Quarterly Report April 2014 – June 2014
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Improve Quality of Life of Residents;
Become a Vibrant Destination. 2
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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
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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.
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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.
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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.
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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.
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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 3: On Target. HBB & I-95 Lndsc. Project will be done in
conjunction with CIP 12-63-01, Wayfinding/Main gateway sign.
Main gateway sign on HBB and I-95 is currently in design, with
permitting and installation scheduled to begin during Quarter
4.
Contract for remaining wayfinding signs and minor gateway signs
will be awarded during Quarter 4. 9
FUNDED STRATEGIC INITIATIVES
Initiative 6.6 – Utilize “One Hallandale” Concept to Engage
Residents: $7,000.
Quarter 3: On Target. The April 5th Scavo Park grand opening was a
success with over 1000 people in attendance. A debriefing meeting
of the One Hallandale Committee was held on April 9, 2014. The BF
James Planning meeting was scheduled and held May 3rd at the Foster
Park Community Center. As a result of the ideas presented during
that meeting, staff has commenced with the planning of the BF James
Park Grand Opening scheduled for July 12, 2014. The One Hallandale
Ambassadors will be the greeters for the opening as well as
volunteering throughout the day.
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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.
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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.
Citizen Survey to be conducted during FY15, Quarter 2.
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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 3: On Target. Educational materials to help minimize
recycling contamination have been ordered. As part of the Citywide
educational campaign staff is coordinating community meeting s and
continues to promote recycling through the City’s newsletter, HBTV,
newspaper articles and the City’s web site.
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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 3: On Target. RFP #2012-2013-014, Sign Fabrication and
Installation, was awarded by the City Commission.
Main gateway sign on HBB and I-95 is currently in design, with
permitting and installation scheduled to begin during Quarter
4.
Contract for remaining wayfinding signs and minor gateway signs
will be awarded during Quarter 4.
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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 3: 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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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.
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Initiative 4.2 – Revise Management and Non-Management Performance
Evaluation and Promotion System.
Quarter 3:
Initiatvive 4.4 – Improve “two-Way” Communication with Residents
and Employees.
Quarter 3: 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.
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Initiative 4.5 – Review Hiring and Promotion Practices.
Quarter 3: 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 3: On Target. Implementation of ClearPoint has begun and is
expected to be completed for FY15 Reporting.
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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 3: 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.
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Initiative 6.1 – Implement a “Fast Track” City Beautification
Program.
Quarter 3: 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.
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Initiative 6.3 – Expand Responsibility for Identification and
Reporting of Code Violations.
Quarter 3: In Progress. Staff has completed identifying specific
types of common code violations and had finalized the revisions to
Chapter 9 of the Code of Ordinances to include civil citations.
Draft ordinance will be presented to the City Commission during 4th
Quarter of FY14. Staff is still in the process of revising/updating
a draft training manual and power point presentation.
Initiative 6.4 – Improve Beach Cleanup Operations (Equipment and
Logistics)
Quarter 3: 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.
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Initiative 7.2 – Conduct Effective Meetings.
Quarter 3: 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 3: On Going. 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 completed a
1-hour Telephone Town Hall Meeting on May 29, 2014. Approximately
300 people participated via telephone, while another 27 people
participated online. Sixty- three participants remained engaged for
the duration of the call. The Sunshine Review a/k/a Ballotpedia is
currently in the process of completing their review of the City's
website and anticipates providing a final rating in July
2014.
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Initiative 8.2 – Continued Investment in Schools.
Quarter 3: On Target. 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.
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Initiative 3.1
Quarter 3: 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
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Implement Cross- Departmental Improvement Initiatives: $1.4
Million
Initiative 4.1
Quarter 3: On Target. ERP and OSSI implementation began in
September 2013, with “go- live” 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 – is expected to be
complete during Quarter 4.
Implementation of Phase 4 – HR/Payroll – has commenced, with
expected GoLive during Quarter 1 of FY15.
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Presenter
Presentation Notes
QUARTER 1: This Project is on Target. Implementation of the ERP
began in September 2013 with implementation of the Munis Core
Financials (Budget; Accounts Payables & Receivables;
Requisitions, etc.) and EnerGov. (Building Inspection; Fire
Inspection; Planning and Zoning; and Code Compliance) modules.
During this process, staff, vendor and Change Management Team met
on multiple ocasions to discuss departmental needs and recommend
process improvements. New Chart of Accounts has been developed and
proceses such as budgeting, procurement, management of fixed assets
and accounts receivables and payables, have been revised to improve
transaction time. Regarding implementation of the EnerGov module,
staff has mapped current processes and compared with best practices
with the goal of reducing transaction times and improving
information access to colleagues and the public. Staff continues on
track to "Go Live" with both modules in April 2014. Furthermore,
during this Quarter the Police Department has begun the
implementation of the OSSI Project through Broward Sheriff's
Office: project continues on track with expected implementation
date of March 2014. Finally, outdated computer equipment was
identified and will be replaced, through a computer lease
agreement, during first two months of the second Quarter.
Renovate Main Fire Station: $1,500,000
Initiative 5.3
Quarter 3: On Track: The firm Currie Sowards Aguila Architects
(CSA) has been retained for the design and construction management
of the project. Staff is working with CSA to establish the
programming and space allocation for the facility. Estimated Major
Development Schedule: Development Review Committee in September
2014, with Planning and Zoning Board consideration in October and
City Commission review and approval in November 2014.
STRATEGIC INITIATIVE – CIP 12-22-01 - PREVIOUSLY FUNDED STRATEGIC
PRIORITY 5.
IMPROVE SAFETY, SECURITY AND COMFORT
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QUESTIONS?
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Strategic priorities
Questions?