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HomeMy WebLinkAboutOrdinance 2024-610ORDINANCE NO. 2024 - AN ORDINANCE OF THE CITY COMMISSION OF THE CITY OF SUNNY ISLES BEACH, FLORIDA, AMENDING ORDINANCE NO. 2023-606; APPROVING BUDGET AMENDMENT NO. BA2324-01 TO THE CITY'S OPERATING AND CAPITAL IMPROVEMENT BUDGET FOR THE 2023-2024 FISCAL YEAR - GENERAL FUND, AMERICAN RESCUE PLAN ACT FUND, CAPITAL PROJECTS FUND, AND STORMWATER CAPITAL FUND; AUTHORIZING THE CITY MANAGER TO DO ALL THINGS NECESSARY TO IMPLEMENT THE TERMS AND CONDITIONS OF THIS ORDINANCE; PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, in accordance with Sections 200.065 and 166.241, Florida Statutes, and the City Charter, the City Commission adopted the budget for Fiscal Year 2023-2024 ("Budget") by Ordinance No. 2023-606; and WHEREAS, the City's Finance Director has determined a need to amend the Budget to: (1) record unaudited fund balance carryovers as of 09/30/2023 for all funds except Stormwater funds ($13M); M record purchase order carryovers from 09/30/2023 to 10/01/2023 for all funds ($7.1M); (3) record routine transfers between existing budgeted accounts to account for actual expenditure needs for FY 2023-2024; ll record transfers in from ARPA fund to move interest earnings from ARPA fund to General Fund ($119k); u add funds to supplies for Israel support ($3.4k); (6) increase transfers out to the Capital Projects Fund for CIP purchase order carryovers ($3.1M); ll add funds for Navarro property taxes ($95k -property tax reimbursement paid by lessee as rental revenue); (8) add funds for a gym curtain divider and shade cover replacements at Heritage Park, Town Center Park and Gateway Park due to severe wind and rain damage($65k); (9) record transfers out to General Fund to move interest earnings from ARPA fund to General Fund ($119k); 10 record capital project budget carryovers as of 9/30/2023 to 10/01/23 (project allocation only -$13.7M budgeted); JL11 increase transfers in from General Fund for CIP purchase order carryovers ($3.1M); 12 record capital project budget carryovers as of 9/30/2023 to 10/01/23 ($336k); and WHEREAS, the City Commission has determined that it is necessary to amend the Budget, as set forth in Exhibit "A", based upon the review and analysis provided by the Finance Director. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COMMISSION OF THE CITY OF SUNNY ISLES BEACH, FLORIDA, AS FOLLOWS: Section 1. Incorporation of Recitals. The foregoing "WHEREAS" clauses are hereby ratified and confirmed as being true and correct and are hereby made a specific part by this Ordinance upon adoption hereof. Section 2. Budget Amendment. The Budget for Fiscal Year 2023-2024 adopted by Ordinance No. 2023-606 is hereby amended as Amendment No. BA2324-01 to reflect the revisions in Exhibit "A". All other terms and conditions of Ordinance No. 2023-606 not otherwise amended by this Ordinance shall remain in full force and effect. @BCL@5COBF43E.doc Page 1 of 2 15 Section 3. Authorization of City Manager. The City Manager is hereby authorized to take all actions necessary to implement the terms and conditions of this Ordinance. Section 4. Effective Date. This Ordinance shall be effective ten (10) days after adoption on second reading. PASSED AND ADOPTED on first reading this 15th day,�f Febru�ry, 2024. PASSED AND ADOPTED on second reading tis ty arch, 2024. i ... � _..t La it sa Sy.. ' ; 17ayor ATT,ST' APPROVED AS TO FORM r AND LEGAL SUFFICIENCY: Maurid�io Betancur, ;CMC, City Clerk First Reading Motion: SecondAm�6�1940�' Vote on First Reading: Mayor Svechin Vice Mayor Lama Commissioner Joseph Commissioner Stuyvesant Commissioner Viscarra Vote on Second Reading: Mayor Svechin Vice Mayor Lama Commissioner Joseph Commissioner Stuyvesant Commissioner Viscarra &W694.44 , City Attorney 19tAIN i6bl $tt Second Reading Motion:e:,c' N" Second:-(_14J��( '�` t6A( ' . 30 '-t r/ (Yes) (No) Yes) (No) (Yes) (No) (Yes) _4,/(No) (Yes) (No) /Yes) (No) (Yes) (No) (Yes) (No) (Yes) (No) (Yes) No ( ) @BCL@5COBF43E.doc Page 2 of 2 16 A *, W ti O O O O N O N O O O 1 c H O Lon O O p O O O O O O O O O O O N M Lr) N � M Ym1 'd mV HCl) O e1 c -I O O O O O O O I, (o li W (o O O N (o N V M Go N O O O O O o o n (.fl -i � (D O (mD N hCo CY) H 0 0 O 0 CD O CD O O O I, O NO O a) Wm M M W OO 11 m m m Z M M W O O OC o 0 0 Q O O O I, O O N O O O M O O n O O O n O O V O O O W O O O O O O 00 O O 'd' O O In O O O un O LO O Cn O O 0') O O N CO O O N O M Il M O O V O00rn li Iq � n c -i 00 .-c m N LO � O M Co N O cq N ti O O O M O O O O O O O O O O O O O O O O O O O O ei O O O O O O O O O O O O O O O O O O O O N O O O O O O O O O O O O C> O O O O H m m r -I N Cn 0 0 0 0 0 o m o 0 o cq 0 o v o m (on o 0 0 Lq O O O N C' ) CD V Cj O(7 N mM O O w O m W W O O r, Ci LQ d n N V rl 14 M M CV 04 M O 2 O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O to O Ln O O to O O O O O O 'd' O O O O O O n O O V OO O to M O O rl O a-1 V (O In O O N O O O (n O Ilt*l LO O Cn c1 i- O (o O 00 r- N (o N .-1 LO O M (D ci O N N N .-1 . l ci O O O O O O O O O O O O O O O O O O O O O 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 o ((i o 6 o o 6 o 0 0 0 0 o v o 0 0 0 0 o n O V O V m O O Ln Cl) O O ci O 00 ti (n (O N r-17 L6 6 L6~ N LO CO .--i o Cl) (D H O N N N H ci rl W U p @ > Y w o (n cc U o n. 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W J z Q W V Q � W W Q m O F- N W O di o .1 O m o O li O Oo 0 o ai o ri o O O O O M Ln O N ¢ F- 00 0 co d Q U U Z w Z z U) Lu tL F- O O -4 O M N O O n M M O O00 O O O O M O O O O N Q ¢ F- O o N Z � ca cl) o U a � QO m m co p a Z � d Q U U Z w Z z U) Lu tL F- 00 m a) U o_ U LL O n 0 O O 0 0 0 0 0 O M O LO O (OD 000 O O O O M O O O O IO O z LC) O Z O O T 06 0 W O O Ln 0 O 0 0 0 co 1-1 x X �n Ln Ln Ln Ln O O O O O O M O O O N O CA � O O O co O w ..-I 0 CD CD OCD O O O O O m O O O � O 0 CD O1-1 co O O n M M c O O cn O p O N Q ¢ F- O o N Z � ca cl) o U a � QO m m co p a Z � d Q U U Z w Z z U) Lu tL F- N o U LL o_ 0 m a) U o_ U LL O n 0 O O O O O M M O O O O O O O O N W O O O O O 0 0 0 0 0 W W M M LO (OD CSO O O O O O z Z O O T T T W O O Ln Ln Ln 0 0 0 0 0 x X �n Ln Ln Ln Ln W d• � � d' � J J J � � 0 0 ri N 0 M 0 W co to 00 w 0 00 Cl) n Ln 00 0) V O O M N 0 O co n O O Cl) N 0 O 0 r c,rr OF SUN Pao City of Sunny Isles Beach 18070 Collins Avenue Sunny Isles Beach, Fl. 33160 305.947.0606 sibfl.net MEMORANDUM Larisa Svechin, Mayor Alex Lama, Vice Mayor Jerry Joseph, Commissioner Fabiola Stuyvesant, Commissioner Jeniffer Viscarra, Commissioner Stan Morris, Cify Manager Mauricio Betancur, City Clerk TO: Honorable Mayor, Vice mayor and Commissioners FROM: Stan Morris, City Manager DATE: February 15, 2024 RE: Additional Information Requested on Items from the February 2024 Agenda As a follow-up to our agenda workshop on Tuesday, 2/12/24, please see the requested additional information below. Item 7A — Budget Amendment The unaudited fund balance increase of $13M over the projected amount seems extraordinary this year alone primarily due to the reclassification of eligible General Fund expenditures to the ABPA fund. As you may recall, in March and April of 2023 you approved a budget amendment that reclassified the ARPA funds into a separate account as recommended by our auditors. At the end of last fiscal year, the eligible expenses for each department were transferred to the general fund thus creating an increase in fund balance for this item alone of $4,560,000. An additional $7.1 M was due to unspent encumbrances that are also being carried forward. Combined, the difference of these leaves a true fund balance increase of $1.4M which is comparable to the past several years. The balance of the increase is due to fees greater than anticipated for services such as recreation programming, off-duty fees, parking and permit fees and higher than anticipated revenues from interest earnings and revenue sharing. The city historically has been fiscally prudent in estimating revenues and expenditures to never end with a deficit. This is a responsible and customary form of budgeting. Page 1 of 7 35 Explanation of Prior Year Fund Balance Increase Loan Proceeds FY 2022/2023 FY 202212023 - ALL FUNDS PROJECTED ACTUAL INCREASE/ Means ofFinandna AMOUNT AMOUNT (DECREASE) Property Taxes $ 26,030,125 $ 26,375,504 $ 345,379 Franchise Fees 2,921,000 3,780,101 859,101 Communication ServicesTax 800,000 802,138 2,138 Utility Taxes 4,424,000 5,252,105 828,105 Licenses/Pernts 2,110,766 4,175,403 2,064,637 h Intergovernmental 9,556,486 9,720,498 164,012 Charges for Seivices 5,345,010 6,475,774 1,130,764 Fines and Forfeitures 815,965 934,334 118,369 Loan Proceeds - - - Miscellaneous 3,249,861 4,738,484 1,488,623 Transfer Development Rights Purchases 177,500 137,750 (39,750) Impact & Bonus Fees 5,000 13,224. 8,224 Transfers In 750,000 769,077 19,077 Sate of Capital Assets - 9,264 9,264 .Total Revenues $ 56,185,713 $ 63,183,656 $ 6,997,943 Estimated Renuirements Personnel Services $ 29,909,150 $ 30,090,735 $ 181,585 Personnei Services Breakdown., Salaries 20,273,969 20,412,105 138,136 Overtime 1,100,265 1,046,311 (53,974) FICA 1,577,442 1,603,343 25,901 Retirement 3,811,506 3,967,820 156,312 HealtlYDentall ision 2,656,848 2650,667 (6,181) Life, ADO & LTO 78,550 79,982 1,431 Worker's Compensation 410,548 330,507 (80,041) Operating Expenses 19,464,245 14,368,891 (5,095,354) Capital Outlay 2,052,018 1,319,388 (732,630) .Non -Operating Expenses 115,500 105,593 (9,907) Transfers Out 750,000 769,077. 19,077 Debt Service 3,396,826 3,397,732 906 Capital Improvement Program 7,621,248 6,681,838 (939,410) Total Expenditures $ 63,308,987 $ 56,733,253 $ (6,575,734) Revenues 56,185,713 63,183,656 6,997,943 Expenditures 63,308,987 _ 56,733,253. (6,575,734) Projected vs. Actual Fund Balance Change $ (7,123,274) $ 6,450,403 $ 13,573,677 Page 2 of 7 36 The largest revenue variances (*) reflected in the breakdown of the prior year fund balance are licenses/permits, charges for services and miscellaneous revenues. a. Licenses/Permits are due to Building permit fees $2.2M b. Charges for Services are due to CCS programs $250k, Police Special Duty $155k, Parking $314k, and Stormwater Fees $300k c. Miscellaneous Revenues are due to Investment earnings $1.4M In addition, operating expenses reflect a variance of $5M. This is due to a final transfer of ARPA funds to cover budgeted expenses of $4,560,000. You may recall that after the 2022 audit, you approved a budget amendment to reclassify the eligible expenses to the ARPA Fund as per the auditor's recommendation. These funds are exhausted, and a transfer of this magnitude is not expected to occur again. $4.6M plus the PO carryover of $7M leaves a customary $1.4M of unaudited fund balance increase. The city historically has been fiscally prudent in estimating revenues and expenditures to never end with a deficit. This is a responsible and customary way to budget. General Notes The first Budget Amendment for Fiscal Year 2024 carries over the unaudited fund balances from the previous fiscal year to the current one, carries over,encumbrances or open Purchase Orders from the previous fiscal year to the current one, carries over capital project budgets from the previous fiscal year to the current one, and includes other adjustments based upon anticipated needs. 1. The unaudited fund balance carryover from the previous fiscal year is an increase of $13.6M. An increase occurs when the city ends the previous fiscal year with more resources than anticipated. This surplus can result from several factors, including higher-than-expected revenues, cost savings from completed projects, or unspent funds. The largest increase is the General Fund prior year fund balance at $10.3M offset by the PO encumbrances of $2.2M. An increase in the prior year fund balance will also increase the total budget. This larger than usual increase is due to the one-time transfer of $4,560,307 of the remaining half of the ARPA funds appropriation to cover allowable expenses. (See ARPA Reclassification on the previous table.) 2. The carryover of encumbrances or open POs is for commitments made for future expenditures. The Fiscal Year 2023 encumbrances totaling $7.1 M are being carried over to Fiscal Year 2024. These represent commitments from the previous year that were not fulfilled by September 30, 2023. The largest portion is in the Capital Projects Fund at $4.4M and in the General Fund at $2.2M. It is typical to have a large carryover of purchase orders in the Capital Projects Fund as these are multi-year projects in which the encumbrance carries forward until the project is completed. 3. Project carryovers occur when capital projects (such as infrastructure improvements, or construction) are not completed within the original fiscal year. In this case, capital projects totaling $14.2M were not finished during the prior fiscal year and are being allocated to specific projects in the budget amendment -$13.7M was budgeted as a lump -sum carryover amount in the Page 3 of 7 37 Capital Projects fund with the remaining $500k in the Stormwater capital fund being carried over. This is different from Purchase Order carryovers mentioned above in that these are funds allocated to a project but not yet encumbered. 4. Other adjustments may be made to account for anticipated needs due to new priorities, unforeseen circumstances, or other requirements. Other adjustments include an increase of $3M to transfers in/out to fund capital projects encumbrances' and $119k to transfer interest earnings from the ARPA fund to the General Fund, an increase of $95k for Navarro property taxes, and an increase of $65k for a gym curtain divider at PCP and shade cover replacements at Heritage Park, Town Center Park, and Gateway Park. Item 7A — Budget Amendment — Building Fund Building Fund fund balance is a restricted fund. The increase to this fund in this budget amendment is to add the amount of greater than anticipated permit fees of $1.9M and the unspent expenditures of $260,000 for a total increase in Fund Balance for the Building Department of $2.2M. Please refer to exhibit A and B below for details. Page 4 of 7 38 Exhibit A FY 202112022 : FY 202212023, FY 2029/2023 FY 202312024 FROM FY 22/23 BUILDING FUND (140) Projected Actual Increase/ BUDGET 2022.2023 20224023 (Decrease) FUND BALANCE September 30, 2022 8,256,606 8,256,606 (257262) 2022-23 Budgeted Revenues" 1,451,883 3,424,312 1,972,429 2022-23 Budgeted Expenditures* 4,655,235. 4,394,305 (260,930) Net Increase (Decrease) (3,203,352) (969,993) 2,233,359 FUND BALANCE September 30, 2023` $5,053,254 $7,286,613 $2,233,359 Budgeted 2023.2024 2023.24 Budgeted Revenues 3,431,500 ,: 3,431,500 2,604,557 $ 2023.24 Budgeted Expenditures 7,514,310 ': 7,514,310 Net Increase (Decrease) (4,082,810),: (4,082,810)0 Salaries FUND BALANCE September 30, 2024: $970,444 $3,203,803 281,601 FY 202112022 : FY 202212023, FY 2029/2023 FY 202312024 FROM FY 22/23 BUILDING FUND (140) ACTUAL ADOPTED PROJECTED PROPOSED TO FY 23124 Means ofFinanclna BUDGET BUDGET BUDGET BUDGET LicenseslPermits $ 3,895,137 !. $ 3,543,762 $ 1,239,326 $ 3986,500 $ (257262) Miscellaneous (116,081)- 55,000 212,557 145,000 90,000 Beginning Fund Balance 8,446,763 7,924,915 8,256,606 5,053,254 (2,871,661) S 12,225,819" $11,523,677 ;; S 9,708,489 1$ 8A84,754 S (3,038,923) Estimated Requirements .. ..I........ Personnel Services : $ 2,429,365 .: $ 3,147,515 ; $ 2,604,557 $ 3,572,141 $ 424,626 Personnel Services Breakdown: Salaries 1,786,853 2,280,360: 1,921,871 2,561,961 281,601 Overtime 54,560 50,000 50,000 52,640 2,640 FICA 134,189 174,642 142,813. 200,287 25,645 Retirement 230,492: 307,581 „ 247,648 365,498 57,917 Health/DentaWision 195,284 ;' 275,868 ;' 203,896 354,782 78,914 Life, ADD &LTD 6,698 9,638 i' 6,787 11,351. 1,713 Workers Compensation 21,289 i 49,426 I' 31,542 25,622 (23,804) Operating Expenses including Admin 'Charges 1,537,422 ! 1,869,944 1,815,178 2,373,669 503,725 Capital Outlay 2,426 235,500 235,500 1,568,500 1,333,000 'Ending Fund Balance - Other 8,256,606 6,270718 '.i 5,053,254. 970,444 (5300,274), $ 12,225,819 i $11,523,677 'S 9,708,489 $ 8 484,754 $ (2,614A97) :PERSONNEL SERVICES !$ 424,626 f The increase is due to anticipated rise in health insurance and retirement contributions, merit increases and a 3% cost of living increase Including the program modifications to add 3 personnel for the Existing Buildings Division and add a Sr. Building Plans Examiner. OPERATING EXPENSES $ 282,910 The increase is primarily due to the program modification to move the Building department to an off-site location and the increase to administrative charges. CAPITAL OUTLAY $ 1,333,000 is The increase is due to the program modification to build out office space and additional anticipated needs of the department -see capital outlay request Page 5 of 7 39 Exhibit B PERSONNEL COMPLEMENT BY FTEs (Full -Time Eauivalentsl 1111 FY 202112022 FY 202212023 FY 2022/2023 FY 2023/2024 POSITION TITLE ADOPTED PROJECTED PROPOSED Deputy City Manager 1.00 1.00 0.50 0.50 Building Official 1.00 1.00 ot, 1.00 1.00 Assistant Building Official 0.00 1.00 I 0.00 1.00 Building Department Manager 1.00 1.00 1.00 1.00 .................. Senior Administrative Coordinator ........ ...... 2.00 ..... 2.00 .. .... - 2.00 2.00 Administrative Coordinator . ..... ..... . 1.00 1.00 ... . .. ... ..... 1.00 2.00 Office Assistant (romp PT) 0.00 0.00 0.00 Assistant to City Manager 0.50 0.50 0.50 0.50 Chief Electrical Inspector 1.00 1.00 1.00 1.00 ...... .... .. Bectrical Inspector 0.00 0.00 ................ ....... ..... __ -- ...... I . .... ...... 0.00 ---- -------------------- Senior Bectrical Inspector I,. 1:09- 1.00 1.00 1.50 Senior Plumbing Inspector 0.00 1.00 0.00 11.00 Chief Plumbing Inspector 1.00 1.00 1.00 1.00 Plumbing Inspector j 0.00 0.00 0.00 Chief Mechanical Inspector I 1.00 1.00 1.00 1.00 Senior Mechanical Inspector 1.00 1.00 1 1.00 1.00 Senior Building Inspector j 2.00 2.00 2.00 3.00 Chief Building Inspector 1.00 1.00 1.00 1.00 Building Inspector ------ A� f t ----- 0.00 0.00 0.00 Building Plans Examiner 1': 1.00 1.00 1.00 0.00 Senior Building Plans Examiner I 0.00 0.00 0.00 2.00 Structural Plans Examiner (2 @ .25 FTE) 0.50 0.50 0.50 0.50 Permit & Licensing Supervisor i 1.00 1.00 1.00 I 1.00 Sr. Permit & Licensing Clark 1.00 0.00 1.00 1.00 Permit & Licensing Technician ......... -1- ................ ......... .......... _.--- -- - 2.50 ------------ 4.50 . ...... 2.50 . ..... 3.50 . 0.00 TOTAL FTEs 1 20.50 23.50 20.00 26.50 Page 6 of 7 40 Item 10 G. - Renewal with Amusement Source The amount spent per year to date is as follows: IFtstal;Year� f Item >PO Date i Catalo Number ; !Descrl tion ;Amount I- Fiscal Year 2021 Total 35,610.00 Fiscal Year 2022 Total 103,775.00 Fiscal year 2023 Total 70,855.00 Fiscal Year 2024 YTD Total 54,690.00 Grand Total 244,930.00 Additionally, when a ride does not perform as planned, such as the ride at B000gie by the Beach, a credit is applied to a future event. This particular credit is being applied to the Egg Scramble event. Item 10 H. -Agreement with Valrose Awnings The warranty for the fabric is 10 years and for the workmanship on structures is one year. In 2022 we went out to bid to prequalify awning companies capable to permit and design, manufacture and install. Two firms responded, Awnings by Valrose and Industrial Shadesports. Both were deemed qualified. For this project, Industrial Shadesports declined to quote. This process of procurement is the same as conducted by Miami -Dade County for shade structures. Page 7 of 7 41 z� w M a N I� r U f° 4n t:j tzA 0* .t^y �U+ b M 0 O a3 U O r, � JR 64 N � N O O O N N � N o � O rn a o U o, o O � O O Q z U1 O ~ O U U Ey U U � N d' 8' } F L'O" � 1W flP 9F 5'JR 1A City of Sunny Isles Beach 18070 Collins Avenue Sunny Isles Beach, Florida 33160 (305) 947-0606 City Hall (305) 949-3113 Fax MEMORANDUM TO: Honorable Mayor and City Commissioners VIA: Stan Morris, City Manager FROM: Tiffany D. Neely, Finance Director DATE: March 21, 2024 RE: Budget Amendment BA2324-01 RECOMMENDATION: Staff recommends approval of this ordinance. REASONS: Budget Amendment BA2324-01 records the following necessary budget transactions: A. Record unaudited fund balance carryovers as of 09/30/2023 for all funds except Stormwater funds ($13M includes the ARPA funding of $4.6M). B. Record purchase order carryovers from 09/30/2023 to 10/01/2023 for all funds ($7.1M). C. Record routine transfers between existing budgeted accounts to account for actual expenditure needs for FY 2023-2024. D. Record transfers in from ARPA fund to move interest earnings from ARPA fund to General Fund ($119k). E. Add funds to supplies for Israel support ($3.4k). F. Increase transfers out to the Capital Projects Fund for Cl P purchase order carryovers ($3.1M). G. Add funds for Navarro property taxes ($95k -property tax reimbursement paid by lessee as rental revenue). H. Add funds for a gym curtain divider and shade cover replacements at Heritage Park, Town Center Park and Gateway Park due to severe wind and rain damage ($65k). I. Record transfers out to General Fund to move interest earnings from ARPA fund to General Fund ($119k). J. Record capital project budget carryovers as of 9/30/2023 to 10/01/23 (project allocation only - $13.7M budgeted). Item Number: 9.A 13 K. Increase transfers in from General Fund for CIP purchase order carryovers ($3.1M). L. Record capital project budget carryovers as of 9/30/2023 to 10/01/23 ($336k). ATTACHMENTS: Ordinance Budget Amendment BA2324-01 Memorandum with Additional Information (Added 2/15/24) BA2324-01 Revised Narrative (Added 2/15/24) Item Number: 9.A 14