Miami-Dade Legislative Item
File Number: 140221
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File Number: 140221 File Type: Ordinance Status: Adopted
Version: 0 Reference: 14-21 Control: Board of County Commissioners
File Name: FY 2012-13 END-OF-YEAR AMENDMENT AND SUPPLEMENTAL BUDGET Introduced: 1/28/2014
Requester: Office of Management and Budget Cost: Final Action: 3/4/2014
Agenda Date: 3/4/2014 Agenda Item Number: 5C
Notes: Title: ORDINANCE APPROVING AND ADOPTING FY 2012-13 END-OF-YEAR SUPPLEMENTAL BUDGET ADJUSTMENTS FOR VARIOUS COUNTY DEPARTMENTS AND FUNDS; RATIFYING AND APPROVING IMPLEMENTING ORDERS AND OTHER BOARD ACTIONS WHICH SET CHARGES AND PROVIDING FOR THEIR AMENDMENT; APPROPRIATING GRANT, DONATION AND CONTRIBUTION FUNDS; AND PROVIDING SEVERABILITY AND AN EFFECTIVE DATE [SEE ORIGINAL ITEM UNDER FILE NO. 140087]
Indexes: SUPPLEMENTAL BUDGET
Sponsors: NONE
Sunset Provision: No Effective Date: Expiration Date:
Registered Lobbyist: None Listed


Legislative History

Acting Body Date Agenda Item Action Sent To Due Date Returned Pass/Fail

Board of County Commissioners 3/4/2014 5C Adopted P

Finance Committee 2/11/2014 3K SUB Forwarded to BCC with a favorable recommendation P
REPORT: Assistant County Attorney Gerald Heffernan read the foregoing proposed ordinance into the record. Chairman Bovo opened the floor for public comments and called for persons wishing to appear before the Committee on the foregoing proposed ordinance. The floor was closed after no one appeared wishing to speak. Commissioner Zapata noted he did not support the proposed ordinance. He questioned the cost savings and full-time equivalent (FTE) reductions associated with the transfer of Information Technology (IT) positions through the countywide IT consolidation process. Mr. Angel Petisco, Information Technology Department (ITD) Director, explained that the Regulatory and Economic Resources (RER) Department, the Internal Services Department (ISD) and the Animal Services Department consolidations were complete and the Public Works and Waste Management and the Miami-Dade Police Department consolidations were currently in process. He noted a cost savings in excess of $1 million by using software that was already licensed to ITD and eliminating additional software purchases. He also noted operational savings of approximately $1.1 million for RER and $200,000 for ISD. Mr. Petisco said that six positions were eliminated; that there were discussions with department directors about IT priorities and programs being conducted; and that future staffing levels would be determined upon conclusion of these discussions. Upon further discussion by Commissioner Zapata about the elimination of positions, it was noted by Mr. Petisco that no employees lost their jobs. Commissioner Zapata inquired about the estimated FTE reductions or other savings through the consolidation. Mr. Petisco responded that he did not currently have accurate information; however, he estimated that the RER consolidation would result in a staffing level of 60 percent to 70 percent of its current level. He said that the intention was to eliminate the duplication that existed within the County, noting that Code Enforcement alone had sixteen different systems being used that could possibly be streamlined into one. Discussion pursued among Commissioner Zapata and Mr. Petisco about the consolidation process and the desired results. Commissioner Zapata said that metrics needed to be established so that the success of the consolidation process could be measured and communicated to the public. Deputy Mayor Edward Marquez commented that Administration recognized the need for consolidation; that an inventory of departmental functions was currently being undertaken; and that savings benchmarks would be available once this process was completed. Commissioner Zapata stressed the need for careful planning, noting he wanted to be clear about future savings in actual dollars and real positions. He said the size of the County workforce needed to be addressed in a methodical and strategic manner with clear metrics. Commissioner Zapata noted he and his colleagues wanted to be kept informed of Administrations proposed targets and goals. Commissioner Heyman noted concern about any potential additional costs associated with the substitute item. Ms. Jennifer Moon, Office of Management and Budget Director, responded that the total adjustments were $95.7 million; that this did not represent any additional General Fund revenue; and that it was all associated with proprietary funded departments. She explained that everything within the item was included in the Fiscal Year (FY) 2012-13 projection process and had no impact on the FY 2013-14 budgets. Commissioner Heyman noted concern that there were no additional costs associated with ethics training when the program was originally introduced; however, there was now a supplemental budget request because of a higher than anticipated expenditure. Ms. Moon explained that additional ethics training was provided over and above what was proposed in the budget; that the department was paid for this training; and that the amount disclosed was the appropriation authority permitting the department to spend that money. She clarified that all supplemental budget items were for similar situations and was not requesting additional allocations. Commissioner Heyman presented comments on the IT program and the potential for cost savings, noting previous results of the electronic subpoena program. She requested the Children’s Fit Up and the jail intake process be expedited. Hearing no further questions or comments, the Committee proceeded to vote on the foregoing proposed ordinance as presented.

County Attorney 1/28/2014 Assigned Geri Bonzon-Keenan

County Mayor 1/28/2014 Assigned County Attorney 3/4/2014
REPORT: OMB (substitute to 140087) - Geri Bonzon-Keenan - pending cmte - no sponsor required - Attachments: Budget Transactions

County Mayor 1/28/2014 Assigned Ed Marquez 1/28/2014

Legislative Text


TITLE
ORDINANCE APPROVING AND ADOPTING FY 2012-13 END-OF-YEAR SUPPLEMENTAL BUDGET ADJUSTMENTS FOR VARIOUS COUNTY DEPARTMENTS AND FUNDS; RATIFYING AND APPROVING IMPLEMENTING ORDERS AND OTHER BOARD ACTIONS WHICH SET CHARGES AND PROVIDING FOR THEIR AMENDMENT; APPROPRIATING GRANT, DONATION AND CONTRIBUTION FUNDS; AND PROVIDING SEVERABILITY AND AN EFFECTIVE DATE

BODY
WHEREAS, this Board desires to accomplish the purposes outlined in the accompanying memorandum, a copy of which is incorporated herein by this reference,
BE IT ORDAINED BY THE BOARD OF COUNTY COMMISSIONERS OF MIAMI-DADE COUNTY, FLORIDA:
Section 1. In compliance with the provisions of Section 1.02(A) of the Miami-Dade County Home Rule Charter and Section 129.06, Florida Statutes, the supplemental budgets attached hereto and made a part hereof are hereby approved, adopted, and ratified, and the budgeted revenues and expenditures therein provided are hereby appropriated.
Section 2. Ordinance Nos. 12-70, 12-72, and 12-74 are hereby amended to correct scrivener errors in the appropriation schedules as outlined in the accompanying memorandum. These amendments to the FY 2012-13 Adopted Budget are hereby approved, adopted and ratified.
Section 3. All resolutions, implementing orders and other actions taken by the Board of County Commissioners setting fees, charges, and assessments are hereby ratified, confirmed and approved, and may be amended during the year.
Section 4. All grant, donation and contribution funds received by the County are hereby appropriated at the levels and for the purposes intended by the grants, donations and contributions.
Section 5. If any section, subsection, sentence, clause or provision of this ordinance is held invalid, the remainder of this ordinance shall not be affected by such invalidity.
Section 6. All provisions of this ordinance shall become effective ten (10) days after the date of enactment unless vetoed by the Mayor, and if vetoed, shall become effective only upon an override by this Board. In the event all or any particular component of this ordinance are vetoed, the remaining components, if any, shall become effective ten (10) days after the date of enactment and the components vetoed shall become effective only upon override by this Board.
Section 7. This ordinance does not contain a sunset provision.

HEADER
Date: ?????

To: Honorable Chairwoman Rebeca Sosa
and Members, Board of County Commissioners

From: Carlos A. Gimenez
Mayor

Subject: FY 2012-13 End-of-Year Amendment and Supplemental Budget - Substitute

This item as been substituted to correct a scrivenerís error in budget supplement amount for the Parks, Recreation and Open Spaces Department from $6.03 million to $6.07 million.

STAFF RECOMMENDATION
Recommendation
It is recommended that the Board of County Commissioners (Board) approve the attached supplemental budgets in accordance with the Home Rule Charter and Section 129.06 of the Florida Statutes. These amendments will align the Countyís FY 2012-13 Adopted Budget with actual expenditures.

Scope
The impact of this item is countywide.

Fiscal Impact/Funding Source
Detailed below.

MANAGER'S BACKGROUND
Background
A supplemental budget is required by the Miami-Dade County Charter and State law when expenditures exceed budgeted appropriations. Supplemental budgets for various funds are needed to reflect either extraordinary or unplanned expenditures which occurred since the FY 2012-13 Budget was adopted in September 2012 or correct for the financial treatment of certain reorganizations.

The revisions incorporated in this supplemental budget include adjustments for federal, state, and other grants (i.e. Homeless Trust), increased sales tax distribution to the Public Health Trust, and increased expenses due to higher than anticipated demand for services or contractual obligations (i.e. Miami-Dade Police Department). Some of the adjustments included in the supplemental budget are technical in nature such as the adjustments for the Citizensí Independent Transportation Trust, Cultural Affairs, and Regulatory and Economic Resources. The adjustments included in this item equal $95.807 million, which is 2.2 percent of the total operating budget.

General Fund
The General Fund requires a supplemental budget of $10.267 million. Of the total, $9.013 million funded from the Countywide Emergency Contingency Reserve will be allocated to Fund SF 011, Subfund 111 of the Miami-Dade Fire Rescue Department to cover extraordinary losses of ad valorem and transport fee revenues. The remaining balance of $1.254 million funded by higher than anticipated carryover will be allocated to the respective offices and/or divisions of the Board of County Commissioners.

In addition, as part of the FY 2012-13 Adopted Budget an allocation of $150,000 was made to the Orange Bowl Event. However, since FY 2012-13 was a championship year, as required by Resolution 562-11 the budget allocation should have been $500,000. As part of this document, an adjustment of $350,000 is included funded from the grant match reserve.

Animal Services
The Animal Services Department requires a supplemental budget in the amount of $1.365 million in Fund GF 030 Subfund 022 for the higher than anticipated expenses related to contracted veterinarians, drugs, and pet supplies. These expenditures are funded from higher than anticipated fees and fines revenue.

Commission on Ethics and Public Trust
The Commission on Ethics and Public Trust requires a supplemental budget of $7,000 in Fund SO 100, Subfund 108, Project 108001 to fund higher than anticipated ethics training expenditures provided to municipalities and other entities upon request. These expenses are funded by higher than anticipated training fees and charges.

Cultural Affairs
The Department of Cultural Affairs requires a supplemental budget of $21,000 (Fund SO 720, Subfund 721) associated with the South Florida Cultural Consortiumís Regional Teaching Artists Certification Program - Phase 1 Fellowship program. †Funding is provided by carryover revenues in the South Florida Cultural Consortium project (725001).

County Public Hospital Sales Tax Fund - Public Health Trust
FY 2012-13 year-end County Health Care Sales tax receipts were $10.616 million higher than budgeted. A supplemental budget is required to transfer these funds to the Public Health Trust (Fund SD 510 Subfund 510).

Juvenile Services
The Juvenile Services Department requires a supplemental budget in Fund SO 110, Subfund 112 in the amount of $18,000 to cover higher than budgeted security services. Funding is provided from prior year carryover.

Additionally, a supplement budget is required in Fund SO 720, Subfund 720 in the amount of $65,000, as a result of additional state and federal grant funds received and expended throughout the fiscal year to support the Juvenile Assessment Center intake functions.

Information Technology
The Information Technology Department (ITD) requires a supplemental budget in Fund GF 060 in the amount of $17.814 million for expenses related to consolidation of countywide IT functions. This adjustment includes the transfer of 56 IT positions from the Regulatory and Economic Resources and Internal Services departments as part of the effort to centralize IT resources. In addition, ITD experienced a higher volume of IT pass-through purchases for County departments due to large County infrastructure projects such as implementation of Voice Over IP at Miami-Dade Police Headquarters and the Turner Guilford Knight Correctional Center and West Lot building and Childrenís Courthouse fit-up. These expenses are fully funded by charges to County departments and capital projects.

Internal Services Department
The Internal Services Department requires a supplemental budget of $38,000 for the Caleb Center Trust (Fund SO 100, Subfund 107, Project 107032) to cover expenses associated with facility renovation and improvements at the Caleb Center. This schedule was inadvertently omitted from the adopted budget ordinance. Funding is provided from prior-year unallocated carryover and proprietary fees.


Parks, Recreation and Open Spaces
Miami-Dade Parks, Recreation and Open Spaces Department requires a supplemental budget of $6.07 million in Fund GF 040 (various subfunds) associated with repairs, renovations at various park projects such as fencing, infrastructure, and animal exhibits at the Zoo, beach maintenance equipment, and pump station repairs at the Palmetto Golf Course. Funding for these adjustments is provided by higher than budgeted earned revenues distributed across various subfunds.

Police
Miami-Dade Police Department requires a budget supplement of $441,000 (Fund GF 030, Subfund 045) for additional external services provided to Miami-Dade Aviation Department, Port of Miami, and the Diversion Program.† Funding is provided by charges to County departments and user fees.

Additionally, a supplemental budget of $3.509 million (Fund SO 720, Subfund 720) is required as a result of additional JAG Recovery Grants, and other miscellaneous grant funds received and expended throughout the fiscal year to support various police activities such as educational events addressing violence (including gun violence), personal awareness and safety, and the purchase of mission critical investigative and safety equipment.

Public Works and Waste Management
The Public Works and Waste Management (PWWM) Department requires a budget supplement of $2.434 million (Fund GF 030, Subfund 037, Project 037026) to transfer carryover revenue associated with the permitting function which was moved to Regulatory and Economic Resources Department as part of the Countyís reorganization. Funding is provided from prior year carryover.

In addition during the FY 2012-13 budget process, the ordinance schedule for the Stormwater Utility Program (Fund SU 140, Subfund 143) was inadvertently omitted. As a result, a supplemental budget of $24.506 million is required to properly reflect this appropriation.

Water and Sewer
The Water and Sewer Department requires a supplemental budget of $11.695 million to reflect the transfer of $10 million to the Water and Wastewater Renewal and Replacement Funds Reserve and $1.695 million into the operating reserve fund. These transfers are funded from higher than anticipated operating revenues.

Tourist Taxes
A supplemental budget is required to authorize additional transfer revenues pursuant to governing ordinances and State Statutes of $3.202 million for the Tourist Development Tax (Fund ST 150, Subfund 151), $1.280 million for the Professional Sports Franchise Facility Tax (Fund ST 150, Subfund 154), and $826,000 from the Tourist Development Surtax (Fund ST 150, Subfund 152). Per State Statute, revenues from tourist taxes are budgeted at 95 percent. This supplemental budget distributes any additional revenues collected to the Greater Miami Convention and Visitors Bureau, the Department of Cultural Affairs, Miami-Dade County for administrative costs, debt service, and the debt service shortfall reserve as required by Code and other legislation. In addition, pursuant to the 1996 Interlocal Agreement 2004 Amendment with the City of Miami Beach, a distribution of $2.010 million to the City of Miami Beach to be paid in FY 2013-14.

Capital Budget Technical Adjustments
The Safe Neighborhood Parks Bond Program, Park Series 2001 (Fund D1 201, Subfund 2A1, Project 201117) requires a supplemental budget of $512,000 for principal and interest payments that was inadvertently omitted from the adopted ordinance appropriation schedule. Funding is provided by countywide debt ad valorem revenues.
The Capital Asset Acquisition Bond Series 2007A (Fund CB 360, Subfund 015, Project 368043) requires a supplemental of $604,000 to reflect expenditures associated with the Northeast Library. These expenses were budgeted however the ordinance did not accurately reflect the proper allocation for FY 2012-13. These expenses were funded with the Capital Asset Acquisition Bond Series 2007A funds. This adjustment does not change the total cost of the project.

Budget Line Item Transaction Appropriations
Miami-Dade County Ordinance 07-45 requires the disclosure of line item expenditures that exceeded budgeted allocation and the proper line item adjustments based on pre-established criteria. No transactions of this type had occurred at the time we reported this information to the Board pursuant to the date established in the ordinance. In general, expenditure transactions beyond the stipulated line item budget are likely to occur in the last quarter of the year, when the majority of overdue transactions are posted in anticipation of the year-end closeout.

Attachment A lists all the transactions that require Board approval for the re-appropriation of budget as a result of exceeding the ten percent threshold and/or the movement of personnel expenditures to other line item categories. In addition, Attachment B lists in detail the department line item appropriations that were administratively approved to reflect the proper expenditure categorization and did not exceed the ten percent threshold. Both attachments detail the department name, the fund type where the over expenditure occurred, the spending category, the total budget for the department, the amount of the adjustment(s), the percent of the budget it represents, the spending category where the re-appropriation will occur, and a description of the adjustment. Through the approval of this item, the Board authorizes the Office of Management and Budget to process all budget transactions required to execute the year-end amendments/supplements.

Track Record/Monitor
N/A

________________________________
Edward Marquez
Deputy Mayor



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