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Memo To Commission - Publix Gift Cards Database Review

The City of North Miami Beach distributed over 1,400 Publix gift cards to residents from COVID relief funds. A review found the general distribution had 15 duplicates, 3 non-residents, and 3 missing entries out of 1,158 cards. The homebound distribution had 11 non-residents, 4 unclaimed cards, 2 duplicates, and 1 lost in the mail out of 172 cards. An additional 111 cards were distributed with turkeys. In total 1,441 cards were distributed with 59 cards remaining.

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Andrea Torres
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12K views2 pages

Memo To Commission - Publix Gift Cards Database Review

The City of North Miami Beach distributed over 1,400 Publix gift cards to residents from COVID relief funds. A review found the general distribution had 15 duplicates, 3 non-residents, and 3 missing entries out of 1,158 cards. The homebound distribution had 11 non-residents, 4 unclaimed cards, 2 duplicates, and 1 lost in the mail out of 172 cards. An additional 111 cards were distributed with turkeys. In total 1,441 cards were distributed with 59 cards remaining.

Uploaded by

Andrea Torres
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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City of North Miami Beach, Florida

Office of the City Manager

TO: Arthur H. Sorey, III, City Manager

FROM: Francisco L. Medranda, Chief of Staff

CC: Kemarr L. Brown, Assistant City Manager


Gedel Merzius, Assistant City Manager
Athalie L. Edwards, Senior Advisor

DATE: January 4, 2023


_______________________________________________________________________________

SUBJECT: Publix Gift Card Database Review


_______________________________________________________________________________________

This memorandum aims to inform the City Manager, Assistant City Managers, and staff of findings
after a thorough database study of the Publix Gift Cards distributions that took place October 6,
2022 – October 8, 2022.

Background

This item was presented for approval before the Mayor and Commission of the City of North Miami
Beach on August 16, 2022, under Resolution No. R2022-118 COVID Relief Gift Cards from ARPA
Funds. Item was voted on the Consent Agenda and approved with a 4 – 2 vote to purchase 1,500
Publix gift cards valued at $150.00 each to be issued to City residents within 45 days from the
effective date of this resolution.

There are two different database sets, the General and Homebound databases. The General
database includes the information of the individuals that obtained a gift card during the regular
drive-through distributions that took place October 6, 2022, October 7, 2022 and October 8, 2022.
The Homebound database includes the information of the individuals that obtained a gift card via
certified mail and in-person delivery.

General Database Set Findings

Total Gift Cards Given: 1,158

Approximate Duplicates: 15 (found within the 1,158 pool)


Non-residents Recipients: 3 (found within the 1,158 pool)
Approximate Lost Entries: 3 (based on assessment from the IT Department)

During the Friday, October 7, 2022, distribution at Allen Park / DeLeonardis Youth Center, a series
of technical difficulties were present that compromised the accuracy of the data for our systems to
trigger duplicates. As a result, the IT Department conducted a study on October 20, 2022, that
resulted in the findings presented in the attached memorandum from the Chief Information Officer.
Overall, the IT Department concluded that approximately 12 duplicates might have been able to
pass through without triggering the system’s query, and about 3 gifts card were unaccounted for.

17011 Northeast 19th Avenue • North Miami Beach, FL 33162-3111 • (305) 948-2900 • www.citynmb.com
RE: Publix Gift Cards Database Review
Page 2

Based on the sample size of 1,158 our Margin of Error at a 95% Confidence Level (industry
standard) is 3%. The 15 duplicates plus the 3 unaccounted-for gift cards plus the 3 non-residents
add up to about a 1.8% margin of error based on the sample size of 1,158.

Homebound Database Set Findings

Total Entries in Database: 187

Total Gift Cards Given: 172

Non-Resident Entries: 11 (identified and excluded from the 172 pool)


Unclaimed Gift Cards: 4 (returned to the City, excluded from the 172 pool)
Duplicates Found: 2 (received two gift cards, part of the 172 pool)
Lost-in-mail Gift Card: 1 (received an additional card, part of the 172 pool)

In past distributions, we have used staff from Code Compliance and Parks & Recreation to deliver
gift cards to residents. For the October 6-8, 2022, distributions, we opted for a hybrid approach of
certified mail plus in-person deliveries. The database shows that 140 gift cards were mailed out via
certified mail, and 36 were delivered in person. A total of 4 gift cards were returned to the City via
certified mail since they were unclaimed by their corresponding recipients. Overall, 172 gift cards
were distributed out of the Homebound database set. There were 11 non-residents found on the
database set; however, these individuals were identified and excluded from mailing or delivering a
gift card. Two individuals were found to have been mailed out 2 gift cards each; this was an
oversight from the staff. One individual called the City several times, claiming she had yet to
receive a gift card that was mailed out to her. In this scenario, staff tracked the missing gift card
and found it to be lost in the mail. Therefore, staff issued a replacement gift card for the
homebound recipient.

Turkeys Distribution

A total of 111 gift cards were given to the Mayor and Commissioners, who provided a list of names
and addresses of residents as part of their Thanksgiving Turkeys Distribution. These gift cards and
turkeys were delivered before Thanksgiving Day, starting Friday, November 18, 2022, Monday,
November 21, 2022, and Tuesday, November 22, 2022.

Conclusion

Based on the 2 different database sets, it is concluded that a total of 1,441 Publix Gift Cards were
distributed to the NMB community (1,158 + 172 + 111). There is a total balance of 59 gift cards that
are currently secured by staff and can be used for future community events and initiatives.

Attachment(s): Gift Card Distribution Technical Issues Memorandum

17011 Northeast 19th Avenue • North Miami Beach, FL 33162-3111 • (305) 948-2900 • www.citynmb.com

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