June 4 2014 Retreat CMB Strategic Citywide Work Plan FY14-15
06/02/2014
City of Miami Beach
Strategic Citywide Work Plan FY14 & FY15
Key
FY15
Citywide Initiatives Dept
Intended
Impact
Outcome
Insist On
POLICE
Initiatives to be determined by incoming Police Chief
Police
Department
Accountability
And Skilled
Management/
Leadership
Hire Management Consultant to develop a performance improvement website (intranet) and select 3-5 city $65,000 ORGANIZATION
Streamline
processes for process review, quarterly performance reports and annual reports, and annual report to DEVELOPMENT
The Delivery
Of Services
community at $65,000 by Q2 FY15 PERFORMANCE
Through All
INITIATIVES
Departments
PROCUREMENT
Increase the # of city contracts, and create a culture of efficiency and compliance end of FY15
CITY CLERK
by Q1 FY15
Implement a software solution to automate the current City Commission agenda preparation process in FY15
IT, BUILDING
NEW
Implement eRecording with Miami Dade County for Building department and other legal documents by
Q4 FY14
$250,000
HR
NEW
Implement an employee wellness program in FY15 at $250,000
Automate work orders for greenspace management/parks by implementing Cityworks by end of FY15 at
PARKS & REC
IT,
$75,000
PUBLIC WORKS
Complete procurement for radio and create the specifications to replace the existing analog in the Commission
COMM, IT,
Chamber television room with a new SD/
PROCUREMENT
Advisory Radio) radio station programming capabilities from analog to digital
POLICE, CODE,
Pursue implementation of body cameras for Police, Code, Building, Parking, and Fire Inspection by FY15 at
$1,500,000
BUILDING, PARKING
$1.5M
Improve delivery of Property Management and CIP construction projects through the utilization of customer
$250,000 PROPERTY MGMT, CIP
management standards by FY15 at $250,000
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Key
FY15
Citywide Initiatives Dept
Intended
Impact
Outcome
Upgrade Parks and Recreation software by Q2 FY15 at approximate cost of $45,000 PARKS & REC
Streamline
The Delivery Implement automated account system for park users by Q4 FY15
Of Services
Through All
Implement Symantec Enterprise Vault for Police network storage IT
, POLICE
Departments
Reprogram the public records purchase receipt system to print both public records and photo daily activity
(continued)
report
Increase compliance with electronic arrest reports by adding additional mobile components and Net-Motion
software in the Police Department
Explore opportunities for providing additional online Parking services i.e. renewal and purchase of residential
PARKING
permits, on-street and off-street parking, etc. by Q3 FY14 at an estimated cost of $50,000
Purchase handheld software upgrade to automate valet process by Q3 FY15 at an estimated cost of $40,000
Purchase and install Master meter Replacements - 750 multi-space pay stations for on-street and off-street
locations by end of Q4 FY14 at a cost of $5.3M
PARKING
$3,500,000
Upgrade Gated Revenue Control system including centralized processing of all data, monitoring and access
control, for all parking garages (phased) by end of FY15 at a cost of up to $3M
BUILDING
, FIRE,
Implement technology enhancement for new Permitting System by Q3 FY16 at 3.5 million including:
PLANNING, CODE,
Improved plans management and tracking system for the plan review process
o
PUBLIC WORKS, IT
Mechanism to obtain feedback from customers
o
Payment Kiosk for Code Compliance Division
o
Portable printers for inspectors involved in Building development process and Code Enforcement officers
o
Complete acquisition and launch electronic plans review program for all departments with development review
process functions by Q3 FY15 at $100,000
Implement City Liens e-Recording with Miami-Dade County to file and record liens electronically to Miami-Dade
FINANCE
County via secure web service by Q3 FY14 at no cost
Explore what other services could be provided to the customers using Kiosk machines
Procure new Pattern Stream Software with IT to create new reports in EDEN that automate budget document
OBPI,IT
production thereby reducing the production time from 3 months to 1 month by Q4 FY14
NEW
Install and implement new ticketing, queuing and calling system for Departments participating in
BUILDING, IT
Development Review Process, simplifying and improving the customer experience by Q4 FY14 at $100,000
NEW
Hire special events coordinator for centralization at events to work in conjunction with TCED by Q4
TCED
$80,000
2015 at an approximate cost of $80,000
Select and budget for replacement of financial/admin Enterprise Resource Planning by July 2014 at $3.3M
IT,
FINANCE
$3,500,000
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06/02/2014
Key
FY15
Citywide Initiatives Dept
Intended
Impact
Outcome
Improve
Building/
Development-
Related
Processes
From Single
Family
Residences to the
Large
Development
Projects
Strengthen
$500,000 IT
Implement out of region database back-up by Q3 FY15 at approximate cost at $500,000
Internal
Controls
To
OBPI
Achieve More
Contract audits of CIP, entitlement grants, HR Compensation, Tennis Center Parking enforcement utilizing
Accountability
state contractors by Q4 2014 at $300,000, parking enforcement will be contracted by Q2 FY15 at $100,000
NEW
Complete a review of 20 prior audits to determine the degree of corrective recommendations
successfully implemented and create an action plan to address outstanding deficiencies
NEW
Collaborate of system initiatives under the security and safety function under a single area of
EMERGENCY
responsibility to ensure uniformity and integration across the city by 2015 MANAGEMENT
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FY15
Key
Citywide Initiatives Dept
Intended Impact
Outcome
Enhance
COMM
Conduct audit of current community outreach to assess how our residents receive our information
External And
Develop programming procedures for MBTV using best practice strategies that allow for the expansion of
Internal
programming and meet state and federal programming mandates (PEG channel) at $25,000
Communication
Establish a citywide website master for centralized content management and enhancement of CMB website
From And
$60,000
NEW
l media outreach by FY15 at $60,000
Within The City
PLANNING, COMM
Upgrade the Planning Department webpage to maximize public access to planning and development
information by Q1 FY15
TCED, CIP, COMM
Develop a regular e-news communication, on a monthly basis, for MB businesses and increase
subscriptions and outreach efforts by importing other existing email lists and better coordination of meetings
TCED, PUBLIC SAFETY
Create a business industry partnership for emergency management, disaster mitigation, preparation,
response and recovery by 2018 within $180,000 budget
COMM, IT, PROPERTY
NEW
Build portable live remote broadcasting for MBTV transmissi n system by Q3 FY14 at $60,000
MGMT
NEW
Install kiosks and video screen highlighting CMB news by FY16 with $175,000 in earmarked funds for
comprehensive makeover of Media Room
COMM, TCED
Execute a creative method to promote Miami Beach assets on an annual basis through Like2Love Miami
Beach ongoing campaign by Q4 FY15 (cake contest for centennial celebration)
Ensure a
ORGANIZATION
Implement a continuous internal and external service satisfaction survey for IT, Property Management,
Universal
DEVELOPMENT
Human Resources, and Fleet and expand the same to Central Services, OBPI, Communication, and
Culture Of
PERFORMANCE
Finance by end of FY14
High
INITIATIVES, IT
Quality
FIRE
Customer-
Develop quality assurance/quality control program that ensures consistency in the Fire Prevention Bureau
by end of FY14
Service
Driving the
HR/ORGANIZATION
NEW
Require all new employees to complete all on-line training within two weeks of starting employment
Conduct of the
DEVELOPMENT
City
Commission
PERFORMANCE
and all city
INITIATIVES
employees
NEW
Create professional appearance standards by FY2014/15
HR
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FY15
Key
Citywide Initiatives Dept
Intended Impact
Outcome
Ensure a
$TBD TCED
NEW
Create a North Beach City Hall Annex in FY15 at $TBD
Universal
Culture Of
High
$270,000CODE COMPLIANCE
NEW
Establish a more proactive code compliance environment focusing on entertainment district areas in
Quality
FY15 at $270,000
Customer-
Service
Driving the
Conduct of the
City
Commission
and all city
employees
Ensure
PUBLIC WORKS,
by September
Expenditure
BUILDING, FINANCE
2014
Trends Are
Sustainable
Over The Long
PUBLIC WORKS, CIP
NEW
Evaluate and Improve energy efficiency by creating standards for retrofit of existing buildings and
Term
new construction by December 2014
CODE, BUILDING, IT,
PLANNING
Create a fine structure that ensures recovery of City costs associated with code violations by Q4 FY15
Complete analysis of certificate of use fees to reflect full cost by Q4 FY15
OBPI
Expand usage of community benefit fund
Release CAC endowment over a 3 year period for public benefit arts programming
TCED
t to expand fuel efficiency and opportunities for alternate transportation options
FLEET
(cops on bikes, hybrid, charging system)
OBPI
Review and update cost allocation methodology for internal service departments to properly allocate costs
and more effectively manage those costs/drivers over time by Q4 FY15
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Key FY15
Citywide Initiatives Dept
Intended Impact
Outcome
Improve City's HR, ORGANIZATION
Implement a comprehensive reward program for employees who exceed expectations by Q4 FY14 at $50,000
DEVELOPMENT
Managerial
PERFORMANCE
Leadership
INITIATIVES
To Reward
Innovation and
EMERGENCY
Conduct emergency management trainings/exercise (annual) programs by 2015 with $50,000 annual budget (Grant
$50,000
Performance
MGMT
FY15)
CITY MANAGER,
NEW
Create an awards and recognition program for innovative and performance ideas using virtual suggestion box
IT
by Q4 FY14
NEW
Offer phantom stock performance based
Ensure Reliable
CODE
Work with Miami-Dade county to obtain some level of jurisdiction that ensures enforcement authority over grease
Stormwater
traps by Q2 FY15 at $300,000 (Green Team)
Management
By Implementing
Select Short And
PLANNING
NEW
Evaluate the existing city code and FL building code to incorporate incentives for green building initiatives and
Long- Term
storm water retention for private development
Solutions
NEW
Amend flood plan and land development regulations requiring increased height for both residential and
Including Sea-
businesses
Level Rise
$15,000 COMM, PUBLIC
Create a program of literature and other collateral material to educate public on facts and common misconceptions
WORKS, CIP
related to sea level rise by Q1 FY15 at $15,000
PUBLIC WORKS,
$3,400,000
Develop and implement construction of system to mitigate issues created by sea level rise over the next 20 years by
CIP
FY19 at $300,000,000
Identify objectives for increasing resiliency of power supply and flood resistance for critical facilities and implement
standards to incorporate into all new construction/ retrofit existing facilities by Q4 FY15 at $25,000 at capital project
PUBLIC WORKS,
Develop mitigation plan for sea level rise anticipated over the next 50 years by FY16 at $250,000 per year
$250,000
CIP,
ADMINISTRATION
$1,800,000 HR, EMERGENCY
Increase windstorm insurance coverage to assist recovery in case of tropical storm or hurricane event in FY15 at
MGMT
$1,800,000
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Key FY15
Citywide Initiatives Dept
Intended Impact
Outcome
Commission A
$4,500,000 TRANSPORTATION
Implement ITS program (phase I) for South Beach and a portion of Mid Beach by end of FY16 at
Comprehensive
$10,000,000 (Tiger Grant, $2 million from the Transportation Concurrency Fund and $2.5 million from South
Mobility Plan
$200,000
& Middle Beach Parking Impact Fees Fund)
Which Gives
Deploy interim Intelligent Transportation System (ITS) solution for major special events and high impact
Priority
periods by Q1 FY15 at a cost of $200,000 with contingency
Recommendations
Update the Atlantic Greenway Master Plan (Bike Plan), by including locations for increased bike racks
(From Non-Vehicular
citywide by FY15 at $180,000
To Vehicular And
Implement North Beach circulator By Q4 FY14 at a cost of $1.5 million per year
Including Parking)/
Complete the transportation master plan study, including the recommendations of the Atlantic Greenway
Enhance Pedestrian
Safety Network Master Plan by Q4 FY15 at $150,000
Universally/
Incorporate communities of a lifetime (aging friendly strategies) into capital projects that will be
Elevate Walkability
recommended in transportation master plan
To First Criteria Of
All Development
PARKING
Decisions, Including
Create digital internet portal (through IT Business plan) that incorporates all existing transportation, including
Reconstruction And
bikes, car on demand, trolley, etc. by FY15
Planning
PARKING,
ECON DEV
Expand availability of parking on Collins Ave corridor by FY20 at $TBD
PLANNING
NEW
Through the planning/development review and approval process enhance pedestrian safety with
development regulations that prioritize the pedestrian realm by 2015
NEW
Amend zoning code to ensure consistent urban planning, prioritizing the pedestrian experience,
through a form based code, by addressing walkability and stormwater management by Q4 FY 15 at
$500,000 (Grant)
NEW
Complete grant application for TIGER grants for the US DOT by Q3 FY13/14
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06/02/2014
FY15
Key
Citywide Initiatives Dept
Intended Impact
Outcome
Update
PUBLIC WORKS
Conduct 40 year recertification of City Buildings required by Miami-Dade County through the use of
Comprehensive
outside services by Q3 FY14 at $44,000
Assessment
Accelerate past due renewal and replacement projects by hiring outside Architect/engineer or Project
Of All
manager by Q3 FY14 at $74,000
Infrastructure
Review Preventative Maintenance Plan, Implement work as scheduled, and Develop Annual Citywide
Needs (Potable,
Maintenance Plan by FY15
Wastewater,
Enhance ADA support by adding ADA position by Q4 FY14 at $65,000
Stormwater, And
Complete Building Assessments (Facility Condition index) by Q4 FY14 at $220,000
Roads)
Ensure Facility Index (FCI) software is up to date and able to produce FCI Report; software shall be
implemented ready for use by Winter 2014
Develop building database for key dates (elevator certificates, fire alarm expectations, etc.)
Develop GIS baseline infrastructure maps for roadways, sidewalks, seawalls, sewer, water, street
lighting, stormwater infrastructure, water infrastructure maps and sewer infrastructure map
Develop procedure regarding signs in Right of Way by Q4 FY15
Fully assess upcoming neighborhood capital projects to ensure that all infrastructure deficiencies are
addressed over the next five years at $TBD
NEW
Improve streets and sidewalks based on pavement condition index in FY15 at $1,000,000
$1,000,000
Build and
CIP
Create and implement a standard close-out procedure by Q4 2014 through the participation of the CIP
Maintain Priority
action team
Infrastructure
Implement an electronic statistically valid survey to be distributed within 9 days of substantial completion
With Full
that captures resident and business feedback for ROW projects by Q1 FY15
Accountability
PUBLIC WORKS
Implement Right of Way permitting to minimize impacts after streets have been improved by December
2014
$1,500,000 PARKS
NEW
Enhance and improve City parks and facilities including improved maintenance and equipment
upgrades in FY15 at $1,459,600
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06/02/2014
FY15
Key
Citywide Initiatives Dept
Intended Impact
Outcome
Complete A
PLANNING, ECONDEV,
By 2015, implement short term recommendations of North Beach Master Planning strategy at
Community
ORGANIZATION
$TBD and all recommendations by 2020 including educational initiatives at $TBD
Consensus
DEVELOPMENT
Cohesive Master
PERFORMANCE
Plan For The North
INITIATIVES
Beach
Neighborhood
$TBD PLANNING
NEW
Revitalize Washington Avenue and North Beach by planning for overlay districts in FY15 at
$TBD
Improve
CITY MANAGER,
Establish neighborhood stewardship programs
Cleanliness in High
COMMUNITY
Traffic Residential
OUTREACH
And Pedestrian
Areas, including
ORGANIZATION
Create structure to identify deficiencies in public ROW appearance and implement corrective
Maximizing
DEVELOPMENT
action by Q1 FY15 at $TBD
Deployment of
PERFORMANCE
Trash Cans On Outsource cleanliness/appearance/bathroom/garage index assessments by Q1 FY15 at
$30,000 INITIATIVES,
Every Corner/
approximate cost of $30,000
Improve
PUBLIC WORKS,
Cleanliness, City
PARKS & REC
Beaches
ORGANIZATION
Develop structured process to identify deficiencies and implement corrective action for parking
DEVELOPMENT
garages and public restrooms by Q3 FY15 at $TBD
PERFORMANCE
INITIATIVES, PARKING
PARKING
NEW
Enhance cleanliness and appearance at City parking garages: clean America and paint
striping in FY 15 at $600,000
$600,000
SANITATION
NEW
Install and maintain additional litter cans across the City in FY15at $170,000
$170,000
HOUSING & COMM
NEW
Address homelessness in FY15 at $120,000
SERVICES
$120,000
Complete A Master
NEW $250,000 CITY MANAGER
Complete a master plan for Ocean Drive by Q4 FY15 at $250,000
Plan For Ocean
Drive
Select Suitable
COMMUNITY
Develop marketing plan for affordable housing opportunities including City-driven projects (develop
Areas For Provision
SERVICES
units, search tools, and homeownership initiatives) by Q3 FY15
of workforce
Housing for Key
Industry Workers
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06/02/2014
FY15
Key
Citywide Initiatives Dept
Intended Impact
Outcome
Ensure
CODE
Review and revise fine schedules in Chapter 30, using a consultant for the review/revision of
Compliance With
Chapter 30 of the City Code of Ordinances
Code Within
Reasonable Time
$50,000 BUILDING
Create a city of Miami Beach unsafe structures panel by Q1 FY15 at $50,000
Frame,
Emphasizing The
Existing KIO to be moved to Initiative with creation of new KIO
Code For
Commercial
Development
Expeditiously
CITY MANAGER
Complete Convention Center expansion and enhancement project by 2018 at $500,000,000
Upgrade The
Convention
Existing KIO to be moved to Initiative with creation of new KIO
Center To Be
Smart, Modern,
Energy Efficient
And Which Fits
Local Context,
Including
Walkability
Accommodate
CITY MANAGER
Identify hotel site alternative(s) to build convention center hotel by 2017 at $TBD
Complimentary
Hotel(s)
Existing KIO to be moved to Initiative with creation of new KIO
Proceed With
The RFP And
Referendum As
Soon As Possible
Maximize The
TCED, PLANNING
Develop revitalization plan for Washington Ave. to include feasibility of creation of Business
Miami Beach
Improvement District (BID) by Q2 2015
Brand As A
NEW
Re-examine and develop priority types of special events city should keep and/or attract
World Class
based on economic impact and quality of life/mobility impacts by Q4 FY14
Destination
TCED
I
new business and improve the market for existing businesses by Q3 FY15
$10,000
Implement and market program to provide outreach to new and existing businesses in the City by
Q1 FY15, at $10,000
Create incentives program to facilitate desired industry diversification by Q2 FY15
$1,500,000
NEW
Execute the year-
$1,500,000
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06/02/2014
FY15
Key
Citywide Initiatives Dept
Intended Impact
Outcome
Induce Public
ORGANIZATION
Review MDCPS parent and student satisfaction data to identify opportunities for improvement
School
DEVELOPMENT
and leverage the city resources to provide support for improvement by Q4 FY14 (286. Obtain
Accountability
PERFORMANCE
parent satisfaction data from the district segregated)
Mainly At
$40,000 INITIATIVES
NEW
contract a K-12 public school consultant to conduct a comprehensive program review
Middle School/
(middle school) to make recommendations for implementation at public middle school based
Investigate
on established best practice information and share results with staff and commission by Q1
Establishing A
FY15, at anticipated cost of $40,000
Charter Middle
$500,000
School
NEW
Partner with MDCPS and FIU to build upon strengths and needs uncovered in Nautilus
Middle comprehensive program review by aligning university expertise, resources and
resource-based intervention programs to address pressing education and social needs of
students of Nautilus Middle and its feeder schools by Q4 FY15 at $500,000
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