madam Clerk:
6130 Sunset Drive
South Miami, Florida 33143 -5093
Tel: (305) 668 -2484 • Fax: (305) 663 -6348
E -Mail: MSR1 @Bellsouth.net
Please notify the City Commission that I am hereby calling a Special Meeting for
tonight, August 30, 2005, starting at 6:00 p.m. in the City Commission Chambers. The
purpose of this meeting is related to authorizing the City Manager to perform emergency
operations and to expend up to $500,000 in cash reserves to effect Hurricane Katrina
restoration of the City.
Sincerely,
Mary Scott Russell
Mayor
Cc: Maria V. Davis, City Manager
Luis Figueredo, City Attorney
South Miami
All- America City
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2001
Page 1 of 1
Menendez, Maria
From: Davis, Maria
Sent: Tuesday, August 30, 2005 12:07 PM
To: Department Heads
Subject: Request for Information - URGENT
The Mayor has called an emergency meeting tonight @ 6:00 PM in order to authorize us to expend the dollars
necessary for the preparation and restoration efforts of the storm. I request that each department head that
incurred expenses for preparation and restoration efforts calculate (roughly) your expenditures to date so that I
may present them to the Commission tonight. eg: Overtime, supplies, food, equipment, contractual services,
dump fees, etc.
Please contact Hakeem and forward all of your information to him so that he can prepare a spreadsheet for me.
Thanks.
8/30/2005