Town of Davie – Florida – Strategic Planning
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TOWN OF DAVIE DEPARTMENT BUSINESS AND MARKETING PLANS FISCAL YEARS 2016-2018 Table of Contents I. Table of Contents 1 II. Acknowledgments 2 III. Department Business and Marketing Plans 1. Budget and Finance Department 3 2. Building Division 38 3. Community Redevelopment Agency 60 4. Community Services Division 79 5. Engineering Division 102 6. Fire Rescue Department 127 7. Human Resources Department 153 8. Information Technology 173 9. Parks, Recreation and Cultural Arts Department 195 10. Planning and Zoning Department 229 11. Police Department 251 12. Public Works Department 282 13. Office of the Town Attorney 324 14. Office of the Town Clerk 336 15. Utilities Department 349 1 Acknowledgements The Town of Davie strives to be the preeminent community in South Florida to live, work, learn, and play while treasuring our preserved natural settings. This mission is carried out by establishing Strategic Priorities that govern the operations of each department in the Town. These strategic priorities or goals, which are set by Council, drive the Town’s organizational purpose and values that govern daily operations. Special thank you to the Davie Town Council and the Town Administrator for their support and vision throughout this process. Mayor Judy Paul Vice Mayor Marlon Luis Councilmember Bryan Caletka Councilmember Caryl Hattan Councilmember Susan Starkey Town Administrator Richard J. Lemack Deputy Town Administrator Macciano K. Lewis Assistant Town Administrator Phillip R. Holste Thank you to the Department Directors, staff, and the Strategic Planning Committee for their efforts in this Town-wide initiative. Strategic Planning Committee Members Alba Boada Jeffrey Pohlman Allan Weinthal Julie Downey Angela Madias Kettly Calixte Arlyn L. Millares Mike Scott David Abramson Phillip R. Holste Gillian Esquenazi Scott Douglas Heidi Klemm Tamecka Mckay 2 BUDGET AND FINANCE DEPARTMENT BUSINESS PLAN Town of Davie William W. Ackerman Budget & Finance Director (954) 797-1050 [email protected] 3 I. GENERAL DEPARTMENT DESCRIPTION The Budget and Finance Department is responsible for the Town’s finances, and for providing a sound fiscal framework to support the Town’s priorities. The Department accounts for all transactions in the organization, ensures there is an adequate internal control system that provides reasonable assurance the Town’s assets are protected from loss or misuse, and ensures the Town’s financial reporting is accurate and fairly states the financial position of the Town. A. MISSION STATEMENT The Budget and Finance Department strives to develop and implement strategic plans to enhance, safeguard, and use the financial resources of the Town of Davie and to provide accurate and timely financial information regarding the same to the public, Town Council, outside agencies, and other Town staff as requested. B. VALUE STATEMENT/PHILOSOPHY A financially strong Town based on sustainable economic development to the benefit of all Davie residents and the business community. Priorities are developed and pursued to maximize the use of the Town’s fiscal resources in agreement with the Town of Davie’s values and the expectations of our residents and business community. 4 C. EXECUTIVE SUMMARY I am pleased to present the 2016-2018 Business Plan for the Budget & Finance Department (Department). The Department’s core business is to manage the Town of Davie’s finances, and provide a sound fiscal framework to support the Town’s priorities. The Business Plan is being presented during a period of economic recovery which affects all Davie residents and businesses as well as the Town of Davie. Managing this period presents many challenges and opportunities for government, as well as the Budget & Finance Department. The Town of Davie Budget and Finance Department operates in an accountable, transparent and prudent manner. This allows the Town to achieve long-term social, economic and environmental goals. The Budget & Finance Department will assist the Town’s leaders in managing through economic cycles and challenging financial scenarios with vigilant due diligence and accountable decision-making. The Budget & Finance Department is an important service provider of the General Services of Governmental Accounting, Budgeting, Procurement, Payroll, and Utility Customer Service. Delivery of these services enables the Budget & Finance Department to perform its daily operations. In the coming year, emphasis will be placed on maximizing the efficiency and effectiveness of service delivery. The Budget & Finance Department relies on the commitment and knowledge of its employees. I would like to thank them for their hard work. William W. Ackerman, CPA Budget & Finance Director 5 D. S.W.O.C. ANALYSIS Strength Description Options for Preserving or Enhancing Each Strength Maintain high levels of The Town is maintaining appropriate Continue to attend appropriate professional accounting accounting documents and staff is training seminars. receiving continuous training. Sound Finances (financial The Town has accumulated enough Continue to be educated on any strength and health) reserves to meet the Town’s Fund updated requirements or legislation; Balance policy; the Department is always continue to update Administration on looking for ways to save the Town money anything new that would impact the and to expand our revenue sources; Town; additional staff member in constant communication with the Budget to assist in doing further Administration office on any analysis. changes/updates. Quality Employees Efficient; loyal; experienced; Continuous training; stability at the hardworking; dedicated; forward looking; top of the organization. teamwork; knowledgeable; empowered; efficient; willing to help others. Family Friendly Environment Department maintains a family friendly Continue to maintain a family environment which positively impacts our friendly environment. work. Calculating Arbitrage Contractual arrangement in place with Outside firm continues to perform outside firm to calculate arbitrage in a timely arbitrage calculations. timely manner to comply with IRS regulations. Communications Department works closely together to Continue to allow the flow of ensure fluid communication. communications within our Department. Government Finance Officers Attaining these awards has had a positive The Town has received these awards Associations Awards for the impact on the Town. annually since the FY2012 budget CAFR and Budget and the FY 2013 CAFR. 6 Weakness Description Options for Minimizing or Overcoming the Weakness Accounting for Aging The Town’s documents for infrastructure We contracted with American Infrastructure are inadequate but are improving. Appraisals to track Capital Assets and have a part-time position to track fixed assets. We will continue to improve reports and documentation. Communication with other Although there are times we have strong Departments communicating better Departments communication with some Departments, with each other; Departments are there are times when the Department is encouraged to consider the whole left out of the loop until the end of the process that they are about to embark process. When this occurs, there are on and contact appropriate times when we have to impede the Departments to keep them informed. process because we have to do our due diligence to ensure the appropriate rules were followed. Documentation of our Although we do a great job in We have a folder that contains the Processes communicating information to other Department’s policies and we need to Departments and we have the continue to add to it. documentation to support (via emails or memos), we need to try to centralize this information for other Departments to access. Financial Trend Monitoring We should have a financial trend An additional position would help the System monitoring system to assist in examining Town to look at and review some key a variety of financial indicators used to Financial trends. help monitor the financial health of the Town. Indicators would include debt structure, unfunded liabilities, operating position, and per capita revenues and expenditures. Fact Finding & Data Gathering Obtain and interpret various economic This cannot even be considered unless and demographic data used in the Town’s we had additional staff. Budget and Comprehensive Annual Financial Report, etc. 7 Weakness Description Options for Minimizing or Overcoming the Weakness Cost Allocation Plan / Cost of Although we’ve put together a modified Town staff has completed a cost Service Studies cost allocation plan, we need to spend allocation plan to at least start additional resources to develop a cost capturing certain costs. This allocation plan that would help us distribute process should be validated by a costs among central services and to other third party consultant. Departments that receive benefits. This could assist us in looking at the Town’s fee structure (i.e. Parks, Recreation, & Cultural Arts and Building fee structures). Additionally, we would like to perform various cost/revenue studies such as Fire Inspection Fees, building permit fees, etc. to help ensure the Town is charging appropriate user fees. Revenue Manual Creating and updating a Town of Davie Need additional staffing. Revenue Manual would be beneficial. Performance Measurement Collect and analyze Departmental Although this is being performed System performance data. Write and produce sporadically on a higher level, this quarterly performance reports. could be improved if we had