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LTC 092-2007 Commission Retreat on April 27-28,2007m MIAMIBEACH OFFICE OF THE CITY MANAGER NO. LTC # 092-2007 R'~ ~'.~ 1~ ICJ 2aa~ APR ~ ~ ~~ ~~' ~ 3 LETTER TC~t~1~IS~S~~N~ TO: Mayor David Dermer and Members of the City Commission FROM: Jorge M. Gonzalez, City Manager . ,/ DATE: April 16, 2007 SUBJECT: Commission Retreat on April 27-28, 2007 The City Commission Retreat is confirmed for Friday, April 27 and Saturday, April 28, 2007 beginning at 10:00 a.m. each day. The retreat will take place at the South Beach Marriott located at 161 Ocean Drive in the Ocean View Boardroom. A packet of information to help you prepare for the retreat, including the proposed agenda, executive summaries of the 2007 community surveys and the City's updated environmental scan will be provided to you early next week. In the meantime, the after action for the 2006, 2005 and 2004 retreats is attached for your review. Dr. Rick Jensen, who has facilitated our previous retreats, will again facilitate our time together this year. Dr. Jensen's bio is also attached. If you have any questions prior to receiving your packet next week, please feel free to contact me. C: Jose Smith, City Attorney JMG/ri F:\cmgr\$ALL\LTC-07\Commission Retreat 1.doc Afteraction April 28, 2006 City of Miami Beach ~ MIAMI BEACH City of Miami Beach -City Commission Retreat Eden Roc Hotel 4525 Collins Avenue, Executive Boardroom Friday, April 28, 2006 Mayor David Dermer Vice-Mayor Saul Gross Commissioner Matti Herrera Bower Commissioner Simon Cruz Commissioner Luis R. Garcia, Jr. Commissioner Jerry Libbin Commissioner Richard L. Steinberg Present Present Present Present In at 1:10 p.m. -out at 2:00 p.m. Present Present City Manager Jorge M. Gonzalez Present City Clerk Robert E. Parcher Present City Attorney Jose Smith Present Day 1 of the two-day City Commission Retreat. Ms. Kathie Brooks, Director of the Office of Budget and Performance Improvements, was present. Dr. Rick Jensen, Ph. D. and founder of the Performance Enhancement Center facilitated the meeting. Mirene Charles, representing Mt. Sinai Medical Center, was present. The meeting started at approximately 10:25 a.m. Dr. Jensen gave an overview of the actions taken since the 2005 Commission Retreat: • Implementing the Excellence Model: Progress Since Last Retreat - Strategic Plan and Key Intended Outcomes - Updated Environmental Scan and Benchmark Report - Survey Results - Focus Group Results Dr. Jensen gave an overview of the agenda for the 2006 Retreat • Making Choices: Initiatives for FY 2006/07 • Economic Forecasts and Financial Trends • Working As a Team • Discussion of City Policy Items Dr. Jensen also reviewed the levels of leading: City Commission Establishes policy and strategic priorities for the city to follow in pursuit of its mission Executive Team Responsible for organization-wide systems and for management team Executive Staff, Responsible for departmental. operating Department Directors, systems and for supervisory teams Management Team Members Supervisory Team Responsible for work processes that service internal and external customers and for front-line staff Prepared by the City Clerk's Office Page No. 1 M:\$CMB\CITYCLERWFTERACT\2006\Afteractions1042806 Commission Retreat\aa062804 Commission Retreat.doc Afteraction April 28, 2006 City of Miami Beach Dr. Jensen reviewed the How does the commission make decisions? How should the commission receive and use essential data and information to make effective decisions? And how should budgetary allocations be made so that they align with city-wide priorities? • Greenspace Management • Maintenance • Planning and Growth Management • CIP • Clean and Safe • Traffic • Executed Bureau Contract • Greater Communications through LTC's g ., • More Effecti~te~Meetin s}artd,~l~rocess®s~.-~-- -~ • Formalized City's "Excellence Model" • Updated City's Environmental Scan • Completed Community Surveys Prepared by the City Clerk's Office Page No. 2 M:1$CMBICITYCLERWFTERACT\20061Afteractions1042806 Commission Retreat\aa062804 Commission Retreat.doc The Priorities from FY 2004/05 Retreat which are listed below were reviewed. ,. Afteraction April 28, 2006 City of Miami Beach Highlights of FY 2005/06 Initiatives which are listed below, were reviewed. • Police neighborhoods contacts program • Evaluate lighting in business areas • Enhance Sanitation Service Levels including waterways • Develop Public Area Cleanliness Index • Restoration and replacement of City landscaping • Increased recreation programming and scholarships • Free Access to Youth Centers • Explore workforce housing incentives • Coastal communities master plan • Infrastructure Repair and Maintenance (Paving, Sidewalks, Storm Drainage) • Bike Path and Pedestrian Programs • Enhanced communications • Service Shopper Program • Homeowners Dividend Fund • Focus Groups • Structural Changes The City's Mission Statement "We are committed to providing excellent public service and safety to all who live, work and play in our vibrant, tropical historic community." Jorge Gonzalez, City Manager, stated that the Administration has focused on acquiring benchmark information which is an excellent resource for basing decisions. He stated that if additional information is needed to let him know. Commissioner Libbin stated. that he felt that the participation from the businesses in the latest focus group was too small and needs to be expanded. Kathie Brooks to handle. Jorge Gonzalez, City Manager, reviewed the Environmental Scan information for 2000-2006, dated April 28, 2006. Kathie Brooks, Budget and Performance Improvement Director, gave a PowerPoint presentation and also reviewed the City of Miami Beach Excellence Model (see below). Mi~s1Qn, Vlslon an~e~Year Plan. Customer Citywide Strategic Planning Input - Environm Scan _ _- - ~. _ - f Proposed Annual Budget and Work Ptan Feedback FINAL ANNUAL BU110ET Perfdlrmance Monitoring pepartments and Other Anriuai ~lvark and Indiyidu~t~~ei,~rmance_ Prepared by the City Clerk's. Office Page No. 3 M:\~CMB\CiTYCLERWFTERACT12006Wfteractions\042806 Commission Retreat\aa062804 Commission Retreat.doc Afteraction April 28, 2006 City of Miami Beach There was discussion regarding this year's public area cleanliness index and the cleanliness assessment. Kathie Brooks, Budget and .Performance Improvement Director, gave an overview of how employees are trained to observe cleanliness, given valid objective measures, and to report back including photographs. It was recommended that the assessment team include members of the public. Kathie Brooks to handle. Jorge Gonzalez, City Manager, stated that the 3`d shift, 3:00 a.m. to 11:00 a.m., has not been implemented yet. He added that the assessment shows that the streets are looking clean; alley cleaning needs to be improve. There needs to be better lighting in the alleys and there needs to be more garbage cans. There was discussion regarding flyers which are littering City streets. primarily in the South Beach area. He added that although cleaning will help, there needs to be legislation to handle the flyers problem. Fred Beckmann to handle. Kathie Brooks, Budget and Performance Improvement Director, reviewed the Environmental Scan materials. Mayor Dermer asked what the advantages or disadvantages would be if the City's population were over 100,000. Kevin Crowder to research. Page 5 of the Environmental Scan .indicates that in 2002, in the 1000+ column, it lists two businesses. The question was asked, which two businesses? Kevin Crowder to research. Commissioner Steinberg asked if additional data could be added which shows the size of business by number of employees. Kevin Crowder to handle. Vice-Mayor Gross asked about the Police Homeless Outreach Team (HOT). He was told that HOT was cut from the Police budget. Kathie Brooks to research. Commissioner Libbin asked that the Police Department understand their role regarding the homeless. Chief De Lucca to handle. There was discussion regarding the City's website and implementing systems which will place Code Compliance and Fire violations, as well as other City functions on the Internet. Commissioner Bower stated that violations should be accessible either by individual apartment or unit number and that there should be a prompt of some sort if there are common area violations. Building, Fire Code Compliance, and Information Technology to handle. There was discussion regarding condominium sales. The question was asked if there is a way to distinguish between new condominium sales and re-sales. In addition, is there a way to find out if people are selling and moving out or selling and moving to another Miami Beach residence and the proportion of condominiums that are primary residents versus secondary homes? Kevin Crowder to handle. Vice-Mayor Gross questioned the statistic that 69% of Building walk-thru's are less than 20 minutes. Kathie Brooks to handle. Commissioner Libbin requested a legal opinion on the $200 homeowners dividend fund. Legal Department to handle. Commissioner Bower asked about putting some cultural activities into the parks programs. Commissioner Libbin stated that some children remain in after-school programs and some cultural activities should be directed to these children. Commissioner Cruz stated that the Parks and Recreation have great programs and is concerned that they Prepared by the City Clerk's Office .Page No. 4 M:\$CMB\CITYCLERWFTERACT\2006\Afteractions\042806 Commission Retreat\aa062804 Commission Retreat.doc Afteraction April 28, 2006 City of Miami Beach may be overwhelmed. There was discussion regarding special events held in Miami Beach. Some events are extremely difficult for Miami Beach residents to get into.. Commissioner Steinberg asked if residents could be given the opportunity to purchase tickets to special events perhaps a week earlier. It was also discussed that perhaps there could be a resident's day. The Administration was given direction to require special event applicants to demonstrate a public benefit for Miami Beach residents and the flexibility to come up with alternatives. Max Sklar to handle. Each of the elected officials gave their priority inventory. Mayor Dermer: Police/Fire, sanitation, and traffic Vice-Mayor Gross: Historic preservation, growth management, and CIP projects Commissioner Bower: Affordable housing/workforce housing, parks and recreation (arts & culture), and historic district/preservation Commissioner Cruz: Traffic, sanitation, and police Commissioner Garcia: Growth management, education, and affordable housing/workforce housing Commissioner Libbin: Affordable housing/workforce housing, beach patrol stands, and cultural arts (marketing and use of cultural arts programs for kids) Commissioner Steinberg: Traffic, .sanitation, and parking Mayor Dermer stated that he would like to increase the homeowner dividend amount for next year. There was consensus to increase the homeowner dividend amount if all other priorities are addressed. Commissioner Libbin requested a legal opinion on the homeowners dividend fund. Legal Department to handle. The Administration was requested to make a list of all the things the City does for the school system. Leslie Rosenfeld to handle. Commissioner Libbin stated that he wants to get more kids from the schools to the parks and/or bring more cultural activities to the schools. Commissioner Steinberg requested that a plan of what programs the City wants in the school system. Administration was directed to establish a compact with the County 1) Define the base programs. 2) Establish what new programs are wanted including an enhanced curriculum for City of Miami Beach Schools (eg. International Baccalaureate, Scholars, Pre Law, Mast Academy type programs). 3) Present the data to the Committee for Quality Education in Miami Beach. 4) The Committee forQuality Education in Miami Beach to lobby the County for the programs. Jorge Gonzalez, City Manager, gave and overview of the General Fund revenues and expenses. There was a brief discussion regarding Commissioner Garcia running for state representative and how to handle filling his vacancy. The general consensus was to hold an election rather than appoint. Jorge Gonzalez, City Manager, stated that in the new budget the Commission will need to fund initiatives previously endorsed by the Commission such as pension restructuring, enhancements to CIP, and recreation and landscaping. Additional new initiatives include allocating more money for police (traffic enforcement and the recommendation from the Police staffing study), alleyway improvements, sanitation, perhaps more forthe Building Department, and Code Compliance. Kathie Brooks to handle. Prepared by the City Clerk's Office Page No. 5 M:1$CMB\CITYCLERWFTERACT\2006Wfteractions\042806 Commission Retreat\aa062804 Commission Retreat.doc Afteraction April 28, 2006 City of Miami Beach The Commission agreed to add all three (3) lifeguard stands. Kathie Brooks to handle. Vice-Mayor Gross asked the City Manager to check into the Police Homeless Outreach Teams (HOT). Chief De Lucca to handle. He also requested an inventory of hurricane damage to trees and landscaping. In addition he asked that sufficient funding be provided to replace damaged or destroyed trees and landscaping. Kevin Smith to handle. Jorge Gonzalez, City Manager, spoke about GASB 45, post employment benefits and having to reflect its future liability. Kathie Brooks, Patricia Walker, and Ramiro Inguanzo to handle. He also stated that a 6% year 1, 5% year 2, and 4% year 3 increases are being negotiated with the FOP. In addition, the same retirement health plan is being offered which was recently approved for the unclassified and CWA employees. The Commission unanimously agreed. Commissioner Garcia was not in attendance. Commissioner Libbin stated that the City needs to start putting away money for future health care. costs. Kathie Brooks to handle. Mt. Sinai Hospital There was discussion regarding Mt. Sinai Hospital. Jorge Gonzalez, City Manager, stated that the Health Facilities Authority has not determined how to distribute the funds. There is approximately $1.3 million. He recommended holding back $300,000 for any legal expenses, audits expenses,- etc. Commissioner Bower suggested waiving the annual fee of $120,000, if the physical fees are waived. Commissioner Libbin suggested a distribution of $900,000 to Mt. Sinai, $200,000 to Stanley Meyer, and reduce the annual fee from $120,000 to $20,000. Jose Smith, City Attorney, stated that the Mount Sinai items should go to the Health Facilities Authority, followed by a referral to the Finance and Citywide Projects Committee. The Commission was in agreement. In addition, the Commission requested a detail breakdown of how any money allocated will be spent. Jorge Gonzalez, City Manager, reminded the Commission that Mt. Sinai is to come back with recommendation on what the City can do to assist them. There are items the Mt. Sinai can do for the City such as physicals, bike paths, etc. He also stated that if the money is allocated to Mt. Sinai, the City's desire is to ensure that first response emergency rooms will be available. He also suggested that the City Commission give direction to the Health Facilities Authority to consider using any funds for first response emergency rooms. The Commission agreed that the item should first be sent to the Health Facilities Authority, HFA, for consideration and recommendation, with the proviso that the HFA should consider: 1) The process for allocating funds;- 2j~that the funds should be spent on projects that ensure that first response emergency rooms will be available; and 3) That $200,000 to $300,000 should be retained in the fund pursuant to the City's bond counsel recommendation. The meeting adjourned at approximately 4:47 p.m. Handout or Reference Material -See the Afteraction for April 29. End of Report Prepared by the City Clerk's Office Page No. 6 M:\$CMB\CITYCLER\AFTERACT\2006Wfteractions1042806 Commission Retreat\aa062804 Commission Retreat.doc Afteraction April 29, 2006 City of Miami Beach m MIAMI BEACH City of Miami Beach -City Commission Retreat Eden Roc Hotel 4525 Collins Avenue, Executive Boardroom Saturday, April 29, 2006 Mayor David Dermer Present Vice-Mayor Saul Gross Present Commissioner Matti Herrera Bower Present Commissioner Simon Cruz Present Commissioner Luis R. Garcia, Jr. Absent Commissioner Jeny Libbin Present Commissioner Richard L. Steinberg Present City Manager Jorge M. Gonzalez Present City Clerk Robert E. Percher Present City Attomey Jose Smith Present Day 2 of the two-day City Commission Retreat. Ms. Kathie Brooks, Director of the Office of Budget and Performance Improvements, was present. Dr. Rick Jensen, Ph. D. and founder of the Performance Enhancement Center facilitated the meeting. Ms. Mirene Charles, representing Mt. Sinai Medical Center, was present. Mr. Kevin Crowder, Director of Economic Development, was present for the Workforce/Affordable housing discussion. The meeting started at approximately 10:22 a.m. Dr. Jensen, meeting facilitator, reviewed the Agenda for today. Jorge Gonzalez, City Manager, stated that regarding the Cirque Du Soleil discussion, State law provides for an exception to the public records/Sunshine Law which allows confidentiality for discussions/negotiations with a private entity (economic development/joint venture projects) and is designed to protect the private entity's trade secrets. He also stated that regarding the Mt. Sinai item which was discussed at Friday's retreat, the item was referred to the Health Facilities Authority (HFA) and will be pulled from the Finance and Citywide Projects committee agenda. He asked that the public be informed. Dr. Jensen facilitated a team effectiveness training exercise with the City Commission, City Manager, and City Attomey. Workforce/Affordable Housing A discussion was held regarding workforce housing/affordable housing. Kevin Crowder, Director of Economic Development, reviewed some of the statistical data. There was arequest toinclude asub-total on the chart titled -City of Miami Beach Affordable Rental Housing - page 28 of the Environmental Scan. Kathie Brooks to handle. There was discussion regarding using housing vouchers for both on and off the Beach housing. The Administration was asked to acquire some data on the current distribution. Kathie Brooks to handle. Prepared by the City Clerk's Office Page No. 1 M:\$CMB\CITYCLERWFTERACT\2006\Afteractions\042906 Commission Retreat\aa062904 Commission Retreat.doc Afteraction April 29, 2006 City of Miami Beach The question was raised regarding what is the proper portion of affordable housing in Miami Beach. It was suggested that 5% was a reasonable number. There was a request to get benchmark data on what percentage of household should be targeted. Kathie Brooks to handle. The City Commission agreed to use the pending State Legislation to define "targeted housing" at 140% of median income stratified by household size. They also thought that this should be used in combination with existing targeted housing based on 120% of median income and the elderly. There was discussion regarding the lack of land, growth management issues such as density & traffic, and that the market is the driving force for property values. Jorge Gonzalez, City Manager, talked about the need for a new reliable transportation system to get workers in and out of the City. Jorge Gonzalez, City Manager, stated that based on the discussions it has been determined that targeted housing based on 120% and 140% of median income is very difficult to achieve, and that the primary strategy needs to be to continue working with Miami Beach Community Development Corporation, MBCDC, and to concentrate on retaining the current stock of rental housing especially for the elderly. Hilda Fernandez to handle. The Administration was asked to benchmark other communities to determine the percent of targeted housing in their communities based on 120% and 140% of median income. Kevin Crowder to handle. The City Commission agreed that Miami Beach should strive to maintain socioeconomic diversity while understanding the challenges. There was consensus that the City's growth management initiative should not be sacrificed for affordable housing. Cirque Du Soleil discussion Discussion held on the project. Dr. Jensen, Kevin Crowder and Ms. Charles (Mt. Sinai), were required to leave the room (see exemption noted at the beginning of the meeting). Jorge Gonzalez, City Manager, presented to the City Commission the deal as presently proposed. Commissioner Libbin requested a budget, or master. plan, for the City Center RDA. He specifically wants to know how the money is programmed. Kathie Brooks to handle. The Commission asked for the proposed project time line. Jorge Gonzalez, City Manager, recommended that there be public hearings and public meetings. The item also needs to be referred to the Finance and Citywide Projects Committee sometime in June for a Commission vote on the first reading of the Development Agreement in July and a second reading in September. Hilda Fernandez and Tim Hemstreet to handle. Vice-Mayor Gross stated that he feels the dollar investment by the City is too much. Mayor Dermer, and Commissioners Bower, Cruz, and Steinberg stated that they feel this City is getting a good deal, which could be better, pending further negotiations by the City Manager. Vice-Mayor Gross also felt the financial aspects of the deal were sound; however, his concern is initial dollar investment. Jorge Gonzalez, City Manager, stated that the Administration negotiated with Cirque Du Soleil and the County. He added that negotiations have been done in good faith; however, there are several items which will require more negotiations. He added that at this point he is uncomfortable using the RFQ or RFLI process for the Prepared by the City Clerk's Office Page No. 2 M:\$CMB\CITYCLER\AFTERACT12006\Afteractions\042906 Commission Retreat\aa062904 Commission Retreat.doc Afteraction April 29, 2006 City of Miami Beach Gleason and explained that the community needs to be involved in the process. There is value to the City; the residual value in the Jackie Gleason Theater, the deal will bean economic engine for the area, and there are tax considerations. Commissioner Libbin stated that the agreement needs to be fine tuned and requires public input. It was agreed that the other City venues should have other events that serve a public purpose or a benefit to the residents. The public should have input into what they would like to see and how the other venues should be programmed. It was determined that an information program should be produced which would inform the public of the public benefit and purpose received by having Cirque Du Soleil in the Gleason. The public meeting should be held in the Gleason, video taped and aired on Channel 77 along with advertising the dates of additional meetings for public input. The item was referred to Finance and Citywide Projects Committee. Hilda Fernandez to handle. Patricia Walker to place on the committee agenda. Mayor Dermer stated that the City cannot be responsible for any cost overruns in the renovation of the Gleason. Jorge Gonzalez, City Manager, stated that the City will make sure that it is not responsible for any cost overruns. The final agreement needs to be finalized and a schedule of events developed. New item Jorge Gonzalez, City Manager, stated that the Administration has met with AEG's local representative regarding negotiating a contract to manage and book the Gleason Theater. At this time the Administration recommends not to do anything until the Cirque Du Soleil deal is either approved or rejected. In addition, he recommended not to negotiate with AEG because SMG, via an RFP, is already performing the management and booking function. New item: There was a brief discussion regarding the Prevention Education and Treatment Center (PET) and a possible land swap between this property (located at 6`h Street and Collins) and the Miami Beach Community Health Center (710 - 720 Alton Road). New item: There was also a brief discussion regarding acquiring an operator for the Bass Museum. New item Commissioner Libbin presented why Miami Beach should consider creating a Sister City relationship with China. He requested that the City Commission give him authorization to reach out to China and bring a delegation for a short stay on Miami Beach at no cost to the City. The Commission agreed to have Commissioner Libbin work on this. New item Commissioner Steinberg stated that the Sister Cities do not have a policy regarding the Sister Cities Program. He stated that there should be a cap on the number of Sister Cities. Commissioner Bower requested that the Sister Cities Committee develop a policy and referred the issue to the Neighbofioods/Community Affairs Committees. Mayor's Office to handle. Convention Center Prepared by the City Clerk's Office Page No. 3 M:\$CMB\CITYCLERWFTERACT\2006Wfteractions\042906 Commission Retreat\aa062904 Commission Retreat.doc Afteraction April 29, 2006 City of Miami Beach There was discussion regarding the County's contribution of $76 million for the Main Ballroom, additional meeting rooms (new), and N.W. JR. Ballroom. Jorge Gonzalez, City Manager, was directed to negotiate with the County to replace the N.W. JR. Ballroom with the major capital needs at an estimated cost of a $25 million. The direction was approved unanimously. The City Manager also recommended to hire a program manager rather than using the Capital Improvements Project (CIP) Office to manage the project. Hilda Fernandez to handle. It was agreed that the City Manager will develop the design specifications and request the County, via an interiocal agreement, to manage and build the project. Hilda Fernandez to handle. New Item Jorge Gonzalez, City Manager, stated that the Administration is into the budget process and asked what departments the Commission would like to review. It was determined that Sanitation, Parks and Recreation, and Information Technology (IT) budgets would be reviewed. He also stated that it may be appropriate to review the building Department budget since it has a new director. Kathie Brooks to handle. New Item Commission Cruz stated that at Lummus Park there are 26 hardcore homeless. He again spoke about the Police Homeless Outreach Teams (HOT) being cut from the budget. Kathie Brooks to handle. New Item Jorge Gonzalez, City Manager, requested input regarding future surveys. The Commission indicated that they would like to do a new survey beginning in January 2007 and every 2 years thereafter. This was unanimously approved. New Item Jorge Gonzalez, City Manager, distributed a document titled Sofi® City Model: Mayor and Commissioners Retreat. There was a brief discussion and no action was taken. Meeting adjourned at approximately 4:10 p.m. Handout or Reference Material 1. Notebook titled "Commission Retreat, April 28 8~ 29, 2006. 2. PowerPoint presentation titled Commission Retreat April 2006 Our Strategic Priorities (Copy in the Notebook) 3. Meeting Notices in the Miami Herald 4. Team effectiveness training exercise materials 5. Document titled "City of Miami Beach Priority Inventory 6. Document titled "Sofi® City Model: Mayor and Commissioners Retreat 7. Document titled: Miami Metropolitan Statistical Area (MSA) H.U.D. Income Limits for 2005 End of Report Prepared by the City Clerk's Office Page No. 4 M:\$CMB\CITYCLERIAFTERACT\2006Wfteractions\042906 Commission Retreat\aa062904 Commission Retreat.doc City of Miami Beach -City Clerk's Office Folio Version 219 Handout or Reference Material 1. Agenda 2. Fiscal Year 2005/06 Preliminary Recommended Priorities as of May 20, 2005 3. City of Miami Beach Mission Statement and Vision & Five-Year Plan 4. City of Miami Beach Environmental Scan 2000 - 2005, dated May 19, 2005 5. 2005 Community Satisfaction Surveys, Executive Summary of Results, dated May 2005 6. 2005 Resident Satisfaction Survey, Final Results -May 2005, report dated May 17, 2005 7. Document titled "Potential Uses o Funds from the Interlocal Agreement and the South Pointe RDA° and attached a document titled " FY 2005/06 Projected Funding Availability from the Amended CDT Interlocal Agreement and the South Pointe RDA 8. Document titled Excellence Miami Beach -Commission Retreat May 20 8~ 21, 2005 9. Notebook title "2005 Community Satisfaction Survey Results", Residents, Businesses, Community Organizations 10. Notice of the Meeting in The Miami Herald End of Reuort City of Miami Beach -City Commission Retreat Eden Roc Hotel 4525 Collins Avenue, Executive Boardroom Mayor David Dermer, Present Vice-Mayor Garcia, Absent Commissioner Saul Gross, Present Commissioner Matti Herrera Bower, Present Commissioner Simon Cruz, Present Commissioner Jose Smith, Present Commissioner Richard L. Steinberg, Present City Manager Jorge M. Gonzalez, Present City Clerk Robert E. Parcher, Present Day one of the two day City Commission Retreat. Ms. Kathie Brooks, Director of the Office of Budget and Performance Improvements, was present. Mr. Rosario Porpora, HayGroup was present. Prepared by the City Clerk's Office Date Printed: 4/19/2006 Time Printed: 3:15:33 PM Source Database: M:\$CMB\CITYCLER\folio4.2\Clerkfolio.nfo City of Miami Beach -City Clerk's Office Folio Version 219 Dr. Rick Jensen, Ph. D. and founder of the Performance Enhancement Center facilitated the meeting. The meeting started at approximately 10:25 a.m. Dr. Jensen gave an overview of the actions taken since the 2004 Commission Retreat. He also reviewed the strategic planning process, described below. Commissioners' Strategic Insights Context /Financial Landscape Environmental Scan Customer Input Citizens Survey 8~ Business Survey Benchmarking Comparative City Studies Establish Vision Set Priorities Strategic Direction (What needs to get accomplished within each priority?) Create KIO's In addition, Dr. Jensen reviewed the progress made since last years retreat which includes: 2004 Retreat Priorities incorporated in FY 2004/05 Budget, greenspace management, infrastructure maintenance plan, planning/growth management, negotiated and executed the Greater- Miami Convention 8 Visitors Bureau contract, greater communication through LTC's, more efficient and effective Commission Meeting and process, formalized City's "Excellence Model°, updated the City's environmental scan, and completed the community surveys. He also reviewed the City of Miami Beach Excellence Model, see below. City of Miami Beach Excellence Model Prepared by the City. Clerk's Office Date Printed: 4/19/2006 Time Printed: 3:15:34 PM Source Database: M:\$CMB\CITYCLER\folio4.2\Clerkfolio.nfo City of Miami Beach -City Clerk's Office Folio Version 219 Mission,:: Vision and Five Year Plan What is vur pure©se, our best possfbte future and our nrtority focus areas to ~et`there? I Vslue Statements I What values guide our deefsidns everyday? Customer Citywide Strategic Planning Input Key Intended Outcomes, Key Performance indicators, Citywide Initiatives Departments and (ether entities Develop Supporting Proposed Annrrai Work Plans Proposed A:nnosl Budget and Work Plan ~ ' FINAL ANNUAL Departments and Other Entities Annnal Work Flags and :Individual Performance Flans , The 2000 - 2005 Environmental Scan was used as a reference document, see Handout or Reference Materials #4. The Environmental Scan denotes that the demographics in Miami Beach have been changing. It was also determined that the information in the Environmental Scan and the Surveys needs to be periodically updated. The Environmental Scan information and the Surveys provide the types of information needed to make better plans and decisions. Prepared by the City Clerk's Gffice Date Printed: 4/19/2006 Time Printed: 3:15:34 PM Source Database: M:\$CMB\CITYCLER\folio4.2\Cterkfolio.nfo City of Miami Beach -City Clerk's Office Folio Version 219 Because of the changing demographics, discussions were held on how to get new residents to vote and the issue of affordable housing. Mr. Rosario Porpora, with the Hay Group, presented the results of the 2005 Community Satisfaction Survey. During the presentation it was determined that there should be additional focus groups to talk about affordable housing, enhance discussions between the entertainment industry and Code Compliance, review the types of cultural activities in the City such as art shows, film festivals, theaters, and musicals, and value for tax dollars paid. Based on City Commission recommendations and Administration recommendations the FY 2005/06 Preliminary Recommended Priorities were reviewed and the linkage between the Survey data and the Priorities were established. Below are the Vision Linkage and Key Intended Outcomes. Vision Linkage: Cleaner and Safer Key Intended Outcomes for FY 2005/06: Increase resident ratings of Public Safety services Fie~se crime rate Improve cleanliness of Miami Beach public areas 8~ rights of way NEW: Business District Rights of Wav (subset) NEW: Canal cleanup (subset) NEW: Street lighting in business areas Vision Linkage: Beautiful and Vibrant, Mature Stable Residential Community, Urban and Historic Environment Key Intended Outcomes for f=Y 2005!06: Increase resident satisfaction with level of code enforcement Ensure compliance with code within reasonable time frame Maintain Miami Beach public areas 8~ rights of way (landscaaing) Ensure all historically sign cant structures, sites, and districts are considered for local designation by the Commission Increase satisfaction with neighborhood character Increase satisfaction with development and growth management Increase satisfaction with recreational programs Reduce the number of homeless Increase access to workforce housing Increase resident satisfaction with availability of commercial service options NEW: Protect historic business stock NEW' Ensure City aroperties are used for aparogriate/best use for the community (esaecially Terminal Island and Duma site in North Shore Oren Saaces Park Prepared by the City Clerk's Office Date Printed: 4/19/2006 Time Printed: 3:15:34 PM Source Database: M:\$CMB\CITYCLER\folio4.2\Clerkfolio.nfo City of Miami Beach -City Clerk's Office Folio Version 219 Vision Linkage: Cultural, Entertainment and Tourism Capital Key Intended Outcomes for FY 2005106: Increase community rating of cultural activities Improve availability and accessibility of major events Vision Linkage: International Center for Innovation in Culture, Recreation and Business Key Intended Outcomes for FY 2005/06: Make City more business friendly especially in the permitting Process in the building Department Increase access to labor pool especially for the hotels Vision Linkage: Well Improved Infrastructure Key Intended Outcomes for FY 2005/06: Maintain or improve traffic flow Improve parking availability Ensure well designed quality capital projects Ensure well-maintained infrastructure Ensure well-maintained facilities Preserve our beaches NEW: Coordinate with the private sector projects and public sector proiects especially regarding streets (subset) Supporting Outcomes to Sustainability of Vision Key Intended Outcomes for f=Y 2005/06: Increase resident satisfaction with employee contact Expand hours and service through e-government Ensure expenditure trends are sustainable over the long term Improve the City's overall financial health and maintain overall bond rating Improve processes through information technology Attract and maintain a quality workforce Increase overall community satisfaction with City services NEW: Enhance information dissemination NEW: Quality of TV Channel 20 Broadcasting (subset) A discussion was held regarding how City employees need to be more responsive to the public particularly in the areas of Building and Code Compliance. One example given was the Victor Hotel. Inspectors were called to review one problem and ended by citing more problems. Key areas for improvement common across groups are: (See page 239 of the 2005 Community Satisfaction Survey Results) * CIP (added) Prepared by the City Clerk's Office Date Printed: 4/19/2006 Time Printed: 3:15:34 PM Source Database: M:\$CMB\CITYCLER\folio4.2\Clerkfolio.nfo City of Miami Beach -City Clerk's Office Folio Version 219 * Transportation Traffic flow Conditions of roads Available parking across Miami Beach Ability of public transit to get employees/customers to businesses * Recreation arocrams (added) * Addressing homelessness * Availability of affordable housing (Residents 8~ Community Organizations) * Pace of new constructioNdevelopment * Storm drainage * Cleanliness of canals/waterways * Condition of sidewalks * Availability of cultural activities (too few) and stores * Amount of information about the City * When contacting the City, ease of finding someone and overall satisfaction with experienced (not a concern for Community Organizations) -varies based on reason for contact. A question was asked about funding the Children's Trust. This question will be addressed on Saturday. Meeting adjourned at approximately 5:20 p.m. Handout or Reference Material 1. Agenda 2. Fiscal Year 2005/06 Preliminary Recommended Priorities as of May 20, 2005 3. City of Miami Beach Mission Statement and Vision 8~ Five-Year Plan 4. City of Miami Beach Environmental Scan 2000 - 2005, dated May 19, 2005 5. 2005 Community Satisfaction Surveys, Executive Summary of Results, dated May 2005 6. 2005 Resident Satisfaction Survey, Final Results -May 2005, report dated May 17, 2005 7. Document titled "Potential Uses of Funds from the Interlocal Agreement and the South Pointe RDA" and attached a document titled " FY 2005/06 Projected Funding Availability from the Amended CDT Interlocal Agreement and the South Pointe RDA 8. Document titled Excellence Miami Beach -Commission Retreat May 20 8~ 21, 2005 9. Notebook title "2005 Community Satisfaction Survey Results°, Residents, Businesses, Community Organizations 10. Notice of the Meeting in The Miami Herald End of Resort City Clerk's Note: 6/7/2005. Document titled "City of Miami Beach Environmental Scan 2000-2005 "Office of Budget and Performance Improvement, Draft dated May 13, 2005 Prepared by the City Clerk's Office Date Printed: 4/19/2006 Time Printed: 3:15:34 PM Source Database: M:\$CMB\CITYCLER\folio4.2\Clerkfolio.nfo City of Miami Beach -City Clerk's Office Folio Version 219 Reference: Statistics about Miami Beach Copy of the document is filed in the City Clerk's file ref #528 -June 7, 2005 City Clerk's Note: 6/7/2005. Agreement for the Renovations and restorations -The Colony Theater State Project No. COMB-9042000 Reference Lee Ann Korst, Deputy Secretary, Services. State of Florida Department of Management Copy of the document is filed in the City Clerk's file ref #527 -June 7, 2005 City Clerk's Note: 6/7/2005. Amendment No. 1 to the Professional Landscape Architectural and Engineering Services Agreement between the City of Miami Beach and CH2M Hill Dated May 16, 2001 in an amount not-to-exceed $12,811 for the provision of additional professional services, necessary to prepare and attend a second pre-community design workshop and community design workshop (CDN1n for the right of way infrastructure improvements program Neighborhood No.3 -Normandy Shores Project. -See Resolution 2001-24386 Copy of the document is filed in the City Clerk's file ref #526 -June 7, 2005 City Clerk's Note: 6/7/2005. Document titled "Exhibit "G" 1986 - SSDI Development Agreement - recorded 86-R137764 Copy of the document is filed in the City Clerk's file ref #525 -June 7, 2005 City Clerk's Note: 6/7/2005. Document titled "Managing Major Entertainment Events of Miami Beach -Restoring public order and quality of life", submitted by Mr. Frank Det Vecchio, April 26, 2005 Copy of the document is filed in the City Clerk's file ref #524 -June 7, 2005 Prepared by the City Clerk's Office Date Printed: 4/19/2006 Time Printed: 3:15:34 PM Source Database: M:\aCMB\CITYCLER\folio4.2\Clerkfolio.nfo City of Miami Beach -City Clerk's Office Folio Version 219 City Clerk's Note: 6/7/2005. Letter from Perry M. Adair, Becker 8~ Poliakoff, P.A., dated October 25, 2004 requesting an Appeal of Design Review Board Decision on DRB File No. 17949, 800 South Pointe Drive - AlaskalApoge, applicant TRG-Alaska I, Ltd, Appellants: Murano at Portofino Condominium Association and Ruth Remington. Letter from Peny M. Adair, Becker 8~ Poliakoff, P.A., dated June 1, 2005, withdrawal Appeal of Design Review Board Decision on DRB Flle No. 17949, 800 South Pointe Drive - Alaska/Apoge, applicant TRG-Alaska I, Ltd, Appellants: Murano at Portofino Condominium Association and Ruth Remington. Copy of the document is filed in the City Clerk's file ref #523 -June 7, 2005 City Clerk's Note: 6/7/2005. Agreement between the City of Miami Beach and Glavovic Studio, Inc. for Professional Architecture and Engineering Service for the planning phase of the Miami Beach Skate Plaza Project -Phase 1. Dated April 2005 Copy of the document is filed in the City Clerk's file ref #522 -June 7, 2005 City Clerk's Note: 6/7/2005. Copy of a Permit for Landscaping on State Road Right of Way (non-limited Access Roadway only) -Alton Road - 23-27, 41-43, 44-47, 52-56, 58-60 Streets. Signed by John Oldenbury, Assistant Director Parks and Recreation Copy of the document is filed in the City Clerk's file ref #521 -June 7, 2005 City Clerk's Note: 6R/2005. Attested to Fred Beckmann's, Public Works Director, signature on a Special Permit, State of Florida, Department of Transportation - A1A - 5th Collins Avenue 41st 63rd, 71st Street, Harding Avenue, Normandy Dr. Copy of the document is filed in the City Clerk's file ref #520 -June 7, 2005 Prepared by the City Clerk's Office Date Printed: 4/19/2006 Time Printed: 3:15:34 PM Source Database: M:\$CMB\CITYCLER\folio4.2\Clerkfolio.nfo City of Miami Beach -City Clerk's Office Folio Version 219 City of Miami Beach -City Commission Meeting Commission Chambers, 3rd Floor, City Hall 1700 Convention Center Drive Prepared by the City Clerk's Office Date Printed: 4/19/2006 Time Printed: 3:15:34 PM Source Database: M:\$CMB\CITYCLER\folio4.2\Clerkfolio.nfo City of Miami Beach -City Clerk's Office Folio Version 219 Mayor David Dermer Present Vice-Mayor Garcia Absent Commissioner Saul Gross Present Commissioner Matti Herrera Bower Present Commissioner Simon Cruz Present Commissioner Jose Smith Present Commissioner Richard L. Steinberg Present City Manager Jorge M. Gonzalez Present City Clerk Robert E. Parcher Present Second day of the two day City Commission Retreat. Dr. Rick Jensen, Ph. D. and founder of the Performance Enhancement Center facilitated the meeting. The meeting started at approximately 10:30 a.m. Agenda Topics Review Initiatives Review Uses of Funds from the Interlocal Agreement regarding the South Pointe RDA Communications of Survey Results Discuss tax rebate initiative Discuss growth management Influencing the City's demographics Getting new residents to vote and become involved -item was not discussed Select the departments who will give budget briefings to the City Commission There was discussion regarding the Administration/City Commission communications. It was suggested that neighborhood meetings be included in the Weekly Meeting notice which is published in Thursdays The Miami Herald. Miami Beach Neighbors Section and transmit to the City Commission via an LTC. There was also some discussion relative to the Weekly Update LTC. It was noted that sometimes the Weekly Update LTC covers more than one week. Dr. Jensen facilitated an activity in which the Mayor and Commission members took part in an exercise whose purpose was to highlight the importance of understanding the broader perspective and priorities of all team members while at the same time working together as a team to achieve the desired results and outcomes. The exercise further highlighted that sometimes in order for the entire team to be successful, it is necessary to participate even Prepared by the City Clerk's Office Date Printed: 4/19/2006 Time Printed: 3:15:33 PM Source Database: M:\$CMB\CITYCLER\folio4.2\Clerkfolio.nfo City of Miami Beach -City Clerk's Office Folio Version 219 when it is not your priority. Commissioner Smith was selected randomly to observe while the Mayor and other Commission members completed. the exercise. After the activity was completed, a discussion was held which focused on the actions which took place and the importance of working together to accomplish important results for the greater good. The Fiscal Year 2005/06 Preliminary Recommended Priorities as of May 20, 2005 were discussed. There was discussion regarding the new police officers funded by the South Pointe RDA. The new officers are assigned to the day shift and they should be split between the day and night shift. It was felt that there should be more police on duty at night. Jorge Gonzalez, City Manager, stated that the Administration, via a consultant, is analyzing and preparing a Police Staffing Report. Referring to the recent survey results, it was stated that dollar allocations should be focused back to the survey results. There was also the discussion regarding police officers having more interaction and visibility with the public. Tinted windows in patrol cars, police officers getting out of their vehicles, GPS in the patrol cars for officer safety and accountability, and the development of a computer system which could assist in predicting where crimes might happen, were discussed. It was generally believed that there needs to be better interaction between the police and the community by increasing accountability and more frequent foot patrols. It was also stated that there needs to be an Information Technology Master Plan similar to the CIP 5-year Master Plan. Establishing an internal Information Technology group was also mentioned. Patricia Walker to handle. There was discussion regarding enhancing Government Channel 20. Jorge Gonzalez, City Manager, stated that in order to enhance communications with the public and internally, a new Communications department is being created. There was discussion regarding continuing to fund the North Beach Development Corporation, NBDC. A discussion was held regarding the Quality-of-Life money, how it should be spent, and whether it should be passed-through an organization. Jorge Gonzalez, City Manager, stated that Quality-of-Life money should be spent on sanitation/cleaning, marketing, and capital improvements, and not duplicating administrative functions. It was determined that over the next few years that Quality-of--Life money should be used for extra and current capital improvement projects. There was discussion regarding continuing to fund the three (3) chambers of commerce. No changes were made. Jorge Gonzalez, City Manager, reviewed the FY 2005/06 projected funding availability from the amended CDT Interlocal Agreement, the potential uses of funds from the Interlocal Agreement, and the South Pointe RDA. Prepared by the City Clerk's Office Date Printed: 4/19/2006 Time Printed: 3:15:33 PM Source Database: M:\$CMB\CITYCLER\folio4.2\Clerkfolio.nfo City of Miami Beach -City Clerk's Office Folio Version 219 $6.4M Fund remaining South Pointe capital projects -project list and funding will to be reviewed by the City Commission $2.2M Absorb expenses of other South Pointe RDA initiatives (Community policing, maintenance of RDA projects, and DEP submerged land lease $5.5M Ensure other expenditures in the South Pointe geographic area are fully funded (Sanitation, Police, Fire, landscape maintenance, etc. Potential new uses of funds made available for CDT/tourism-related expenses or general citywide expenses $1.6M Provide funding for the Urban Impact Compensation Fund for homesteaded residents - phased in over two (2) years. $.5 - $1.0 Address long-term liability deficits (Resolve funding shortfall in the reserve for claims against the City in the Risk Management Fund. Establish funding mechanism to position the City for the long term $1.OM Creation of a Capital Reserve Fund -based on an annual contribution to address capital funding shortfalls, etc. $5.OM Pay-as-you-go capital fund ($5 million per year) $.5 -$1 M Funding for future Information Technology enhancements -based on an annual contribution $3.OM Still being worked on - to fund capital investment upkeep- based on an annual contribution to address routine re-occurring expenses to sustain capital improvement projects defined in apre-approved plan to include landscape replacement TBD Allocate resources to support priorities for improvements to existing services identified by the community through the community satisfaction surveys, for example: cleanliness, transportation, infrastructure repair, improved accessibility and availability of cultural events, work force housing, addressing homelessness, quality of building code enforcementlenforcement of codes and ordinances, work force development (training), and added to the list was lower park fees for kids. $0 Fund education enrichment There was discussion regarding the creation of a scholarship fund for those kids that can not pay the specialty program fees. In addition, the special parks programs presently split the fee with 80% going to the teacher and 20°k to the City. The split needs to be reviewed. Money should also be allocated for enhance park service such as a softball league, etc. Kevin Smith to handle. There was strong agreement to reduce the parks access fee. A fee should be charged for the special parks programs, but not to enter the park and shoot baskets, etc. There was discussion about bike paths around the City. A map needs to be created which shows the paths presently completed, the paths under construction, and the path that are Prepared by the City Clerk's Office Date Printed: 4/19/2006 Time Printed: 3:15:33 PM Source Database: M:\$CMB\CITYCLER\folio4.2\Clerkfolio.nfo City of Miami Beach -City Clerk's Office Folio Version 219 planned. Jorge Gonzalez, City Manager, proposed including staff in the budget to manager the bike program. Fred Beckmann to handle. It was determined that Mayor Dermer and Jorge Gonzalez should give a 5 to 10 minute overview on Government Channel 20 explaining the results of the survey and also with the press. There was a brief discussion regarding angle parking in the South Beach particularly around the Flamingo area. It was decided that angle parking is not a good idea. There was a discussion regarding the Flamingo/Lummus Neighborhood (Drexel Avenue), and the Las Ramblas piece. It was agreed to stop the Las Ramblas. There was a discussion regarding encroachments. The Administration needs to have a flexible policy in place. There were discussions about holding a workshop in the future. Jorge Chartrand to handle. There was a discussion about the proliferation of tables and chairs on Lincoln Road. The issue of the landlords giving the restaurants the authorization to use the area in front of neighboring business has become an issue. Fred Beckmann to handle. There was a discussion about the schools on Miami Beach, particularly Beach High and Nautilus Middle School. The question asked, are they as bad as they are perceived. Is it a perception or a reality? There was a discussion about trying to determine why some parents are sending their children to private schools versus the public schools. Commissioner Bower stated that she would work with the Quality of Education to try to get some statistics. It was also recommended that the Administration check with the Hay Group to see if they have any information on individuals who were contacted if they send their children to public or private schools. At approximately 4:15 p.m., Commissioners Cruz and Smith had to leave. There was a brief discussion regarding the process to appoint a City Attorney, if, and when Mr. Dubbin retires. As it was a discussion, no conclusion was reached. It was determined that CIP, Parks and Recreations, Sanitation, Code Compliance, and the activities of the Homeless staff will do a budget presentation this year. There was also a very brief discussion regarding appropriate retirement benefits for the Mayor and City Commissioners who have served on the City Commission for over six years. No conclusion was reached. Jorge Gonzalez to handle. The Meeting adjourned at approximately 4:35 p.m. Prepared by the City Clerk's Office Date Printed: 4/19/2006 Time Printed: 3:15:33 PM Source Database: M:1$CMB\CITYCLER\folio4.2\Clerkfolio.nfo City of Miami Beach - G}ty Clerk'$ Office Folio Version 2'[ 9 Mayor David Danner Prosent Yc~e-Mayor Saul~Gross Present Commissioner Matti Herrera Bower Present Commissioner Simon Cruz Prosent Commissioner Luis R. Garcia, Jr. ProseM Commissioner Jose Smith Prosent Commissioner Richard L. Steinberg Present City Manager Jorge M. Gonzalez Present City Clerk Robert E. Percher .Present Rick Jensen, Ph. D. founder of the Performance Enhancement Center was the faalitator. The meeting started at approximately 12:10 p.m. During lunch Dr. Jensen reviewed the agenda and everyone completed a DISC Classic, Personal Profile System 2800. Jorge Gonzatz, City Manager, explained that the purpose of the retreat is to create a vision of where the Commission would like the City to be in order for the Administration to ensuro that the organization is properly aligned, staffed, and budgeted. He also stated that. it is important to define the rob and rosponsibiNties of the City Commission and the Administration. He stated that depending on the bvel of dialogue at this meeting, that this process wiN most Mkehr require a second meeting which has been schedubd for Saturday, May 22. He stated that b order to visually see how the City of Miami Beach oomparos to other Cities in different aroas, the Administnstion has created a number of benchmark: against other Cities.. He pointed out that in the Agenda materials them are comprehertsrve benchmark roporta which contain arformation about City Profits, Density Fbids, Budget and Full Time EquivabM (FTE) comparisorK for Public Safety, Parks, Sanitation, Code, Arts, and Tourism. In addition, the same information is prosented but grouped by Convention Cirtiees, Besctrfrorrt Cities, Historic Cities, Resort Cities, Military Cities, Cultural Cities, PlghtGfe Cities, Major Event Cities, High Densihr Cites, and High Visitor Cities. He stated that this meeting is to begin the dialoging process. He introduced Dr. Rick Jensen who among other things, has been engaged with the City of Coral Springs for almost 12 years (Sea Dr. Jensen'a background information on page 3"~ of the Agenda). The City of Coral Springs has been recognized as having a good management model and a roaptnt of the prestigious Sterling Award. Dr. Ridc Jensen gave a brief overview of his background and expertneed and explained the DISC Classic, Personal Prafib System 2800. After completing the DISC Classic, Personal Profile System 2800, Dr. Jensen explained the purpose of the profile. After scoring, the Mayor, each Commissioner, and the Ci#y Manager reviewed and discussed their DISC Classic, Personal Profit. Pnparod by flee City Clerk's Office Date Printed: M1 srzooa rune Printed: 4:14:28 PM Sauce Database: M:~CMB~CnYCI.ER\foCro4.2~CkrkfoNo.nio City of ll~liarne beach -City Clerk's Qffice Folio Version X19 During the discussion the following issues wero discussed and noted for action: 1. Commission Agenda Materials, err on the side of providing moro information than leas. 2. CommissioNAdministration liaison was briefly discussed. 3. Make suro the Administration is gelling information to the Mayor and Commissioners promptly. Email LTC's to the Mayor and Commissioners. R. Percher will handb. 4. Commission meetings items should be debated rather than peroeived as a speech. Mayor Danner had to leave the meeting for a brief time to attend a function for Mr. Joseph Villari who rocenty passed away. When he returned he mentioned to Jorge Gonzalez, City Manager, to romind him of placing a plaque in Yctory Gardens to romember Mr. Villari. City Commission Committees were briefly discussed. It was determined that the Committees vlrero getting their agendas too late. Ths next rotroat date is scheduled for May 22 at 10:00 a.m., to set City priorities, goals, and visioru. h is noted for the rocord that although the meeting was publicly noticed, no member of the public or media attended. Meeting adjourned at 6:00 p.m. Handout or Reference Material 1. DISC Classic, Personal Profile System 2800. 2. Materials titled City of Miami Beach, Commission Retreat, May 8, 2004. 3. Notice of the Meeting in The Miami Herald End of Reautar Agenda City of Miami Beach -City Commission Workshop Comm~sbn Chambers, 3r'd Floor, City Hall 1700 Convention Cenbr Drive Prepared by the City Clerk's O(fioe Date Prir~Esd: 4/19/2006 Time Printed: 4:14:28 PM Sax~oe Datat~ase: M:~iCMB~CITYCLERVolio4.Z~Cbrlcfolio.nfo Gity~ of Miami Beach - Ci~jr Clerk's Qffice Folio version 219 :~ ~ ~~ Mayor David Dormer Via-INayor Saul Gn~ss Commissioner Matti Herrera Bower Commissioner Simon Cruz Commissioner Luis R. Garcia, Jr. Commissioner Joee Smith Commissioner Richard L. Steinberg Oily Manager Jorge M. Gonzalez Cily Clerk Robert E. Parrher Present Present Present Present Absent Proaent Present Present Presets Rick Jensen, Ph. D. and founder of the Performance Enhancement Center was the facilitator. The meeting started at approximately 10:25 a.m. Rids Jensen gave an overview of the responaibilitiea of the different roles within the City Commission (establish policy and direction); Ezsd~lMe Team (City Manager snd ACM: to ensure that the poCtcies and direction are being Leadershic Team and Suusrvisino team (Department directors and supervisory staff: to manage and execute the tasks necessary to ensure that the poGdea and diroctions aro met). Thera was a ~cuasion regarding communications between the residents, Administration, .and staff. Resident issues can be dirocted to the Mayor, City Commissioners, or the Administration. K was emphasized that the Commission needs to be kept infonrted and have up~o-date information. K Ls better to have mom information than less. The c:ommunic~tions befiMSSn the Administration and the Mayor and Commissioners is done priman'ly via telephone and/or Letter-to-Commission (LTC). The new LTC process of emaiUng the LTC'a to the Mayor and Commissioners and also hand-delivering a paper copy is working. /f Resident Issues Commission A dm inistration Resolves the issue Preparod by the city Cbrk's OfBoe Dale PrirrMd: M18/2006 Time Prirrted: 4:14:37 PM 8ouroe Database: M:~CMt3~CIlYCIERVdio4.2~Clerkfolio.Mo City of Miami Beach -City Cterk's Office Fatie Version 219 Jorge Gonzalez, City Manager, stated that he is working on acquiring the right rosource to begin tracking City Commission requests, ensuro the request is routed to the proper department for handling, all follow-up actions aro completed, and information is properly communicated. Commissioner Smith asked if it was appropriate for the Commission to request information from assistant city managers and department directors. Jorge Gonzalez, City Manager, stated that he has no probbm with the Commission contacting the assistant city managers and department directors for information. He also stated that on occasions the same issue(s) aro being sent by moro than one commission aide which can create problems. He advised the Commission that they should not contact Human Resources because this could create a perception problem. Commissioner Steinberg stated that Information Technology has installed an Issue Tracking (complaint management) softwaro program on his computer and could be used Citywide. Jorge Gonzalez, City Manager, indicated that issue tracking or complaint management is the task of the Answer Center (604CIT1(). The Administration will provide an overview and information on the Answer Center via an LTC to ensuro that the system is performing the functions needed. Vivian Guzman to handle. He also stated that issues do not necessarily need to be placed on a City Commission Agenda. Questions can be addressed to the Administration either orally or in writing and a response will be given to the entiro Commission via an LTC. Commissioner Steinberg stated that when forwarding issues to the City Manager that the Mayor or Commissioner assign a priority to the request. He ind'~cated that all issues are. not high priority issues. Rick Jensen reviewed the following model: 1. Commissioners' strategic Insights 2. Context/Financal Landscape (Environmental scan) 3. Customer Input (Citizens survey and business survey) 4. i3enchmarking (Comparison against other similar Cities) 5. Establish Vision 6. Set Priorities 7. Strategic Direction (What needs to get accomplished within each priority) 8. Croate KIO's Aligning your Critical Plan 1. Strategic Plan Preparod by the City Clerk's Office Date Printed: 4/192008 Time Printed: 4:14:37 PM Source Database: M:\=CMB\CITYCLER\folio4.2\Clericidib.nfo City of Miami Beach - Gity Gterk`s Office Folio Version 219 2. Business Plan 3. Annual Budget and CIP plan 4. Quarter Performance Reports 5. Individual Work Plans Vice-Mayor Gross stated that it is extremely knportant to be realistic when prosenting task/project timeframes. Don't tell someone that it will take a shorter amount of time when it is known that it will take longer. He also stated that his three (3) main issues aro over-development, tnifFicltransportatioNooncurrency, and noise. Commissioner Smith added affordable housing as an issue. Thera was discussion about what aro the residents and businesses priorities and concerns. n was agreed that a resident and business survey be prepared by a professional and beforo the survey is distributed that it be roviewed by the City Commission. Jorge Gonzalez to handle. Jorge Gonzalez, City Manager, stated that the Parks Programs Blue-Ribbon Citizen's Committee was highly effective and similar Committees, staffed with the right people, could also be effective. Rick Jensen asked the Commission to nano~w dawn the priorfiea to three main issues. Commissioner Steinberg: Police, Fire, and traffic. Vice-Mayor Gross: CIP, over-development/ooncurrency, and Historic Proaervation. Mayor Dormer: Police, Fire, and Sanitatation. Commissioner Cruz: Union negotiation, traffic, and sanitation and cleanliness. Commissioner Smith: CIP, Police, North Beach strategic plan. Commission Bower: Parka and Recreation, Historic Proservation, and CIP. Jorge Gonzalez, City Manager, stated that d is extromey important to maintain the City's economic stability both now and into the future. He stated that it is important that the Administration analyze what is considered to be some of the moat important issues to be addroased: 1. Establishing strategic priorities 2. Pension roform 3. Retiree benefds 4. Health benefits 5. On-going maintenance of City property and buildings 6. Controlling over-development Planning does not have enough planners. Add planners. Jorge Gomez to handle. Prepared by the City Cleric's Ofrice Date Prirrted: 4/19/Z006 Time Pruned: 4:14:37 PM Source Dambase: M:~tCMB~CiTYCLERNdio4.2~Ckrk1<o~io.rrfo City of Miami Beach - Ci#y Cierk's Office Folio Version 219 7. Traffic Comments: Left tum lane Dade Blvd and Alton Road Address congestion issues Review tnriffic signalization Redirect resources toward prom planning for traffic managemerrt/concurrency. Planning does not have enough planners. Add planners Jorge Gomez to handle. Bob ~Iliams an excellent contact at Miami-Dade County Transportation 8. Historic Preservation 9. Education 10.Sanitation Comments: How efficient is the sanitation workforce Better benchmarks to determine funding budget. More problems with commercial versus residential services First pickup of the day is good. The second pickup of the day is a problem Jorge Gonzalez, City Manager, stated that he estimates that up to $2 million needs to be'added to the budget. Commission Smith asked when the renewal for the franchise haulers is due and can their fees be increased? Frod Beckmann to handle. 11. Parka and Recreation 12. CIP 13. Green space management . Comments: Hire an arborist 14. Addressing Quality of Life Issues (Noise, under age drinking, sanitation, and drugs) Comments: There was discussion on spending more money on enforcement rather than sanitation Have Police do a DUI checkpoint on MacArthur Causeway Approve the three-strikes-your-out ordinance There was discussion on how to fund some of the important issues. Mayor Dermer recommended reducing the contribution to the Greater Miami Convention 8 Visitors Bureau. Preparod by the Cily Clerk's Oflioe Dats Printed: 4/19/2006 Tune Printed: 4:14:37 PM Source Database: M:~tCMB~CITYCLERIfolkr4.2~Ckrkidb.nfo City of l~lliarr~i Beach - Gity Cterk's Office Folio Version 219 Commissioner Smith and several others rocommended removing the Groater Miami Convention 8~ vsitons Buroau incentive formula which this year generated approximately 5800,000. Yc~-Mayor Gross stated that the Convention Center is losing money and rocommended better marketing. There was discussion regarding increasing the Resort Tax on beds by a penny. This would raise another 54-55 million dollars a year. fi was noted that this has to be though through carefully. There was diac~uaaion regarding the possibility of having a 2 am license fee and a 5 am license fee. There was dia~asion rogsrding a Code of Conduct at Commission Meetings and the Administration to draft for Commission review. It was determined that the Commission will review the samples in the materials and get back with the City Manager. Jorge Gonzalez, City Manager, summarized-the directions: 1.Preparo a reatderrt and business survey. 2.The Commission wiN review the sample Code of Conduct materials and get bade with the City Manager. 3.Planning as it relates to concurrency, traffic, and over-developrrront, add a planner position. 4. Better enforoemeM of lawn. 5.Reduang the contribution to the Groater Miami Convention 8 V~aitors Bureau and removing the incentive formula which would generate approximatey 5800,000. Jorge Gonzalez, Ctiy Manager, reviewed the list of City profiles and benchmark cities. The cities include Atlanta, Atlantic City, Daytona Beach, Fort Lauderdale, Honolulu, Key West, New Orleans, San Astoria, San Dbgo, San Frandaco, Savannah, .Tampa, Virginia Beach, and Washington DC. It was agreed that thin was a very productive session and that a strategic planning session(s) should be done at least once a year edher at the end of a year or early into the new year. The cltizeNbusineaa surveys should be included as part of the meeting materials. Meeting adjourned at 5:20 p.m. Handout or Reference Material 1. DISC Classic, Personal Profile System 2800. 2. Materials titled City of Miami Beach, Commission Retreat, May 8, 2004. 3. Noticx of the Meeting in The Miami Herak! Prepared by the City Clerk's Oboe Date Prir~d: 4/188006 Time Prirtbd: 4:14:37 PM Source Database: M:~CMB1CrrYCLERIblio4.2~Cbrkfolio.rrfo Rick Jensen, Ph.D. Rick Jsrasn, Ph.D., founder of the F'erlbrrrrance Enhancement Cer~sr, re a nationally reoogr~ sport P~~Ichologist and performance oonsultaM. Dr. Jensen is known for his teachings on the Essendels of Cis -the proven training and performance stretegiea msatered by the w~orid's best athletes. coaches, and Public and private sector professionals. in the world of sports and business. Dr. Jens works erdenshrely with mP periomre~ ~ PGA. ~~ arrd Senkx PGA His cants indude~~ m~ winners ar d HaN a< Fame rodpianls. His diems' Tours. indudin9 thorn more than s64 nr~on ddlsrs. oombitned tour victories total 195. esming h and have combined Thirteen of his dier>ts have won at least one major charmions ip to win a tonal of 31 majors. In the tennis dr~cult, his clients include Wirrrb U.S. Open champions. Dr. Jerwert is the eoadusivs ~ sport psycholcg anoe consonant to the PGA of America, the LPGA, the Golf. He >s awo a perfomr the Women's TamNs Assodation, and the Florida Canadian PGA, Golf Magazine. CNN, ~ GdF ChsnnePs Golf Panthers. He has been featured on ABC. Er ~ M~ Mme and 77re Ma~o-s q~dbrrry 11Ne, and is also a oontributlng of Golf Maga~ne. In the world oaf business. ~- Jensen oonsuMs with orgsnizations such ss NIKE Corporadion, US Bancorp, AIG, MerriN Lynch, UBS, pruderrt~l Securitles, American Express, ADP, Ford Motor' Company. SprlM, and Tosf~ba. In the public sector, Dr. Jensen hss worked with the Cry of Coral Springs. Florida over the past t+en years. His work with Coral Springs has included helping the Cry develop a strategic Plan ~d ~~9 with their City Commrss ~ s~~9~ P on establishing goals that aligr- with their strategic P• efforts have helped the Criy of Coral Springs win the Florida Governors Sterling Award in 1997 and 2003, the only orgarazatron rn Florida. Public or private. to recen+e this prestigious award twice. Dr. Jensen is an adjunct professor at the University of Florida where he received his Doctorate i<t Psychology. He has served as assistant golf coach for the golf teams of the University of Florida and Stanford University. m MIAMIBEACH OFFICE OF THE CITY MANAGER NO. LTC # 092_2007 R~C.%~~~'s~ ZOUI APR I l AM II ~ ~ 3 ,c~ ICfi- LETTER TC~~~I~-I~I1S~S~~N TO: Mayor David Dermer and Members of the City Commission FROM: Jorge M. Gonzalez, City Manager r DATE: April 16, 2007 SUBJECT: Commission Retreat on April 27-28, 2007 The City Commission Retreat is confirmed for Friday, April 27 and Saturday, April 28, 2007 beginning at 10:00 a.m. each day. The retreat will take place at the South Beach Marriott located at 161 Ocean Drive in the Ocean View Boardroom. A packet of information to help you prepare for the retreat, including the proposed agenda, executive summaries of the 2007 community surveys and the City's updated environmental scan will be provided to you early next week. In the meantime, the after action for the 2006, 2005 and 2004 retreats is attached for your review. Dr. Rick Jensen, who has facilitated our previous retreats, will again facilitate our time together this year. Dr. Jensen's bio is also attached. If you have any questions prior to receiving your packet next week, please feel free to contact me. C: Jose Smith, City Attorney JMG/ri F:\cmgr\$ALL\LTC-07\Commission Retreat 1.doc