HomeMy WebLinkAboutOrdinance 2025-625ORDINANCE NO.2025 -
AN ORDINANCE OF THE CITY COMMISSION OF THE CITY OF SUNNY ISLES BEACH,
FLORIDA, AMENDING CHAPTER 22 OF THE CODE OF ORDINANCES ENTITLED
"CITY DEPARTMENTS CREATED" TO ELIMINATE THE DEVELOPMENT SERVICES
DEPARTMENT; CREATING THE PROCUREMENT DEPARTMENT; CREATING THE
INNOVATION AND TECHNOLOGY DEPARTMENT; PROVIDING FOR REPEALER;
PROVIDING FOR SEVERABILITY; PROVIDING FOR INCLUSION IN THE CITY CODE;
PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, the City Commission adopted Chapter 22 of the Code of Ordinances (the
"Code") of the City of Sunny Isles Beach ("City") for the purpose of systematically and efficiently
administering the operations of the City; and
WHEREAS, the City Manager recommends the consolidation and renaming of certain City
departments to improve operation efficiency, provide higher levels of services where needed,
and free up strategic time for leadership; and
WHEREAS, the City Commission of the City of Sunny Isles Beach hereby finds and declares
that the adoption of this ordinance is in the best interest of the City.
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. Amendment to Chapter 22 of the City Code. Chapter 22 of the City Code is hereby
amended to read as follows:
§ 22-1. - City departments created.
For the purpose of systematically and efficiently administering the operations of the City
of Sunny Isles Beach, the following departments of government within the City are hereby
established:
A. Office of the City Manager
B. Office of the City Attorney
C. Office of the City Clerk
D. Finance Department
E. Building Department
F. Dever,,.,,... eRt c, Fyi s DepaFt.Y ent Planning and Zoning Department
G. Police Department
H. Public Works Department
I. Cultural and Community Services Department
' Additions to existing text are shown by underline, changes to existing text on second reading are shown by double
underline, and deletions are shown as stfileugh.
J. Human Resources Department
K. Innovation and Information Technology Department
L. Procurement Department
Section 3. Repealer. All ordinances, or parts of ordinances in conflict herewith be, and the
same, are hereby repealed.
Section 4. Severability. If any section, subsection, clause or provision of this Ordinance is
declared invalid or unconstitutional by a court of competent jurisdiction, the remainder shall not
be affected by such invalidity.
Section 5. Inclusion in the Code. It is the intention of the City Commission, and it is hereby
ordained that the provisions of this Ordinance shall become and made a part of the Code of
Ordinances of the City of Sunny Isles Beach; that the sections of this Ordinance may be
renumbered or re -lettered to accomplish such intentions; and that the word "Ordinance" shall
be changed to "Section" or other appropriate word, as required.
Section 6. Effective Date. This Ordinance will become effective ten (10) days after adoption
at second reading.
PASSED AND ADOPTED on first reading this jkday of January, 2025.
PASSED AND ADOPTED on second reading ti
ATTEST:
Mauricik Betancurl CMC, City Clerk
First Reading
Motion: Cf��llss/o►��.� �C�I
Second: /„S�/O� , J 0
IWIN
Larisa Svechin, Mayor
APPROVED AS TO FORM
AND LEGAL SUFFICIENCY:
ain E. Boileau, for Nabors, Giblin
& Nickerson, P.A., City Attorney
Second Reading
r
Motion: 4WA11--5-5, 4, PSCPff
Second: ��' 6F� d�
Ltel"I
' Additions to existing text are shown by underline, changes to existing text on second reading are shown by double
underline, and deletions are shown as stfikethr-o
Vote on First Reading:
Mayor Svechin
(Yes)
—7�
(No)
Vice Mayor Lama
(Yes)
(No)
Commissioner Jospeh
(Yes)
(No)
Commissioner Stuyvesant
(Yes)
(No)
Commissioner Viscarra
(Yes)
(No)
Vote on Second Reading:
Mayor Svechin
(Yes)
(No)
Vice Mayor Lama
(Yes)
(No)
Commissioner Joseph
(Yes)
(No)
Commissioner Stuyvesant
(Yes)
(No)
Commissioner Viscarra
(Yes)
(No)
' Additions to existing text are shown by underline, changes to existing text on second reading are shown by double
underline, and deletions are shown as str-il ougk.
+Vvs''p* r
CfrY OF SOLA h�V
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
FROM: Stan Morris, City Manager
DATE: February 20, 2025
RE: Amendments to Chapter 22 of the City's Code of Ordinances - City
Departments
RECOMMENDATION:
Staff recommends approval of this Ordinance.
REASONS:
Please see attached memorandum.
ADDITIONAL INFORMATION:
Ordinance to be submitted.
ATTACHMENTS:
Memorandum
Ordinance
Item Number: 8.6
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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
FROM: Stan Morris, City Manager
DATE: January 16, 2025
RE: Amendments to Chapter 22 of the City's Code of Ordinances - §22-1. - City
Departments.
W14161 41i1T1I►�M �1 lelJ1
Staff recommends approval of this Ordinance.
REASONS:
As part of the City Manager's Evaluation of the organizational needs of the City, several changes have
been identified and proposed. These changes aim to enhance efficiency, accountability and
management of staff's delegated authority, in accordance with each department's best practices and to
accurately reflect the existing job functions within the agency. Maintaining consistency in our operations
and adherence to our Code of Ordinances is crucial for the operations of the city.
The City Manager's office is requesting three amendments to the Sunny Isles Beach Code of Ordinances
Chap. 22-1. - City departments created. (1) Autonomize the Purchasing function from within the Finance
Department by establishing a Procurement Department (2) create an IT Department (3) Remove
Development Services Department and replace it with Planning and Zoning Department.
Explanation per Department:
Procurement currently operates within the Finance Department, which handles budget management,
payment processing, and other financial aspects of the entity. Although Procurement works jointly with
Finance to ensure that funds are available for procurements, Procurement does not perform a finance
function. The primary role of Procurement is to meet the entity's goals as outlined in the adopted
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budget. Procurement's responsibilities, such as soliciting bids and awarding contracts or Purchase
Orders, should be distinct from Finance's roles of managing invoices, issuing payments managing
accounts receivables and budget.
The Generally Accepted Accounting Principles (GAAP) supports the separation between the
Procurement function and the Finance function by emphasizing the principle of "segregation of duties"
which means assigning different responsibilities for authorizing purchases, receiving goods, approving
invoices, and making payments, thus preventing potential conflicts of interest and fraud. Although
Finance and Purchasing currently have internal controls clearly separating the roles/approvals of
Procurement and Finance (reflected in the city's no -findings audit outcomes) approving both
departments' independence will create an additional layer of autonomy.
Procurement Task and Responsibilities include but are not limited to:
• Contracts: Managing the procurements, awards, contract administration and risk for over 1,700
contracts in FY24 alone. Note, Purchase Orders are legally binding contracts between the City
and the awarded vendor. A PO to a supplier formalizes all the terms and conditions of a proposed
transaction (e.g. description of the requested items, cost of items being purchased, delivery
schedule, terms of payment, transportation/lead-time).
• Risk: In 2024, managed over 600 vendor certificate of insurances (between expired and
renewals), and construction surety bonds.
• Legislation: Staying current on legislative developments affecting procurement.
• Business Outreach: Host "How to do Business" Workshops for vendors interested in doing
business with the City of Sunny Isles Beach.
• Surplus: In FY24, Purchasing released and awarded $119,409.00 worth of surplus which is
received by Finance to the city's general fund account.
• Inventory: Inspect and receive goods, such as vehicles, equipment & furniture, with the support
of the end-user department.
Creation of the Innovation and Technology (IT) Department:
Although the City has been operating for over 20 years with an Information Technology Department,
the department had not been formally created within the City Code, Chapter 22-1 as required. The
traditional information technology department has evolved over time to remain current with new
technologies and trends. We have tasked this department to utilize technology innovatively to perform
tasks better and more efficiently as well as managing a cybersecurity program that ensures a safe and
resilient digital environment. They work closely with all departments to find solutions and
improvements to our operations. For these reasons, we recommend formally establishing the
Innovation and Technology Department to continue to ensure our high standard of services and
innovation.
Removal of the Development Services Department to be replaced with the Planning and Zoning
Department:
The Development Services Department was created in Chapter 22-1 in December 2020 to combine the
Planning and Zoning Department with the Code Compliance Department. As we currently operate, each
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division is managed independently, reporting directly to the City Manager's Office. This has proven to
be a more efficient and effective organizational structure. As such, with this ordinance, we propose to
reestablish the Planning and Zoning Department and remove the Development Services Department.
ADDITIONAL INFORMATION:
If approved, a separate budget will be created specifically for the Procurement Department.
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