174-2000 LTC
C'I T Y 0 F M I A M I B E A C H
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
http:\\ci.miami-beach.f1.us
L.T.C. No. nq-JOOCJ
LETTER TO COMMISSION
September 6, 2000
TO:
Mayor Neisen 0, Kasdin and
Members of the City Commission
Jorge M. Gonzalez \ ~
City Manager () u U
FROM:
SUBJECT:
AN ANALYSIS OF PERFORMANCE MEASUREMENT ACHIEVEMENTS
FOR THE QUARTER ENDED JUNE 30, 2000, WITHIN THE
DEPARTMENTS OF CODE COMPLIANCE, FIRE, FLEET
MANAGEMENT, PARKING, PARKS & RECREATION, PLANNING, AND
RISK MANAGEMENT
.
BACKGROUND
Attached are the quarterly reports of performance measurement achievements being reported by
the departments of Code Compliance, Fire, Fleet Management, Parking, Parks & Recreation,
Planning, and Risk Management for the period which ended June 30, 2000. The objectives included
in these reports were discussed with the Budget Advisory Committee (BAC) during the planning and
development stages of this project.
The FY 1997/1998 and FY 1998/1999 totals reported provide a basis for comparison with FY
199912000. The third quarter indicates that most of the results reported are on target with the
stated objectives. The Building Department is expected to begin reporting in fiscal year 200012001.
The goal is for departments to measure their performance in order to assist in the budget monitoring
and management process.
The achievements of each department are reported in the attached tables which reflect the objective,
the prior two years' actual performance, the prior year third quarter, the current year third quarter
and the year-to-date (YTD) actual performance, as well as comments explaining relevant trends or
Issues.
An Analysis of Performance Measurement Achievements
Page 2
September 6, 2000
The following is a summary of the performance objectives for each department:
Code Compliance
o to maintain a minimum ratio of field-to-office hours at 70/30 percent
o to maintain the monthly average of Letter ofIntent inspections performed at 15
o to increase the number of inspections and reduce the associated violations issued
o to maintain the average number of cases per inspector at 75 per month
o to increase compliance prior to Special Master hearing to 70%
o to increase enforcement by adjusting schedules to include 5pm to lOpm coverage
o to maintain a minimum 75% public contact rate on all cases
fu
o to ensure that construction conforms to all applicable Fire Prevention Codes and
National Fire Protection Association (NFPA) requirements
o to supervise inspections conducted by fire companies of apartment complexes and
assure corrections for all violations detected
o to conduct inspections oflarge or complex commercial, industrial, public assembly,
or institutional occupancies
o to ensure compliance with occupancy limits at all night clubs and restaurants
o to ensure the safety of special events held within the City of Miami Beach
o to provide public education on fire and life safety issues
Fleet Management
o to increase preventive maintenance jobs
o to maintain repair jobs and the associated costs at current benchmark
o to maintain vehicle downtime at the current benchmark
Parking
o to maintain an average of at least 5.0 hours of parking enforcement patrol time per shift
o to maintain BTR time (Bagging, Traffic Control, Rain Delay) of less than 1.5 hours per shift
An Analysis of Performance Measurement Achievements
Page 3
September 6, 2000
Parks & Recreation
o to provide mowing, trimming and edging citywide 33 times per year
o to provide litter control citywide five times a week for all parks, and three times a
week for all landscape areas
o to provide bi-annual fertilization for all city palms and trees, and tri-annual
fertilization for all turf and landscape areas
o to reduce workers compensation claims by five (5)% from the previous fiscal year
o to resolve within 24 hours all reports of hazardous conditions
Plannin~
o to maintain a 3 business day response for on-site building inspection requests
o to review plans for compliance with zoning and design requirements within
10 business days
o to respond within 5 days to zoning verification requests
Risk Mana\:ement
o to maintain claim processing within standard costs
o to maintain worker's compensation processing within stated standards
o to conduct safety training as required by the State of Florida
o to perform a minimum standard of building safety inspections
CONCLUSION
This report summarizes our achievements for the third quarter in select areas. It is the
Administration's goal to provide this information on a quarterly basis to coincide with regularly
scheduled financial reporting on the City's fiscal health.
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MEMORANDUM
DEPARTMENT OF CODE COMPLIANCE
DATE:
August 6, 2000
TO:
Ronnie Singer
Executive Assistant to the City Manager
Al Childress, Directo~
Department of Code Compliance
FROM:
SUBJECT:
PERFORMANCE BASED BUDGETING
Attached for your review is the report for the Department of Code Compliance for the third quarter
of FY 99-2000. The Department was directed to report on the following items:
1. The ratio of field to office hours.
2. The number of Letters ofIntent (LOI) inspections performed.
3. The number of cases and violations written.
4. Average number of cases and violations per inspector.
5. Number of cases complied prior to the Special Master.
6. Public Contact
7. Complaints/Inspections between SPM and 10PM
8. Number of Inquiries to Dept.
~lease note that due to the change of computer systems, we were unable to report on some
categories and were forced to rely on other means for calculations.
At the January meeting of the Budget Advisory Committee, there were some changes
recommended concerning the performance based budget report. These changes were accepted
by the committee. Conversion of Permits Plus is still in progress and all reporting
mechanisms are not in place at this time. Some of the new data is in this report, other data
will be reported in future reports.
continued................
-2-
Performance Based Budgeting
1. Ratio of field hours to office hours.
The goal is to spend 70% of the time in the field.
3rd QUARTER TOTAL IsIQUARTER 2nd QUARTER 3rd QUARTER GOAL
FY 98/99 FY9912000 FY 9912000 FY 9912000
FY 98/99
Department" 65%..35% 690/0""31% 73%-27% 57% .. 43% SS% . 45% N/A
Officers 71%..29% 720/0-28% 73%-27% 74%.26% 70% .. 30010 70% ~ 30%
Administrators. 560/0-44% 630/0-37% N/A 40% .60% 40% .. 60% N/A
.For tracking purposes only, not part of goals.
continued............
-3-
Performance Based Budgeting
II. The number of Letters of Intent inspections performed.
This fiscal year our goal for each inspector is to perform 15 letter of intent inspections respectively each month.
I) Personnel changes resulted in three new officer trainees being introduced to territories this quarter.
The created changes in territories. New officers being introduced into a territory disrupts
the scheduling ofLOI's. Four territories were changed this quarter which had an impact on
the overall average for the Department. The trainee officers were not counted in the totals.
4th QUARTER 1st QUARTER 2nd QUARTER lrd QUARTER TOTAL GOAL
FY 98/99 FY 9912000 FY 9912000 FY 9912000 FY 99/2000
Department 18 14.5 17.2 15.7 15.8 15
Inspector 18 14.5 17.2 15.7 15.8 15
Administrator N/A N/A N/A N/A N/A N/A
lrd QUARTER TOTAL FY 98/99
FY 98/99
Department 9 16.5
Inspector 10 18.5
Field Supervisor 4 6.3
continued........... .
-4-
Performance Based Budgeting
III. The number of cases and violations written.
This fiscal year our goal is to increase the quality of each inspection, I.e., observing all existing violations on
the first visit, eliminating unnecessary repeat visits to a given property. This in combination with the LOl's
will increase our efficiency and should result in an only higher number of inspections and a decrease in the
number of total violations. Individual inspections have not been performed by Code Administrators starting
with the fourth quarter ofFY 98/99. This quarter we are short of our goal of 166 inspections per month, this
is due to the training of three new officers and the changing of some territories. We did not meet our goal of
a 5% reduction in violations. This should be viewed as a long term goal. In this past quarter we have
increased our enforcement in the areas of sidewalk cafes, marine violations, beach concessions, license
violations and have been requested by the Planning Board and Zoning board of appeals to monitor
establishments which have been granted conditional use permits and variances. Additionally special tours with
community organizations have resulted in and increased number of violations.
4th QUARTER 1st QUARTER 2nd QUARTER lrd QUARTER TOTAL GOAL
FY 98/99 FY 9912000 FY 9912000 FY 9912000 FY9912000
Department 1,140 (cases) 3,316 (Inspections) 3,310 (Inspections) 3,089 (Inspections) 9,715 (Inspections) 166 inspections
4,184 110 per month 110 per month 114 per month III per month per month
(violations)
1,969 (violations) 2850 (violations) 3.273 (violations) 8,092 (violations) 5% reduction in
violations
Officers 1,140 (cases) 3,316 (Inspections) 3,310 (Inspections) 3,089 (Inspections) 9,715 (Inspections) 166 inspections
4,184 110 per month 110 per month 114 per month III per month per month
(violations)
1,969 (violations 2850 (violations) 3,273 (violations 8,092 (violations) 5% reduction in
violations
Code N/A N/A N/A N/A N/A N/A
Administrators N/A N/A N/A N/A N/A N/A
3rd QUARTER TOTAL FY 98/99
FY 98/99
Department 1,098 (cases) 4,476 (cases)
2,589 (violations) 12,362 (violations)
Officers 1,034 (cases) 4,249 (case,)
2,511 (violations) 11,880 (violations)
Field Supervisors 64 (cases) 227 (cases)
78 (violations) 482 (violations)
conti n ued................
-5-
Performance Based Budgeting
IV. The average number of new cases and violations per Compliance Officer
The Department goal is for the Compliance Officers to maintain an average of 75 new cases per quarter.
4th QUARTER 1st QUARTER 2nd QUARTER lrd QUARTER Total Average For Year
FY 98/99 FY 9912000 FY 99/2000 FY 9912000 FY 9912000
88 (cases) 131 cases per officer 119 cases per officer 127 cases per officer 377 cases per officer
322 (violations) 295 (Violations) 285 violations 363 violatios 943 violations
lrd QUARTER Total Average per Quarter Total Average For year
FY 98/99 FY 98/99 FY 98/99
72 (cases) 71 (cases) 283 (cases)
173 (violations) 201 (violations) 803 (violations)
continued..........
-6-
V. This fiscal year our goal is to increase the number of cases complied prior to a Special Master
Hearing to 70%.
4th QUARTER 1st QUARTER 2nd QUARTER lrd QUARTER TOTAL
FY 98/99 FY 9912000 FY 9912000 FY 9912000 FY 9912000
Cases received by 394 518 153 248 671
Special Master
Cases Heard 604 687 671 N/A 1358
Compliance prior Not Available 305- 368- N/A 673
to Special Master
% of compliance 66% 44% 54%** N/A 49%"
prior to hearing
"Includes only cases sent to Special Master, does not include cases closed before being referred to Special Master,
actual figure believed to be over 600.
"Report mechanism in Permits Plus has not been accurate. This figure represents only cases referred to Special
Master, actual figure believed to be between 70% and 75%.
3rd QUARTER TOTAL FY 98/99
FY 98/99
Cases received by Special Master 350 1360
Cases Heard 673 2332
Compliance prior to Special 238 NOT A V AlLABLE
Master
.% of compliance prior to hearing 69% 70%
-There has not been a mechanism to track the number of cases closed prior to Special Master. The report reflects
the number of cases which were scheduled for Special Master and closed for compliance before or at the hearing.
It does not include the number of cases which have complied without being scheduled for Special Master. As a
result this does not reflect an accurate number and is in fact very low. Now that the computer systems have been
merged in to Permits Plus a mechanism has been created to accurately track this information for future reports.
This will require programming which has not been completed yet and will probably take several months.
--Due to the lack of a mechanism to track closed cases the percentages reported in the previous reports are also
not accurate. This reports reflects an estimate based on the number of cases opened this fiscal year vs. the
number of cases sent to the Special Master. Although there is a margin of error it will more accurately reflect
a true percentage.
continued..........
VI. For the Compliance Officer to make public contact in 75% of the cases.
1st QUARTER FY 2nd Quarter FY 3rd Quarter FY TOTAL FY
99/2000 99/2000 9912000 99/2000
COMPLIANCE 90% 91% 92% 91%
OFFICER
VII. Public Inquiries
This is a new category which has not been previously reported. There is no goal, the purpose is to track the number
of people who contact the the Code Compliance office. There are two categories; I) Walk-ins and 2) Phone calls.
It was believed the phone calls could be tracked through the IT department. To date we have not been able to
accomplish this. As a result there is no data available regarding phone calls this quarter. We will initiate a log with
random sampling to provide data for the next quarter.
The walk-ins are tracked through the use of a sign in log. As this was a new program visitors were slow to respond.
We have subsequently installed signage and instructed staff to be diligent in requiring visitors to sign the log. As a
result there has been a marked increase in the numbers this past month which is not included in the third quarter data.
The data in this report is less than the actual number of visitors to the Department.
Quarter Walk-ins Phone Calls Total
3rd Quarter FY 99 - 2000 470 N/A 470
VII. Activity between 4PM and 10PM
These hours were not previously covered under live day/8 hour schedule. Our new schedule ofa four dayllO hour
schedule allows additional coverage from 5pm to 7pm (Monday, Tuesday and Wednesday) and 5PM to IOPM
(Thursday to Sunday). This allows us to have a regular presence on Ocean Drive and Lincoln Rd. to enforce
vendor and sidewalk cafe regulations. We believe this is in part the reason for the reduced numbers in those
areas. Action taken in connection with regular duties are not reflected in this data. The reduction in outdoor
entertainment inspections is a result of our enforcement efforts which resulted in the establishments obtaining
conditional use permits.
Complaints Vendors Noise Signs Sidewalk Cafe's Outdoor Other Total
Inspections License Entertainment
2nd Quarter 69 51 26 56 19 99 320
FY 9912000
3rd Quarter 31 71 20 25 5 42 194
FY 9912000
In addition, the new scbedule has resulted in responding to several noise complaints in the early morning hours
(between 6:30 and 7:30 AM) also a time not covered under the previous schedule. The early hours also allow us
to monitor construction sites for early starts which has resulted in several violations being issued.
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CITY OF MIAMI BEACH
OFFICE OF RISK MANAGEMENT
PERFORMANCE MEASUREMENT ACHIEVEMENTS
AS OF JUNE 30, 2000
OBJECTIVE ACTUALS ACTUALS 3RD QTR 3RD QTR YTD COMMENT
FY 99/00 FY 97/98 FY 98/99 FY 98/99 FY 99/00 FY 99/00
1. Investigate and process
liability claims; not to exceed $208 $206 $170 $170 $170
per claim cost of $300
2. Liability claims investigation;
commences within 24 hours of 100% 100% 100% 100% 100%
initial notice - standard 100%
3. Workers' Compensation
severity cost per work hour; $.17 $.13 $.26 $.34 $.21
not to exceed standard of $.19
(annualized)
4. Workers' Compensation lost-
time injury rate per 100 3.7% 2.3% 4.4% 3.0% 2.8%
employees; not to exceed
standard of2.9% (annualized)
5. Workers' Compensation lost- YTD L T Claims-47
time cases as compared to total 10% 7.1% 16.8% 13.0% 14.0% Annualized -63
cases; not to exceed standard
of 8% (annualized)
6. Workers' Compensation. - 24
hour contact from notice with 100% 100% 100% 100% 100%
employees involved in
potential lost-time accidents;
standard 90%
7. Workers' Compensation.
investigation commences on 100% 100% 100% 100% 100%
fatal or critical injury accidents
within 8 hours of notice;
standard of 100%
8. Safety training as required by 1200 600 125 86 361 Forklift training provided.
State of Florida; This is much more
approximately 500 employees comprehensive than other
programs.
9. Conduct building/City 36 56 8 4 16
property inspections -
standard 36 annually