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CITY OF MIAMI BEACH
1700 CONVENTION CENTER DRIVE
MIAMI BEACH FLORIDA 331 39
DAVID DERMER
MAYOR
MEMORANDUM
TO Members of the City mission
FROM Mayor David Der
DATE October 17 2007
SUBJECT City Managers Performance Evaluation
On August 21 2007 the City Manager completed his seventh year of service as City Manager of Miami Beach Pursuant to his Employment Agreement the City shall review and evaluate the performance of the Manager annually and the Mayor shall provide the Manager with a summary of the findings of the Commission Compensation performance bonuses and other adjustments to his contract are also reviewed at this time
The City Manager has provided me and I have shared with you a comprehensive report setting forth how the City Manager and his Administration have fulfilled the goals and objectives endorsed by the City Commission and summarizing their accomplishments over the period between August 21 2006 and August 21 2007 attached The Commission has also reviewed guidelines from the International City County Management Association ICMA regarding criteria for evaluating the City Managers performance
I have forwarded your written comments to the City Manager and have directly relayed my observations of his performance over the past year I am also aware that each of you has also had the opportunity to relay your observations directly with the City Manager
The attached resolution adjusts the City Managers Employment Agreement in recognition of his exemplary performance
Attachments
J Agenda Item Date I U1 m MIAMI BEACH
OFFICE OF THE MAYOR AND COMMISSION MEMORANDUM
TO City Commissioners
FROM Mayor David Derme
DATE September 7 2007
SUBJECT City Managers Performance Evaluation
on 2007 As has been The City Manager completed his seventh year of service August 21 evaluation done in the past I am responsible for coordinating the City Managers performance conduct this review in the same process on an annual basis I am proposing that we years manner we have used the past
memorandum to me which summarizes his activities Attached you will find the City Managers he in the the and accomplishments during the period of review As has done past City Manager Association has included a form developed by the International City County Management consider his and feedback ICMA which may serve as a guide toyou as you performance your is to Sunshine Law and should to me As a reminder this information subject the regulation therefore be dealt with accordingly
ICMA or Please review the attached materials and provide me with your completed forms input so I discuss the matter with the City comments by Friday September 21 2007 that may Commission for discussion In Manager accordingly and place it on a future City agenda of to schedule a time to addition the City Manager will be contacting each you individually discuss his evaluation
Thank you
Attachments
istorccamum ai ho 1 ve r n r vibon al exceient sense ana ro k nlay hpi We ore commiBed ro providing punli soh1 m MIAMIBEACH
OFFICE OF THE CITY MANAGER MEMORANDUM
TO David Dermer Mayor
FROM Jorge M Gonzalez City Manager r
DATE September 6 2007
SUBJECT Performance Evaluation for August 2006 -August 2007
as As of August 21 2007 I have completed seven exciting and challenging years take to share with City Manager of Miami Beach As such I want to this opportunity some areas of focus of Administration and you and your colleagues of the key my and highlights of our achievements over the past year In general these initiatives how we results cover the time period of August 2006 through today and they reflect the collectively continue to build on the efforts I have focused on since becoming City Manager seven 7 years ago
The review and evaluate the Pursuant to my employment agreement Cify shall shall performance of the City Manager at least once annually Further the Mayor provide the City Manager with a summary written statement of the findings of the City his Commission and provide an adequate opportunity for the City Manager to discuss evaluation with the City Commission As I have done in previous years I am attaching a form developed by the International City County Management feedback from the Association ICMA which you may want to use to solicit input and City Commissioners As a reminder this information issubject to the Sunshine Law
main has From the time I became your City Manager seven years ago my focus to ensure that we are in the been to work with you and the City Commission moving we have right direction both as an organization and as a municipality Together forth a charted a course for our City through our strategic planning process setting mission vision and strategic priorities that have guided us toward sound decision- making that is underpinned by fiscal prudence and a focus on real results
are much better As a result I firmly believe that today this City and this organization as to on the poised to deal with the diverse challenges we face as well capitalize various opportunities we are presented with In a year that was particularly the of demanding in terms of balancing the budget for Fiscal Year 20072008 City tax relief Miami Beach was able to react and adjust to state mandated property without major visible service reductions to our residents
excellent sarrice enei to o wno flue work and in our -rbrcrN trop-col1coriccc rnmunty We are commined ro providing public safety pioy Performance Evaluation August 2006-August2007Page 2of 21 In addition the results of our second community satisfaction survey echo the sentiment that we are certainly moving in the right direction-83 ofrespondents said Miami Beach as an excellent or good place to live and 76 of respondents said they would definitely or probably recommend Miami Beach to friends and family as a place to live Summary August
2006 -August 2007 Following our
2005 Community Satisfaction Survey the Administration and the City Commission embarked onformalizing specific strategic priorities and adopting the City s firststrategic plan In 2007 the City conducted its second Community Satisfaction Survey As done with the 2005 survey the results of the 2007 Community Satisfaction Survey have been shared with you the Commission and the Administration in order to provide insight as to community perceptions on how we are doing and where the community feels the City should place greater focus and resources Through detailed analysis of data from the community surveys our environmental scans which include data on demographics socio-economic information serviceworkload and performance data as well as the input received through our Commission Retreats the areas of focus for the coming year ace determined Our priorities referred to as Key Intended Outcomes KIOs continue toserve as our primary areas of focus as we continue on our journey toward a Miami Beach that is cleaner and safer
more beautiful and vibrant mature stable residential community urban and historic environment a cultural entertainment and tourism capital an international center for innovation in culture recreation and business with well improved infrastructure The 2007 survey of residents and businesses shows the City ismaking progress in addressing the needs and priorities of the community More specifically based on the 2007 results it appears that many ofthe recent service level enhancements have been increasing community satisfaction levels with our services particularly business satisfaction Resident satisfaction with cleanliness availability of family-friendly cultural activities handlingspecial events by South Pointe residents and increased satisfaction with the amount ofinformation received from the City are all reflected in the survey results Initiatives and their respective action plans are aimed at improving community satisfaction One such example is the Public Area Cleanliness and Assessment Program which creates an objective measurement tool to quantify cleanliness throughout our City This initiative resulted from the 2005 strategic planning process that identified cleanliness as a priority for the City hy 1 -
C7 F rJ 1b@r I J i U -CJ 7f Performance Evaluation August 2006-August2007 Page 3of 21 Overall
Citywide cleanliness index improved 19 9in Quarter 3 of Fiscal Year 2006 2007when compared to the same quarter the previous year The cleanliness assessment has proven to be a valuable service management tool providing objective data for the City employees engaged in this activity Further the program continues to provide stakeholder departments information which is used to develop action plans to improve cleanliness even further Not coincidentally the work of the City in the area of cleanliness was recognized by outside agencies and organizations forthe positive impact in our community This year the Public Area Cleanliness Program was awarded the Governor sFlorida Sterling Council 2007 Regional Quality Team Showcase Award for the Public Area Cleanliness Index Program The team was recognized for the project that imparted the greatest community impact The
Clean Team went on to become the 2007 Quality Team Showcase State Champion which recognizes teams that demonstrate the principles and techniques of improving quality through employee participation As the 2007 Sterling Quality Team Showcase winner our team will now represent Florida in the American Society for Quality sWorld Conference onQuality and Improvement where our team will compete with teams from the United States Canada China Colombia Costa Rica India Japan Mexico Singapore and South Korea In addition the Public Area Cleanliness and Assessment Program was also awarded the Outstanding Achievement in Local Government Innovation Award by the Alliance for Innovation Annually this award is bestowed upon innovations that successfully and creatively address important public service dilemmas and positively impact their community Budgetary decisions are strongly guided by our KIOs with particular emphasis this year on ensuring expenditures are sustainable in the long term As you know this year sbudget process was significantly affected by the State Legislature sdebate on various approaches to property tax relief As of January 29 2007 there were more than 30 bills filed in the Legislature related to property tax including proposals for portability increases to the homestead exemption property assessment methodology the extension of the 3 growth limitation to all property and caps on local government revenues and expenditures Each proposal signified different levels of impacts to the City ranging from 15 million up to over 84 million in their first year of implementation Due to the possible impacts of the State proposals I personally assumed a leadership role in advocating forthe City of Miami Beach at the local and State level Between March and June 2007 Itraveled to Tallahassee on three separate occasions to attend committee meetings and meet with State leaders including Speaker of the House Marco Rubio House Minority Leader Dan Gelber Conference Committee Co-Chairs SenatorMike Haridopolis and Representative Dean Cannon Performance Evaluation August 2006-August2007 Page 4of 21 Senator
Gwen Margolis Senate Minority Leader Steven Geller Representative Luis R Garcia Jr Representative Dorothy Bendross-Mindingall Meetingswere also held with staff members for Senate Majority Leader Daniel Webster Senator Jeff Atwater Senator J D Alexanderand Christian Weiss Policy Director for Governor Charlie Christ In addition the City was instrumental in helping to organize the other municipalities through the MDCCMA hosting meetings and leading a delegation to Tallahassee as well as sharing information My primary goal was to convey how these proposals could disproportionately impact Miami Beach and to offer alternative models for providing tax relief without the considerable impacts toour City and our region as a whole I as well as staff spent a great such deal of time analyzing each proposal and coordinating efforts with organizations as the Miami-Dade City CountyManager sAssociation FloridaLeague of Cities and other municipalities and CRAs regarding this issue The information and analysis prepared by the City was used extensively by other City s RDA sorganizations legislatorsand the media As a result of my proactive approach I was able to establish regular communication with State leaders and was given periodic updates by House Minority Leader Dan Gelber as to the discussions and decisions that were being made in Tallahassee during the Special Session Culminating months of effort in June 2007 the Florida Legislature adopted legislation intended to provide tax reform and tax relief for property owners in Florida For the City of Miami Beach the legislation required a reduction of property tax collections in FY 2007 2008 to therollback rate plus an additional 9 reduction Balancing a budget with state mandated reduced revenues while at the same time attempting to address community priorities was challenging I asked each department to review their operations and expenditures thoroughly The resulting departmental reviews resulted in the removal of contingencies and substantial reductions in items such as overtime travel training supplies and related items In addition strategic reductions inpersonnel were identified representing approximately 90 positions citywide Of these almost half of the positions are in management or administration To date tam proud to report that a majority of the impacted employees have already filled other vacancies throughout the City minimizing the number of employees directly affected by these reductions As a result
rate the City s total millagerate for FY 2007 2008 is reducedby 1 7760 mills toa to of 5 8970 a recordreduction of 23 As part of this budget process I worked hard preserve on-going initiatives as wellas funding for capital projects We continue to allocate 2 5 million to theCapital Reserve Fund to help ensure that projects are not delayed due to funding shortfalls and we continue to provide 7 5 million in fundingfor the Capital Pay-As-You-Go Fund As City Manageritismy responsibility to take the lead in many on-going discussions and issues that have acommunity-wide impactThese discussions take place over the courseof months and in some cases years and require hours of staff time and Performance Evaluation August 2006-August2007 Page 5of 21 research to formulate a professional recommendation which is reflective of the community sbest interest for the City Commission sconsideration The
City of Miami Beach continues to be proactively and appropriately involved consistent with Commission policy direction in development endeavors in our community Miami Beach continues to be a diverse cultural mecca and this was evident by the interest generated by the Jackie Gleason Theater The City of Miami Beach a was in an enviable position with the top two producers of live music and worldwide brand like Cirque du Soleil competing to use and manage the Jackie Gleason Theater Although
Cirque du Soleil withdrew prior to Commission consideration their proposal would have created abrand new permanent show in our City making it only the third city in the United States with a permanent Cirque du Soleil show Cirque du Soleil was Paris considering Miami Beach along side other cities such as Macau London and for their newest venture This is a testament tothe power of the Miami Beach brand attracting the best of the best to compete fora place in our marketplace At the May 17 2007 Commission Meeting a management agreement with Live Nation considered the world slargest producer of live music was approved and it will bring the City over 1 million in distributed proceeds in its first full year Re- branded in its newest reiteration the Filmore Miami Beach at the Jackie Gleason Theater sInternational Tour Miami isset to open in early October 2007 with Ricky Martin
is than our beaches Beach has many amenities and attractions and none better known Over the years beach erosion and restoration have become a hot topic of discussion our in our community and we receive constant feedback on the state of beaches from residents business owners and visitors alike Although Miami Beach has no direct responsibility forrenourishment projects I along with City staff and our lobbyists have been working with other responsible jurisdictions at the state federal and local level to ensure that renourishment projects for our beaches are funded and completed One of the major issues at hand is the availability of compatible domestic sand On
June 27 2007 Itraveled to Washington DCto attend a meeting with the U SArmy Corps of Engineers Corps Congresswoman Debbie Wasserman Schultz Congresswoman Ileana Ros-Lehtinen andMiami-Dade County CommissionerBruno Barreiro As a committees result of this meeting we anticipate that in late October 2007 the federal appropriations will receive the Corps Letter Report which documents that all available domestic sources of compatible sand have been exhausted or are not environmentally or economically feasible Upon Congress notification the Corps will be allowed to pursue non-domestic sources of sandand proceed with pending renourishment breakwaters projects In addition Itook the opportunity to discuss the experimental project in place at32 d Street and optionsto remove or rectify its City the effect are going to be studied by the Corps Subsequent to this meeting the Corps Commissioner Barreiro staff and Congresswoman Ros- Performance Evaluation August 2006-August2007 Page 6of 21 Lehtinen
sstaff have met and visited various areas throughout the City to discuss ways to address beach erosion Over
separate with Mount Sinai the last year I have worked closely on three issues Medical Center I spent approximately four weeks during November 2006 working with the Office of Governor Jeb Bush Enterprise Florida Miami-Dade CountyMount Sinai Medical Center and Florida International University FIU in an effort to take advantage of the Mount Sinai Campus and FIU s recentcreation ofaMedical School to attract biotech research facilities to Miami Beach building on efforts such as Scripps and Torrey Pines After intense
negotiations between all parties the project was halted once it was determined that the timeframe to finalize a deal did not allow sufficient time for discussion locally and that the required local investment far exceeded the capacity of the City of Miami Beach Additionally the
City worked with Mount Sinai in a joint effort to access funds provided by the Community Workforce Housing Innovation Pilot Program which was created by the Florida Legislature in 2006 The project involved working with Mount Sinai through the hospital campus master plan and the Health Facilities Authority tosupport Mount Sinai s investmentin a5 million program to renovate the Lowenstein Building to provide over 40 housing units for nurses and other hospital personnel In the end the State had only 50 million to distribute from this program and no project in Miami-Dade County receivedfunding Moreover the City
is constantly working with community partners to ensure services are available to meet the needs of our residents In July 2007 the City disbursed over 1 million to Mount Sinai from the Miami Beach Health Facilities Authority account to fund disaster preparedness initiatives including the purchase of emergency generators in businesses order to ensure that our residents and visitors are able to access emergency medical services This year the
table regarding complimentary City had another significant economic development deal at the Discussions elements to the New World Symphony NWS Sound Space project began in 2004 upon approval and execution of the original Development Agreement and Lease and culminated in a Special Commission Meeting on February 20 2007 The City is providing up to 15 million as a grant-in- aid to assistin the construction of the Frank Gehry designed Sound Space building plus another 15 million fora 600-space public parking garage andan additional 20 million for a park and associated site work for the project Although the design and construction of the project will bephased with the Sound Space building scheduled to begin construction in fall 2007 The design and construction of the Garage will be slightly behind the main building although the current project scheduled calls for both buildings tobe completed at the same time The Park component will be last as theplanning and design for the project will not begin until some time in 2008 1 if if
v Jet 1 i1 r Performance Evaluation August 2006-August2007 Page 7of 21 In
order to ensure that the City sinvestment and funding was protected to the greatest extent possible we negotiated innovative agreements that ensure the amount needed isavailable when they need it but not before significant milestones are met and specific criteria are achieved These Agreements are performance based as the allocated City funds are available in different fiscal years and will be released as work is completed ieCity funds are not advanced and are only paid based on completed work In addition the base ground lease and development agreement addendum contain provisions that require the Sound Space building to be fully funded prior to either the City land or the majority of City funds to be placed at risk More specifically all permits must be obtained all insurance requirements met performance bonds be in place all appropriate construction and design contracts must be in place and the verifiable evidence that the project is fully funded must be provided to the City before NWS is permitted to take possession of the surface parking lot Further verifiable evidence that the project is fully funded must be provided to the City before NWS is permitted to incur any design costs for the Park or Garage portions of the project On
March 14 2007 the City Commission approved an amendment tothe Fifth and Alton Development Agreement which will bring to our City a vertical retail center with 179 000square feet of retail area and 1 080parking spaces The developer has executed asupermarket lease for the project and the groundbreaking forthis project took place on June 7 2007 This project isslightly different for the City as the City does not own any of the underlying fee title to the land Our involvement in this project is as a condominium unit owner that owns approximately 500 parking spaces As part of the transaction the City vacated an alley and is paying 27 000per parking space In addition to the parking spaces the City will also operate the parking garage share in its revenues and will gain access to all spaces after retail hours The developer isrequired to maintain asupermarket grocerystore in the project for a minimum of 10 years Similar to the New World Symphony agreements the City sfunds are released based on completed work In this agreement the City does not incur any costs for design and its contributions donot begin until construction commences and funds are released as work is completed As you are aware Ihave also had several discussions with a local developer with regard to a potential parking garage with associated retail in the Cultural Campus area While a parking garage is needed in this location we are still evaluating the best course of action for the City Property tax reform efforts have also affected the City sability to fund this project in the current year and the City may experience an additional impact that affects the decision points on this garage if further restrictive legislation isenacted in the coming years I have successfully negotiated developer contributions toreplace at their expense portions of the Beachwalk The Eden Rock Hotel Fontainebleau Hotel the W Hotel and Canyon Ranch Carillonhave also reached agreements with the City In Pertormance Evaluation August 2006-August2007 Page 8of 21 particular the deal with Canyon Ranch Carillonisone of the biggest economic incentives toward the revitalization of North Beach this year with 1 2million in street end improvements that will provide improved ocean access to residents and visitors a 500 000cash contribution for the Beachwalk and in-kind constructionservices for the Beachwalk with avalue of 400 000 -450 000These negotiated contributions will help us bridge the funding gap for completing this project Another public amenity that was enhanced this year through City negotiations was Lincoln Road The 1111 Lincoln Road project will bring the City a design reflecting a modern interpretation of Morris Lapidus original design extend the Lincoln Road pedestrian mall and a parking garage designed by world-renowned architectsRaymond Jungles and Herzog and deMeuron As stated in our mission we strive to provide excellent public service and safety to our residents businesses and visitors and as such it is our responsibility to address issues and concerns raised by our stakeholders In September 2005 the State s 3dDistrictCourt of Appeals found City Ordinance 2002-3366 Street Performersand Art Vendors unconstitutional Since that time the City received countless complaints from residents and visitors enjoying the amenities of Lincoln Road as well as from licensed merchants and restaurants onLincoln Road as to how the way street performers and art vendors occupying public property creates a hazard to pedestrians By blocking the flow of pedestrian traffic and at times blocking the access to sidewalks the issue was one of public safety particularly during special event periods when the numbers of pedestrians onLincoln Road greatly increases Code Compliance created a special detail on Lincoln Road to monitor issues related to street performers and vendors and from June 2006 through December 2006 a total of 17 violations were issued tovendors for solicitation or peddling After reviewing similar legislation in place in cities such as New York and San Francisco an ordinance was proposed and passed by the City Commission on April 11 2007 which regulates street vending through apermit license process Todaythere are twelve 12 locations on Lincoln Road six for performers and 6 for artist vendors assigned through alottery system which addresses the public safety and welfare of our residents businesses and visitors while at the same time protects the constitutional rights of artist vendors and street performers Our City continues to be the preferred host of large special events and a thriving entertainment industry and along with that success we had toaddress impacts made to our community as a whole Commercial handbill littering was an issue we addressed this year Beach as it directly affects one of our strategic objectives of making Miami cleaner After vast community input and Commission discussion the City sHandbill Ordinancewas adopted in June 2007 which amends City Code to include commercial handbills as litter under certain circumstances and establishes afine schedule that includes aper handbill fine In addition this year we also worked Performance Evaluation August 2006-August2007 Page 9of 21 to address the commercial use of single family homes as they are increasingly becoming venues for special events and therefore creating parking and noise issues for surrounding neighbors As such a Party House Ordinance was drafted and a great proposed deal of community outreach was conducted to receive feedback on the ordinance This draft ordinance has also been reviewed by you and your colleagues at the committee level and we continue towork and analyze the issue Affordable housing has and continues to be a priority for the City as a whole In a time where stories about government and affordable housing seem to be marred by scandal the City of Miami Beach has received positive media coverage for making strides in increasing its affordable housing stock Partnering with Miami Beach Development Corporation to purchase and repair three apartment buildings within the City Center RDA and to use City Center HistoricConvention Village City Center RDA funding reflects this City scommitment to continue to provide affordable housing for low-moderate incomeresidents Through this purchase alone a total of approximately 13 7 millionwas invested in affordable housing this year and over 150 units to the City s were added to the affordable housing stock This is in addition approximately1 million in HOME funding about 600 000 inSHIP and about 500 000 inCommunity Development Block Grant CDBG funds Lastly the City s proposedlegislative changes to retain affordable rental stock by creating a tax cap on new growth was approved by the State Legislature Continued emphasis on improving the City s communicationwith our residents and the entire community remains a top priority for my Administration To date six 6 issues of Miami Beach MB Magazine have been mailed directly to all City residents eve have aironMiami Beach MB TV produced a series of television programs in-house which Channel 77 and we continue to print CityPage the full page newsletter published in The Miami Herald Neighbors Beach edition each Sunday to provide information on citywide initiatives activities and upcoming City events Our Parks and Recreation Department continues producing their Recreation Review which has been recognized this and Recreation year as the best publication in its class by the Florida Parks Association Our CIP office began neighborhood newsletters to provide information on project improvements status and to better assist neighborhoods understanding of planned project In addition we continue our on-line communications efforts withbi-weekly E-Brief email blasts tosubscribed customers2 200 subscribed for E-Briefs more than9 000 total forall of the Citys email groups We have received positivefeedback from our residents on all our communication efforts and this was substantiated by the 2007 Community Satisfaction Survey Survey results show that a total of 41 of respondents said they most often get their information about the City from one of these three mediums of communication As important as the quantity of the information County and is the quality MB Magazine was awarded the 3CMA City Communications Marketing Association Award of Excellence in its first year of publication and MBTV programs are finalists for three National Association ofTelecommunications Officers and Advisors NATOA awards - Performance Evaluation August 2006-August2007 Page 10 of 21 This year we also focused a great deal on our efforts to establish our own Miami Beach brand as a mechanism to promote Miami Beach as a multi- faceted destination The Miami Beach 25 7So much to do you need an extra hour brand initiative launched this year during the Super Bowl and continued throughout the summer creating an updated tag line for the City that emphasizes the many visitors The amenities we have to offer our residents businesses and
Beach campaign includes a song written and produced by legendary song-writer andMiami resident Rudy Perez a music video produced by the City s Communicationsstaff that resides on our website and You Tube the City s ownMy Space webpage Gloria Lenny with many famous friends such as Estefan Kravitz Ricky Martin P Diddy and Fergie and an energy drink aptly named 25 7 Targetedguerilla marketing efforts inkey markets Manhattan and Fire Island this summer focused onMiami Beach s culturalamenities as well as our high-end culinary andshopping options These efforts combined have resulted in key media impressions I also continue to work on communication with our entire workforce On September 28 2006 I held the second Citywide employee One Team -One City rally to focus on each person message s piece inthe operation and success of our organization A special video from to and Officer Shaq was shared with our employees emphasize teamwork all employees participating in our Excellence Miami Beach program- Service Shopper and Public Area Cleanliness-were recognized as wellSix 6 issues of the Miami Beach MB Line our new bi-monthly employee newsletter have beensent to all employees to keep them informed on what is happening in our City as well as to celebrate milestones in the lives and careers of our employees An on-going theme of my
Administration continuesto be a focus on providing excellent customer service As you know Thomas Velazquez Building Director joined the City of Miami Beach team in March 2006 and was tasked with improving the Building Department by reducing cycle times becoming more customer-friendly and addressing the numerous issues raisedby residents business owners contractors and consultants on a regular basis As such in January 2007 the Building Development Taskforce was created with a mission to improve the City s service delivery in the areas ofconstruction and development services through a partnership and dialogue between City departments involved throughout the process and industry representatives As part of this Fire Prevention process representatives from the Building Department Public Works Engineering Planning Zoning and the Performance Improvement Division ofthe Office of Budget and Performance Improvement form part of an interdepartmental group that has been charged with conducting a systemwide process review to identify improvements short-term medium-term and long- term recommendations To datea numberof have been implemented
point of which include streamlining of forms concurrent reviews a single contact program and increased access to Building Department staff by providing cell phone numbers for Performance Evaluation August 2006-August2007Page 11 of 21 inspectors and supervisors on the City swebsite In addition stakeholder input is requested and highly valued and as part of this process afocus group composed of engineers contractors owners and residents are invited to periodic public meetings for feedback and suggestions on the changes being implemented To date the Building Development Taskforce has held three public meetings where stakeholder input is received on the initiatives implemented as well as suggestions for future improvements At the last public meeting held on August 29 2007 stakeholders including developers contractors and design professionals expressed their support for the changes that have been implemented and commended staff for the strides that have been made to date Our focus remains on our mission-to provideexcellence public service As such this year the Beach Service Program we continue to yield positive results through Miami Shopper Since this program began we have continued to see significant quantifiable improvements in the way we deliver services to our customers Improvement in our Citywide service shopper scores on a scale of 1 not meeting standards to 5 exceeding standards isdemonstrated when comparing the average score of 3 45 forthe first three quarters of 2006 as compared to an average score of 3 73 forthe same period in 2007 In addition departments scoring below a 3 0 decreasedfrom having nine incidents where departments fell below 3 0 inthe first three quarters of 2006 to having only one incident in the same period in2007 We keep working on ways to improve how we communicate information to our stakeholders and how we can more efficiently respond to questions and inquiries -from complaints both you and your colleagues In response to the received by your offices and the Administration regarding the practices of our contracted towing companies we developed a Towing Bill of Rights brochure as a means to extend further information to customers on their rights and responsibilities regarding their vehicles and possible fines This brochure will be deployed through our Parking Department inthe coming months The
63 dStreet Flyover construction project isnow substantially complete The City of Miami Beach played a major role in overseeing project management including traffic management and community involvement As a result of our efforts the construction period was less disruptive than previously anticipated Another
the staff and the continuous of my top priorities is organizational development of refinement ofour organizational structure We continue to focus on the professional development of our workforce Citywide training including Diversity Ethics Sexual Harassment and Teambuilding continues to be available to all levels of the organization A training needs assessment was conducted in all City departments to determine what additional offerings are needed so our employees have train contract the tools necessary toserve our customers In addition we continue to tow employees in our customer service standards including valet operators and consistent company employees to ensure that their interaction with our customers is with that of our employees i
F i lii r iTi c t J ti ci i i f k ri Performance Evaluation August 2006-August2007 Page 12 of 21 In
March 2007 Iconducted a Command Staff Assessment and Development Center with the Police Department The assessment center was used as a tool to select the best qualified leaders for the department as well as assist personnel in senior Police executive positions with their individual development efforts Promotions ofPolice personnel resulted in three new Majors five new Captains one new Lieutenant and one new Sergeant I am proud to say that another important result of the Police Command Staff Assessment and Development Center was the identification ofCarlos Noriega as the best qualified candidate for Miami Beach Police Chief After serving as Acting Police Chief for approximately six months Commission ratification of my selection on September 5 2007 provides our City with a Police Chief who is 23-year veteranof the Miami Beach Police Department with demonstrated commitment and leadership in our organization In May
2007 the Miami Beach Public Works Department became only the 42 d agencyin the United States and Canada out of 27 000 publicagencies and third in the State of Florida the only large full service agency to have been awarded full accreditation by the American Public Works Association APWA This national accreditation was achieved after over two years of dedicated and focused effort by all members of the Public Works team Even more impressive is the fact that this was the Department s firstattempt to gain accreditation and speaks volumes of the professionalism and dedication of our employees The relationship between our five collective bargaining units and management is stronger than ever I meet regularly with all Union Presidents and other union officers Over the last year we have held three Labor Management meetings Asa
Committee means to further increase communication between management and labor the Labor-Management processwas introduced in January 2007 A campaign was developed to educate all employees as to the advantages of the Labor-Management Committee process Thegoalofthis committee is to contribute toachieving real results such as reduced absenteeism improved quality and productivity and increased job security by giving employees a greater voice in decision-making This year contracts forall
City Commission approval five City ofMiami Beach bargaining units were brought to the for Contracts for the American Federation ofState County and Municipal Employees AFSCME Government Supervisors of America GSA and Fraternal Order of Police FOP were approved by the City Commission on September 6 2006 For were the first time in recent history contract negotiations for the aforementioned bargaining units completed prior to the expiration date of the previous contracts r Performance Evaluation August 2006-August2007 Page 13 of 21 A contract with the International Association ofFire Fighters IAFF was approved in March 2007 after a total of six sessions A contract with the Communications Workers of America CWA was approved in September 2007 after a total of six sessions over eight months Compared to the 2003-2006 contractnegotiation where there were 12 negotiation sessions and a declared impasse over a two and a half year period the negotiations this year were much more productive and resulted iri a fair contract for ourCWA employees Iam happy to report that this means that wewill have contracts in place for all of our bargaining units through September 30 2009 Providing services to our community s youthand seniors continues to be an important endeavor for our organization We implemented a Senior Transportation Service making it possible for our seniors to enjoy recreational outings such as trips to local theaters and other cultural events visits to parks and museums or movies The intent of this service is to encourage healthy active lifestyles for seniors that will improve their quality of life This year the Children s Trustapproved grant contract renewals tocontinue funding for two key City programs the Out of School OOS Program which funds the City s afterschool and summer programs and the Promotion and Prevention grant which funds the City s TruancyPrevention Program The contract renewal for the Out of School Program is in the amount of approximately half a million dollars to continue enhancements implemented in the Parks and Recreation Department s AfterSchool and Summer Program In combination with City funding this grant allows us to fund 325 participants between the ages of 5-13 years ofage from low-moderate income households Fundsare used to fund scholarships social skills development transportation after school snacks uniforms field trips and supplies These funding supplements over 1 million inCity funds already dedicated to this program TheCity s Truancy
Prevention Programwhich isadministered by the Neighborhood Services Department was awarded approximately 200 000 by the Childrens Trust This programserves children in our community who are at-risk foracademic failure andtruancy and provides after school tutoring during the school week In addition the Children s Trust has awarded theCity the Service Partnership grant in the amount of 100 000 for the planning aspectsof a service partnership in Miami Beach toreduce truancy for youth aged 13 to 18 Additionally the City has submitted a grant for operational funding for the full Service Partnership program in the amount of 650 000 Both the City andThe Children s Trust have expressed adesire to continue to partner in the future in order to serve the needs of the youth in the community In addition to these grants the City also secured over 2 million in grant funding this year which includes funding in the amount of 200 000 from Florida Recreation DevelopmentAssistance Program FRDAP for therenovation of the tennis center atFlamingo Park and State funding from the Urban Area Security Initiative UASI in the Performance Evaluation August 2006-August2007 Page 74 of 21 amount
of343 460for homeland security needs citywide Pursuant
to your direction at the 2006 Commission Retreat Icontinue to work with the Miami-Dade CountySchool MDCPS Board on developing a meaningful Education Compact that will enhance Miami Beach schools with higher level of educational opportunities for all our children In July 2007 I submitted a draft of preliminary discussion opportunities tothe Miami-Dade County SchoolBoard Office of Intergovernmental Affairs Grants Marketing and Community Service The initial feedback from the MDCPS has been very positive about our endeavor to create anEducation Compact with tangible measurable outcomes and we continue to discuss and negotiate the elements of the compact for your future consideration Arts and culture
are part of what make Miami Beach a world class destination This year as in year s past theCultural Arts Council CAC provided its funding recommendations for the cultural grants program You and your colleagues all expressed concern with the number of organizations that had not been recommended for funding and as such Imet with staff and CAC Chair to discuss therecommendations and alterative funding options Ibelieve that in the best interest of the City and of the local arts community this was an issue that needed further attention from the Administration After reviewing applicant scores we were able to identify a way to partially fund an additional 11 applicants as well as partial funding for the one unfunded Cultural Anchor In addition I asked the CAC to consider developing a process to identify groups interested in receiving rent waivers for the use of the Byron Carlyle To further foster
access to arts and culture for our residents we negotiated with Miami-Dade County Transit toestablish a new and convenient round trip shuttle service between Lincoln Road and the Carnival Center The Route A began operations in December 2006 and departs every 20 minutes from Lincoln Road and Meridian Avenue for only 125 This park andride service also creates foot traffic for Lincoln Road before and after performances As we continue to
make more and more information available to our stakeholders online we have enhanced features to our online services known as Velocity Hall This year we have provided the ability to our residents and business owners to view Code Compliance case information through our Permit Manager system The Building Department implemented
BuildFax which provides building permit and property information online allowing the general public to access simplified property information ina matter of seconds rather than days Inaddition we continue to work on the implementation of one-stop online lien search whichconsolidates Building Code Finance and Fire lien functions and deployment is expected inearly 2008 The deployment of Wireless Miami
Beach is well underway and should be fully operational in this calendar year We have finalized an agreement with Florida Power and Light FP L to install WiFi nodeson FP L-owned light poles and we Performance Evaluation August 2006-August2007 Page 15 of 21 have obtained a permit from the Florida Department of Transportation FDOT to install WiFi nodes on FDOT-owned polesThe resulting citywide wireless broadband network will support mobile broadband connectivity for Police Officers Firefighters Building Inspectors Parking Officers Public Works employees and other City workers It will allow the public to access high speed Internet at nocost in hot zones throughout the Cityultimately making our City safer our government more efficient and allow our residents and visitors the opportunity to access information anytime anywhere Additional public benefits include the ability to purchase programs and technology for Miami Beach schools and a computer equipment purchase program at discounted prices for Miami Beach residents The Information
Technology IT Steering Committee which was created this last year to develop Citywide IT policies and standards prioritize all proposed new IT initiatives and enhancements and review and make recommendations for budget and spending plans has continued its work recommending funding forprojects such as the Disaster Recovery atthe Network Access Point NAP location the Telephone Switch and Interactive Voice Response System IVR at the NAP the Public Safety Voice Over IP Project VOIP Building Department Electronic Plan Check and Electronic Pre-Employment Background Checkand Identification Machine All ofthese projects will allow us to provide better and faster service In a previous evaluation the Mayor and City Commission asked that Iimprove on the level of communication and management of Commission identified concerns Clear and effective communication with you and the members of the City Commission is vital and a significant feature of the ongoing effectiveness of our government as we work together to address the needs of our stakeholders Effective communication with the Mayor and City Commission is fundamental to our organizations ability to achieve excellence Each time that our City is recognized for program excellence it is a direct reflection on our communication abilities On apersonal level to enhance our communications I have expanded my time commitment to the sharing of information with all ofyou via Letters to Commission one-on-one meetings and workshopsThisyear we held a CIP Workshop to discuss the status of our Capital Improvement Program as well as to receive guidance and insight on your priorities In addition we held a New World Symphony Workshop where we discussed the elements ofthe agreement Moreover Icreated a position in my office dedicated to track and assist in the coordination of communications with the Mayor and CityCommission As you know this position has elevated the level of coordination timeliness and overall accuracy of communications between the Administration and the Office of the Mayor and Commission As a result of establishing this position concerns and issues raised by the Mayor and City Commission are tracked appropriate resources assigned and coordinated and timely responses provided The central focus in my Performance Evaluation August 2006-August2007 Page 16 of 21 office also assures that the Mayor and City Commission each receive and equally benefit from the information developed As part of our efforts in this area bi-weekly meetingswith your Aides are scheduled to discuss any open or pending items as well as to ensure that we close the loop on complaints and Commission requests We have also scheduled several training opportunities for Commission staff toassist them in their assigned duties and to help better integrate the Commission staff in our joint mission to effectively serve the interests of our citizens The following summarizes some ofthe key accomplishments from this past year For ease of review these accomplishments are organized by the Key Intended Outcome Vision Linkage as identified in the City s StrategicPlan Cleaner and
Safer Weekend night-time
police coveragewas significantly expanded by adding 13 officers to a new overlay midnight shift from Thursday through Sunday as well as adding 2 ATV police officers for the beach to cover Thursday though Sunday evenings and nights Responded to 13
532 EMS callstransported over 7 000 patients andgenerated 1 19 million dollarsin Rescue Transport revenue One Emergency Operations
Center EOC activation for Tropical Storm Ernesto in August 2006 Ocean rescue response
capability was expanded by adding 3 lifeguard towers at 5th Street Lincoln Road and 18th Street continuing to provide 100 coverage of our publicly accessible beaches Enhanced litter control
services in the Flamingo Park area Lincoln Road between Washington and Collins Avenue Enhanced litter control along Harding Avenue from 79th Street to Indian Creek including Abbot Byron and Carlyle Expanded sanitation services
on Washington Avenues Lincoln Road and Ocean Drive from 5 to 7 days nights per weekand an entertainment shift from Sam to 11 am Expanded the waterway
cleaning program to include a contracted service provider and much greater coverage Realigned the Parks
maintenance crews to provide more complete litter service in the afternoons and over weekends Expanded litter control
services in alleys citywide and enhanced service levels for City parking lots Penormance Evaluation August 2006-August2007 Page 17 of 21 Roving
litter squads in each of mid-beach andnorth beach Enhanced beach
cleanliness through the addition of new sandsifting equipment and enhanced sanitation services from 14th Street to South Pointe Beautiful and
Vibrant Mature Stable Residential Community Urban and Historic Environment The City
has also begun implementation of its 5-year reforestation planscheduled to replace over 5 000 trees lostdue to storms and hurricanes Reforestation projects completed to date include the following North Shore Open Space Marjory Stoneman Douglas Pinetree Flamingo Washington Fairway Polo Parks Par Three Dade Blvd Alton Road perimeter of the Miami Beach Golf Club Bay Road swale Continue to provide
Code Compliance coverage 24 hours 7 days per week and conducted approximately 35 000 inspections Flyersand letters
were delivered to all businesses as an educational tool to make them aware ofthe City s existing regulationsContinued customer service
initiative within the Code Compliance Division and implemented internal Process Improvement Team to streamline existing processes policies and procedures Implemented Mission Excellence initiatives to incorporate department initiatives and further drill down service delivery goals and expectations Facilitated 129 neighborhood
meetings and responded to neighborhood issues in a timely manner The Outreach Team coordinated 0 90 Homeowner Associations Condo Associations Meetingsand captured 376 service requests o Over 20 Voter s Registration DrivesVote Miami Beach o Condo Workshops including State of Florida Condo Ombudsman 0 3Hurricane Fair and Emergency Preparedness Fair 0 17 clean up events for the Adopt-A-Park program in 2006Therewere 8 292 homeless
contacts made thispast year with 1 838 homeless clients being served855 shelter placements made including comprehensive case management at least 7 days inshelter 113 people transitioned from homelessness to permanent housing and 1054 new homeless assessments completedCensus count for the number
of homeless in the City declining from 314 in November 2000 to a low of173 in January 2007 Performance Evaluation August 2006-August2007 Page 18 of 21 Cultural
Entertainment and Tourism Capital Maintained anongoing strategic marketing plan to brand Miami Beach as a cultural destination promote cultural events and to inform the community of the Cultural Arts Council sprograms through billboards bus wrappers taxi tops radio spots and expanded web-based marketingExpanded arts
education programs for Miami Beach youth with Arts for Learning Miami toinclude 8pre-schools all ofthe Miami Beach feeder pattern public schools and Flamingo Scott Rakow and North Shore Youth Centers Created and produced
free monthly Arts in the Parks performance series at Flamingo North Shore Youth Center and North Shore Open Space Park Arts in the Parks 10 performances served more than 2 000 residents Managedpromoted and
tracked the bookings and programming of the Byron Carlyle and Colony Theaters for a combined total of 376 rental periods a 60 increase over FY 06 07 s 235rentalsand 265 ticketed performances a 67 increase over FY 0607 Partnered withthe
National Arts Program Foundation for the second annual city employee art exhibition awarding 2 400 in cashprizes and 2 520 in artscholarships Continued to provide
staff support and guidance to the Nightlife Industry Taskforce NITE Implemented the City
sMajor EventPlan MEP for 8 major events including Art Basel New Year s Eve Superbowland Memorial Day Weekend International Center for
Innovation in Culture Recreation and Business Increased participation in
our senior scenes club has continued from 75 to 119 in our Teen Club at North Shore Youth Center 98 teens enrolled in the FaIINVinter quarters October 2006 -February 2007 and 93 enrolled in the Spring quarter February 2007 -May 2007 7 movies provided
through May 2007 as part of our free Movie in the Park series Provided 293 scholarships
for intramural athletics gymnastics and summer specialty camps as of August 2007 Performance Evaluation August 2006-August2007 Page 19 of 21 Provided
free-of-charge LearntoSwim programs to 137 three to four year old residents from October 2006 to August 2007 Expanded cultural offerings
free-of-charge to participants inourafter school programs and summer camps including Arts for Learning Arts in the Park and field trips to plays and ballet etc Expanded support of the arts providing 632 448 in grants in FY2006 07 Customer service in theBuilding Department has been enhanced with the addition of 3 customer service positions in addition to 4 positions added to reduce backlogs and wait times Well Improved Infrastructure Over 20 construction projects were
completed in the past year with a construction value of over 65 million including 0 7th 08th Street Right-of--Way ROW Improvements 0 13th StGarage-Emergency slab repairs 0 16th Street Drainage Improvements 0 41st Street Bridges o Beachfront Restrooms - 46th St o Beachfront Restrooms -64th St
o FireStation 4 o
Flamingo Lummus Right-of-Way ROW
Improvements Washington Avenue oMiamiBeach Golf Course -Drainage Well and Signs o Multi-Purpose Municipal Parking Facility -Construction