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Memo 013-2013 Miami Beach Excellence Model FY 12/13 Review ® MIAMI BEACH OFFICE OF THE CITY MANAGER MEMORANDUM '13-2®13— TO: Department Directors - FROM: Jimmy L. Morales, City Manager DATE: April 29, 2013 SUBJECT: Miami Beach Excellence Model F 12/13 Review This year marks our seventh annual rollout of our Excellence Model Work Plan initiative. The primary goal of this initiative is to ensure all team members at every level of our organization are familiar with our City's Strategic Plan priorities, their department work plan objectives and their role in achieving these. Recognizing and understanding that every one of you is doing more with less, efforts have been made to make the deployment of this initiative for FY 12/13 more simplified. STRATEGIC PLAN AND DEPARTMENT WORK PLAN DEPLOYMENT Your continued support is needed to ensure that all team members are familiar with our City priorities. Please re-emphasize, in the manner you deem most appropriate for your team, . our City's Strategic Plan (results document attached and available from ODPI). Each Department should ensure, in an appropriate manner, that all employees are aware of their department work plan, how their Department supports the City's Strategic Plan, and each employees' role in addressing these priorities every day. Each Department's FY 2012/13 Work Plan including performance plan highlights is available on the Department website as well as the City's Excellence Model site: http://web.miamibeachfi.gov/excellence/workplan.aspx. I appreciate your efforts and support with all of our strategic initiatives, which make us the best City and organization to live, work and play. N JLM/KGB/LDR w Attachments . w C: Executive Staff T7-l We are committed to providing excellent public service and safety to all who live, work, and ploy in our vibrant, tropical, historic community. Cleaner KEY CITYWIDE KEY RESULTS INTENDED PERFORMANCE OUTCOMES INDICATORS FY 04/05 FY 05/06 FY06/07 FY 07/08 FY 08/09 FY09/10 FY 10/11 FY 11/12 %rating cleanliness of Residents 63% 61% 71% 69%J streets in business/ commercial areas as Businesses 47% 52% 66% 62%,f excellent or good rating cleanliness of Residents 63% 65% 75% 74%./ streets in neighborhoods as excellent or good %of citywide Percent 65.2% 82.4% 80.3% 81.0% 79.4% 85.5% 87.8%,f cleanliness IMPROVE assessments rating CLEANLINESS clean or very clean OF MIAMI BEACH RIGHTS OF Citywide Public Area Rating 2.27(Q4) 2.10 1.78 1.75 1.75 1.79 1.60 1.59,! WAY Cleanliness Rating ESPECIALLY Index(1=Extremely IN BUSINESS Clean-6=Extremely Dirty) AREAS %rating cleanliness of Residents 49% 54% 61% 57%J city's waterways as excellent or good Businesses 49% 51% 61% 59%,! %of waterway Percent 54.5% 69.4% 69.5% 71.9% 71.6% 83.9% 74.0% assessments rating clean or very clean Public Area Rating 2.92(04) 2.59 2.08 2.09 .2.10 2.11 1.70 1.96J Cleanliness Rating Index for waterways (1=Extremely Clean- 6=Extremely Dirty) %rating the overall Residents 80% 75% 83% 84%,f quality of beaches (cleanliness,water Businesses 74% 77% 85% 86%-,( IMPROVE quality)as excellent or CLEANLINESS good OF CITY BEACHES %of beach City 73.1% 81.4% 86.2% 84.4% 87.3% 90.2% 96.4%,[ assessments rating Responsibility clean or very clean County 71.2% 74.0% 84.5% 85.8% 88.7% 93.2% 94.2%,/ Responsibility Public Area City Cleanliness Index Responsibility 2.41(Q4) 1.85 1.75 1.59 1.62 1.59 1.43 1.36J rating for beaches- (1=Extremely Clean- County 6=Extremely Dirty) Responsibility 2.52(Q4) 1.93 1.91 1.70 1.61 1.63 1.48 1.42-( Nllndicates Improvement(increase from survey base year or continuing positive trend) CMB=City of Miami Beach TBD=Measure under development or data pending Blank=Data was unavailable or survey question was not asked in that year Safer KEY CITYWIDE KEY RESULTS INTENDED PERFORMANCE OUTCOMES INDICATORS FY 04/05 FY 05/06 FY06/07 FY 07/08 FY 08/09 FY 09110 FY 10/11 FY 11/12 %rating overall quality Residents 78% 78% 84% 66% INCREASE of police(PD)as VISIBILITY OF excellent or good Businesses 90% 79% 81% 71% POLICE #of resident and #of contacts 13,373 45,046 53,615 44,335 41,007 40,686 0` business contacts initiated by public safety personnel Unified Crime Report Per 1,000: 109 101 101 108 110 109 119 111 (UCR)Part 1 Crimes Population (Property/Violent MAINTAIN Crimes)reported—per Avg.Daily 58 53 54 59 54 53 57 50./ CRIME RATES 1,000 population -per Population AT OR BELOW 1,000 average daily NATIONAL population TRENDS %rating how safe they Residents 66% 65% 88% 85%�[ feel in business/ commercial areas Businesses 69% 68% 80% 82%.l during the evening/ night as very safe or reasonably safe yfndicates Improvement(increase from survey base year or continuing positive trend) CMB=City of Miami Beach TBD=Measure under development or data pending Blank=Data was unavailable or survey question was not asked in that year 'Neighborhood Courtesy Check card replaced Contacts program,with formal contacts with residents and business owners no longer tracked. Beautiful and Vibrant; Unique Urban and Historic Environment; A Mature Stable Residential Community KEY CITYWIDE KEY RESULTS INTENDED PERFORMANCE OUTCOMES INDICATORS FY 04/05 FY 05/06 FY06/07 FY 07/08 FY 08/09 FY 09/10 FY 10/11 FY 11/12 ENSURE SAFETY Under Development Under TBD AND development APPEARANCE OF BUILDING STRUCTURES AND SITES Average response #of days 79 70 22 48 30 22-,f time for#of elapsed days from 1st inspection to voluntary compliance ENSURE COMPLIANCE %rates of voluntary Percent 90% 91% 24% 20% 30% 47% WITH CODE compliance as a%of WITHIN cases initiated REASONABLE TIME FRAME Average#of days #of days 40 36 from initial complaint to compliance %rating enforcement Residents 71% 61% 64% 61% of codes and ordinances in neighborhoods as acceptable or about the right amount %rating landscape Residents 77% 77% 83% 79% maintenance in rights of way and public Businesses 67% 75% 81% 80%f areas as excellent or good MAINTAIN MIAMI BEACH PUBLIC Public Area Under TBD AREAS&RIGHTS Appearance Rating Development OF WAY CITYWIDE Index %of available public Percent 13% 19% 30% 34% 37% 45%J rights of way that have appropriate urban forest coverage %of buildings 40 Percent 84.2% 88.6% 88.6% PROTECT years or older HISTORIC complying with BUILDING STOCK recertification %rating the amount Residents 66% 66% 77% 78%J the city is doing for historic preservation Businesses 57% 63% 77% 82%,/ as about the right amount MAINTAIN %rating the effort to Residents 41% 35% 48% 55%-y/ STRONG GROWTH regulate development MANAGEMENT in the city as about the Businesses 45% 36% 53% 61%,,! POLICIES right amount KEY CITYWIDE KEY RESULTS INTENDED PERFORMANCE OUTCOMES INDICATORS FY 04/05 FY 05/06 FY06/07 FY 07/08 FY 08/09 FY 09/10 FY 10/11 FY 11/12 rating recreation Residents 78% 79% 85% 85%f programs as excellent orgood Businesses 68% 82%, #of recreational After School 789 882 937 893 1,061 1,154 1,080./ program (Avg.) participants Total Summer Day 1,408 1,373 1,224 1,312 1,408 1,400 1,440./ Camp Total Youth 1,253 1,442 2,087 2,080 1,573 1,810 1,743./ Athletics Total 1,107 1,154 1,193 1,446 990 1,138 1,121 INCREASE Summer SATISFACTION Specialty WITH FAMILY Camps RECREATIONAL ACTIVITIES Total 47 33 35 33 35 38 35f Playtime Total 4,368 4,884 5,476 5,764 5,067 5,540 5,419f Participation Attrition rate for Percentage 1.25% 2.75% 1.25% .50% 1.25% 1.75% recreational Programs %rating the Residents 58% 73% 66%f availability of family friendly Businesses 44% 46% 46% activities as about the right amount #of attendees at Arts #of 2,035 1,370 3,875 4,493 14,920f 17,415./ in the Parks events Participants Sleepless 100,000 130,000 100,000 Night %of residents more Residents 71% 80% 66% than 65 years old rating Miami Beach city government as Good or Excellent in meeting their expectations %of residents more Residents 85% 88% 88%f than 65 years old IMPROVE THE rating the City of LIVES OF Miami Beach as a ELDERLY place to live as RESIDENTS excellent or good #of seniors #of 52 482 467 632 728 970 1050 1212 participants participants in In City's program Senior Scenes Club Total City dollars $Amount $9.22 $9.41 $8.80 $9.16 $8.79 $10.73' TBD expended per elderly resident in the City (CDBG,Recreation $'s,etc.) KEY CITYWIDE KEY RESULTS INTENDED PERFORMANCE OUTCOMES INDICATORS FY 04/05 FY 05/06 FY06/07 FY 07/08 FY 08/09 FY 09/10 FY 10/11 FY 11/12 %of households with Married,with 62% 67% 69%,f children rating Miami children Beach city government as Good or Excellent Divorced/ in supporting meeting Separated, 66% 62% 69%�( their expectations with children %of households with Married,with 80% 87% 88% children rating the City Children of Miami Beach as a place to live as Divorced/ 79% 86% 88% excellent or good Separated with children #of youth participants #of 9,709 6,911 14,378 15,592 18,640 20,557,f in City's programs, participants ENHANCE including International LEARNING Baccalaureate OPPORTUNITIES FOR YOUTH Total City dollars $Amount(in $8.3 $8.2 $8.8 $8.1 $8.0 $7.8 appropriated/allocated millions) for youth resident in the City(compact$s, grant funds,recreation$s, etc.) %of children in City Reading 59% 67% 60% 65% 65% 65% 62% 68%.j schools with measurable Mathematics 70% 72% 67% 65% 73% 67% 71% 67% improvement from the prior year %rating City's ability Residents 31% 32% 44% 42%,f to address homelessness as Businesses 25% 28% 32% 31%-,f excellent or good REDUCE THE NUMBER OF HOMELESS #of homeless in Census 239 218 173 98 141 149 177 173 Miami Beach Count INCREASE %rating availability of Residents ACCESS TO workforce housing as 38% WORKFORCE OR acceptable/the right AFFORDABLE amount HOUSING #of CMB affordable Units 4,699 4,607 4,605 4,633 4,743 4,796 rental units PROMOTE AND Under Development Under TBD CELEBRATE OUR Development CITY'S DIVERSITY .1Indicates CMB=City of Miami Beach TBD=Measure under development or data pending Blank=Data was unavailable or survey question was not asked in that year 'Direct care coordination service expenditures for seniors for the first time Well-Improved Infrastructure KEY INTENDED CITYWIDE KEY RESULTS OUTCOMES PERFORMANCE INDICATORS FY 04/05 FY 05/06 FY06/07 FY 07/08 FY 08/09 FY09/10 FY 10/11 FY 11/12 %rating traffic flow on Residents 36% 24% 31% 23% MB as excellent or good Businesses 25% 28% 43% 34% %of CMB major Percentage 17 22 22 22 22 22 22 TBD intersections meeting minimum Level of Service D adopted in the City's Comprehensive Development Master ENHANCE MOBILITY Plan THROLIGHOLITTHE CITY Total bike lanes and Miles 1 3 5 6 6 9 10 20,/ pedestrian trail miles citywide %rating the availability Residents 35% 32% 45%-,/ of bicycle paths/lanes throughout the City as about the right amount South beach bus Ridership 1.67 2.49 2.38 1.63 1.56 1.58 1.49 circulator(the Local) (In Millions) ridership %of residents rating Residents 21% 19% 21% 27%-,( the availability of parking throughout the city as about the right amount IMPROVE PARKING AVAILABILITY %of businesses rating Business 18% 28% 28% 40%,/ the availability of parking for customers and employees as excellent or good #of parking spaces Garages 3,949 3,949 3,949 3,949 3,949 5,099 5,649 6,089.,f Attended 1,306 1,306 1,306 1,081 981 886 886 886 Lots Metered 4,455 4,455 4,456 4,508 4,559 4,536 4,536 4,536 Lots On Street 3,888 3,888 3,888 3,888 3,888 3,888 3,888 3,888 Spaces (Est.) KEY INTENDED CITYWIDE KEY RESULTS OUTCOMES PERFORMANCE INDICATORS FY 04/05 FY 05/06 FY06/07 FY 07/08 FY 08/09 FY09/10 FY 10/11 FY 11/12 rating of recently Residents 83% 84%, 81% completed capital improvement projects Businesses 79% 86% on MB as excellent or good %of projects with Percent 75% 100% 94% 100% 88% 84% TBD ENSURE VALUE AND substantially TIMELY DELIVERY completed construction OF QUALITY and in beneficial use CAPITAL PROJECTS within 120 days of construction schedule %of change orders as Percent 6.0% 3.2% 4.8% 8.1% 9.7% a%of contracted amount(2003-2008: Total change order value as percent of original contracted construction amount) %rating the Residents 80% 81% 87% 87%./ appearance and maintenance of the Businesses 73% 77% 85% 83%,/ City's public buildings as Excellent or Good City Hall .14 .13 .32 .25 ENSURE WELL- MAINTAINED Historic City .60 .10 .01 .04.f FACILITIES Hall 777 17 .10 .25 .22 .29 Street Bass .08 .08 .18 .15 Museum Acorn .13 .13 .31 .44 Theater Facility Condition Police .12 .10 .17 .21 Index for City of Miami Station Beach Facilities(cost of deferred 21st .04 .03 .11 .17 maintenance as a Comm.Ctr percent of the value of the facility) 21st .09 .09 .15 .52 Bandshell .13 .13 .16 .08./ MB Ballet Carl Fisher .08 .09 .32 .36 Club House MB Golf .05 .01 .02 .04 Club House .46 .37 .44 .06.r South Shore Comm Ctr. .07 .12 .14 .18 North Shore Youth Ctr. KEY INTENDED CITYWIDE KEY RESULTS OUTCOMES PERFORMANCE INDICATORS FY 04/05 FY 05/06 FY06/07 FY 07/08 FY 08/09 FY09/10 FY 10/11 FY 11/12 %of Facility Cost Percent 35% 59% 72% 60% 60% 38% 62% Index ratings scoring below 0.15(good or ENSURE WELL- better) MAINTAINED FACILITIES CONTINUED %rating as excellent Residents 47% 48% 55% 44% or good:Condition of roads(smoothness, Businesses 36% 37% 48% 40% street repair,etc.) %of roadway lane Percent 63% 45% 48% 49% 52% 49% 50% miles assessed in good condition %rating the conditions Residents 53% 49% 64% 58% of sidewalks(few or no cracks)as excellent or Businesses 48% 54% 66% 64%,f good #of sidewalk #of 79 50 47-,/ MAINTAIN CITY'S complaints complaints INFRASTRUCTURE %of utility pipe miles Percent 60% 55% 70% 60% 60% 60% TBD assessed in good condition %of CMB street and Percent 75% 85% 87% 87% 75% 86% landscape lighting assessed in good condition %of City-owned Percent 73.4% 76.7% 77.0% 83.0% 100% 100%'r bridges assessed in good condition (Calendar Year) IMPROVE STORM %rating as excellent Residents 45% 42% 44% 37% DRAINAGE CITYWIDE or good:storm drainage Businesses 38% 37°% 45% 37% PRESERVE OUR #of beach hotspots #of 1.0 BEACHES that are unusable due unusable to erosion hotspots Culture, Entertainment Tourism Capital and International Center for Innovation and Business KEY CITYWIDE KEY RESULTS INTENDED PERFORMANCE OUTCOMES INDICATORS FY 04/05 FY 05/06 FY06/07 FY 07/08 FY 08/09 FY 09/10 FY 10/11 FY 11/12 #of attendees at City Colony 23,842 26,492 34,911 29,774 29,673,! 33,964 Theaters Byron 26,942 10,399 2,406 5,485 5,539 5,391 Fillmore 96,087 82,703 72,642 94,279 115,658 155,073) Tourism Indicators #of 5.3 5.1 4.9 4.9 5.4 5.6 5.5 5.8 (Calendar Year) Overnight MAXIMIZE MIAMI BEACH AS A Mill)stayed DESTINATION Mill)stayed in MB Hotel BRAND Average $195 $164 $182 $201 $167 $198 $211 $227 Room Rate Average 72% 71% 74% 72% 65% 68% 75% 76% Occupancy %occupancy at the Occupancy 58% 61% 70% 63% 61% 61% 54% 61% IMPROVE Miami CONVENTION Beach Convention CENTER Center FACILITY %of businesses that Best,Above rate the City of Miami Average, 75% 83% 87% 87%-,/ Beach as one of the Average best,above average, or average places to DIVERSIFY run a business BUSINESS BASE IN MIAMI BEACH %of businesses that would recommend Would Miami Beach to others recommend 62% 67% 70%.,/ as a place to run a business #of business assistant #of 117 162 182 181 101 contacts Contacts %rating experience Residents 42% 47% with Building Department as Businesses 46% 57% 47% IMPROVE excellent or good BUILDING DEVELOPMENT Rejection rates for Percentage 25.1% 24.0% 18.9% 20.1% 18.8% RELATED inspections and plans Inspections PROCESSES Plans 19.8%' 28.6%" 30.0% Turnaround time for #of Days 23.1 16.1 19.2 18.2 15.8/ plans review Maximizing Value to Our Community for the Tax Dollars Paid KEY CITYWIDE KEY RESULTS INTENDED PERFORMANCE OUTCOMES INDICATORS FY 04/05 FY 05/06 FY06/07 FY 07/08 FY 08/09 FY 09/10 FY 10/11 FY 11/12 MAXIMIZE %rating the Overall Residents 50% 46% 65% 56% EFFICIENT Value of City services DELIVERY OF for tax dollars paid as Businesses 41% 55% 55% 52% SERVICES Good or Excellent CONTROL Average salary and $Amount 62,460 64,459 TBD COSTS OF fringe paid per City Salary PAYROLL employee INCLUDING 33,696 36,842 TBD SALARY AND Fringe FRINGES/ MINIMIZE Operating Millage Rate Millage 7.425 7.481 7.374 5.6555 5.6555 5.6555 6.2155 6.1655,( TAXES/ Rate ENSURE EXPENDITURE TRENDS ARE SUSTAINABLE OVER THE LONGTERM %rating the City of Residents 84% 83% 87% 89%J Miami Beach as a place to live as excellent or good %rating Miami Beach Residents 66% 61% 75% 67% city government as Good or Excellent in Businesses 42% 58% 68% 61% meeting their expectations INCREASE COMMUNITY SATISFACTION %that agree or strongly Residents 56% 63% 70% 70%,/ WITH CITY agree that it was easy GOVERNMENT to get to someone who Businesses 57% 61% 68% 61% could help them during their most recent contact with the city(by source of info and reason for contact) that agree or strongly Residents 65% 65% 78% 75%,/ agree that employees that assisted during Businesses 67% 69% 75% 74%,f their most recent contact with the city had the proper training and knowledge(by source of info and reason for contact) Average overall rating for city service shopper program(1-Not Rating 3.39 3.78 4.16 3.69 4.10 3.93 Satisfied to 5-Extremely 4.08,/ Satisfied) KEY CITYWIDE KEY RESULTS INTENDED PERFORMANCE OUTCOMES INDICATORS FY 04/05 FY 05/06 FY06/07 FY 07/08 FY 08/09 FY 09/10 FY 10/11 FY 11/12 Average#of days to Number of days issue a business tax 10 10 9 receipt %rating overall quality of fire,EMR,ocean Fire INCREASE rescue(OR)and Residents 96% 96% 97% 91% COMMUNITY emergency/hurricane SATISFACTION preparedness as Businesses 85% 96% 95% 93% WITH CITY excellent or good GOVERNMENT EMR (CONTINUES) Residents 90% 91%, 96% 89% Businesses 81% 93% 93% 93%,/ Ocean Rescue Residents 95% 92% 95% 86% Businesses 74% 93% 95% 88% Emergency 91% 84% 92% 83% Prepared Residents Businesses 89% 81% 91% 86% %of Key Performance Indicators improved in Percent 11% 35% 39% 58% 65% 54% TBD the last fiscal year ,[Indicates Improvement CMB=City of Miami Beach TBD=Measure under development or data pending Blank=Data was unavailable or survey question was not asked in that year "Rating as fourth quarter FY2009/10 Supporting Outcomes to Sustainability of Vision KEY CITYWIDE KEY RESULTS INTENDED PERFORMANCE OUTCOMES INDICATORS FY 04/05 FY 05/06 FY06/07 FY 07/08 FY 08/09 FY 09/10 FY 10/11 FY 11/12 participation in recycling programs Residential TBD Commercial ENHANCE THE ENVIRON- Tons of residential MENTAL waste recycled #of tons 349 536 2,016 2,085 2,111,/ SUSTAINABILITY OF THE COMMUNITY %of City facility energy Percent use supplied by 0% 0% 0% renewable sources #of private buildings with Silver LEED Number of certification Buildings 0 0 0 0 0 0 1 2✓ %that feel the amount Residents 60% 62% 79% 87%�/ of information they get is the right amount Businesses 50% 55% 66% 88%./ ENHANCE EXTERNAL AND INTERNAL COMMUNICA- TIONS FROM AND %that strongly agree or Residents 66% 62% 69% 67% WITHIN THE CITY agree that the City of Miami Beach Businesses 49% 58% 61% 59% government is open and interested in hearing their concerns %of transactions Under TBD available on-line Development EXPAND E-GOVERNMENT #of types of #of Types 47 52 58 62 66 79 82 82-/ transactions available on line Business Case $Amount $50,000 $85,000 $6,200 0 $181,000 TBD estimates of$'s to be saved or additional$'s IMPROVE to be generated PROCESS through information THROUGH technology investments INFORMATION TECHNOLOGY $Information $Amount(in 0.587 0.695 1.043 0.298 0.552 0.199 TBD Technology millions) investments to increase revenue, improve efficiency or improve customer service KEY CITYWIDE KEY RESULTS INTENDED PERFORMANCE OUTCOMES INDICATORS FY 04/05 FY 05/06 FY06/07 FY 07/08 FY 08/09 FY 09/10 FY 10/11 FY 11/12 Overall city bond rating Moody's: Al Aa3 Aa3 Aa3 Aa3 Aa2 Aa2 Aa2,/ IMPROVE THE S&P: AA- AA- AA- AA- AA- AA- AA- AA- CITY'S OVERALL FINANCIAL HEALTH AND MAINTAIN $'s in City General 11%Emergency $18.6m $22.5m $24.1m $25.5m $26.0m $25.Om $26.2m $27.Om OVERALL BOND Fund reserve accounts Revenue RATING 6%Contingency $14.1m $12.3m $12.6m $13.8m $13.6m $14.3m $14.7m Reserve PROMOTE Under Development TBD TRANSPARENCY OF CITY OPERATIONS STRENGTHEN Under Development TBD INTERNAL CONTROLS of employees Percent 83.8% agreeing or strongly agreeing that they would recommend the City as a place to work ATTRACT AND %of employees Percent 93% MAINTAIN A agreeing or strongly WORKFORCE OF agreeing that they are EXCELLENCE proud to be a City employee Employee turnover rate Percent 1.3% .6% 1.3% .8% .6% 1.0% 12.6% Employee vacancy rate Under TBD Development F:\OBPI\$ORG DEV&PERF IMP\Organizational Development\Organizational Development\Strategic Plan 2012