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04-16-2015City Commission City Mana¢er Enid Weisman, Mayor Eric M. Soroka, ICMA -CM Enbar Cohen =` City Ckxk Teri Holzberg C ;'`; Ellisa L. Horvath, MMC Denise Landman Marc Narotsky NEARS City Anomev Robert Shelley Weiss Scrota Helfman Howard Weinberg Cole & Bierman CITY COMMISSION MEETING REVISED AGENDA APRIL 16, 2015 - 9:00 AM Aventura Government Center 19200 West Country Club Drive Aventura, Florida 33180 1. CALL TO ORDEWROLL CALL 2. ORDINANCE - FIRST READING - PUBLIC INPUT: CITY COMMISSION, IN ITS CAPACITY AS THE AVENTURA CITY OF EXCELLENCE SCHOOL BOARD OF DIRECTORS: AN ORDINANCE OF THE CITY OF AVENTURA, FLORIDA, ADOPTING THE ATTACHED CHARTER SCHOOL OPERATING AND CAPITAL BUDGET FOR THE AVENTURA CITY OF EXCELLENCE SCHOOL FOR FISCAL YEAR 201512016 (JULY 1 — JUNE 30), PURSUANT TO SECTION 4.05 OF THE CITY CHARTER; AUTHORIZING EXPENDITURE OF FUNDS ESTABLISHED BY THE BUDGET; PROVIDING FOR BUDGETARY CONTROL; PROVIDING FOR PERSONNEL AUTHORIZATION; PROVIDING FOR GIFTS AND GRANTS; PROVIDING FOR AMENDMENTS; PROVIDING FOR ENCUMBRANCES; PROVIDING FOR SEVERABH.FFY AND PROVIDING FOR AN EFFECTIVE DATE. 3. ORDINANCE — SECOND READING — PUBLIC HEARING: CITY COMMISSION, IN ITS CAPACITY AS THE AVENTURA CITY OF EXCELLENCE SCHOOL BOARD OF DIRECTORS: AN ORDINANCE OF THE CITY COMMISSION OF THE CITY OF AVENTURA, FLORIDA, AMENDING ORDINANCE NO. 2014-07, WHICH ORDINANCE ADOPTED A CHARTER SCHOOL OPERATING AND CAPITAL BUDGET FOR THE AVENTURA CITY OF EXCELLENCE SCHOOL FOR FISCAL YEAR 2014/2015 (JULY 1 — JUNE 30) BY REVISING THE 2014/2015 FISCAL YEAR BUDGET DOCUMENT AS OUTLINED IN EXHIBIT "A" ATTACHED HERETO; AUTHORIZING THE CITY MANAGER TO DO ALL THINGS NECESSARY TO CARRY OUT THE AIMS OF THIS ORDINANCE; PROVIDING FOR AN EFFECTIVE DATE. AVENTURA CITY COMMISSION MEETING REVISED AGENDA APRIL 16, 2015 PAGE 4. RESOLUTION: A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF AVENTURA, FLORIDA, APPROVING THE ATTACHED AMENDMENT TO EMPLOYMENT AGREEMENT BETWEEN THE CITY MANAGER AND THE CITY OF AVENTURA; PROVIDING MERIT BONUS; PROVIDING AN EFFECTIVE DATE. 5. ADJOURNMENT This meeting is open to the public. In accordance with the Americans with Disabilities Act of 1990, all persons who are disabled and who need special accommodations to participate in this meeting because of that disability should contact the Office ofthe City Clerk 305 -466 -8901, not later than two days prior to such proceeding. One or more members of the City of Aventura Advisory Boards may be in attendance and may participate at the meeting. Anyone wishing to appeal any decision made by the Aventma City Commission with respect to any matter considered m such meeting or hearing will need a record of the proceedings and, for such purpose, may need to ensure that a verbatim record of the proceedings is made, which record includes the testimony and evidence upon which the appeal is to be based. Agenda items may be viewed at the Office of the City Clerk, City of Aventura Government Center, 19200 W. Country Club Drive, Aventura, Florida, 33180. Anyone wishing to obtain a copy of any agenda item should contact the City Clerk at 305- 466 -8901. ORDINANCE NO. 2015- AN ORDINANCE OF THE CITY OF AVENTURA, FLORIDA, ADOPTING THE ATTACHED CHARTER SCHOOL OPERATING AND CAPITAL BUDGET FOR THE AVENTURA CITY OF EXCELLENCE SCHOOL FOR FISCAL YEAR 2015/2016 (JULY 1 — JUNE 30), PURSUANT TO SECTION 4.05 OF THE CITY CHARTER; AUTHORIZING EXPENDITURE OF FUNDS ESTABLISHED BY THE BUDGET; PROVIDING FOR BUDGETARY CONTROL; PROVIDING FOR PERSONNEL AUTHORIZATION; PROVIDING FOR GIFTS AND GRANTS; PROVIDING FOR AMENDMENTS; PROVIDING FOR ENCUMBRANCES; PROVIDING FOR SEVERABILITY AND PROVIDING FOR AN EFFECTIVE DATE. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COMMISSION OF THE CITY OF AVENTURA, FLORIDA, AS FOLLOWS: Section 1. The 2015/2016 Operating and Capital Improvement Program Budget for the Aventura City of Excellence School, a copy of said budget being attached hereto and made a part hereof as specifically as if set forth at length herein, be and the same is hereby established and adopted. Section 2. Expenditure of Funds Appropriated in the Budget Authorized. Funds appropriated in the Budget may be expended by and with the approval of the City Manager in accordance with the provisions of the City Charter and applicable law. Funds of the City shall be expended in accordance with the appropriations provided in the Budget adopted by this Ordinance and shall constitute an appropriation of the amounts specified therein. Supplemental appropriations or the reduction of appropriations, if any, shall be made in accordance with Section 4.07 of the City Charter. Section 3. Budgetary Control. The Budget establishes a limitation on expenditures by department total. Said limitation requires that the total sum allocated to the Charter School department for operating and capital expenses may not be increased or decreased without specific authorization by a duly- enacted Resolution affecting such amendment or transfer. Therefore, the City Manager may authorize transfers from one individual line item account to another, so long as the line item accounts are within the same department and fund. City of Aventura Ordinance No. 2015 - Page 2 Section 4. Personnel Authorization. The "Personnel Allocation Summary" enumerates all authorized budgeted positions. However, the City Manager may amend said authorized budgeted positions in order to address the operating needs of the department so long as sufficient budgeted funds are available. Section 5. Grants and Gifts. When the City of Aventura receives monies from any source, be it private or governmental, by Grant, Gift, or otherwise, to which there is attached as a condition of acceptance any limitation regarding the use or expenditures of the monies received, the funds so received need not be shown in the Operating Budget nor shall said budget be subject to amendment of expenditures as a result of the receipt of said monies, but said monies shall only be disbursed and applied toward the purposes for which the said funds were received. To ensure the integrity of the Operating Budget, and the integrity of the monies received by the City under Grants or Gifts, all monies received as contemplated above must, upon receipt, be segregated and accounted for based upon generally accepted accounting principles and where appropriate, placed into separate and individual trust and /or escrow accounts from which any money drawn may only be disbursed and applied within the limitations placed upon the Gift or Grant as aforesaid. Section 6. Amendments. Upon the passage and adoption of the Charter School Fund Budget for the City of Aventura, if the City Manager determines that the Department Total will exceed its original appropriation, the City Manager is hereby authorized and directed to prepare such Ordinances as may be necessary and proper to modify any line item from the Budget hereby. Section 7. Encumbrances. All outstanding encumbrances at June 30, 2015 shall lapse at that time; and all capital outlay encumbrances and /or capital outlay expenditures not spent during the fiscal year may be re- appropriated in the 2015/2016 fiscal year. Section 8. Severability. The provisions of this Ordinance are declared to be severable and if any section, sentence, clause or phrase of this Ordinance shall for any reason be held to be invalid or unconstitutional, such decision shall not affect the validity of the remaining sections, sentences, clauses, and phrases of this Ordinance but they shall City of Aventura Ordinance No. 2015 -_ Page 3 remain in effect, it being the legislative intent that this Ordinance shall stand notwithstanding the invalidity of any part. Section 9. Effective Date. This Ordinance shall be effective immediately upon adoption on second reading. The foregoing Ordinance was offered by Commissioner who moved its adoption on first reading. This motion was seconded by Commissioner and upon being put to a vote, the vote was as follows: Commissioner Enbar Cohen Commissioner Denise Landman Commissioner Marc Narotsky Commissioner Robert Shelley Commissioner Howard Weinberg Vice Mayor Teri Holzberg Mayor Enid Weisman The foregoing Ordinance was offered by Commissioner , who moved its adoption on second reading. This motion was seconded by Commissioner , and upon being put to a vote, the vote was as follows: Commissioner Enbar Cohen Commissioner Denise Landman Commissioner Marc Narotsky Commissioner Robert Shelley Commissioner Howard Weinberg Vice Mayor Teri Holzberg Mayor Enid Weisman PASSED AND ADOPTED on first reading this 16"' day of April, 2015. PASSED AND ADOPTED on second reading this 5th day of May, 2015. City of Aventura Ordinance No. 2015 -_ Page 4 ENID WEISMAN, MAYOR ATTEST: ELLISA L. HORVATH, MMC, CITY CLERK APPROVED AS TO LEGAL SUFFICIENCY: CITY ATTORNEY rA, r SEr". L + � 1 r.� 1 i . r o- 1 1 . -' l • " OOL- i = r-- . -.j� .r- F----H Ar ~ i L.Lr W-W • ti 1 � ti .1 1 L P-`r milrer. 1.� 1 1• t 4 -%M ah N r.k;,ry 0 111drr le Al� a spell ES Culfivating Community AVENTURA CITY OF EXCELLENCE SCHOOL 3333 NE 188THStreet Aventura, Florida 33180 Telephone: 305 - 466 -1499 Fax: 305 -466 -1339 Website: www.aventuracharter.orq Board of Directors Mayor Enid Weisman Commissioner Enbar Cohen Commissioner Teri Holzberg Commissioner Denise Landman Commissioner Marc Narotsky Commissioner Robert Shelley Commissioner Howard Weinberg City Manager Eric M. Soroka, ICMA -CM Principal Julie Alm Assistant Principals Leslie Lee Jorge Paz Administrative and Educational Services Provided by: Charter Schools USA CITY OF AVENTURA CHARTER SCHOOL FUND FISCAL YEAR 2015/16 TABLE OF CONTENTS TOPIC PAGE NO. CITY MANAGER'S BUDGET MESSAGE 1 BUDGET PROCESS 9 BUDGET DEVELOPMENT GUIDELINES 10 VISION STATEMENT 13 PHILOSOPHY AND ESSENTIAL ELEMENTS 13 CURRICULUM 13 PERFORMANCE CRITERIA 15 BUDGET CATEGORY SUMMARY 18 DEPARTMENT DESCRIPTION AND ORGANIZATION CHART 19 REVENUE PROJECTIONS 20 ACTIVITIES Expenditures: K -3 Basic 21 4 -8 Basic 22 Exceptional Student Program 23 Substitute Teachers 24 Instructional Media Services 25 School Administration 26 Pupil Transit Services 27 Operation of Plant 28 Child Care Supervision 29 Capital Outlay 30 ADOPTING ORDINANCE 31 rrr Office of the City Manager April 2015 City of Aventura uvr, nrnont Crenter 19200 cb-t Coup" Club Drive Aventura, Rod& 33180 The Honorable Mayor and City Commission Aventura City of Excellence School Board of Directors City of Aventura Aventura, Florida 33180 RE: 2015/16 Charter School Fund Budget Message Members of the City Commission: ACES adr'naeiBp ly In accordance with Article IV, Section 4.05 of the Charter of the City of Aventura, I hereby submit the proposed Budget for the Charter School Fund for the fiscal year beginning July 2015, for your review and consideration. This budget document represents the 13th year of operation of the Aventura City of Excellence School. Our goal in the development and preparation of a realistic balanced budget was to provide the funding levels to maintain the quality education services for our students. Budget Format The format of the budget is in accordance with guidelines adopted by the State and School Board of Miami -Dade County, Florida and utilizes the school system's account codes as well. The proposed budget was prepared with input from the school's administrative staff and Charter Schools USA (CSUSA). Significant Factors Affecting Budget Preparation The 2015/16 school year represents the 13th year of operations of the school. Our past has shown that we can continue to operate a high performing school that provides a quality education for our students, within the school -based revenues. We have also been fortunate to have involved parents that participate in fund - raising activities for school improvements. The overall budget increased by 5.8% or $493,276, largely due to including the cost of food services in the budget, the addition of one new position, workers' compensation and employee salary increases. The budget includes funding for lease payments to the Debt Service Fund to pay annual costs associated with the long term debt borrowed for the construction of the elementary school wing. Based on proposals submitted at the State level the FTE revenues are conservatively expected to increase by 2 %. City of Aventura Page 1 Charter School Fund Budget The following items represents important highlights: • The school will increase enrollment by 12 students this upcoming year. The school's capacity enrollment will increase from 1,008 to 1,020 students for the 2015/16 school year. • Teacher salary increases will reflect a new performance pay plan in accordance with Florida Statute 1012.22, rewarding teachers who are rated effective and highly effective. • An English language arts teacher was added to the middle school staff. This will reduce class sizes and enable teachers to teach a five period day instead of the current six periods. • In order to comply with National Food Lunch Program guidelines, revenues and expenditures associated with the lunch program are required to be included in the school's budget and collected by the school. This increased the budget by $200,000. Previously the vendor selected by CSUSA collected the revenues and paid its own expenses. • Funds have been budgeted to provide for computer replacements and expanding the use of laptops in the classroom. • Reserve funds were not utilized to balance the budget. Summary of All Budgetary Funds The total proposed budget for 2015/16, including all operating and capital outlay, is $8,949,122. The majority of the budget is Personnel Services at $5,751,031. Operating expenditures total $2,507,591. Other Uses expenditures, which primarily represent lease payments to the Debt Service Fund to cover school construction debt payments and a contingency, account total $534,000. Capital Outlay expenditures are $156,500. The following chart shows a comparison of the department's budgets for the past two years. Total costs increased by 5.8 %. Other Uses Capital Outlay 6% 2% Operating Expenditures 28% Personnel Services 40 64% City of Aventura Page 2 Charter School Fund Budget Budget Category Summary K -3 Basic 4 -8 Basic Exceptional Student Program Substitute Teachers Instruct Media Services School Administration Pupil Transit Services Operation of Plant Child Care Supervision Capital Outlay Total Expenditures Expenditures $ 2,181, 488 $ 272747026 $ Increase 277897904 2317338 2014/15 2015/16 (Decrease) % Change 697524 Revenues 170467330 1957000 1957000 State Shared Revenues $ 774687746 $ 777077022 $ 2387276 3.2% Charges for Services 2867100 4817100 1957000 68.2% Misc. Income 6017000 6617000 607000 10.0% Other Non - Revenues 1007000 1007000 - 0.0% Total Revenues $874557846 $ 879497122 $ 4937276 5.8% K -3 Basic 4 -8 Basic Exceptional Student Program Substitute Teachers Instruct Media Services School Administration Pupil Transit Services Operation of Plant Child Care Supervision Capital Outlay Total Expenditures Expenditures $ 2,181, 488 $ 272747026 $ 276937184 277897904 2317338 2477245 857757 967277 677860 697524 9057422 170467330 1957000 1957000 177677797 179277316 1867000 1477000 1427000 1567500 927538 967720 157907 107520 1,664 1407908 1597519 (397000) 147500 4.2% 3.6% 6.9% 12.3% 2.5% 15.6% 0.0% 9.0% -21.0% 10.2% $ 874557846 $ 879497122 $ 4937276 5.8% Charter School Fund This fund is used to account for revenues and expenditures specifically earmarked for the City's Charter School. The fund accounts for operating and capital revenues, expenditures and capital outlay. State Shared Revenues 86.1% _\ Charter School Fund Budget Revenues Charges for Services 5.4% Misc. Income 7.4% er Non- Revenues 1.1% City of Aventura Page 3 Charter School Fund Budget Charter School Fund Budget Expenditures Substitute Exceptional Teachers Instruct Media Student Program 1% 3% I 4 -8 Basic 31% K -3 Basic Services 1% Pupil Transit Services School ninistration 12% Operation of Plant 21% 25% Child Care Supervision 2% Capital Outlay 20/ 2% The 2015/16 school year represents the 13th year of operations for ACES. This past year a great deal of time and effort was expended on professional development and curriculum alignment based on Florida's State Standards formally referred to as Common Core, increasing parental involvement, integration of science, technology, engineering and math (STEAM), intramural and competitive sport programs and identifying and working with at —risk students. This year we will maintain and expand all our present academic programs with an emphasis on professional development and implementation related to the Florida State Standards. ACES will enrich a child's learning and social atmosphere through: • Whole Child Approach - Emphasis will be placed on the "whole child" to ensure that academic rigor coexists with social responsibility. • Character Education — Implement and expand ACES Word's Count program that encourages our students, families and communities to work together as 99 upstanders.11 • Challenging Curriculum — Offer high school level courses in the areas of Math, Science and Foreign Language. • Curriculum Alignment — Increase academic rigor through the alignment of ACES writing and math programs kindergarten through eighth grade. • Differentiation of instruction — Provide specialized programs for at -risk learners, on -level learners and gifted students. • Technology Rich Environment — Engage students through the use of computer labs, computers, Smart Boards, document readers, projectors in classrooms, instructional software and online programs. All students will have the opportunity to participate in instructional programs featuring iPads with wireless connectivity. ACES will continue to implement a laptop classroom designed to increase achievement and engagement of at -risk readers in grades six to eighth. City of Aventura Page 4 Charter School Fund Budget • Extended School Day Programs /Activities — Offer a variety of opportunities including Before Care and After Care, Sports Study, several Dance programs, French Classes, Chess Club, Science Tutorial, Writing Tutorial, Reading and Math Computerized Program, Java Programming, Test Taking Strategies and Saturday School. • Field Trips — Experience hands -on content, living history, ecological studies, guest authors and a variety of culturally rich opportunities through a combination of on campus and off campus field trips. • School -Wide Events — Organize various events such as Career Day, Red Ribbon Week, Peace Day and Field Day. • Career Awareness and Entrepreneurship — Register all eighth grade students in a comprehensive course that will allow them to begin career planning and develop and implement a small business. Also integrate a variety of learning experiences focused on integrating Science, Technology, Engineering and Math (STEM). • Competitive Athletics — Compete at the middle school level in the Florida High School Athletic League. The school fields a boys and girls team for both basketball and soccer. Offerings also include a competitive flag football team and a competitive volleyball team. • Intramural Athletics — Afford students at the middle school level opportunities to play intramural basketball, and volleyball. All students have an opportunity to participate in after school tennis. • Family Events — Make available various events that include Meet and Greet, Open House, Kindergarten Kickoff, Student of the Month, Book Fair, Winter Showcase Graduation Ceremonies, Talent Showcase and Quarterly Principal's Honor Roll Breakfasts. • Parent Education — Execute FSA ELA, math, writing and FCAT science nights that present parents with information related to state standards and accountability testing. Monthly parent workshops related to social, emotional and physical wellbeing of children and families. • Transportation — Provide students living further than 2 miles from the school and no further than 3.5 miles bus service. Currently four buses provide transportation for approximately 400 students. • Safe School Campus — Employ a full -time certified police officer to the school that serves as a School Resource Officer. Traditional security methods including cameras are in place. Revenues The revenues, available for allocation in the 2015/16 Fiscal Year, are anticipated to be $8,949,122. This is an increase of $493,276 or 5.8% compared to the prior year. The majority of the increase is associated with increased FTE funding from the State budget and including revenues from food services for the first time. State Shared Revenues — The amount projected for Florida Education Finance Program revenues is $6,885,194 and is based on $6,750 per student after the deductions for the transportation reimbursement component and for students taking Virtual Classes. The revenues for next year have been estimated conservatively to increase by 2% based on anticipated actions taken by the State Legislature. School lunch reimbursement revenues are estimated to be $71,000. The transportation reimbursement amount is $138,000 and is based on 400 students requiring bus service. Capital Outlay revenue is estimated to be $502,428. City of Aventura Page 5 Charter School Fund Budget Charges for Services — The amount projected for Food Service Fees is $206,100. After School Program includes revenues derived from fees charged for After School Child Care and is estimated to be $275,000. Miscellaneous Income — The total amount is $661,000. This includes revenues from the Clear Channel agreement for proceeds from the billboard advertising, field trips /special programs, after school programs and fundraising activities. This is offset by specific expenditures in the budget. Other Non - Revenues — This represents a $100,000 transfer from the General Fund for revenues from the City's Intersection Safety Camera Program and anticipated fund balance amounts from the prior year's budget. Expenditures The estimated 2015/16 expenditures contained within this budget total $8,949,122 and are balanced with the projected revenues. Personnel Services Personnel Services are budgeted at $5,751,031 or 64% of the budget. Teacher salary increases reflect a new performance pay plan in accordance with Florida Statute 1012.22, rewarding teachers who are rated effective and highly effective. The total number of employees is 93 full -time and 9 part -time. Included in the full -time positions are 81 instructional staff members and a Computer Network/Technician. All employees except the Principal, 2 Assistant Principals and Janitor are under contract with CSUSA. The budget includes adding one English language arts teacher to the middle school staff. This will reduce class sizes and enable teachers to teach a five period day instead of the current six periods. 93 92 91 90 89 88 Full -Time Staff Comparison 1 91 92 93 2011/12 2012/13 2013/14 2014/15 2015/16 City of Aventura Page 6 Charter School Fund Budget The following outlines the staffing level detail comparisons to the prior fiscal year Function Job Class 2014115 Full Time Part Time 2015116 Full Time Part Time 5101 Teacher 31.00 - 31.00 - Para - Professionals - 7.00 - 7.00 Reading Specialist 1.00 1.00 Instructional Counselor 1.00 1.00 Assistant Principal 1.00 1.00 Aide 1.00 1.00 5102 Teacher 42.00 - 43.00 - Assistant Principal 1.00 1.00 Communications Specialist 1.00 - 1.00 5250 Teacher 2.00 - 2.00 - Dean of Student Services 1.00 1.00 5901 Substitute Teacher 1.00 - 1.00 - 6200 Media Specialist 1.00 1.00 1.00 1.00 7300 Principal 1.00 - 1.00 - Dean of Academics 1.00 1.00 Business Manager 1.00 - 1.00 - Administrative Secretary 1.00 - 1.00 - Receptionist 2.00 - 2.00 - Registrar /Compliance 1.00 1.00 Computer Network /Tech 1.00 1.00 7900 Janitor 1.00 1.00 Total 92.00 9.00 93.00 9.00 Operating Expenses The expenditures for operating expenses are $2,507,591 which represents 28% of the budget. This is $297,029 more than the prior year largely due to including Food Services costs. The major expenses are as follows: • CSUSA education /administrative fee - $297,000 • Food services - $2697000 • Building maintenance contract - $226,000 • Transportation services contract - $195,000 • Field Trips and School Events - $185,000 • Textbooks - $1567000 • Electricity - $1507000 • Other materials and supplies - $148,500 • MDCSB Administrative Fee - $137,704 City of Aventura Page 7 Charter School Fund Budget • Repairs and Maintenance - $98,500 • After school Programs - $98,000 Other I IcPc Other Uses expenditures total $534,000 primarily represent lease payments to the Debt Service Fund to cover the elementary school wing construction debt payments. Other expenditures include a contingency account and costs associated with utilizing the Arts & Cultural Center. Capital Outlay_ A total of $156,500 has been budgeted for capital outlay to replace laptops /computers, upgrade network switches and routers, replace AV equipment and smartboards, and expand the mobile classroom. Summary am pleased to submit the detailed budget contained herein. The budget document and its related funding levels represent the City's continued commitment to providing a school of excellence for our community. The budget contains funding levels to address the following key objectives: • Hiring and retaining administrators and teachers who are well prepared for creating life- long learners in their students as well as acting as role models in their own quest for knowledge on the latest "best practices" in educational research to enhance their teaching abilities. • Putting into place a strong accountability system that will hold everyone at ACES responsible for maximizing learning opportunities. • Creating a school climate that enables students and teachers to feel they are cared for, respected, and contributing members of ACES. • A low staff -pupil ratio in order to enhance the development of the individual strengths of each student. • Continuing to use data to evaluate the efficacy of instructional programs. • Developing a strong parent- teacher relationship. • Maximizing the use of technology embedded in classroom instruction as well as in a lab setting. The preparation and formulation of this document could not have been accomplished without the assistance and dedicated efforts of the School's Administration. All questions relating to the budget should be referred to my attention. Respectfully submitted, Eric M. Soroka City Manager City of Aventura Page 8 Charter School Fund Budget BUDGET PROCESS Budget Preparation /Development 1. January: Meetings are held with the Principal, school staff and City Manager to develop Goals and to discuss issues that may impact the budget for the upcoming school year. 2. February: Preliminary Revenue projections and forecasts are developed by the City Manager. The following steps are followed to project revenues: • Forecast student enrollment • The State's Florida Education Finance Program (FEFP) per student allocation is projected by the State and provided to the charter school. • Capital Outlay funding is determined by the State based on available funding. 3. March: Personnel needs are developed based on input from the Principal and staff. The following steps are utilized to forecast personnel: • Review existing staffing requirements to ensure adequate coverage for student needs and new programs. • Review salary structure to ensure competitiveness with the school district. • Benefits calculations such as Workers' Compensation, Life Insurance, Health Insurance, and Pension are provided by CSUSA and developed for each qualifying employee. 4. April: Individual expenditure line items are developed by the City Manager based on input from the Principal and historical data. A draft of the budget document is prepared by the City Manager. The draft is reviewed by the Principal and the Finance Department. 5. April /May: The budget is reviewed by the School Advisory Committee. The City Manager submits budget to the City Commission who act as the Board of Directors for the School. 6. June: The budget is loaded into the accounting system. 7. July: Budget goes into effect. Budget Adoption The Charter School budget is approved via Ordinance at two public meetings scheduled for April and May conducted by the City Commission. The adopted budget is integrated into the accounting software system effective July 1st. Budget Control /Monitoring Funds appropriated in the Budget may be expended by and with the approval of the City Manager in accordance with the provisions of the City Charter and applicable law. Funds of the City shall be expended in accordance with the appropriations provided in the Budget and shall constitute an appropriation of the amounts specified therein. Supplemental appropriations or the reduction of appropriations, if any, shall be made in accordance with Section 4.07 of the City Charter. The Budget establishes a limitation on expenditures by department total. Said limitation requires that the total sum allocated to the Charter School department for operating and capital expenses may not be increased or decreased without specific authorization by a duly- enacted Ordinance affecting such amendment or transfer. Therefore, the City Manager may authorize transfers from City of Aventura Page 9 Charter School Fund Budget one individual line item account to another, so long as the line item accounts are within the same department and fund. The "Personnel Allocation Summary" enumerates all authorized budgeted positions. However, the City Manager may amend said authorized budgeted positions in order to address the operating needs of the department so long as sufficient budgeted funds are available. The budget is monitored on a monthly basis to track variances between actual and budgeted amounts. Significant variances are investigated and monitored for corrective action. Quarterly review meetings are held with the Principal and City Manager. Encumbrances do not constitute expenditures or liabilities in the current year, but instead are defined as commitments related to unperformed contracts for goods or services, which are only reported in governmental funds. Budget Amendment Upon the passage and adoption of the Charter School Fund Budget for the City of Aventura, if the City Manager determines that the department total will exceed its original appropriation, the City Manager is authorized to prepare such Ordinances for consideration by the City Commission as may be necessary and proper to modify any line item from the Budget. Basis of Accounting Basis of Accounting refers to the time period when revenues and expenditures are recognized in the accounts and reported on the financial statements. Basis of accounting relates to the timing of the measurements made, regardless of the measurement focus applied. The accrual basis of accounting is followed for the proprietary fund types. The modified accrual basis of accounting is followed in the governmental fund types and the expendable trust funds type. Under the modified accrual basis of accounting, revenues are recorded when susceptible to accrual, that is, when they are both measurable and available. Available means collectible within the current period or soon enough thereafter to pay current liabilities. Expenditures are generally recognized under the modified accrual accounting when the related fund liability is incurred. Exceptions to the general rule are principal and interest on general long -term debt which is recognized when due. The Charter School Fund Budget applies all applicable GASB pronouncements as well as the following pronouncements issued on or before November 30, 1989, unless those pronouncements conflict with or contradict GASB pronouncements: Financial Accounting Standards Board (FASB) statements and interpretations, Accounting Principles Board (APB) opinions and Accounting Research Bulletins (ARBs). During June 1999, the Government Accounting Standards Board (GASB) issued Statement No. 34. This statement established new accounting and financial reporting standards for state and local governments. The Charter School Fund implemented the new financial reporting requirements of GASB 34. BUDGET DEVELOPMENT GUIDELINES Financial Policies The Charter School's financial policies, compiled below, set forth the basic framework for the overall fiscal management of the school. Operating independently of changing circumstances City of Aventura Page 10 Charter School Fund Budget and conditions, these policies assist the decision - making process of the City Manager and School's Administration. These policies provide guidelines for evaluating both current activities and proposals for future programs. Most of the policies represent long- standing principles; traditions and practices that have guided the Charter School in the past and have helped maintain financial stability. They are reviewed annually as a decision making tool and to ensure their continued relevance in an ever - changing environment. Operating Budget Policies 1. The Charter School will maintain at a minimum, an accessible cash reserve equivalent to four weeks of operating costs. 2. No new or expanded services shall be implemented without a corresponding revenue source or the implementation of trade -offs of expenses or revenues at the same time. This applies to personnel, equipment and any other peripheral expenses associated with the service. 4. The Charter School shall continue to support a scheduled level of maintenance and replacement of its infrastructure. 5. The Charter School shall support capital expenditures that reduce future operating costs. Capital Budget Policies 1. The Charter School will develop amulti -year plan for capital improvement that is updated annually. 2. The Charter School will maintain its physical assets at a level adequate to protect the School's capital investment and minimize future maintenance and replacement costs. The budget will provide for the adequate maintenance and the orderly replacement of the capital equipment from current revenues wherever possible. 3. The Charter School will provide sufficient funds to replace and upgrade equipment as well as to take advantage of new technology thereby ensuring that employees have safe and efficient tools to provide their service. It reflects a commitment to further automation and use of available technology to improve productivity in the Charter School's work force. The objective for upgrading and replacing equipment includes: (1) normal replacement as equipment completes its useful life, (2) upgrades to new technology, and (3) additional equipment necessary to service the needs of the Charter School. 4. The Charter School will use the following criterion to evaluate the relative merit of each capital project. Capital expenditures will foster goals of: a. Projects specifically included in an approved replacement schedule. b. Projects that reduce the cost of operations. c. Projects that significantly improve safety and reduce risk exposure. Revenue Policies 1. The School will attempt to maintain a diversified and stable revenue system as a shelter from short -run fluctuations in any single revenue source. 2. The School will attempt to obtain new revenue sources as a way of ensuring a balanced budget. City of Aventura Page 11 Charter School Fund Budget 3. The School will review fees /charges annually and will design or modify revenue systems to include provisions that automatically allow charges to grow at a rate that keeps pace with the cost of providing the service. Cash Management/investment Policies 1. The School will deposit all funds received by 2:00 PM the next day. 2. Investment of School funds will emphasize safety of capital; liquidity of funds and investment income. 3. The School will collect revenues aggressively, including any past due amounts owed. Reserve Policies 1. The School will maintain a fund balance of at least $75,000. Accounting, Auditing, and Financial Reporting Policies 1. An independent audit will be performed annually. 2. The Charter School will produce annual financial reports in accordance with Generally Accepted Accounting Principles (GAAP) as outlined by the Governmental Accounting Standards Board (GASB). City of Aventura Page 12 Charter School Fund Budget AVENTURA CITY OF EXCELLENCE SCHOOL VISION STATEMENT To join with our community to become the premier charter school in the nation where academic excellence coexists with the promotion of social responsibility grounded in an atmosphere of human dignity. AVENTURA CITY OF EXCELLENCE SCHOOL PHILOSOPHY AND ESSENTIAL ELEMENTS The Aventura City of Excellence School staff believes that we have a responsibility to create a school climate that enables every individual to feel cared for, respected and to act as contributing members of the school culture. All students can learn and will be encouraged to strive for academic excellence and personal growth that will enable them to be productive and active members of society. In the practical application of this philosophy, opportunities shall be provided to: 1. Develop in each student and professional staff member a sense of self -worth and a positive self- concept 2. Imbue such character traits as honesty, integrity, compassion, respect, cooperation, humility, happiness and responsibility toward each other, our community and our world 3. Develop in each student an understanding of and responsibility for making positive personal and social choices 4. Improve upon the quality of instruction and curriculum by increasing the effectiveness of teachers and their teaching through ongoing professional development 5. Provide each student with experiences to develop an awareness of good health habits and attitudes for living by encouraging each student to perceive learning as a life -long continuing process from pre - school through adulthood 6. Encourage, through educational reporting, city and district officials, the citizens of Aventura, and the professional staff to support quality education in the school 7. Use assessment data to identify and track student achievement and learning goals 8. Develop school programs based on "best practices" to promote learning gains 9. Develop strong parent- teacher - student relationships 10. Provide a strong accountability system that holds everyone at the schoolhouse responsible for maximizing learning opportunities 11. Provide a low student - teacher ratio in order to enhance the development of the individual strengths of each student 12. Provide additional staff members for enrichment and remediation services 13. Develop in each student the ability to think critically, make inferences, apply knowledge to new settings and use these skills to make wise choices CURRICULUM ACES implements the Florida Standards with fidelity and the school's goals for student learning are coordinated or integrated across different disciplines. The curriculum's sequence is rational, with more complex ideas building on simpler ones, respecting each student's developmental levels and prior learning. Teachers and students are accountable for all state and local assessments in addition to internal formal and informal assessments and observations. City of Aventura Page 13 Charter School Fund Budget Classroom teachers utilize technology daily to reinforce instruction and offer opportunities for independent practice. ACES students have access to Internet -based instructional programs at home and at school. Students in kindergarten through fifth grade utilize the ACES computer lab on a regular basis. Sixth grade students enroll in a nine -week technology course, with an emphasis on computer programming. Seventh grade students are required to enroll in a year- long Computer Concepts course designed to expose them to all facets of the technology available to them. Eighth grade students take a year -long technology aided career awareness and entrepreneurship course. Teachers utilize mobile IPad and laptop labs regularly in the classroom. ACES offers a variety of programs to meet the needs of all learners. The English Language Learners (ELL) program is offered to students who are working toward English language proficiency. Classroom teachers servicing ELL students have undergone special training related to strategies that enhance language acquisition. The ACES ELL Coordinator collaborates with classroom teachers related to instructional modifications that aide in content comprehension. Exceptional Education students are serviced within the general classroom, reducing social stigmas and enhancing the continuity of instruction. The ESE teacher collaborates with classroom teachers to ensure that "strategies for success" are implemented in all subject areas. Students with speech and language needs are serviced by a Speech and Language Pathologist and students with occupational therapy needs are serviced by a specialist. These programs are offered to students who qualify for services based on school district requirements. At -risk readers are targeted through a variety of intervention courses and strategies. ACES Literacy Team teaches at- risk - readers in Kindergarten through eighth grade in small group settings. This supplemental reading program provides intensive instruction using research based programs such as Wonders, Read 180, Reading Plus and Success Maker. At -risk readers in middle school have a two hour block of reading and English language arts instruction in a one to one computing environment. ACES is focused on meeting the needs of all students. To this end, ACES offers a variety of extended school day programs. These programs target specific student needs and are offered both before and after school. These programs include small group writing instruction, focused math tutorials, science study group and a Saturday reading and math program. Gifted students in grades 1 and 2 receive "Gifted Instruction" in English language arts and reading daily. Project -based applications encompassing the sciences, arts, math, and language allow students an opportunity to combine their creativity and practical knowledge. Eligible students in grades 3, 4, and 5 have an opportunity to enroll in a gifted language arts /reading course and a gifted math course. Eligible students in middle school have an opportunity to enroll in gifted courses in social studies and English language arts. City of Aventura Page 14 Charter School Fund Budget ACES science laboratory program provides students with hands -on application of core curriculum. Students in second through fifth grade visit the science lab weekly and students in kindergarten and first grade conduct experiments within their classrooms. All middle school students enroll in comprehensive science courses that emphasizes hands -on investigation. ACES students are exposed to eco- literacy through participation in our outdoor garden project. ACES modern language program places emphasis on four basic components of language acquisition (e.g., listening, speaking, reading and writing). Students build an understanding of the relationship between perspectives and products of various cultures. Middle School students are required to enroll in Spanish courses throughout their middle school career at ACES. The elementary Spanish program is offered to all kindergarten through fifth grade students and emphasizes cultures and conversational speaking. ACES middle school program offers academic rigor in conjunction with an extraordinary selection of extracurricular activities and elective programs. ACES students have the opportunity to enroll in high school honors level Spanish, physical science, biology, algebra and geometry and to select one of five elective courses. Elective courses include Media Production, Modern Dance, Art, Guitar, Team Sports and Drama. All middle school students are invited to participate in after school teams including volleyball, basketball and tennis. ACES also participates in the Independent Athletic League and offers competitive boys and girls basketball and competitive boys and girls soccer, competitive girls volleyball and boys flag football. These programs are funded through the school budget and offered at no cost to students. Elementary school students also enjoy a variety of special subject classes daily. These programs include art, physical education, technology, media, Spanish and music. Each Friday Elementary students participate in a club. Clubs vary from year to year based on student interest. Currently ACES is offering the following clubs; Country Line Dancing, Baton, Board Games, Disco Dance, Scrapbooking, Table Tennis, Jazz Dance, Middle Eastern Dance, Latin Dance, Croquette, Origami, Yoga, Kickball, Soccer, Basketball and Healthy Eating /Gardening. PERFORMANCE CRITERIA 1) Indicator: All students will maintain a portfolio demonstrating and charting improvement and mastery of skills required at that grade level. This portfolio will be part of the Personal Learning Plan (PLP) that is the compendium of parent, student and teacher conferences. Each PLP will establish academic goals for each individual student in relation to his /her performance and progress. 2009/10 Actual: Complete 2010/11 Actual: Complete 2011/12 Actual: Complete 2012/13 Actual: Complete 2013/14 Actual: Complete 2) Indicator: The State of Florida A+ Plan Grade shall be no lower than a "B ". 2009/10 Actual: A 2010/11 Actual: A 2011/12 Actual: A 2012/13 Actual: A City of Aventura Page 15 Charter School Fund Budget 2013/14 Actual: A 3) Indicator: Meet the requirements delineated in Florida State Board of Education Administrative Rule 6A- 1.09981, Implementation of Florida's System of School Improvement and Accountability, as may be amended from time to time. 2009/10 Actual: Complete 2010/11 Actual: Complete 2011/12 Actual: Complete 2012/13 Actual: Complete 2013/14 Actual: Complete 4) Indicator: Percent of parents that completed all 20 required volunteer hours by the end of the yea r. 2009/10 Actual: 100% 2010/11 Actual: 100% 2011/12 Actual: 100% 2012/13 Actual: 100% 2013/14 Actual: 100% 5) Indicator: Number of students enrolled shall be 95% of the number allowed by the School Charter. 2009/10 Actual: 100% 2010/11 Actual: 100% 2011/12 Actual: 100% 2012/13 Actual: 100% 2013/14 Actual: 100% 6) Indicator: The year -to -year retention rate shall be 90 %. 2009/10 Actual: 98% 2010/11 Actual: 98% 2011/12 Actual: 98% 2012/13 Actual: 98% 2013/14 Actual: 98% 7) Indicator: The percentage of parents who on the Parent Survey agree or strongly agree to the statement that "I would recommend the Charter School to a friend" is 90 %. 2009/10 Actual: 99% 2010/11 Actual: 99% 2011/12 Actual: 99% 2012/13 Actual: 99% 2013/14 Actual: 99% 8) Indicator: The audits required by State Law and the Charter shall indicate that the financial statements are presented fairly and that tests of compliance with laws and regulations and consideration of the internal control over financial reporting disclose no instances of non- compliance, nor any material weaknesses. 2009/10 Actual: All in compliance 2010/11 Actual: All in compliance 2011/12 Actual: All in compliance 2012/13 Actual: All in compliance City of Aventura Page 16 Charter School Fund Budget 2013/14 Actual: All in compliance 9) Indicator: Class size and student /classroom teacher ratios shall be maintained throughout the school year at 18:1 for kindergarten through third grade and an average of 22:1 for all grades fourth through eighth. 2009/10 Actual: All in compliance 2010/11 Actual: All in compliance 2011/12 Actual: All in compliance 2012/13 Actual: All in compliance 2013/14 Actual: All in compliance 10) Indicator: Reading - Percent of Students in the school on grade level and above in Reading. This is based on the Sunshine State Standards and exhibited in proficiency on the Florida Comprehensive Assessment Test (FCAT). 2009/10 Actual: 92% 2010/11 Actual: 92% 2011/12 Actual: 88% 2012/13 Actual: 86% 2013/14 Actual: 90% 11) Indicator: Math - Percent of Students in the school on grade level and above in Math. This is based on the Sunshine State Standards and exhibited in proficiency on the Florida Comprehensive Assessment Test (FCAT). 2009/10 Actual: 85% 2010/11 Actual: 92% 2011/12 Actual: 88% 2012/13 Actual: 90% 2013/14 Actual: 90% 12) Indicator: Writing - Percent of students in the school on grade level and above in Writing. This is based on the Sunshine State Standards and exhibited in proficiency on the Florida Comprehensive Assessment Test (FCAT). 2009/10 Actual: 87% 2010/11 Actual: 90% 2011/12 Actual: 94% 2012/13 Actual: 77% 2013/14 Actual: 76% 13) Indicator: All Students will achieve high science standards as measured by Sunshine State Standards Performance Standards. 2009/10 Actual: 67% 2010/11 Actual: 76% 2011/12 Actual: 81% 2012/13 Actual: 85% 2013/14 Actual: 78% City of Aventura Page 17 Charter School Fund Budget CITY OF "ENTURA CHARTER SCHOOL FUND 190 BUDGET CATEGORY SUMMARY 2015/16 (July 1 -June 30) FUND DESCRIPTION CATEGORY 2013/14 ACTUAL 2014/15 APPROVED BUDGET 2014/15 HALF YEAR ACTUAL 2015/16 CITY MANAGER PROPOSAL 2311338 REVENUE PROJECTIONS 851757 811356 State Shared Revenues $ 711301594 $ 714681746 $ 315091644 $ 757071022 Charges for Services 2691042 2861100 1255752 4811100 Misc. Income 5491889 6011000 2851148 6611000 Other Non - Revenues 2001000 1001000 501000 1001000 Total Revenues K -3 Basic 4 -8 Basic Exceptional Student Program Substitute Teachers Instruct Media Services School Administration Pupil Transit Services Operation of Plant Child Care Supervision Capital Outlay $ 831493525 $ 834553846 $ 339703544 $ 839493122 EXPENDITURES $ 211071669 $ 211811488 $ 216741313 216931184 2411470 2311338 1771631 851757 811356 671860 8841885 9051422 1831600 1951000 114371320 117671797 1821732 1861000 2101448 1421000 9975850 $ 252741026 112093642 237891904 1143669 2471245 585877 961277 315827 691524 5173940 150461330 1165040 1951000 7335167 159271316 655388 1471000 1455304 1561500 Total Expenditures $ 8,181,424 $ 8,455,846 $ 3,990,704 $ 81949,122 Revenues over(under) Expenditures $ (31,899) $ - $ (20,160) $ 0 City of Aventura Page 18 Charter School Fund Budget CITY OF AVENTURA CHARTER SCHOOL 2015/16 DEPARTMENT DESCRIPTION This department is responsible for the organization, operation and management of the Citys Charter School. By focusing on log student teacher ratios, high academic standards and parental participation, the school provides a first class learning environment for the City's Ch ild ron. The school operations are provided in Conjunction with a service Contract with Charter Schools USA. 2013/14 2014/15 2014/15 2015/16 ACTUAL APPROVED HALF YEAR CITY MANAGER CATEGORY RECAP BUDGET ACTUAL PROPOSAL Personnel Services Operating Expenditures Other Uses Capital Outlay Tall ■ City of Aventura $515411060 $ 515481296 $ 214621537 $ 557515031 119701975 212105562 111591745 215075591 4581941 5541988 2231118 5341000 2101448 1421000 1451304 1561500 $831813424 $ 834553846 $ 339903704 $ 839493122 Charter School Department Organization v CSUSA Educational/ Administrative Services City Manager Page 19 School Committee Charter School Fund Budget CITY OF AVENT URA CHARTER SCHOOL FUND 190 REVENUE PROJECTIONS 2015/16 ACCOUNT # SCHOOL REVENUE CODE DESCRIPTION 2013/14 ACTUAL 2014/15 APPROVED BUDGET 2014/15 HALF YEAR ACTUAL 2015/16 CITY MANAGER PROPOSAL State Shared Revenues: 3359050 3261 School Lunch Reimbursement $ 731767 $ 711000 $ 301976 $ 711000 3359100 3310 Florida Education Finance Program 613191474 616701346 312121349 618851194 3359201 3361 A+ Revenues 981400 981400 - 981400 3359701 E- Rate Program - 141000 91897 121000 3359800 3354 Transportation 1151713 1151000 591495 1381000 3359910 3391 Capital Outlay 5231240 5001000 1961927 5021428 Subtotal $ 711301594 $ 714681746 $ 315091644 $ 717071022 Charges for Services: 3478050 3450 Food Service Fees $ - $ 61100 $ - $ 2061100 3479050 3473 After School Programs 2691042 2801000 1251752 2751000 Subtotal $ 2691042 $ 2861100 $ 1251752 $ 4811100 Misc. Income: 3611000 3431 Interest Earnings $ 71481 $ 91000 $ 642 $ 91000 3661900 3495 Misc. Revenues 1031862 2001000 1261452 2401000 3661910 3495 Sport Program Fundraising 81887 71000 41859 71000 3661955 3467 Field Trips /Special Programs 1811539 2251000 541666 2151000 3692000 3469 Special events 2001915 - - - 3665000 3469 Other Private Source Revenue 471205 1601000 981529 1901000 Subtotal $ 5491889 $ 6011000 $ 2851148 $ 6611000 Other Non - Revenues: 3811039 3610 Transfers In $ 2001000 $ 1001000 $ 501000 $ 1001000 3999000 3489 Beginning Surplus - - - - Subtotal $ 2001000 $ 1001000 $ 501000 $ 1001000 Total Revenues $ 891499525 $ 814559846 $ 39970,544 $ 81949,122 City of Aventura Page 20 Charter School Fund Budget CITY OF AVENTUM CHARTER SCHOOL 2015/'16 BUDGETARY ACCOUNT SUMMARY 190 -6001 -569 K -3 B as is 5101 ACCOUNT # SCHOOL OBJECT CODE DESCRIPTION 2013/14 ACTUAL 2014/15 APPROVED BUDGET 2014/15 HALF YEAR ACTUAL 2015/16 CITY MANAGER PROPOSAL Personnel Services 1220 120 Teacher $ 113171599 $ 114031713 $ 6181142 $ 114621131 1230 130 Other Certified Instruction 1741922 1731341 821755 1781428 Reading Specialist Instructional Counselor Assistant Principal 1250 150 Kindergarten Aides (P/T) 7 1031566 971618 401911 1001263 Admin. Asst. - 1502 291 Bonuses 1071888 481000 51148 481000 1503 291 Stipends 71965 311050 - 311850 2101 221 Social Security- matching 1251190 1281112 551312 1331173 2201 211 Pension 101058 121074 41803 121557 2301 231 Health, Life & Disability Insurance 1311126 1501560 841441 1541801 2302 232 Dental Insurance 101813 131952 61251 171352 2401 241 Workers' Compensation 141749 121728 151652 221631 2501 250 Unemployment Compensation 131902 51000 31107 51000 subtotal -$ 2,017,778 $ 210761148 $ 9161522 $ 211661186 Operating Expenditures /Expenses 4001 330 Travel /Conferences/Training $ 21556 $ 31500 $ 21914 $ 41000 4101 Cell Phone 840 840 420 840 5290 590 Other Mat'I & Supply 331771 351000 251307 371000 5299 790 Miscellaneous Expense 21553 41500 11337 41500 5410 521 Memberships /Dues /Subscription - 11500 - 11500 5411 520 Textbooks 501171 601000 511350 601000 subtotal $ 891891 $ 1051340 $ 811328 $ 1071840 Total Function 5101 $ 231073669 $ 2,181,488 $ 9973850 $ 232743026 City of Aventura Page 21 Charter School Fund Budget CITY OF AVENTUM CHARTER SCHOOL 2015/16 BUDGETARY ACCOUNT SUMMARY 190- 6002 -569 4 -8 Basic 5102 ACCOUNT # SCHOOL OBJECT CODE DESCRIPTION 2013/14 ACTUAL 2014/15 APPROVED BUDGET 2014/15 HALF YEAR ACTUAL 2015/16 CITY MANAGER PROPOSAL Personnel Services Travel /Conferences/Training $ 31044 $ 41500 $ 51702 $ 61000 1220 120 Teacher $ 118841234 $ 118871212 $ 8211917 $ 119801367 1230 130 Other Certified Instruction 791421 $ 811922 $ 391580 871754 5299 790 Assistant Principal - - - - 1250 150 Comm Spec /Instructional Asst. 441683 151574 211125 161871 1502 291 Bonuses 1421190 601000 51928 601000 1503 291 Stipends 111523 721900 - 601000 2101 221 Social Security- matching 1561892 1511830 631652 1591502 2201 211 Pension 161224 141885 71797 151637 2301 231 Health, Life & Disability Insurance 1291784 1881046 721682 1681637 2302 232 Dental Insurance 101199 171552 51563 221352 2401 241 Workers' Compensation 171524 151084 191226 271105 2501 250 Unemployment Compensation 121712 51000 31791 51000 subtotal -$ 2,505,386 $ 215101005 $ 110611261 $ 216031225 Operating Expenditures /Expenses 4001 330 Travel /Conferences/Training $ 31044 $ 41500 $ 51702 $ 61000 4101 Cell Phone 840 840 420 840 5290 590 Other Mat'I & Supply 551372 651000 541587 651000 5299 790 Miscellaneous Expense 790 31000 705 31000 5410 521 Memberships /Dues /Subscription - 839 - 839 5411 520 Textbooks 901334 931000 731171 931000 5901 791 Athletic Activities 181547 161000 131796 181000 subtotal $ 1681927 $ 1831179 $ 1481381 $ 1861679 Total Function 5102 City of Aventura Page 22 $ 21674,313 $ 21693,184 $ 11209,642 $ 2,789,904 Charter School Fund Budget SCHOOL OBJECT ACCOUNT # CODE DESCRIPTION CITY OF AVENTUM CHARTER SCHOOL 2015/16 BUDGETARY ACCOUNT SUMMARY 190 - 6003 -569 Exceptional Student Program 5250 2013114 2014/15 2014/15 2015/16 ACTUAL APPROVED HALF YEAR CITY MANAGER BUDGET ACTUAL PROPOSAL Personnel Services 621296 312 5,000 1220 120 Teacher $ 1061246 $ 891709 $ 1230 130 Other Certified Instruction 11589 21018 264 - Dean of Student Services 441040 611069 1502 291 Bonuses 61476 51000 2101 221 Social Security- matching 111563 111535 2201 211 Pension 171 11131 2301 231 Health, Life & Disability Insurance 91086 121560 2302 232 Dental Insurance 644 11200 2401 241 Workers' Compensation 11263 11146 2501 250 Unemployment Compensation 748 - 571488 subtotal $ 180.237 $ 183.350 $ 351604 $ 921970 381746 621296 312 5,000 51588 111878 53 1,164 61603 121931 382 1,500 11589 21018 264 - 891141 $ 1891757 Operating Expenditures /Expenses 3190 310 Prof & Tech Services -SPED $ 511790 $ 351000 $ 231141 $ 461000 4001 330 Travel /Conferences/Training 31602 31000 31 31000 4420 590 Leasing Expense - 11500 - - 5290 590 Other Mat'I & Supply 41985 61000 11651 61000 5299 790 Miscellaneous Expense 856 11500 705 11500 5410 521 Memberships /Dues /Subscription - 988 - 988 subtotal $ 611233 $ 471988 $ 251528 $ 571488 Total Function 5250 $ 2413470 $ 231,338 $ 1143669 $ 2471245 City of Aventura Page 23 Charter School Fund Budget SCHOOL OBJECT ACCOUNT # CODE DESCRIPTION 11 Personnel Services CITY OF AVENTUM CHARTER SCHOOL 2015116 BUDGETARY ACCOUNT SUMMARY 190 - 6004 -569 Substitute Teachers 5901 2013114 ACTUAL 2014115 2014115 2015116 APPROVED HALF YEAR CITY MANAGER BUDGET ACTUAL PROPOSAL 1220 120 Pool Sub $ 241916 $ 271318 $ 121205 $ 281138 1225 140 Teacher- P/T 1301929 461000 387720 551000 1502 291 Bonuses 158 500 156 500 2101 221 Social Security- matching 111840 51609 31845 51672 2201 211 Pension - 205 - 211 2301 231 Health, Life & Disability Insurance 41976 41168 11768 41292 2302 232 Dental Insurance 371 400 133 500 2401 241 Workers' Compensation 984 557 17219 964 2501 250 Unemployment Compensation 31457 11000 831 11000 Total Function 5901 $ 177,631 $ 85,757 $ 58,877 $ 96,277 City of Aventura Page 24 Charter School Fund Budget City of Aventura Page 25 Charter School Fund Budget CITY OF AVENTURA CHARTER SCHOOL 2015/16 BUDGETARY ACCOUNT SUMMARY 190- 6005 -569 Instruct Media Services 6200 SCHOOL 2013/14 2014/15 2014/15 2015/16 OBJECT ACTUAL APPROVED HALF YEAR CITY MANAGER ACCOUNT # CODE DESCRIPTION BUDGET ACTUAL PROPOSAL Personnel Services 1230 130 Media Specialist $ 571209 $ 531049 $ 241712 $ 541098 1502 291 Bonuses 31749 27500 156 21500 2101 221 Social Security- matching 41446 41058 11744 41138 2201 211 Pension - 321 - 334 2301 231 Health, Life & Disability Insurance 121778 47129 27324 41251 2302 232 Dental Insurance 768 400 493 500 2401 241 Workers' Compensation 477 403 434 703 2501 250 Unemployment Compensation 545 - 79 - subtotal $ 791972 $ 641860 $ 291942 $ 661524 Operating Expenditures /Expenses 5411 520 Textbooks $ 11384 $ 31000 $ 11885 $ 31000 subtotal $ 11384 $ 31000 $ 11885 $ 31000 Total Function 6200 $ 813356 $ 673860 $ 313827 $ 693524 City of Aventura Page 25 Charter School Fund Budget SCHOOL OBJECT ACCOUNT # CODE DESCRIPTION CITY OF AVENTUM CHARTER SCHOOL 201 5 /16 BUDGETARY ACCOUNT SUMMARY 190- 6006 -569 School Administration 7300 2013/14 ACTUAL 2014/15 2014115 2015/16 APPROVED HALF YEAR CITY MANAGER BUDGET ACTUAL PROPOSAL Personnel Services After School Programs $ - $ - $ 681228 $ 1211 110 Administrators $ 2061281 $ 2161953 $ 1071074 $ 2201825 101000 4041 Dean of Academics Automobile Allowance 51400 51400 21700 51400 4101 Principal Telephone 542 480 300 1260 160 Other Support Personnel 2351687 2431450 1291499 2491170 1851000 4856 2 Receptionist Special Events 1291813 1001000 911171 1301000 5290 Administrative Secretary Other Mat'I & Supply 191246 251000 71754 251000 5410 Registrar /Compliance /ESE Memberships /Dues /Subscription 11366 31000 937 31000 Business Manager subtotal $ 3541648 $ 3281880 $ 2281837 $ 4561880 Network /Comp Tech 1502 291 Bonuses 41508 61500 - 61500 2101 221 Social Security- matching 311933 351221 161080 351955 2201 211 Pension 211565 281428 101429 231987 2301 231 Health, Life & Disability Insurance 231371 371339 201102 401903 2302 232 Dental Insurance 11786 31152 11918 41000 2401 241 Workers' Compensation 21939 31499 31559 61110 2501 251 Unemployment Compensation 21167 21000 442 21000 subtotal -$ 530,237 $ 5761542 $ 2891103 $ 5891450 Oaeratina Exaenditures /Exaenses 3114 After School Programs $ - $ - $ 681228 $ 981000 4001 330 Travel /Conferences/Training 101455 101000 41439 101000 4041 201 Automobile Allowance 51400 51400 21700 51400 4101 Telephone 542 480 300 480 4855 790 Field Trips /School Events 1871826 1851000 531308 1851000 4856 Special Events 1291813 1001000 911171 1301000 5290 590 Other Mat'I & Supply 191246 251000 71754 251000 5410 521 Memberships /Dues /Subscription 11366 31000 937 31000 subtotal $ 3541648 $ 3281880 $ 2281837 $ 4561880 Total Function 7300 City of Aventura Page 26 $ 8843885 $ 9053422 $ 5173940 $ 130463330 Charter School Fund Budget SCHOOL OBJECT ACCOUNT # CODE DESCRIPTION IIOperating Expend itureslExpenses 3190 310 Prof &Tech Services Total Function 7800 CITY OF AVENTUM CHARTER SCHOOL 2015116 BUDGETARY ACCOUNT SUMMARY 190 - 6007 -569 Pupil Transit Services 7800 2013114 ACTUAL 2014115 2014115 2015116 APPROVED HALF YEAR CITY MANAGER BUDGET ACTUAL PROPOSAL $ 1831600 $ 1951000 $ 1161040 $ 1951000 $ 183,600 $ 195,000 $ 116,040 $ 195,000 City of Aventura Page 27 Charter School Fund Budget SCHOOL OBJECT ACCOUNT # CODE DESCRIPTION CITY OF AVENTUM CHARTER SCHOOL 2015/16 BUDGETARY ACCOUNT SUMMARY 190 - 6008 -569 Operation of Plant 7900 2013/14 ACTUAL 2014/15 2014/15 2015/16 APPROVED HALF YEAR CITY MANAGER BUDGET ACTUAL PROPOSAL Personnel Services Expenditures /Expenses $ 1031988 $ - $ 851000 5905 790 AACC Expenses 1260 160 Other Support Personnel $ 301653 $ 301306 $ 141096 $ 311215 3149 4441000 Janitor - 1361175 161609 1371704 2101 221 Social Security- matching 21330 21318 11086 21388 2201 211 Pension 41089 41243 11957 41370 2301 231 Health, Life & Disability Insurance 111600 141137 132 139 2302 232 Dental Insurance 149 400 - 500 2401 241 Workers' Compensation 953 230 420 11000 4440 360 subtotal $ 491774 $ 511634 $ 171691 $ 391612 Operating Expenditures /Expenses $ 1031988 $ - $ 851000 5905 790 AACC Expenses 3148 312 Planning /Management Fee CSUSA $ 310,493 $ 280,000 $ 140,078 $ 2971000 3149 4441000 MDCSB Administrative Fee - 1361175 161609 1371704 3201 312 Accounting & Auditing Fees 111736 151000 121600 121000 3431 310 Contract -Food Services 731123 691000 381368 2691000 4101 370 Communications 701584 681000 281075 701000 4301 430 Electricity 1301321 1351000 791512 1401000 4320 380 Pub Ut Svc Othr Energy Sv 241828 201000 111654 241000 4440 360 Office Equip - Leasing Expense 251341 281000 111773 281000 4501 320 Insurance & Bond Premium 221982 351000 161772 351000 4620 350 Contract- Building Maintenance 1851958 2171000 711149 2171000 4635 350 Repairs & Maintenance 521714 1241000 611438 901000 5120 Computer Supplies /Software 191253 231000 21418 231000 5290 590 Other Mat'I & Supply 11272 101000 11912 101000 5295 510 Cleaning /Janitorial Supplies - 11000 - 11000 subtotal -$ 928,605 $ 1,161,175 $ 4921358 $ 113531704 5901 790 Contingency $ 71219 $ 1031988 $ - $ 851000 5905 790 AACC Expenses 71722 71000 11118 51000 9129 921 Lease Payments to City Debt Service 4441000 4441000 2221000 4441000 subtotal $ 4581941 $ 5541988 $ 2231118 $ 5341000 Total Function 7900 $ 13437,320 $ 1,767,797 $ 733,167 $ 1,927,316 City of Aventura Page 28 Charter School Fund Budget City of Aventura Page 29 Charter School Fund Budget CITY OF AVENTUM CHARTER SCHOOL 2015116 BUDGETARY ACCOUNT SUMMARY 190 - 6009 -569 Child Care Supervision 9102 SCHOOL 2013114 2014115 2014115 2015116 OBJECT ACTUAL APPROVED HALF YEAR CITY MANAGER ACCOUNT # CODE DESCRIPTION BUDGET ACTUAL PROPOSAL Personnel Services 2401 241 Workers' Compensation 45 - - - subtotal $ 45 $ - $ - $ - Operating Expenditures /Expenses 3113 310 Contract - Recreation Programs $ 1441132 $ 1481000 $ 471507 $ 1101000 3201 312 Accounting & Auditing Fees 21000 21000 11000 11000 4301 430 Electricity 101000 101000 51000 101000 4501 320 Insurance & Bond Premium 31000 31000 11500 31000 4620 350 Contract- Building Maintenance 121526 81000 41895 91000 4635 350 Repairs & Maintenance 81763 71500 41052 81500 5290 590 Other Mat'I & Supply 21266 71500 11434 51500 subtotal $ 1821687 $ 1861000 $ 651388 $ 1471000 Total Function 9102 $ 182,732 $ 186,000 $ 65,388 $ 147,000 City of Aventura Page 29 Charter School Fund Budget SCHOOL OBJECT ACCOUNT # CODE DESCRIPTION CITY OF AVENTUM CHARTER SCHOOL 2015116 BUDGETARY ACCOUNT SUMMARY 190 - 6010 -569 Capital Outlay 7400 2013114 ACTUAL Capital Outlay 6401 692 Computer Equipment >5000 6402 643 Computer Equipment <5000 6410 640 Furniture, Fixture & Equipment Total Function 7400 2014/15 2014/15 2015/16 APPROVED HALF YEAR CITY MANAGER BUDGET ACTUAL PROPOSAL $ 131001 $ 451000 $ 421912 $ 451000 1801226 971000 961864 1111500 171221 - 51528 - $ 210,448 $ 142,000 $ 1455304 $ 156,500 Upgrade Network Switches and Routers $ 151000 Replace AV Equipment and /or Smartboards 301000 Subtotal $ 451000 Replace 90 Laptops /Computers $ 1101500 Replace Desktop Scanner 11000 Subtotal $ 1111500 City of Aventura Page 30 Charter School Fund Budget ORDINANCE NO. 2015- AN ORDINANCE OF THE CITY OF AVENTURA, FLORIDA, ADOPTING THE ATTACHED CHARTER SCHOOL OPERATING AND CAPITAL BUDGET FOR THE AVENTURA CITY OF EXCELLENCE SCHOOL FOR FISCAL YEAR 2015/16 (JULY 1 — JUNE 30), PURSUANT TO SECTION 4.05 OF THE CITY CHARTER; AUTHORIZING EXPENDITURE OF FUNDS ESTABLISHED BY THE BUDGET; PROVIDING FOR BUDGETARY CONTROL; PROVIDING FOR PERSONNEL AUTHORIZATION; PROVIDING FOR GIFTS AND GRANTS; PROVIDING FOR AMENDMENTS; PROVIDING FOR ENCUMBRANCES; PROVIDING FOR SEVERABILITY AND PROVIDING FOR AN EFFECTIVE DATE. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COMMISSION OF THE CITY OF AVENTURA, FLORIDA, AS FOLLOWS: Section 1. The 2015/2016 Operating and Capital Improvement Program Budget for the Aventura City of Excellence School, a copy of said budget being attached hereto and made a part hereof as specifically as if set forth at length herein, be and the same is hereby established and adopted. Section 2. Expenditure of Funds Appropriated in the Budget Authorized. Funds appropriated in the Budget may be expended by and with the approval of the City Manager in accordance with the provisions of the City Charter and applicable law. Funds of the City shall be expended in accordance with the appropriations provided in the Budget adopted by this Ordinance and shall constitute an appropriation of the amounts specified therein. Supplemental appropriations or the reduction of appropriations, if any, shall be made in accordance with Section 4.07 of the City Charter. Section 3. Budgetary Control. The Budget establishes a limitation on expenditures by department total. Said limitation requires that the total sum allocated to the Charter School department for operating and capital expenses may not be increased or decreased without specific authorization by a duly- enacted Resolution affecting such amendment or transfer. City of Aventura Page 31 Charter School Fund Budget Therefore, the City Manager may authorize transfers from one individual line item account to another, so long as the line item accounts are within the same department and fund. Section 4. Personnel Authorization. The "Personnel Allocation Summary" enumerates all authorized budgeted positions. However, the City Manager may amend said authorized budgeted positions in order to address the operating needs of the department so long as sufficient budgeted funds are available. Section 5. Grants and Gifts. When the City of Aventura receives monies from any source, be it private or governmental, by Grant, Gift, or otherwise, to which there is attached as a condition of acceptance any limitation regarding the use or expenditures of the monies received, the funds so received need not be shown in the Operating Budget nor shall said budget be subject to amendment of expenditures as a result of the receipt of said monies, but said monies shall only be disbursed and applied toward the purposes for which the said funds were received. To ensure the integrity of the Operating Budget, and the integrity of the monies received by the City under Grants or Gifts, all monies received as contemplated above must, upon receipt, be segregated and accounted for based upon generally accepted accounting principles and where appropriate, placed into separate and individual trust and /or escrow accounts from which any money drawn may only be disbursed and applied within the limitations placed upon the Gift or Grant as aforesaid. Section 6. Amendments. Upon the passage and adoption of the Charter School Fund Budget for the City of Aventura, if the City Manager determines that the Department Total will exceed its original appropriation, the City Manager is hereby authorized and directed to prepare such Ordinances as may be necessary and proper to modify any line item from the Budget hereby. City of Aventura Page 32 Charter School Fund Budget Section 7. Encumbrances. All outstanding encumbrances at June 30, 2015 shall lapse at that time; and all capital outlay encumbrances and capital outlay expenditures not spent during the fiscal year may be re- appropriated in the 2015/2016 fiscal year. Section 8. Severability. The provisions of this Ordinance are declared to be severable and if any section, sentence, clause or phrase of this Ordinance shall for any reason be held to be invalid or unconstitutional, such decision shall not affect the validity of the remaining sections, sentences, clauses, and phrases of this Ordinance but they shall remain in effect, it being the legislative intent that this Ordinance shall stand notwithstanding the invalidity of any part. Section 9. Effective Date. adoption on second reading. City of Aventura This Ordinance shall be effective immediately upon Page 33 Charter School Fund Budget CITY OF AVENTURA OFFICE OF THE CITY MANAGER MEM TO: City Commission FROM: Eric M. Soroka, ICMA -CM, CityPanAer DATE: April 2, 2015 SUBJECT: Ordinance Amending 2014/15 Ch'r School Fund Budget 1St Reading April 7, 2015 City Commission Meeting Agenda Item I 2 "d Reading April 16, 2015 City Commission Meeting Agenda Item 3 RECOMMENDATION It is recommended that the City Commission approve the attached Ordinance amending the 2014/15 Charter School Fund Budget. The total amount of the amendment is $163,163. BACKGROUND The attached document has been prepared as a clean -up amendment prior to the end of the Fiscal Year on June 30, 2015. The following is a summary of the amendments: REVENUES 1. Updates the Florida Education Finance Program amounts to the actual amount to be received by $290,049. This includes $104,175 which will be offset by increasing the Administrative Fee charged by the Miami -Dade School Board on charter schools. 2. Eliminates the need to utilize prior year's surplus to balance the budget and decreases this line item by $126,886. EXPENDITURES 1. Increases the Administrative Fee charged by Miami -Dade School Board by $104,175 which is offset by additional revenue discussed above. 2. Provides $40,000 to replace air conditioning unit. Memo to City Commission Page 2 3. Increases the contingency amount by $18,988. If you have any questions, please feel free to contact me. EMS /act Attachment CCO1890 -15 ORDINANCE NO. 2015- AN ORDINANCE OF THE CITY COMMISSION OF THE CITY OF AVENTURA, FLORIDA, AMENDING ORDINANCE NO. 2014 -07, WHICH ORDINANCE ADOPTED A CHARTER SCHOOL OPERATING AND CAPITAL BUDGET FOR THE AVENTURA CITY OF EXCELLENCE SCHOOL FOR FISCAL YEAR 2014/2015 (JULY 1 — JUNE 30) BY REVISING THE 2014/2015 FISCAL YEAR BUDGET DOCUMENT AS OUTLINED IN EXHIBIT "A" ATTACHED HERETO; AUTHORIZING THE CITY MANAGER TO DO ALL THINGS NECESSARY TO CARRY OUT THE AIMS OF THIS ORDINANCE; PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, upon the periodic review and analysis of current budgetary commitments and obligations, and based upon the projected needs and requirements of the Aventura City of Excellence School and upon the recommendations of the City Manager (and the concurrence of the Finance Director as to Accounting Principles), it is deemed necessary to adjust, amend and implement the 2014/2015 Operating and Capital Budget of the Aventura City of Excellence School as set forth in Exhibit "A" attached hereto and made a part hereof. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COMMISSION OF THE CITY OF AVENTURA, FLORIDA, AS FOLLOWS: Section 1. The recitals contained in the preamble to this Ordinance are incorporated by reference herein. Section 2. The City Commission hereby authorizes the amendment of Ordinance No. 2014 -07, which Ordinance adopted a budget for the 2014/2015 fiscal year for the Aventura City of Excellence School by revising the 2014/2015 budget as set forth on the attached Exhibit "A ", which exhibit is deemed incorporated by reference as though set forth in full herein. City of Aventura Ordinance No. 2015 - Page 2 Section 3. The City Manager is hereby authorized to do all things necessary to carry out the aims of this Ordinance. Section 4. Effective Date. This Ordinance shall be effective immediately upon adoption on second reading. The foregoing Ordinance was offered by Commissioner Weinberg, who moved its adoption on first reading. This motion was seconded by Commissioner Narotsky, and upon being put to a vote, the vote was as follows: Commissioner Enbar Cohen Yes Commissioner Denise Landman Yes Commissioner Marc Narotsky Yes Commissioner Robert Shelley Yes Commissioner Howard Weinberg Yes Vice Mayor Teri Holzberg Yes Mayor Enid Weisman Yes The foregoing Ordinance was offered by Commissioner , who moved its adoption on second reading. This motion was seconded by Commissioner , and upon being put to a vote, the vote was as follows: Commissioner Enbar Cohen Commissioner Denise Landman Commissioner Marc Narotsky Commissioner Robert Shelley Commissioner Howard Weinberg Vice Mayor Teri Holzberg Mayor Enid Weisman PASSED AND ADOPTED on first reading this 7th day of April, 2015. PASSED AND ADOPTED on second reading this 16th day of April, 2015. City of Aventura Ordinance No. 2015 - Page 3 ENID WEISMAN, MAYOR ATTEST: ELLISA L. HORVATH, MMC, CITY CLERK APPROVED AS TO LEGAL SUFFICIENCY: CITY ATTORNEY EXHIBIT A Budget Amendments CHARTER SCHOOL FUND 190 2014115 2014/15 OBJECT ADOPTED AMENDED CODE CATEGORY BUDGET AMOUNT Revenues State Shared Revenues 3359100 Florida Education Finance Program SUBTOTAL Other Non - Revenues 3999000 Beginning Surplus SUBTOTAL Total Amendments - Revenues Expenditures Operation of Plant 3149 MDCSB Aministrative Fee 4635 Repairs & Maintenace 5901 Contingency SUBTOTAL Total Amendments - Expenditures 2014/15 REVISED BUDGET 6,380,297 290,049 6,670,346 $ 6,380,297 $ 290,049 $ 6,670,346 $ 126,886 $ (126,886) $ - $ 126,886 $ (126,886) $ - $ 163,163 ...................... $ 32,000 $ 104,175 $ 136,175 84,000 40,000 124,000 85,000 18,988 103,988 $ 201,000 $ 163,163 $ 364,163 ...................... CITY OF AVENTURA OFFICE OF THE CITY COMMISSION MEMORANDUM TO: City Commission FROM: Enid Weisman, Mayor DATE: April 9 2015 SUBJECT: City Manager Evaluation The Employment Agreement for the City Manager provides for an annual evaluation. I utilized the formal evaluation process that the previous Commission has used for assessing the performance of the City Manager. The performance categories also were developed based on models from the International City Managers Association (ICMA). Each criterion was rated based on the following rating system: 1 = Needs Strengthen /Improvements 2 = Meets Expectations 3 = Excellent The following represents the Performance Categories and my ratings for this past year: 1. Policy Execution — Implements the governing body actions in accordance with the intent of the City Commission, enforces the City's laws, policies and ordinances and reviews ordinances and policy procedures periodically to suggest improvements. Score: 3 2. Fiscal Management — Prepares an operating and CIP budget document and budgetary recommendations in an intelligent and realistic format, appropriately monitors and manages the fiscal activities of the City, makes the best possible use of available funds, conscious of the need to operate efficiently and effectively and makes recommendations to save costs. Score: 3 3. Reporting — Provides regular information and reports to the City Commission concerning matters of importance and on City operations, responds in a timely manner to requests and concerns of the City Commission, takes the initiative to provide information, advice and recommendations on important matters facing the City. Score: 3 4. Citizen Relations — Responsive to requests from citizens in a timely and professional manner, accessible to members of the community, demonstrates a dedication to service to the community meets with and listens to members of the community to discuss their concerns and strives to understand their interests. Score: 3 5. Leadership — Sets a professional example by handling the affairs of the City in a fair and impartial manner, exercises good judgment, diligent and thorough in the discharge of duties and demonstrates a capacity for innovation and creativity. Score: 3 6. Supervision and Staffing — Recruits and retains competent personnel for department director positions, encourages department directors to operate their departments with minimal involvement yet maintains general control of operations, encourages teamwork, innovation and effective problem solving among staff members. Sustains or improves staff performance by evaluating, setting goals and assessing their progress. Score: 3 7. Commission Relations — Carries out the directives of the whole as opposed to those of any one member, provides profession staff reports and recommendations on agenda items, disseminates complete and accurate information equally to all members in a timely manner, keeps the commission informed and assists in establishing long range goals. Score: 3 In addition to the above, I would like to point out that this June, Eric will have completed 19 years of service with our City and will have been in public administration over 37 years. Very few cities have a manager with his years of experience, longevity and more important, the stability he has provided to our City. I think we all agree that we are very fortunate to have Eric as our City Manager. His accomplishments with the City are too numerous to outline in this memorandum. Based on the foregoing I recommend the following: • Net bonus of $15,000 (Prior year was $30,000) • Provide an additional contribution to his 457 deferred compensation plan of $15,000. • Revise his Employment Agreement to increase the notice requirement for voluntary resignation from 2 to 6 months and provide a lump sum for future COLA increases rather than adding the amount to the salary. Both of these revisions serve the City better. I feel that the items outlined above are reasonable and fair to both parties. EW /elh RESOLUTION NO. 2015- A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF AVENTURA, FLORIDA, APPROVING THE ATTACHED AMENDMENT TO EMPLOYMENT AGREEMENT BETWEEN THE CITY MANAGER AND THE CITY OF AVENTURA; PROVIDING MERIT BONUS; PROVIDING AN EFFECTIVE DATE. WHEREAS, the Employment Agreement (the "Agreement ") between the City Manager and the City of Aventura (the "City ") provides for an annual evaluation of the performance of the City Manager in accordance with Section 1.4 of the Agreement; and WHEREAS, the City Commission has conducted an evaluation of the City Manager's performance; and WHEREAS, the City Commission desires to grant a merit bonus and amend portions of the City Manager's Employment Agreement. NOW THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF AVENTURA, FLORIDA, THAT: Section 1. The City Manager is hereby granted a net bonus of $15,000. Section 2. The Amendment to Employment Agreement, a copy of which is attached hereto, is hereby approved and the Mayor and City Clerk are hereby authorized, in their respective capacities, to execute such Amendment to Employment Agreement on behalf of the City. Section 3. This Resolution shall be effective immediately upon its adoption. The foregoing resolution was offered by Commissioner who moved its adoption. The motion was seconded by Commissioner and upon being put to a vote, the vote was as follows: Commissioner Enbar Cohen Commissioner Denise Landman Commissioner Marc Narotsky Commissioner Robert Shelley Commissioner Howard Weinberg Vice Mayor Teri Holzberg Mayor Enid Weisman City of Aventura Resolution No.2015- Page 2 PASSED AND ADOPTED this 16th day of April, 2015. ENID WEISMAN, MAYOR ATTEST: ELLISA L. HORVATH, MMC CITY CLERK APPROVED AS TO LEGAL SUFFICIENCY: CITY ATTORNEY AMENDMENT TO EMPLOYMENT AGREEMENT THIS AMENDMENT TO EMPLOYMENT AGREEMENT is made and entered into this 16th day of April, 2015, by and between the City of Aventura (the "City ") and Eric M. Soroka, City Manager ( "Soroka" or "City Manager "). WHEREAS, on April 19, 1996, the parties entered into the Employment Agreement (the "Agreement ") providing the terms and conditions of Soroka's employment as City Manager of City, which Agreement and has been previously amended. WHEREAS, in accordance with the annual evaluation conducted by the City Commission pursuant to Section 1.4 of the Agreement, the parties desire to further amend the Agreement as provided in this Amendment to Employment Agreement; and NOW, THEREFORE AND IN CONSIDERATION OF THE MUTUAL PROMISES AND COVENANTS CONTAINED HEREIN, THE CITY AND CITY MANAGER AGREE THAT THE AGREEMENT, AS PREVIOUSLY AMENDED, IS HEREBY FURTHER AMENDED, AS FOLLOWS: Section 1. That Section 2.2 "Voluntary Resignation" of the Agreement, is hereby amended by increasing the advance written notice to be provided by Soroka in the event he wishes to resign his position from two months to six months unless the parties otherwise agree in writing to a different period of time. Section 2. That Section 1.5 "Retirement Benefits" of the Agreement is hereby amended by providing that in addition to other pension benefits contained in the Agreement the City shall contribute annually in April an amount equal to $15,000.00 to Soroka's ICMA 457deferred compensation plan. Section 3. That Section 1.3 "CPI" is hereby amended to provide that the annual CPI increase provided for each January 1 shall be paid out as a lump sum at that time and shall not be added to Soroka's salary. Section 4. City and City Manager further agree that all other terms and conditions contained in the Amended Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the City and City Manager have caused this Sixth Amendment to Agreement to be signed and executed, in duplicate, the day and year first above written. City Manager City of Aventura Eric M. Soroka Attest: Ellisa L. Horvath, MMC Enid Weisman, Mayor Approved as to form and legal sufficiency: City Attorney