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124-1998 LTC CITY OF MIAMI BEACH CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139 http:\\ci.miami-beach.f1.us L.T.C. No. 124-1998 LETTER TO COMMISSION August 28, 1998 TO: Mayor Neisen O. Kasdin and Members of the City Co ission FROM: Sergio Rodriguez City Manager SUBJECT: AN ANALYSIS OF PERFORMANCE MEASUREMENT ACHIEVEMENTS FOR THE QUARTER ENDING JUNE 30, 1998, WITHIN THE DEPARTMENTS OF CODE COMPLIANCE, FIRE, FLEET MANAGEMENT, PLANNING, RECREATION/CULTURE & PARKS, AND RISK MANAGEMENT BACKGROUND Attached are the quarterly reports of performance measurement achievements being reported by the departments of Code Compliance, Fire, Fleet Management, Planning, Recreation/Culture & Parks, and Risk Management for the period ending June 30, 1998. The objectives included in these reports were discussed with the Budget Advisory Committee (BAC) during the planning and development stages of this project. Improvements in performance were indicated by the measures reported for fiscal year 96/97, and continued improvement is noted. Though not all objectives have been achieved, in some instances the objectives have been, or are being, surpassed. The departments of Fire, Planning, Recreation/Culture & Parks began reporting their respective performance measures this quarter. The departments of Building and Parking will begin reporting in fiscal year 98/99. An Analysis of Performance Measurement Achievements Page 2 August 28, 1998 ANALYSIS DISCUSSION The achievements of each department are reported in the attached tables which reflect the objective, the prior year actual performance, the current year third quarter and the year- to-date (YTD) actual performance, as well as comments explaining relevant trends or issues. The following is a summary of the performance objectives for each department: Code Compliance o to reduce the interval between receipt of a Notice of Violation and its transmission to the City Clerk's Office for Special Master Hearing o to improve the ratio of field-to-office hours o to increase the Letter of Intent inspections performed o to increase the number of cases and associated violations issued o to increase compliance prior to Special Master hearing Fire 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 of large or complex commercial, industrial, public assembly, or institutional occupancies o to conduct fire investigations on all fires that are suspicious or of undetermined causes o to provide public education on fire and life safety issues Fleet Management o to increase preventive maintenance jobs o to reduce repair jobs and the associated costs o to reduce vehicle downtime An Analysis of Performance Measurement Achievements Page 3 August 28, 1998 Planning 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 Recreation. Culture & Parks 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 Risk Management 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. SRW:JC:JR attachments CITY OF MIAMI BEACH CODE COMPLIANCE PERFORMANCE MEASUREMENT ACHIEVEMENTS AS OF JUNE 30, 1998 OBJECTIVE ACTUALS 3RD YTD COMMENT FY96197 QUARTER FY 97198 To reduce the interval 46 days 40 days 43.5 days We will continue to strive to between receipt of a meet our goal. Notice of Violation and its transmission to the City Clerk's Office, from 46 to 37 days. To improve the percent 50/50 71/29 65/35 Surpassed goal. ratio of field-to-office hours for Inspectors and Field Supervisors, from 50/ 50 to 60/ 40 To increase on average Inspectors - 8 Inspectors- 17 Inspectors - 13 Achieved goal this quarter. the monthly Letter of inspections inspections inspections Intent (LO!) inspections peIformed by Inspectors, Field Supervisors- Field from 8 to 15, and to Field Supervisors - 3 8 inspections Supervisors - increase on average the inspections 7 inspections monthly LO! inspections peIformed by Field Supervisors, from 3 to 5. To increase the annual Inspectors - 4,920 cases Inspectors-945 Inspectors - number of cases, from & 19,756 violations cases & 2582 vios. 2431 cases 4,920 to 5,000 and and 10,073 associated violations, Field Supervisors - 937 Field Supervisors- violations. from 19,756 to 20,000 cases & 2,548 violations 338 cases & 842 issued by Inspectors; and VIOS. Field to increase the annual Supervisors - number of cases, from 742 cases and 937 to 1,000 and 1450 associated violations to violations. 3,600 issued by Field Supervisors. Increase average # of 71 cases & 190 142 cases cases & violations per VIOS. &428 vios. Code Inspector. Increase compliance prior Cases received by Cases received to Special Master Clerk - 340 by Clerk - 957 Cases heard - 668 Cases heard - Cases dismissed! 1962 complied prior to SM Hearing - Cases 310 dismissed! complied prior Percentage to SM Hearing complied prior to 903 SM hearing 46% Percentage complied prior to SM hearing 46% MEMORANDUM DEPARTMENT OF CODE COMPLIANCE DA TE: August 25, 1998 TO: Mayra Diaz Buttacavoli Assistant City Manager AI Childress, Director c:::;;f2, ~ 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 ofFY 97-98. The Department was directed to report on the following items: 1. The timeliness of the progress inspection. 2. The ratio offield to office hours. 3. The number of Letters of Intent (LOI) inspections performed. 4. The number of cases and violations written. 5. Average number of cases and violations per inspector. 6. Number of cases complied prior to the Special Master. .;continued............... . -2- Third Quarter FY 97-98 Performance Based Budgeting I. The timeliness of the progress inspection. We are continuing to work to achieve our goal. 1ST OUARTER 2ND OUARTER JRD OUARTER 1997-98 FY 97/98 FY 97/98 FY 97/98 GOAL 46 days 41 days 40 days 37 days 1ST OUARTER 2ND OUARTER JRD OUARTER FY 96-97 FY 96/97 FY 96/97 FY 96/97 TOTAL 74 days 102.5 days 60 days 46 days II. Ratio of field hours to office hours. Weare continuing to show improvement in this area. This quarter the Department has achieved our goal. 1ST OUARTER 2ND OUARTER JRD OUARTER GOAL FY 97/98 ~ FY 97/98 Department 58% - 42% 66% - 34% 71%-29% 600/0-40% Inspectors 61%- 39% 75% - 25% 73%. 27% 60%.40% Field 52% - 48% 57%.43% 66%.34% 60%- 40% Supervisors 1ST OUARTER 2ND OUARTER JRD OUARTER FY 96-97 FY 96-97 FY 96-97 Department 49%- 51% 48%. 52% 54% - 46% 50% - 50% Inspectors 50% - 50% 51%-49% 56% - 44% Field 40% - 60% 43% - 57% 41%.59% .; continued........... . -3- Performance Based Budgeting Third Quarter FY 97/98 III. The number of Letters of Intent inspections performed. We have exceeded our goal. 1ST QUARTER 2ND QUARTER JRD QUARTER ~ FY 97/98 FY 97/98 FY 97/98 97/98 Department 7.3 11.3 15 Inspector 9 12 17 15 Field 3.3 10 8 5 Supervisor 1ST QUARTER 2ND QUARTER JRD QUARTER FY 96-97 FY 96/97 FY 96/97 FY 96/97 ~ Department 6 3 5 5 Inspector 7 5 7 8 Field 5 2 3 " continued........... . -4- Third Quarter FY 97/98 Performance Based Budgeting IV. The number of cases and violations written. Department Inspectors Field Supervisors Department Inspectors Field Supervisors 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 would increase our efficiency and should result in an only slightly higher number of cases and an increase of violations with each case. 1ST OUARTER 2ND OUARTER 3RD OUARTER GOAL FY 97/98 . FY 97/98 FY 97/98 760 (cases) 1,130 (cases) 1,283 (cases) 6,000 (cases) 4,989 (violations) 3,810 (violations) 3,424 (violations) 23,600 (violations) 606 (cases) 880 (cases) 945 (cases) 5,000 (cases) 4,393 (violations) 3,098 (violations) 2,582 (violations) 20,000 (violations) 154 (cases) 250 (cases) 338 (cases) 1,000 (cases) 596 (violations) 712 (violations) 842 (violations) 3,600 (violations 1ST OUARTER 2ND QUARTER 3RD QUARTER FY 96/97 FY 96/97 FY 96/97 FY 96/97 949 (cases) 1,284 (cases) 2,067 (cases) 5,857 (cases) 4,704 (violations) 3,586 (violations) 7,204 (violations) 22,304 (violations) 786 (cases) 996 (cases) 1,898 (cases) 4,920 (cases) 4,253 (violations) 2,834 (violations) 6,569 (violations) 19,756 (violations) 163 (cases) 288 (cases) 169 (cases) 937 (cases) 451 (violations) 752 (violations) 635 (violations) 2,548 (violations) ~ '. continued...... . . .. . . . . . . -5- Third Quarter FY 97/98 Performance Based Budgeting V. The average number of cases and violations per Code Inspector (includes Inspector and Field Supervisor.) The Department goal is to maintain or slightly increase the averages over this fiscal year. 2ND QUARTER 97/98 3RD QUARTER 21L2! 71 (cases) 238 (violations) 71 (cases) 214 (violations) '. continued......... . -6- Third Quarter FY 97/98 VI. This fiscal year our goal is to increase the number of cases complied prior to a Special Master Hearing. 1ST QUARTER FY 97/98 2ND QUARTER 3RD QUARTER YTD FY 97/98 FY 97/98 Cases received. 339 by Special Master 278 340 957 Cases heard 646 648 668 1,962 Cases complied! 306 dismissed prior to a hearing 287 310 903 Approximate. 47% percentage complied prior to hearing 44% 46% 46% *Correction made after review and discussion with Clerk's Office. v A:\PERFBASERPT.MEM 7Jl Eo- Z riIi:l ~ riIi:l > riIi:l ~= OEo-~~QO <Z;;;JEo-~ riIi:lrili:l=Z..... ~~~~, ~riIi:l~7Jl=; ~Q><~ ~~~~~ Eo-~~riIi:l .... 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I!! .... " I! I! I! III ill" " ~I~ J~~ ~~i 9i~: ~~~ .." " "i~ ~'6~ -g .5 -g MO:': ~ro~ iH ~ ~ ~ ~ , ~ FFF f~~ ~h JlJlJl I! I! I! ~ IH ~a. i~i ~I! Eij.E ~ ~ .~.~.~ I!Z> @"~~ ",s ".91 L ~~~ ~~ ~>~ ~~ ~~B :::-- ,....~..... :ii:ii ~!~ i~ i!!i ~~cii606 ~~I!!1<i-g"E ~~~;-~~ CITY OF MIAMI BEACH PLANNING, DESIGN & HISTORIC PRESERVATION DIVISION PERFORMANCE MEASUREMENT ACHIEVEMENTS JUNE 30, 1998 OBJECTIVES ACTUALS FY97/98 YEAR- COMMENT I FY 97/98 FY 96/97 3RD QUARTER TO-DA TE 1. Respond to on-site building N/A 145 requested - 501 req'd Current staffing prevents inspection requests within three 132 within goal 424 w/in department from attaining business days after notification, 95% goal (85% stated goals. Current quarter is of the time. w/in goal) 91% within goal. 2. Review all regular plans for N/A 350 submitted - 1353 sub. On target compliance with applicable zoning 350 within goal 1353 w/in regulations and design requirements goal with an average turnaround time of 10 business days or less, 100% of the time. 3. Respond to requests for zoning N/A 44 received - 106 rec'vd Research necessary to complete verification letters within 5 business 40 completed 93 w/in inquiries may prevent days of receipt, 95% of the time. within target goal. goal (88% compliance at 100%. Current w/in goal) quarter is 91 % within goal. 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"0 13 '" ~ 0 t > u 0- o..Sl~ ~ ~ 0 "<t"<t~ "0 ~ "0 .~ ~ ~ -0 u --;:: ~ "0 S '" ~ 0 t > n 0"0 ..... fr~~ .... .... 0 ('f'\M~ ~ '+-< o '" t o 0.. ~ .... - ta '" 3 o ...c= ,-.., "<t '" N ::I '-' .9 ..... .s :a oS ::I .~ 8 '" ~ ;::l ~.g ~ ~ ~..d t;j '" 0 .:::: en ;::l ~ "0 ~<5~ .... ..... ~ - ctS.- <- .s ~ '" .5 ~ u 1.0 on '" .5 <'d u 0\ - ~ Z ~ .~ <. .0 '" .5 a ..$!I ~ u >. 1::- o <'d ._ U ..... '" 1Jlt.= ::I '" ~ ;::l 0..0 13 .- o ~ U .... 0.. ^'" ~ 5<5 ] S .... 0 o<t: ~~ ~ ,-.., uon ;::l"-' "0 ~ ~ > ~t.= CITY OF MIAMI BEACH OFFICE OF RISK MANAGEMENT PERFORMANCE MEASUREMENT ACHIEVEMENTS AS OF JUNE 30, 1998 OBJECTIVE ACTUALS 3RD QTR YTD COMMENT FY 97/98 FY 96/97 FY 97/98 FY 97/98 1. Investigate and process liability claims; not to exceed per claim $208 $200 $200 cost of $300 2. Liability claims investigation; commences within 24 hours of 100% 100% 100% initial notice - standard 100% 3. Workers' Compensation severity cost per work hour; not to exceed $.17 $.10 $.13 standard of $.19 5. Workers' Compensation lost- time injury rate per 100 3.7% 1.9% 2.0% employees; not to exceed standard of2.9% (annualized) 6. Workers' Compensation lost-time See prior report-standard cases as compared to total cases; 10% 5.2% 7.0% for L.T. Hrs. to Total Hrs. not to exceed standard of 8% deleted-similair criteria. (annualized) 7. Workers' Compensation. - 24 hour contact from notice with 100% 100% 100% employees involved in potential lost-time accidents; standard 90% 8. Workers' Compensation. investigation commences on fatal 100% 100% 100% or critical injury accidents within 8 hours of notice; standard of 100% 9. Safety training as required by State of Florida; approximately 1200 300 400 500 employees 10. Conduct building/City property inspections - standard 36 36 5 41 annually f: risk\$all \bud get\perfuase \97 -9 8. wpd