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
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?