07-27-04 Item 16CITY OF SOUTH MIAMI .
OFFICE OF THE CITY MANAGER
INTER - OFFICE MEMORANDUM
To: Honorable Vice Mayor
and City Commission
From: Mary ScAff R ell
Mayor
REQUEST
lit 11
Date: July 20, 2004
Subject: Agenda Item #
Commission Meeting
07/20/04
Re: Salary Increase for City
Manager
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF SOUTH MIAMI, FLORIDA AUTHORIZING A MERIT INCREASE OF
$15,000 IN THE CITY MANAGER'S SALARY; PROVIDING FOR EFFECTIVE
DATE.
BACKGROUND AND ANALYSIS
In the twelve months Maria Davis has served as City Manager for South Miami, her professional
expertise and management style has produced remarkable positive changes, not only in the
financial condition of the city, but in the service levels offered to our residents and those who
must do business with us, and in the attitudes of the departmental personnel who provide those
services.
As an example: previously a constant, major source of resident complaints was the difficulty in
obtaining building permits and dealing with the bureaucracy of the planning department. Maria
streamlined the processes in that department and instituted procedures for quicker turn- around of
applications. In so doing, she implemented more of a "customer friendly, can do" environment.
Not only are complaints about that department virtually non - existent now, but we have received
several letters from businesses commending personnel in the department for their "beyond the
call" helpful attitudes.
As anyone who has paid attention to the goings -on at City Hall over the past several years can
attest, it has not been an easy task to find and keep competent, dedicated management. In today's
environment of aggressive recruiting it is wise to regularly recognize and reward outstanding
performance in order to keep the morale and interest of top personnel at high levels. Please see
Maria's letter to me containing a partial list of her accomplishments in the past year. These
reflect substantial increases in the City's revenue as well as impressive savings, without having
to cut services to our residents. This should be recognized and taken into consideration when
considering the annual merit increase dictated by her contract.
It is in recognition of that impressive list of accomplishments (and more) that I recommend that
the City Manager's salary be increased by $15,000 effective on her anniversary date of July 14th
2004. This figure represents only 3% of the actual dollar amounts listed in only four items on her
accomplishment list. It is important, also, to remember that Maria agreed to take on the
responsibilities of managing the City, knowing that we were in a serious deficit position.
Because of that knowledge, she accepted a salary which was considerably lower than what she
would normally entertain. You can also see from the attached survey of comparably sized cities,
that she is the lowest paid experienced Manager in the group (see the note on Miami Springs'
current manager). Even with the recommended increase, she will still be on the conservative
lower end of the comparable salary spectrum. It is time for us to make good on our commitments
to her, as she had done for the City of South Miami.
RECOMMENDATION
Your approval is recommended.
1
2 RESOLUTION NO.
3
4 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
5 OF SOUTH MIAMI, FLORIDA AUTHORIZING A MERIT INCREASE OF
6 $15,000 IN THE CITY MANAGER'S SALARY; PROVIDING FOR EFFECTIVE
7 DATE
8
9 WHEREAS, the Mayor and City Commission approved the City Manager's contract in July
10 2003, which states that the "The City Manager shall also receive an annual merit increase," and that "the
11 Commission may consider such matters, among others, as ... job performance, overall ability,
12 responsiveness to direction from the commission and whether, and the extent to which, the manager has
13 met or exceeded goals and objectives that may be set by the commission;" and
14
15 WHEREAS, the city manager accepted the job at a rate initially lower than she normally would,
16 due to the deficit financial condition of the City at that time, and has performed the duties and
17 responsibilities of her job in an exemplary manner, exceeding goals and objectives, as exemplified by the
18 elimination of a $1.4 million deficit and significantly increasing revenues during her first year in the
19 position; and
20
21 WHEREAS, the city manager's revisions of systems procedures in nearly every department have
22 resulted in greatly improved service to the public, increased morale and financial benefit to the city; and
23
24 WHEREAS, the Mayor and Commission realize the importance of strong, professional
25 management and that finding and maintaining experienced, knowledgeable personnel willing to work in
26 the public sector is becoming increasingly difficult.
27
28 NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION
29 OF THE CITY OF SOUTH MIAMI, FLORIDA:
30
31 SECTION 1. That the City Manager's salary is hereby adjusted to reflect a $15,000.00 merit
32 increase reflecting the Commission's satisfaction with the Manager's job performance and desire to
33 reward outstanding performance in a way that encourages its continuation and long term stability to the
34 City's management.
35
36 SECTION 2. That this Resolution shall take effect immediately upon approval, and the
37 pursuant salary increase shall be retroactive to the City Manager's anniversary date of July 14t ", 2004.
38 PASSED AND ADOPTED THIS DAY OF 12004.
39 ATTEST: APPROVED:
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41
42
43 CITY CLERK MAYOR
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50
READ AND APPROVED AS TO FORM:
CITY ATTORNEY
Commission Vote:
Mayor Russell:
Vice Mayor Palmer:
Commissioner Wiscombe:
Commissioner Birts - Cooper:
Commissioner Sherar:
TO:
FROM:
CITY OF SOUTH MIAMI
OFFICE OF THE CITY MANAGER
INTER- OFFICE MEMORANDUM
Mayor Mary Scott Russell
Maria V. Davis, City Manager
SUBJECT: Annual Merit Increase
DATE: July 15, 2004
Ft MT, LVVA "IT
00
As you know, my contract with the City calls for an annual merit increase. As my anniversary
date was July 14th, I am writing to ask your assistance and support in requesting an equitable
increase from the Commission. The contract states that, in deliberation over the amount of the
increase, "the Commission may consider such matters, among others, as ... job performance,
overall ability, responsiveness to direction from the commission and whether, and the extent to
which, the, manager has met or exceeded goals and objectives that may be set by the
commission." Below, I have listed several performance markers and fulfilled objectives that I
would like to have considered by yourself and the rest of the Commission.
Adjunct to that and, I think, equally important, is the fact that I accepted the job at an initial pay
rate much lower than I would have normally considered, due to the critical financial condition of
the City at that time. As you will see from the attached survey of salary rates for City Managers
of municipalities in Miami -Dade County with similar populations to South Miami, I am the
lowest paid experienced manager on the list (and that list doesn't reflect the increases they will
all be receiving effective October 1St). It is, in great part, because of my experience that I was
able to pull the City out of the red, increase revenues and decrease spending to the levels
achieved in just one year. One of the key reasons for salary levels being where they are is the
active recruiting of well - qualified, experienced public- sector professionals. It is increasingly
difficult to fill those Senior positions.
In view of my experience, performance and accomplishments I am asking for an increase of
$15,000. Even with that increase, I will still be at the lower end of the salary scale of my peers,
and that's not counting their established increases.
As further justification for my request, I offer the following list of accomplishments. Beginning
in July of last year 1;
• Was faced with a $1.4 million dollar deficit entering the 03/04 budget year. In response I
eliminated and consolidated many positions and duties, and trimmed operating budgets
without cutting services; instituted systematic occupational license sweeps, which
increased revenue by $100,862 or 27% over fiscal year 02/03 revenues; implemented an
automated garbage collection system which allowed us to eliminate four positions and
resulted in a recurring savings of $146,278 per year; and was able to properly staff the
new community center, notwithstanding the deficit
• Required that the City's Health Benefits contract be competitively bid, which resulted in
an $80K reduction in premiums (the City had utilized the same agent for eight years
without going out to bid)
• Directed foreclosure of long standing liens, thus increasing revenue for the city
• Saved the City significant dollars in litigation by successfully negotiating settlement of
several "unfair labor practice" claims by the unions
• Successfully mitigated various union grievances which would have resulted in costly
arbitration
• Instituted a drug free work place policy, sick leave abuse policy and Family Medical
Leave Act procedures resulting in a $65,000 savings in liability insurance
• Instituted worker's compensation "light duty" procedures to eliminate long standing
abuses
• Amended the bulk trash ordinance which eliminated fees for furniture pick -up and
disposal, resulting in a reduction of labor costs while providing for much cleaner rights of
way
• Served on the General Obligation Bond (GOB) committee, which successfully negotiated
an increased amount of dollars to be set aside for municipalities with Miami -Dade
County in the event the Bond passes in November
• Revised procurement procedures to comport with State guidelines and the City's Charter
to require that all vendors who receive business from the City in an amount exceeding
$5,000 annually will be brought before the commission for approval
• Made a dramatic and continuing improvement in the appearance and desirability of
properties in the CRA area by focusing public works and code enforcement efforts to
clean up and maintain high visibility in the area (dealt with trash, debris, overgrown lots,
houses in disrepair, etc.); and demolishing unsafe structures
• Directed police efforts to concentrate on eliminating drug trafficking in and around the
City as evidenced by Operation Spring Cleaning, the two -house pot busts and other
related operations; violent crimes are down 48% in the first quarter of 2004 alone from
the previous year
• Directed the Finance Department to provide for acceptance of all payments with credit
cards
• Chaired a Recreation ad hoc committee and successfully mitigated community concerns
over usage and fees at the Community Center, etc.
• Steadily improved employee morale, while diminishing a significant employee distrust of
administration and City Commission
• Improved communications with the public by increasing information presented on the
cable channel; directed the development of a quarterly newsletter to be mailed to each
resident; directed the development of an information guide to be mailed to all residents
(which will also be utilized in our new resident packets)
• Improved the appearance of City Hall with new landscaping.
I am asking that you please sponsor and present my request to the Commission for this only
equitable increase, and that the above items be recognized and taken into consideration when
deliberating the matter. Thank you for your consideration of my request and for all your help and
support during this last, very difficult year.
TO:
FROM:
SUBJECT:
CITY OF SOUTH MIAMI
OFFICE OF THE MAYOR
INTER- OFFICE MEMORANDUM
Maria V. Davis, City Manager
Mary Scott Russell, Mayor
Annual Merit Increase
DATE: July 16, 2004
,E
It would be my pleasure to offer my assistance and support in your request for a $15,000 merit
increase from the Commission, for the very reasons you stated in your memorandum to me. I
feel that you have done an exemplary job in the time you have been with us. Your performance
has been outstanding, your overall ability is unquestionable and your responsiveness to directions
from myself and the rest of the Commission has been excellent. The fact that your management
ability and experience were the enabling factor in the City resolving its financial crisis at the
beginning of your tenure speaks for itself.
Even with all that I might have some hesitation in approving such a large increase were it not for
two other factors. One, there is still money in the Manager's salary account in the current
budget, so the increase will not cause a problem in that regard. Two, the lack of parity in your
salary as compared to your similarly situated colleagues is actually an embarrassment to the City
and an injustice to you, especially in light of your proven performance.
I do want to make it clear, however, that as strongly as I support this one time significant increase
in your salary to bring it more in line with that of the other same -sized municipalities, all future
contractual merit increases will be much more along the same guidelines as are set for other
professional, administrative and managerial (read "exempt ") employees of the City.
I look forward to the comments and input from the rest of the Commission when this item is
placed on the July 27th agenda for consideration. I am confident that they will all show the same
common sense recognition of your accomplishments and of how fortunate we are to have, at last,
such an experienced and professional City Manager in South Miami.
CITY MANAGER'S SALARY SURVEY FOR CITIES CONTAINING A
POPULATION OF BETWEEN 8,000 — 22,000
July 2004
CITY
POPULATION
CITY MANAGER'S
SALARY
Aventura
20,000
$165,939
Key Biscayne
8,500
$142,955
Miami Lakes
22,600
$127,345
Miami Shores
10,400
$134,000
*Miami Springs
13,700
$100,100
Pinecrest
19,064
$143,091
South Miami
10,749
$110,000
Sunny Isles Beach
15,315
$156,000
Note: The City Manager was promoted from a Code Enforcement Manager's
classification and received a $50,000 increase, which resulted in the current salary
of $100,000