city of hallandale beach strategic plan fy14 - fy16 quarterly report october 2013 – december 2013...

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CITY OF HALLANDALE BEACH STRATEGIC PLAN FY14 - FY16

Quarterly ReportOctober 2013 – December 2013

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STRATEGIC PRIORITIES

1. Create Local Jobs and Business Friendly Environment2. Promote Quality Economic Development3. Improve Functionality and Affordability of City

Infrastructure4. Operational Excellence5. Improve Safety, Security and Comfort of Residents6. Establish a Cohesive Visual Appeal Citywide7. Maintain a Civil and Respectful Government8. Improve Quality of Life and Services9. Become a Vibrant Destination

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3. Improve Functionality and Affordability of City Infrastructure4. Operational Excellence5. Improve Safety, Security and Comfort of Residents6. Establish a Cohesive Visual Appeal Citywide7. Maintain a Civil and Respectful Government8. Improve Quality of Life and Services9. Become a Vibrant Destination

1. Create Local Jobs and Business Friendly Environment2. Promote Quality Economic Development7. Maintain a Civil and respectful Government – Improve Resident Accessibility and Engagement

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STRATEGIC PLAN FY14 – FY16

Strategic Plan FY 14

CIP Projects

Previously Funded

Initiatives: Existing

Resources

Initiatives: FY14

Funded

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FUNDED STRATEGIC INITIATIVES

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 1: On Target: Utilities Consultant, Hazen & Sawyer, has been retained to complete the study. Study expected to be complete by 4th Quarter of FY14.

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Strategic Priority 3. Improve Functionality and Affordability of City Infrastructure:$1,315,000 for FY14

Initiative 3.4 – Complete Necessary Sewer and Water Line Capital Improvements: $1,285,000.

Quarter 1: On Target. Consultant to complete the Facilities Plan (document needed to apply to the State Revolving Loan) has been retained: Hazen & Sawyer, working with Public Utility Management and Planning Services. Staff expects to present Facilities Plan and Loan Application for Commission authorization during 3rd Quarter of FY14.

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Strategic Priority 4. Improve Operational Excellence:Total Funding:$30,000

Initiative 4.3 – Implement Ongoing Training: $ 30,000.

Quarter 1: On Target: HR Department Director has identified training needs and discussed with City Manager. During 1st Quarter staff coordinated and held training sessions on how to develop job descriptions and process improvement. Customer Service Training has been scheduled for the 2nd Quarter of FY14. Additional training to be scheduled: Violence in the Work Place; Ethics; Sensitivity/Diversity.

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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 1: On Target. RFP #FY 2013-2014-001, CCNA Basis for Design Report, was released December 12, 2013. Responses are due 2/14/14. This is the first Phase of the Complete Street Project and entails the selection of consulting firm to complete an inventory of existing conditions, design and requirements for the Project.

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Strategic Priority 6. Establish Cohesive Visual Appeal Citywide: $1,211,00

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 1: On Target. HBB & I-95 Lndsc. Project will be done in conjunction with CIP 12-63-01, Wayfinding/Monument Sign. Project is in the design phase, and staff expects to award during 2nd Quarter of FY14.

Staff is in process of retaining consultant to design Layne Blvd. Project, and expects to hold community meeting during 2nd Quarter of FY14.

Three Islands Blvd. Overlay will be completed upon completion of construction activities at Scavo Park.

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Initiative 6.6 – Utilize “One Hallandale” Concept to Engage Residents: $7,000.

Quarter 1: On Target. Grass roots marketing facilitator has been engaged and meetings with stakeholders will commence during 2nd Quarter of FY14.

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Strategic Priority 7. Maintain a Civil and Respectful Government: $41,667

Initiative 7.1 – Exhibit Respectful and Professional Behaviors: $41,667.

Quarter 1: On Target. Consultant to conduct Business Survey, ETC Institute, has been retained. Language to establish baseline has been included in survey, which will be released during 2nd Quarter of FY14.

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Strategic Priority 8. Improving Quality of Life and Services: $10,000

Initiative 8.1 – Recycling Program Improvement Plan: $10,000.

Quarter 1: On Target. Staff has researched best practices for residential and multifamily recycling education campaign. Education/Communication Plan will be implemented during 2nd Quarter of FY14.

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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 1: On Target. Implementation of branding activities, adoption of new logo and business-related promotional activities, i.e, signs, uniforms, took place during 1st Quarter of FY14 and is on-going.

RFP #2012-2013-014, Sign Fabrication and Installation, was released and, upon evaluation by staff, a recommendation will be presented to the City Commission during 2nd Quarter of FY14.

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STRATEGIC INITIATIVES – EXISTING RESOURCES

Strategic Priority 1.

Create Local Jobs and Business Friendly

Environment

Quarter 1: 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 .

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Strategic Priority 4. Operational Excellence

Initiative 4.2 – Revise Management and Non-Management Performance Evaluation and Promotion System.

Quarter 1: On Target. Four focus groups: Employees; Supervisors/managers; professional/technical; and senior leaders, have met with consultant and draft performance evaluations for each group have been developed.

Initiatvive 4.4 – Improve “two-Way” Communication with Residents and Employees.

Quarter 1: On Target. 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.

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Strategic Priority 4. Operational Excellence

Initiative 4.5 – Review Hiring and Promotion Practices.

Quarter 1: On Target. 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 1: On Target. Staff has identified a possible electronic platform and is conducting further research to ensure its applicability to both, Capital Project and Business Plan management.

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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 1: On Target. 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.

Staff is monitoring the program’s effectiveness on a monthly basis, and will provide statistical report during 2nd Quarter of FY14.

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Strategic Priority 5. Improve Safety, Security and Comfort of Residents

Initiative 5.4 – Evaluate the Effectiveness of the Red Light Program.

Goal: Achieve a 3% reduction in number of side impact crashes at traffic lights and 3% reduction in number of violators cited yearly.

Quarter 1: On Target. The City's red light ordinance was amended to conform with State Statute.

- The City has retained a Special Magistrate for red light hearings;- The first two sets of hearings were held in November and December 2013;- Monthly hearings are scheduled on the third Thursday of each month;- Citation and crash data is being reported and reviewed monthly.

Staff is monitoring the program’s effectives on a monthly basis.

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Strategic Priority 6. Establish Cohesive Visual Appeal

Initiative 6.1 – Implement a “Fast Track” City Beautification Program.

Quarter 1: In Progress. The following beautification initiatives have been implemented:

- Landscaping Division Reorganized: City Facilities/Medians & Parks and Recreation Maintenance;- Replacement of dead/deseased 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.

Area evaluations are to be completed within 2nd Quarter of FY14, followed by the development and implementation of an expedited permitting process for beautification projects by the end of FY14.

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Initiative 6.2 – Upgrade the Northwest, improve main corridors, and beautify selected neighborhoods.

Quarter 1: In Progress. Being addressed as part of Initiative 5.1, Complete Streets Program. In addition, the following programs/projects are being implemented in partnership with HBCRA:

- Treasure Coast Regional Planning Council: Fashion Row Arts District Zoning Recommendations; - Dixie/Foster Redevelopment;- Installation of Traffic Control Signs;- Demolition of Unsafe Structures;- Redevelopment of buildable lots for single family homes.

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Initiative 6.3 – Expand Responsibility for Identification and Reporting of Code Violations.

Quarter 1: In Progress. Staff has identified common code violations and is in the process of revising Chapter 9 of the Code of Ordinances to include civil citations;

Staff has met with Police, Fire, and DPW in regards to the Civil Citation Program and specific types of common code violations. Staff will continue to develop training materials to also include the civil citation training.

Initiative 6.4 – Improve Beach Cleanup Operations (Equipment and Logistics)

Quarter 1: On Going. Equipment has been purchased and staff continues to maintain beach operations. Policy regarding Levels of Service is being developed and will be implemented during 2nd Quarter of FY14.

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Strategic Priority 7. Maintain a Civil and Respectful Government

Initiative 7.2 – Conduct Effective Meetings.

Quarter 1: 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 1: On Going. Staff has identified best practices for communication and resident engagement, such as the City’s Newsletter, which is sponsored by the City Manager's Office. City’s website, Legistar Agenda process; My Public Stuff, which will be replacing Request Tracker; HBTV; and TownHall Telephone Meetings. Some of these, such as the Newsletter, Website, Legistar Agenda process, and My Public Stuff, are either implemented or in the process of implementation; while others will be implemented during 3rd Quarter of FY14.

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Strategic Priority 8. Improving Quality of Life and Services

Initiative 8.2 – Continued Investment in Schools.

Quarter 1: On Target. The Education Advisory Board has been conducting research on the schools and their service needs and/or gaps. Upon review of the goals and objectives, the Board has selected to perform research regarding the creation of a Kindergarten through 8th grade Campus and the impact that such facility would have on the Hallandale Adult Community Center (HACC).

During the 2nd Quarter of FY14, a tour of the HACC and Middle School will be facilitated by staff in coordination with the schools.

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Establish a Sustainable and Consistent Beach Re-nourishment Program: $767,000

Initiative 3.1

Quarter 1: 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 FUNDEDSTRATEGIC PRIORITY 3.

IMPROVE FUNCTIONALITY AND AFFORDABILITY OF CITY INFRASTRUCTURE

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STRATEGIC INITIATIVES – CIP 12-16-01- PREVIOUSLY FUNDEDSTRATEGIC PRIORITY 4. OPERATIONAL EXCELLENCE

Implement Cross-Departmental Improvement Initiatives: $1.4 Million

Initiative 4.1Quarter 1: On Target. ERP and OSSI implementation began in September 2013, with expected “go-live” of Phase I in April 2014. Modules to be implemented during Phase I include Financials, EnerGov, and OSSI.

Change Management Team, Department Directors and staff have reviewed processes and made recommendations for efficiency.

Outdated computer equipment has been identified and will be replaced during second quarter.

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Renovate Main Fire Station: $1,500,000

Initiative 5.3

Quarter 1: Site has been identified; City Commission authorized purchase of lots December 2013. Lots comprising site have either been purchased, or are in negotiation. Release of RFP for architectural services is scheduled for January 2014.

STRATEGIC INITIATIVE – CIP 12-22-01 - PREVIOUSLY FUNDEDSTRATEGIC PRIORITY 5.

IMPROVE SAFETY, SECURITY AND COMFORT

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city of hallandale beach strategic plan fy14 - fy16 quarterly report october 2013 – december 2013...

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