AGENDA REQUEST AGENDA HEADING: COMMISSION MEETING DATE: AGENDA ITEM NO:

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1 AGENDA HEADING: Consent Agenda No. 2 AGENDA REQUEST COMMISSION MEETING DATE: January 2, 2018 AGENDA ITEM NO: IV.B.3. BY Financial Administration Kelly Strickland Financial Administration Director Strickland Originating Department SUBJECT: Department Head Presenter Adoption Re: Proposed Resolution No. 18R-2700 will modify the original approved budget for fiscal year COMMISSION PRIORITIES: Budget and Finance EXPLANATION: Proposed Resolution No. 18R-2700, amending the fiscal year budget to 1)reallocate $80,148 within the General Fund Police Patrol Division to the General Fund Homeless Response Department in order to consolidate the staffing of the Homeless Outreach Team, 2) request to use $50,555 of Building Services Fund fund balance for the addition of an Administrative Specialist II position to assist with the increased number of building permits, 3)request to increase revenue budget $397,640 and expense budget of $120,973 in the Parking Management Fund for the Palm Ave and State Street Garages paid parking program to be implemented January 2018 which was approved by the City Commission at the December 4, 2017 regular City Commission meeting; as enumerated in Exhibit A and the appropriate supporting documents. ADMINISTRATION'S RECOMMENDATION: Recommend motion to adopt proposed Resolution No. 18R APPROVAL SUMMARY: Approval Department Head Approval Deputy City Manager Approval City Manager Approval City Auditor and Clerk Approval Required Date Completed Y 12/14/2017 Y 12/15/2017 Y 12/15/2017 Y 12/16/2017 Completed By David Flatt John Lege John Lege Pamela Nadalini Status APPROVED APPROVED APPROVED APPROVED

2 ADDITIONAL EXPLANATION: AGENDA REQUEST ADDITIONAL ADMIN RECOMMENDATION: FUNDING SOURCE: AMOUNT: HOUSING IMPACT (Per House): NEW CONSTRUCTION: REHABILITATION: SUPPORT DEPARTMENTS: $ 0 $ 0 Development Services - Timothy Litchet Planning - Steven Cover Police - Bernadette DiPino COMMISSION ACTION: Final Action Motion: Motion By: AGENDA DISPOSITION Second By: Vote: 2

3 RESOLUTION NO. 18R-2700 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF SARASOTA, FLORIDA AMENDING THE BUDGET FOR THE FISCAL YEAR BEGINNING OCTOBER 1, 2017 BY PROVIDING FOR SUPPLEMENTAL APPROPRIATIONS IN THE AMOUNTS IDENTIFIED IN EXHIBIT A; PROVIDING FOR SEVERABILITY IF ANY OF THE PARTS HEREOF ARE DECLARED INVALID; PROVIDING FOR READING BY TITLE ONLY; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, pursuant to Resolution No. 17R-2659 the City has adopted a budget for the fiscal year beginning on October 1, 2017 and ending on September 30, 2018; and WHEREAS, the City needs to amend said budget so as to provide for supplemental appropriations in the amounts identified in Exhibit A; and WHEREAS, Section (4) (c) Florida Statutes requires such a budget amendment be adopted in the same manner as the original budget. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF SARASOTA, FLORIDA: Section 1. The budget for the fiscal year commencing October 1, 2017 is hereby amended by providing for supplemental appropriations in the amounts identified in Exhibit A. Section 2. Should any section, sentence, clause, part or provision of this Resolution be declared invalid or unenforceable, by a court of competent jurisdiction, the same shall not affect the validity of this Resolution as a whole, or any part hereof other than the part declared to be invalid. Said provision declared to be invalid shall be deemed severed from the remaining provisions of this Resolution. Section 3. Resolutions or parts of Resolutions in conflict herewith are hereby repealed to the extent of such conflict. 1of 7

4 Section 4. This Resolution shall take effect immediately upon adoption. ADOPTED by the City Commission of the City of Sarasota, upon reading by title only, after posting on the bulletin board at City Hall for at least three (3) days prior to adoption, as provided by Article IV, Section 2 of the Charter of the City of Sarasota, this 2nd day of January, Mayor Shelli Freeland Eddie ATTEST: Pamela M. Nadalini, MBA, CMC City Auditor and Clerk Mayor Eddie Vice Mayor Alpert Commissioner Shaw Commissioner Brody Commissioner Ahearn-Koch 2of 7

5 EXHIBIT A City of Sarasota Budget Amendments for Back-up Appropriated Appropriated Use of # FND DPT CC OBJECT PROJ Project Description Expense Revenue Fund Balance General Fund 1/ Request to reallocate budgeted funds from Patrol Operations Department $ (59,740) to Homeless Response (938) (4,570) (4,779) (10,062) (59) , , , , Building Services 1/ Request to add Administrative Specialist II position for Building Services 50,555 Use of Fund Balance $ (50,555) Parking Management 1/ Increase revenue and expense budget for Paid Parking Program $ 208, xxx to be implemented in the Palm Ave and State Street Garages 188, xxx , xxx xxx xxx xxx , xxx , xxx , xxx , xxx , xxx , xxx , xxx of 7

6 1 In~rofflce Memqr dum Date: OctQl,er 18,. 2017" fl~.;t A T,;>: Chief Bernadette A. DiPino From: Kevin $~ordinator, Homelessness Response Subject: llnple.mentation of Hemele111 Outreach Team Case Managen We have recently fi.lled the position of Cootdinator Of Homelessness Response, hired a case manager and transferred a City employee from the Office of Housing and Community Development to the City Manager s Office to work,~ a Cu~ iworker with the Homeless Outreach Team. To better consolidate the effort and account for funding n::q_uired to m&n4ge the homelessness issuo, 'I am requesting Your pennissipn to move p<>sitiqn number and its funding from your table of organization to the Office of the City Mana~er. From Ae~ount 001~ )~ OOl"12,.. J l lOS..OOOOOl> QQO To AC4;ount ~ ~--00D-OOOJ :2ss..ooo~ooo: ; 001 ~ Q.OOOOO 001-2:8S S,,0000QO :001-2ss os.;oooooo ])eserlotlon sa1arv Wor.te,s llation. FICA ~ensian Health.IJte Amoa.._t "$ $938 $4.~70 ~-779 $ $59 Th~ case m~ger and case worker will continue.to wolk wi1h the Homeless ~ Team on Tul:!Sday, Wednesday and 'J'h~y ~ut report to me. I will also "be providlllg phones to the Case Manager is the near futum, so the Case Mfltlager will be t;ha.t asset by the end of ~s I M)u.ld request that the Case Manager and Wotket be allowed to use t;he field laptops previousiy purchased for the HOT Telt,lll. Th.es~, laptops ~l<>w tbe team to gather infi)rtna1ion.i n tbe field while speaking to clients. The I~;ptops however do h~ve internet access,.so a monthly tee will be fucm.ed by.the dq;~~t. With your approval MIS will issue the laptops to~ Em.plo~ name: Kiysta1 Frazier AnthQny,Na:zario Da~ofH~: Em]>loyee# I have spoken to Shana Mead.O\.VS about the finiqlcial impltet on your department and the.steps that can be taken to rajnimize.it. I haye _also spoken to Riblc Hock~.th about the.availability of the items. He advise.d the items are available. with your authomation. Cc: Marlon Bf'O'WD... I)epu~ City Manager 032 COS /2-01(1of 1) 4of 7

7 Inter Office Memorandum Date: December 12, 2017 To: City Commission Thro: Marlon Brown, Deputy City Manager From: Timothy D. Litchet, Director of Development Re: Budget Amendment to add Administrative Specialist II Servicer7L I am requesting an out of budget cycle addition to the Building Division table of organization. Specifically, I am requesting to add an Administrative Specialist II. The position will function as a front counter building permit intake specialist as well as being cross-trained on our inspection intake call center. The Building Division continues to see record numbers of permits and revenues. The building enterprise funds, under state law are to be used to fund the Building Division and provide services related to building permit review and issuance. Just a few years ago the Building Division issued an average of 5,000 permits yearly. Each of the past three years have been record breaking years, with the division first issuing over 8,000 building permits in fiscal year 2015, and in fiscal year 2017 we issued 8,440 permits. In October 2016 the Building Division issued 467 permits and in October 2017 we issued 536; In November 2016 we issued 424 permits with a construction value of $9,516,326 while in November 2017 we issued 498 permits with a construction amount of $90,084,202. Additionally, reviewing the recent Development Review Committee agendas as well as discussing with contractors their proposed timing on major projects such as the Sarasota Quay project has convinced me that I need to make this staffing request. Our front counter intake personnel are the heart and soul of our operation. While it is an administrative role, it may be the most difficult and technical administrative task in the city. There are numerous special laws, rules and types of permits, and it also takes a real "people person" to work with the contractors and citizens 8 hours daily while dealing with the reality that everyone would like to have their permit yesterday. Fully training front counter staff generally takes up to 3 months, and we have experienced more turnover in tltls administrative role than others because of the complexity, stress and relatively low wage. 1 1/2-02(1of 2) 5of 7

8 I am very proud of our front counter staff, and while we currently have one of the best groups I have seen in my 30 years, I want to keep it that way. They have collectively told me that we need the extra position, especially to help us continue to function effectively when another worker is out sick, on vacation, or to have time to cross-train to do all of the building functions. Some of our wait times have increased to what I feel is an unacceptable level, and I want to be proactive in addressing the issue before we start receiving complaints. Our customers response cards have consistently given this group of employees' excellent ratings, and this additional staff position is needed to keep those ratings positive. The Building Permitting Division currently has Joyce Williams, Manager of Permits and Licensing, Kathleen Kelley, Commercial Permit Coordinator, Roberta Opalinsky, Receptionist, Michelle Moore, Inspection Specialist, four pennit intake administrative specialists (with one vacant) Jessica Ingram-Sleeth, Genesia Ruiz and Angela McLeod-Wilkins. The intake specialists were experiencing unacceptable increased customer wait times even before our current job vacancy occurred. In my discussions with employees who have resigned from the front counter position previously, they have cited stress and the workload as contributing factors to not staying. While I anticipate that the Mitchell Humphrey's new building division computer system will ultimately bring some efficiencies and streamlining to our workflow, I am faced with the reality that we are still 9 months or more from a go -live date, and during that time frame there will be even more time stress as we try to train on the new system while still taking in record number of permits. We need this additional position to maintain our level of service for the contractor community and our residents while we work our way through the computer implementation process. At this time, I anticipate retaining the position even after the computer implementation based upon the increase in the number of building permits we have seen as well as the number of large, complex projects still in the pipeline such as the huge Quay project site, the St. Armands parking garage, and the many other downtown projects. Assuming the Administrative Specialist II was hired at the beginning of February 2018 at a step 3, our total cost with roll-ups would be $50,555. This would be funded 100% from the Building Department Enterprise fund, charge code: which has a current fund balance of over $9 million. There would be no impact to the general fund. Cc: Thomas Barwin, City Manager John Lege, Assistant City Manager Kelley Strickland, Director of Finance Marjorie Holman, Chief Finance Management Analyst V' Michelle Valentich, Budget Manager Tilrc 2 1/2-02(2of 2) 6of 7

9 Date: December 11, 2017 Interoffice Memorandum To: From: Subject: Cc: David Flatt, Michelle V alentich, Marjorie Holman, Steve Cover The City will begin charging to park in the Palm Avenue and ~tate ~treet parking garages approximately January 15, At the Regular Meeting of the City Commission on December 4, 2017, the Commission approved the operating plan and costs for additional services. The increase of staffing will result in adding two (2) full-time Parking Garage Attendants, and one (I) full-time Revenue Collection Specialist. The total cost increase is estimated at $120,973 which includes the cost of staffing, benefits, and a service maintenance agreeme~t on parking equipment at Palm Avenue garage. Revenue $208,800 $188, I O-xxx HOTEL PERMIT PARKING HOURLY TRANSIENT PARKING Expenses $74, ,000 1,000 18,750 3,863 5,000 10,000 4, O-xxx xxx xxx xxx O-xxx O-xxx O-xxx O-xxx O-xxx O-xxx xxx O-xxx SALARIES AND WAGES JANITORIAL GENERAL SUPPLIES COMPUTER SUPPLIES FURNITURE< $1,000 EQUIPMENT < $1,000 SPECIAL SERVICES UTILITY SERVICE PC AND RELATED HARDWARE INSTRUMENTS AND APPARATUS CHARGE CARD FEES UNIFORM ALLOWANCE/RENTAL 032.C /2-03(1of 1) 7of 7