quarterly report july 2014 – september 2014
TRANSCRIPT
Quarterly Report July 2014 – September 2014
1
Improve Quality of Life of Residents;
Become a Vibrant Destination. 2
null
184.64368
3. Improve Functionality and Affordability of City Infrastructure 4. Operational Excellence 5. Improve Safety, Security and Comfort of Residents 6. Establish a Cohesive Visual Appeal Citywide 7. Maintain a Civil and Respectful Government 8. Improve Quality of Life and Services 9. Become a Vibrant Destination
1. Create Local Jobs and Business Friendly Environment 2. Promote Quality Economic Development 7. Maintain a Civil and respectful Government – Improve Resident Accessibility and Engagement
St ra
te gi
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io rit
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-F un
de d
Strategic Priority 3. Improve Functionality and Affordability of City Infrastructure: $1,315,000 for FY14
Initiative 3.3 – Re-evaluate Waste Water Treatment Plant Feasibility Study: $25,000.
Quarter 3: On Target. The technical component of the study is nearing completion. Study expected to be complete by 4th Quarter of FY14. The component of the study pertaining to the cost to discontinue participation as a Large User with the Regional Wastewater Treatment Plant in Hollywood continues to be dependent upon a separate consultant study that is being undertaken by the City of Hollywood and the City of Pembroke Pines. The scheduling of that component remains uncertain.
Quarter 4: On Target. Staff anticipates receiving the draft report by the end of October 2014. The report has been delayed due to a separate consultant study that is being undertaken by the City of Hollywood and the City of Pembroke Pines. Said study pertains to the cost to discontinue participation as a Large User with the Regional Water Treatment Plant in Hollywood. 5
FUNDED STRATEGIC INITIATIVES
Initiative 3.4 – Complete Necessary Sewer and Water Line Capital Improvements: $1,285,000.
Quarter 3: On Target. The City of Hallandale Beach Commission approved the Facilities Plan on May 21, 2014. Subsequently, staff has been working with the consultant to complete requirements for application to the State Revolving Fund Loan Program.
Quarter 4: On Target. The approved Water/Sewer Facilities Plan, including required backup information, has been submitted to the Florida Department of Environmental Protection (FDEP) in reference to the City’s State’s Revolving Loan application.
6
Initiative 4.3 – Implement Ongoing Training: $ 30,000.
Quarter 3: On Target. Customer Service Training took place during 2nd Quarter of FY14, and continues with specific departmental training, depending on needs identified during initial training. Furthermore, the Human Resources Director has been recruited and is evaluating training needs for the City, with development and implementation of a citywide Training Plan during FY15.
Quarter 4: On Target. Diversity Training took place during the 4th Quarter of FY14. Human Services Director continues to evaluate training needs and opportunities and a citywide Training Plan will be implemented during FY15.
7
FUNDED STRATEGIC INITIATIVES
Strategic Priority 5. Improve Safety, Security and Comfort of Residents: Total Funding: $740,000
Initiative 5.1 – Apply Complete Street Model Citywide: $740,000.
Quarter 3: On Target. The City Commission awarded RFP #FY 2013-2014-001, CCNA Basis for Design Report, to Craven and Thompson June 4 2014, deliverables are expected within 9-12 months.
Quarter 4: On Target. Engineering staff has met with consultant and completed the Scope of Work. Agreement is scheduled to be executed by end of FY14 4th Quarter, with a Notice to Proceed to be given by November 2014.
8
Initiative 6.2 – Upgrade the Northwest, Improve Main Corridors, and Beautify Selected Neighborhoods: (Layne Blvd.; Sidewalk Repairs; SW Drain. Easements; HBB & I-95 Lndsc.; Street Maintenance: $354,000.
Quarter 4: On Target. On May 7, 2014, the City Commission awarded the Sign Fabrication and Installation RFP to Acolite Cluade United Sign Company, Inc. in the amount of $293,382. Preconstruction meeting was held on July 15, 2014, and the Notice to Proceed was issued for July 21, 2014. The Design Development drawings are being processed through the Building Department for Permitting. Demolition & Zoning permits have been approved. Revisions to the latest comments from the Electrical, Plumbing & Structural reviews were re-submitted on 10/31/2014 for review and approval. The requirements to finalize the Florida Department of Transportation (FDOT) ‘Community Aesthetic Feature (CAF) Agreement’ were submitted to the FDOT Broward Operations Center on 10/31/2014 for review and approval. Shop Drawings submittal & review process is on-going. Note: Construction start date will be dictated by the FDOT CAF Agreement review & approval process.
9
Initiative 6.6 – Utilize “One Hallandale” Concept to Engage Residents: $7,000.
Quarter 4: On Target. The July 12, 2014 grand opening of B.F. James was a success with over 1000 people in attendance. The “One Hallandale” Ambassadors were instrumental in planning the event; furthermore, they were the greeters for the opening as well as volunteers throughout the day.
10
Strategic Priority 6. Establish Cohesive Visual Appeal Citywide: $1,211,000
Initiative 6.5 – Fund and Implement the Approved Parks Master Plan: GO Bond Initiative; Enhanced Park Maintenance; BF James Pool Operations; Replacement of Playground Equipment/Mulch: $850,000. Quarter 4: On Target. Redevelopment activities of B.F. James, Scavo, North Beach and South Beach Parks are on schedule. The Ordinance approving the ballot language was presented for Commission approval in April 2014 and passed on Second Reading May 2014. The bond referendum is scheduled to be presented to the voters on November 4, 2014. The City has commenced with the Educational Initiative and has started a monthly email notification with educational information about the bond. Enhanced park maintenance and replacement of playground equipment continues. 11
FUNDED STRATEGIC INITIATIVES
Strategic Priority 7. Maintain a Civil and Respectful Government: $41,667
Initiative 7.1 – Exhibit Respectful and Professional Behaviors: $41,667.
Quarter 3: On Target. Business Survey completed and results presented to the City Commission during May 19 City Commission Meeting.
Quarter 4: On Target. Citizen Survey to be conducted during FY15, Quarter 2.
12
Strategic Priority 8. Improving Quality of Life and Services: $10,000
Initiative 8.1 – Recycling Program Improvement Plan: $10,000.
Quarter 3: On Target. Educational materials to help minimize recycling contamination have been ordered. As part of the Citywide educational campaign staff is coordinating community meetings and continues to promote recycling through the City’s newsletter, HBTV, newspaper articles and the City’s web site.
Quarter 4: Slightly below Target. Educational stickers to minimize recycling contamination have been received. The September 24, 2014 meeting to discuss the City’s enhanced recycling program, was rescheduled to the 1st Quarter of FY15 to ensure winter residents have the ability to attend. Meanwhile, staff continues to promote recycling through the City’s newsletter, HBTV, newspaper articles and the City’s web site.
13
FUNDED STRATEGIC INITIATIVES Strategic Priority 9. Become a Vibrant Destination: $174,000
Initiative 9.1 – Define the Brand and Identity of the City : $174,000 for Wayfinding and Branding Activities.
Quarter 4: On Target. On May 7, 2014, the City Commission awarded the Sign Fabrication and Installation RFP to Acolite Cluade United Sign Company, Inc. in the amount of $293,382. Preconstruction meeting was held on July 15, 2014, and the Notice to Proceed was issued for July 21, 2014. The Design Development drawings are being processed through the Building Department for Permitting. Demolition & Zoning permits have been approved. Revisions to the latest comments from the Electrical, Plumbing & Structural reviews were re-submitted on 10/31/2014 for review and approval. The requirements to finalize the Florida Department of Transportation (FDOT) ‘Community Aesthetic Feature (CAF) Agreement’ were submitted to the FDOT Broward Operations Center on 10/31/2014 for review and approval. Shop Drawings submittal & review process is on-going. Note: Construction start date will be dictated by the FDOT CAF Agreement review & approval process. 14
STRATEGIC INITIATIVES – EXISTING RESOURCES
Environment
Initiative 1.3 Programs and Policies with emphasis on Utilization of
Local Business and Residents
Initiative 1.4 Require Tangible
CBP for all Development
Projects
Quarter 4: On Target: staff continues to evaluate regulatory processes for Building and Planning and Zoning to identify opportunities to reduce transaction time and provide flexibility to costumers.
Requirements for both, CBP for Development Projects and Utilization of Local Vendor Preference have been codified in the Procurement Code .
15
Permit Coordinator Program:
- Pilot Program to evaluate the effectiveness of assigning a single source contact to a Project.
- The Permit Coordinator takes a proactive position by providing constant project updates and facilitating communication with plan examiners; coordinates meetings where necessary and enables easy access to the permit process; thereby, effectively making the overall process more efficient and streamlined.
16
Initiative 4.2 – Revise Management and Non-Management Performance Evaluation and Promotion System.
Quarter 4: This is On-Going. Job descriptions are being reviewed and revised as needed. Furthermore, a uniform interview process has been developed and implemented, including the utilization of interview questions and interview panels.
Initiatvive 4.4 – Improve “two-Way” Communication with Residents and Employees.
Quarter 4: On-Going. Staff has identified best practices for employee communication such as the "Employee Corner," which is maintained by HR Departmet; and Employee Newsletter, which is sponsored by the City Manager's Office. Also, the need for improvements to the City's website has been identified, and improvements will be implemented in conjunction with implementation of the ERP Project. Other communications vehicles identified and in process of implementation: Legistar Agenda proces; My Public Stuff, which will be replacing Request Tracker; HBTV; TownHall Telephone Meetings Vendor Self Service, ClearPoint Project Reporting and OpenGov. 17
STRATEGIC INITIATIVES – EXISTING RESOURCES
Initiative 4.5 – Review Hiring and Promotion Practices.
Quarter 4: On-Going. Review and revisions of job descriptions are being performed when a position is created and/or posted. This practice will continue; HR staff has trained department directors and managers on how to draft job descriptions, and it is expected that departments will complete review and revisions, as might be needed, of their respective job descriptions within this fiscal year.
Initiatvive 4.6 – Enhanced Business Planning Roadmap and Project Tracking System.
Quarter 4: On Target. Implementation of ClearPoint has begun and is expected to be completed for FY15 Reporting.
18
Strategic Priority 5. Improve Safety, Security and Comfort of Residents
Initiative 5.2 – Implement Enhanced Policing Practices to Increase Visibility & Ensure Positive Interaction with residents and Business Owners.
Quarter 4: On Going. Police Department has implemented “Beat the Fear” Program, which includes the following initiatives: - Enhanced Bicycle Patrols in residential and business areas;
- Designated foot patrols at high traffic and high crime locations; - Roll Calls of police shifts in public locations; - Community Outreach Events; - Crime Suppression operations; - Enhanced police response time management; - “Double Back” Program.
19
Initiative 6.1 – Implement a “Fast Track” City Beautification Program.
Quarter 4: On-Going. The following beautification initiatives have been implemented:
- Landscaping Division Reorganized: City Facilities/Medians & Parks and Recreation Maintenance; - Replacement of dead/diseased plant material at medians and other City facilities is underway; - Implementation of a “Maintenance Score Card” Program; and - Landscaping of Three Islands Medians and Golden Isles planters.
Staff continues to evaluate the landscape areas throughout the City and replaces plant material as necessary.
20
Initiative 6.3 – Expand Responsibility for Identification and Reporting of Code Violations.
Quarter 4: On Target. Staff has completed identifying specific types of common code violations and has finalized the revisions to Chapter 9 of the Code of Ordinances to include civil citations. The revised Chapter 9 inclusive of civil citations was adopted on Second reading by the City Commission on 9/3/14. Staff has completed training materials on code procedures and violations types; and has completed two training/presentation sessions for DPW staff. Staff will continue to schedule training for other staff as pertinent.
Initiative 6.4 – Improve Beach Cleanup Operations (Equipment and Logistics)
Quarter 4: On Going. Equipment has been purchased and staff continues to maintain beach operations. Beach Clean up enhancement continues. The equipment used on the beach is determined by the condition of the beach, which changes daily. This quarter the seaweed has been very heavy which changes the equipment usage. Staff used the Cherrington 30% of the time and the Tractor 70% of the time. 21
STRATEGIC INITIATIVES – EXISTING RESOURCES
Initiative 7.2 – Conduct Effective Meetings.
Quarter 4: On Going. Staff continues to work with the Office of the City Clerk to ensure meeting rules and protocols, as established by the City Commission, are met.
Initiative 7.3 – Improve Resident Accessibility and Engagement.
Quarter 4: On Target. The soft launch of the Granicus Electronic Agenda system is being utilized internally for the agenda review and approval process. A full launch of the the web-streaming portion of the system has also been completed. Staff continues to work with the vendor to finalize the agenda documents' layout in accordance with staff's requirements. The anticipated complete date has been extended to 2nd Quarter of FY 15. In July 2014, the Sunshine Review a/k/a Ballotpedia, completed its review of the City's website and awarded an 'A+' Rating for the City's Government Transparency Efforts, placing Hallandale Beach among the top 3 cities within the State of Florida to achieve an 'A+' Rating. This portion of the project is now complete. 22
STRATEGIC INITIATIVES – EXISTING RESOURCES
Initiative 8.2 – Continued Investment in Schools.
Quarter 4: On-Going. At the June 16, 2014, City Commission Meeting, the Education Advisory Board (EAD) presented its annual report to the City Commission. Included in the report was the request to amend the Board's goals and objectives to provide more defined goals and clearer objectives. That recommendation was accepted by the City Commission, and the resolution amending said goals will be presented to the City Commission in August 2014. Additionally, the EAB made a recommendation regarding the swapping of the Middle School and the Hallandale Adult Community Center. Based on that recommendation, the City will issue a formal request to the School Board requesting the School Board establish a Kindergarten through Eighth Grade campus within the City of Hallandale Beach.
23
Initiative 3.1
Quarter 4: Staff continues to coordinate with Broward County, Florida Department of Environmental Protection, Army Corps of Engineers, and City’s Legislative Delegation and Lobbyists to request additional funding and request the requirement for monitoring and mitigation of hard bottom be removed from Beach Re-nourishment Projects.
STRATEGIC INITIATIVE – CIP 02-40-02 - PREVIOUSLY FUNDED STRATEGIC PRIORITY 3.
IMPROVE FUNCTIONALITY AND AFFORDABILITY OF CITY INFRASTRUCTURE
24
Implement Cross- Departmental Improvement Initiatives: $1.4 Million
Initiative 4.1
Quarter 4: On Target. ERP and OSSI implementation began in September 2013, with “GoLive” of Phase I in April 2014.
Implementation of Phase 2 – EnerGov – continues, with expected “GoLive” during Quarter 1 of FY15.
Implementation of Phase 3 – Extended Financials – Expected to be completed during 4th Quarter of FY14.
Implementation of Phase 4 – HR/Payroll – has commenced, with “GoLive” of first phase expected during 1st FY15.
Implementation of Phase 7 – Utility Billing – has commenced, with expected “GoLive” during 3rd
Quarter of FY15.
Initiative 5.3
Quarter 4: On Target. Due to the technical nature of this project, extra time was spent on programming and space allocation. Application for Major Development Review (DRC) is expected to be submitted during the 1st Quarter of FY15. DRC and Planning and Zoning Board reviews of the Project are also expected to take place during the 1st Quarter of FY15, with City Commission review during 2nd Quarter of FY15. Staff is currently preparing the Request for Proposal to prequalify the contractor for the release of the bid upon completion of the construction documents.
STRATEGIC INITIATIVE – CIP 12-22-01 - PREVIOUSLY FUNDED STRATEGIC PRIORITY 5.
IMPROVE SAFETY, SECURITY AND COMFORT
26
QUESTIONS?
27
Strategic priorities
Questions?
1
Improve Quality of Life of Residents;
Become a Vibrant Destination. 2
null
184.64368
3. Improve Functionality and Affordability of City Infrastructure 4. Operational Excellence 5. Improve Safety, Security and Comfort of Residents 6. Establish a Cohesive Visual Appeal Citywide 7. Maintain a Civil and Respectful Government 8. Improve Quality of Life and Services 9. Become a Vibrant Destination
1. Create Local Jobs and Business Friendly Environment 2. Promote Quality Economic Development 7. Maintain a Civil and respectful Government – Improve Resident Accessibility and Engagement
St ra
te gi
c Pr
io rit
ie s
-F un
de d
Strategic Priority 3. Improve Functionality and Affordability of City Infrastructure: $1,315,000 for FY14
Initiative 3.3 – Re-evaluate Waste Water Treatment Plant Feasibility Study: $25,000.
Quarter 3: On Target. The technical component of the study is nearing completion. Study expected to be complete by 4th Quarter of FY14. The component of the study pertaining to the cost to discontinue participation as a Large User with the Regional Wastewater Treatment Plant in Hollywood continues to be dependent upon a separate consultant study that is being undertaken by the City of Hollywood and the City of Pembroke Pines. The scheduling of that component remains uncertain.
Quarter 4: On Target. Staff anticipates receiving the draft report by the end of October 2014. The report has been delayed due to a separate consultant study that is being undertaken by the City of Hollywood and the City of Pembroke Pines. Said study pertains to the cost to discontinue participation as a Large User with the Regional Water Treatment Plant in Hollywood. 5
FUNDED STRATEGIC INITIATIVES
Initiative 3.4 – Complete Necessary Sewer and Water Line Capital Improvements: $1,285,000.
Quarter 3: On Target. The City of Hallandale Beach Commission approved the Facilities Plan on May 21, 2014. Subsequently, staff has been working with the consultant to complete requirements for application to the State Revolving Fund Loan Program.
Quarter 4: On Target. The approved Water/Sewer Facilities Plan, including required backup information, has been submitted to the Florida Department of Environmental Protection (FDEP) in reference to the City’s State’s Revolving Loan application.
6
Initiative 4.3 – Implement Ongoing Training: $ 30,000.
Quarter 3: On Target. Customer Service Training took place during 2nd Quarter of FY14, and continues with specific departmental training, depending on needs identified during initial training. Furthermore, the Human Resources Director has been recruited and is evaluating training needs for the City, with development and implementation of a citywide Training Plan during FY15.
Quarter 4: On Target. Diversity Training took place during the 4th Quarter of FY14. Human Services Director continues to evaluate training needs and opportunities and a citywide Training Plan will be implemented during FY15.
7
FUNDED STRATEGIC INITIATIVES
Strategic Priority 5. Improve Safety, Security and Comfort of Residents: Total Funding: $740,000
Initiative 5.1 – Apply Complete Street Model Citywide: $740,000.
Quarter 3: On Target. The City Commission awarded RFP #FY 2013-2014-001, CCNA Basis for Design Report, to Craven and Thompson June 4 2014, deliverables are expected within 9-12 months.
Quarter 4: On Target. Engineering staff has met with consultant and completed the Scope of Work. Agreement is scheduled to be executed by end of FY14 4th Quarter, with a Notice to Proceed to be given by November 2014.
8
Initiative 6.2 – Upgrade the Northwest, Improve Main Corridors, and Beautify Selected Neighborhoods: (Layne Blvd.; Sidewalk Repairs; SW Drain. Easements; HBB & I-95 Lndsc.; Street Maintenance: $354,000.
Quarter 4: On Target. On May 7, 2014, the City Commission awarded the Sign Fabrication and Installation RFP to Acolite Cluade United Sign Company, Inc. in the amount of $293,382. Preconstruction meeting was held on July 15, 2014, and the Notice to Proceed was issued for July 21, 2014. The Design Development drawings are being processed through the Building Department for Permitting. Demolition & Zoning permits have been approved. Revisions to the latest comments from the Electrical, Plumbing & Structural reviews were re-submitted on 10/31/2014 for review and approval. The requirements to finalize the Florida Department of Transportation (FDOT) ‘Community Aesthetic Feature (CAF) Agreement’ were submitted to the FDOT Broward Operations Center on 10/31/2014 for review and approval. Shop Drawings submittal & review process is on-going. Note: Construction start date will be dictated by the FDOT CAF Agreement review & approval process.
9
Initiative 6.6 – Utilize “One Hallandale” Concept to Engage Residents: $7,000.
Quarter 4: On Target. The July 12, 2014 grand opening of B.F. James was a success with over 1000 people in attendance. The “One Hallandale” Ambassadors were instrumental in planning the event; furthermore, they were the greeters for the opening as well as volunteers throughout the day.
10
Strategic Priority 6. Establish Cohesive Visual Appeal Citywide: $1,211,000
Initiative 6.5 – Fund and Implement the Approved Parks Master Plan: GO Bond Initiative; Enhanced Park Maintenance; BF James Pool Operations; Replacement of Playground Equipment/Mulch: $850,000. Quarter 4: On Target. Redevelopment activities of B.F. James, Scavo, North Beach and South Beach Parks are on schedule. The Ordinance approving the ballot language was presented for Commission approval in April 2014 and passed on Second Reading May 2014. The bond referendum is scheduled to be presented to the voters on November 4, 2014. The City has commenced with the Educational Initiative and has started a monthly email notification with educational information about the bond. Enhanced park maintenance and replacement of playground equipment continues. 11
FUNDED STRATEGIC INITIATIVES
Strategic Priority 7. Maintain a Civil and Respectful Government: $41,667
Initiative 7.1 – Exhibit Respectful and Professional Behaviors: $41,667.
Quarter 3: On Target. Business Survey completed and results presented to the City Commission during May 19 City Commission Meeting.
Quarter 4: On Target. Citizen Survey to be conducted during FY15, Quarter 2.
12
Strategic Priority 8. Improving Quality of Life and Services: $10,000
Initiative 8.1 – Recycling Program Improvement Plan: $10,000.
Quarter 3: On Target. Educational materials to help minimize recycling contamination have been ordered. As part of the Citywide educational campaign staff is coordinating community meetings and continues to promote recycling through the City’s newsletter, HBTV, newspaper articles and the City’s web site.
Quarter 4: Slightly below Target. Educational stickers to minimize recycling contamination have been received. The September 24, 2014 meeting to discuss the City’s enhanced recycling program, was rescheduled to the 1st Quarter of FY15 to ensure winter residents have the ability to attend. Meanwhile, staff continues to promote recycling through the City’s newsletter, HBTV, newspaper articles and the City’s web site.
13
FUNDED STRATEGIC INITIATIVES Strategic Priority 9. Become a Vibrant Destination: $174,000
Initiative 9.1 – Define the Brand and Identity of the City : $174,000 for Wayfinding and Branding Activities.
Quarter 4: On Target. On May 7, 2014, the City Commission awarded the Sign Fabrication and Installation RFP to Acolite Cluade United Sign Company, Inc. in the amount of $293,382. Preconstruction meeting was held on July 15, 2014, and the Notice to Proceed was issued for July 21, 2014. The Design Development drawings are being processed through the Building Department for Permitting. Demolition & Zoning permits have been approved. Revisions to the latest comments from the Electrical, Plumbing & Structural reviews were re-submitted on 10/31/2014 for review and approval. The requirements to finalize the Florida Department of Transportation (FDOT) ‘Community Aesthetic Feature (CAF) Agreement’ were submitted to the FDOT Broward Operations Center on 10/31/2014 for review and approval. Shop Drawings submittal & review process is on-going. Note: Construction start date will be dictated by the FDOT CAF Agreement review & approval process. 14
STRATEGIC INITIATIVES – EXISTING RESOURCES
Environment
Initiative 1.3 Programs and Policies with emphasis on Utilization of
Local Business and Residents
Initiative 1.4 Require Tangible
CBP for all Development
Projects
Quarter 4: On Target: staff continues to evaluate regulatory processes for Building and Planning and Zoning to identify opportunities to reduce transaction time and provide flexibility to costumers.
Requirements for both, CBP for Development Projects and Utilization of Local Vendor Preference have been codified in the Procurement Code .
15
Permit Coordinator Program:
- Pilot Program to evaluate the effectiveness of assigning a single source contact to a Project.
- The Permit Coordinator takes a proactive position by providing constant project updates and facilitating communication with plan examiners; coordinates meetings where necessary and enables easy access to the permit process; thereby, effectively making the overall process more efficient and streamlined.
16
Initiative 4.2 – Revise Management and Non-Management Performance Evaluation and Promotion System.
Quarter 4: This is On-Going. Job descriptions are being reviewed and revised as needed. Furthermore, a uniform interview process has been developed and implemented, including the utilization of interview questions and interview panels.
Initiatvive 4.4 – Improve “two-Way” Communication with Residents and Employees.
Quarter 4: On-Going. Staff has identified best practices for employee communication such as the "Employee Corner," which is maintained by HR Departmet; and Employee Newsletter, which is sponsored by the City Manager's Office. Also, the need for improvements to the City's website has been identified, and improvements will be implemented in conjunction with implementation of the ERP Project. Other communications vehicles identified and in process of implementation: Legistar Agenda proces; My Public Stuff, which will be replacing Request Tracker; HBTV; TownHall Telephone Meetings Vendor Self Service, ClearPoint Project Reporting and OpenGov. 17
STRATEGIC INITIATIVES – EXISTING RESOURCES
Initiative 4.5 – Review Hiring and Promotion Practices.
Quarter 4: On-Going. Review and revisions of job descriptions are being performed when a position is created and/or posted. This practice will continue; HR staff has trained department directors and managers on how to draft job descriptions, and it is expected that departments will complete review and revisions, as might be needed, of their respective job descriptions within this fiscal year.
Initiatvive 4.6 – Enhanced Business Planning Roadmap and Project Tracking System.
Quarter 4: On Target. Implementation of ClearPoint has begun and is expected to be completed for FY15 Reporting.
18
Strategic Priority 5. Improve Safety, Security and Comfort of Residents
Initiative 5.2 – Implement Enhanced Policing Practices to Increase Visibility & Ensure Positive Interaction with residents and Business Owners.
Quarter 4: On Going. Police Department has implemented “Beat the Fear” Program, which includes the following initiatives: - Enhanced Bicycle Patrols in residential and business areas;
- Designated foot patrols at high traffic and high crime locations; - Roll Calls of police shifts in public locations; - Community Outreach Events; - Crime Suppression operations; - Enhanced police response time management; - “Double Back” Program.
19
Initiative 6.1 – Implement a “Fast Track” City Beautification Program.
Quarter 4: On-Going. The following beautification initiatives have been implemented:
- Landscaping Division Reorganized: City Facilities/Medians & Parks and Recreation Maintenance; - Replacement of dead/diseased plant material at medians and other City facilities is underway; - Implementation of a “Maintenance Score Card” Program; and - Landscaping of Three Islands Medians and Golden Isles planters.
Staff continues to evaluate the landscape areas throughout the City and replaces plant material as necessary.
20
Initiative 6.3 – Expand Responsibility for Identification and Reporting of Code Violations.
Quarter 4: On Target. Staff has completed identifying specific types of common code violations and has finalized the revisions to Chapter 9 of the Code of Ordinances to include civil citations. The revised Chapter 9 inclusive of civil citations was adopted on Second reading by the City Commission on 9/3/14. Staff has completed training materials on code procedures and violations types; and has completed two training/presentation sessions for DPW staff. Staff will continue to schedule training for other staff as pertinent.
Initiative 6.4 – Improve Beach Cleanup Operations (Equipment and Logistics)
Quarter 4: On Going. Equipment has been purchased and staff continues to maintain beach operations. Beach Clean up enhancement continues. The equipment used on the beach is determined by the condition of the beach, which changes daily. This quarter the seaweed has been very heavy which changes the equipment usage. Staff used the Cherrington 30% of the time and the Tractor 70% of the time. 21
STRATEGIC INITIATIVES – EXISTING RESOURCES
Initiative 7.2 – Conduct Effective Meetings.
Quarter 4: On Going. Staff continues to work with the Office of the City Clerk to ensure meeting rules and protocols, as established by the City Commission, are met.
Initiative 7.3 – Improve Resident Accessibility and Engagement.
Quarter 4: On Target. The soft launch of the Granicus Electronic Agenda system is being utilized internally for the agenda review and approval process. A full launch of the the web-streaming portion of the system has also been completed. Staff continues to work with the vendor to finalize the agenda documents' layout in accordance with staff's requirements. The anticipated complete date has been extended to 2nd Quarter of FY 15. In July 2014, the Sunshine Review a/k/a Ballotpedia, completed its review of the City's website and awarded an 'A+' Rating for the City's Government Transparency Efforts, placing Hallandale Beach among the top 3 cities within the State of Florida to achieve an 'A+' Rating. This portion of the project is now complete. 22
STRATEGIC INITIATIVES – EXISTING RESOURCES
Initiative 8.2 – Continued Investment in Schools.
Quarter 4: On-Going. At the June 16, 2014, City Commission Meeting, the Education Advisory Board (EAD) presented its annual report to the City Commission. Included in the report was the request to amend the Board's goals and objectives to provide more defined goals and clearer objectives. That recommendation was accepted by the City Commission, and the resolution amending said goals will be presented to the City Commission in August 2014. Additionally, the EAB made a recommendation regarding the swapping of the Middle School and the Hallandale Adult Community Center. Based on that recommendation, the City will issue a formal request to the School Board requesting the School Board establish a Kindergarten through Eighth Grade campus within the City of Hallandale Beach.
23
Initiative 3.1
Quarter 4: Staff continues to coordinate with Broward County, Florida Department of Environmental Protection, Army Corps of Engineers, and City’s Legislative Delegation and Lobbyists to request additional funding and request the requirement for monitoring and mitigation of hard bottom be removed from Beach Re-nourishment Projects.
STRATEGIC INITIATIVE – CIP 02-40-02 - PREVIOUSLY FUNDED STRATEGIC PRIORITY 3.
IMPROVE FUNCTIONALITY AND AFFORDABILITY OF CITY INFRASTRUCTURE
24
Implement Cross- Departmental Improvement Initiatives: $1.4 Million
Initiative 4.1
Quarter 4: On Target. ERP and OSSI implementation began in September 2013, with “GoLive” of Phase I in April 2014.
Implementation of Phase 2 – EnerGov – continues, with expected “GoLive” during Quarter 1 of FY15.
Implementation of Phase 3 – Extended Financials – Expected to be completed during 4th Quarter of FY14.
Implementation of Phase 4 – HR/Payroll – has commenced, with “GoLive” of first phase expected during 1st FY15.
Implementation of Phase 7 – Utility Billing – has commenced, with expected “GoLive” during 3rd
Quarter of FY15.
Initiative 5.3
Quarter 4: On Target. Due to the technical nature of this project, extra time was spent on programming and space allocation. Application for Major Development Review (DRC) is expected to be submitted during the 1st Quarter of FY15. DRC and Planning and Zoning Board reviews of the Project are also expected to take place during the 1st Quarter of FY15, with City Commission review during 2nd Quarter of FY15. Staff is currently preparing the Request for Proposal to prequalify the contractor for the release of the bid upon completion of the construction documents.
STRATEGIC INITIATIVE – CIP 12-22-01 - PREVIOUSLY FUNDED STRATEGIC PRIORITY 5.
IMPROVE SAFETY, SECURITY AND COMFORT
26
QUESTIONS?
27
Strategic priorities
Questions?