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180-1999 LTC \ t, CITY OF MIAMI BEACH CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139 http:\\ci.miami-beach.fl.us 180-99 L.T.C. No. LETTER TO COMMISSION August 27, 1999 TO: Mayor Neisen O. Kasdin and Members of the City C ission FROM: Sergio Rodriguez City Manager SUBJECT: AN ANAL Y IS OF PERFORMANCE MEASUREMENT ACHIEVEMENTS FOR THE QUARTER ENDED JUNE 30, 1999, WITHIN THE DEP ARTMENTS OF CODE COMPLIANCE, FIRE, FLEET MANAGEMENT, 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, Parks & Recreation, Planning, and Risk Management for the period which ended June 30, 1999. The objectives included in these reports were discussed with the Budget Advisory Committee (BAC) during the planning and development stages of this project. The departments of Building and Parking are scheduled to begin reporting their performance measurement achievements next fiscal year. It should be noted that the objectives measured will vary from department to department due to the nature of the specific services. The goal is to utilize performance-based budgeting for certain entities which would benefit from measurement of their performance against established standards. ANALYSIS DISCUSSION The achievements of each department are reported in the attached table which reflects 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. An Analysis of Performance Measurement Achievements Page 2 August 27, 1999 The following is a summary of the performance objectives for each department: Code Compliance o to improve the percent 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 the average number of cases per inspector 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 (NFP A) 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 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 Parks & Recreation o to provide mowing, trimming and edging citywide 33 times per year o to provide litter control citywide four times a week for all parks, and three times a week for all landscape areas o to provide semi-annual fertilization for all city palms and trees, and three fertilizations annually for all turf and landscape areas o to resolve within 24 hours all reports of hazardous conditions 0.. to reduce workers compensation claims by five (5%) from the previous fiscal year An Analysis of Performance Measurement Achievements Page 3 August 27, 1999 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 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. S~ff~:~ A~WJ 0 CITY OF MIAMI BEACH CODE COMPLIANCE PERFORMANCE MEASUREMENT ACHIEVEMENTS AS OF JUNE 30,1999 OBJECTIVE ACTUALS FIRST SECOND THIRD COMMENT FY 97/ 98 QUARTER QUARTER QUARTER To improve the percent 65/35 71/29 72/28 65/35 ratio of field-to-office hours for Inspectors and Field Supervisors, from 60/40 to 70/30 To maintain an average Inspectors - 15 Inspectors- 22 Inspectors- 24 Inspectors-l 0 of the monthly Letter of inspections inspections inspections inspections Intent (LOI) inspections performed by Inspectors Field Supervisors-12 Field Field of 15, and an average of Field Supervisors - 7 inspections Supervisors-3 Supervisors-4 monthly LOI inspections inspections inspections inspections performed by Field Supervisors of 5. To increase the annual Inspectors - 3,057 Inspectors-819 cases Inspectors- Inspectors- number of cases, from cases & 12,000 & 2635 vios. 1256 cases 1034 cases 3,057 to 3,210 and violations &2550 vios. &2511 vios. associated violations to 12,600 issued by Field Supervisors-51 Field Field Inspectors; and to Field Supervisors - cases & 164 vios. Supervisors- Supervisor- increase the annual 931 cases & 2,463 112 cases & 64 cases & number of cases, from violations 240 vios. 78 vios. 931 to 1,000 and associated violations to 2,586 issued by Field Supervisors. Increase average # of 62 cases & 171 vios. 51 cases & 165 vios. 80 cases & 72 cases & cases & violations per 164 vios. 173 vios. Code Inspector by 5%. Increase compliance prior Total - 1,221 Cases received by Cases received *Unable to to Special Master to 50%. Clerk - 206 by Clerk - 410 report due to computer Total - 2,335 Cases heard - 484 Cases heard - problems. 571 Total 1,042 Cases dismissed! complied prior to SM Cases Hearing -226 dismissed! complied prior Average 44% Percentage complied to SM Hearing prior to SM hearing - 238 47% Percentage complied prior to SM hearing 43% CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH FLORIDA 33139 CITY OF MIAMI BEACH Code Compliance Department Code Compliance (305) 673-7555 MEMORANDUM DEPARTMENT OF CODE COMPLIANCE DATE: August 16, 1999 TO: Ronnie Singer Executive Assistant to the City Manager FROM: Al Childress, Director~ c5' Department of Code Comp1iance SUBJECT: PERFORMANCE BASED BUDGETING Attached for your review is the report for the Department of Code Compliance for the third quarter of FY 98-99. The Department was directed to report on the following items: 1. The ratio of field to office hours. 2. The number of Letters of Intent (LOI) inspections performed. 3. The number of cases and violations written. 4. A verage number of cases and violations per inspector. 5. Number of cases complied prior to the Special Master. Please 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. continued............... . -2- Third Quarter FY 98-99 Performance Based Budgeting I. Ratio of field hours to office hours. The goal is to spend 60% of the time in the field. This quarter the Department has achieved our goal. Department 1ST OUARTER 2ND OUARTER THIRD OUARTER GOAL FY 98/99 FY 98/99 FY 98/99 71% - 29% 72%-28% 65%-35% 60%-40% 72% - 28% 76%-24% 71 %-29% 67% - 33% 680/...32% 56%-44% 3RD OUARTER TOTAL FY 97/98 FY 97/98 71% - 29% 650/...75% 73% - 27% 70%-30% 66% - 34% 58%-42% Inspectors Field Department Inspectors Field Supervisors continued........... . -3- Performance Based Budgeting Third Quarter FY 98/99 II. The number of Letters of Intent inspections performed. This fiscal year our goal for each inspector and each Field Supervisor is to perform 15 and five letter of intent inspections respectively each month. The inspectors have exceeded the goal. 1ST OUARTER 2ND OUARTER 3RD OUARTER FY 98/99 FY 98/99 FY 98/99 Department 20 19 9 Inspector 22 24 10 Field 12 3 4 GOAL 15 5 3RD OUARTER TOTAL FY 97 /98 FY 97/98 Department 15 13 Inspector 17 15 Field 8 7 Supervisor continued...... ...... -4- Third Quarter FY 98/99 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 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 FY 98/99 FY 98/99 FY 98/99 Department 870 (cases) 1,368 (cases) 1,076 (cases) 2,799 (violations) 2,790 (violations) 2,588 (violations) Inspectors 819 (cases) 1,256 (cases) 1,034 (cases) 2,635 (violations) 2,550 (violations) 2,51 I (violations) Field 5 I (cases) 112 (cases) 64 (cases) Supervisors 164 (violations) 240 (violations) 78 (violations) 3RD OUARTER TOTAL FY 97/98 FY 97/98 Department 1,283 (cases) 3,998 (cases) 3,424 (violations) 13,844 (violations) Inspectors 945 (cases) 3,057 (cases) 2,582 (violations) 11,381 (violations) Field 338 (cases) 931 (cases) Supervisors 842 (violations) 2,463 (violations) continued............... . -5- Third Quarter FY 98/99 Performance Based Budgeting IV. 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. 1ST OUARTER 2BL2.2 2ND OUARTER 2BL2.2 3RD OUARTER 98/99 5 I (cases) 165 (violations) 80 (cases) 164 (violations) 72 (cases) 173 (violations) 3RD OUARTER ~ 71 (cases) 214 (violations) TOTAL 97/98 * 13 OUARTERS) 185 (cases) 537 (violations) continued......... . -6- Second Quarter FY 98/99 V. This fiscal year our goal is to increase the number of cases complied prior to a Special Master Hearing. 1ST OUARTER FY 98/99 2ND OUARTER FY 98/99 3RD QUARTER Cases received by Special Master 206 410 *Not reported by City Clerk's Office due to computer problems. 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Delido Island Street End 2. J749 Jefferson Avenue 3. Miami Beach Water Tower Site 4. Collins Court 14th & Espa.nola Way S. Access between Palm Avenue & South Coconut Lane 6. But End of 18th Street 7, Bast End of17th Street 8. East End of 16th Street 9. Nonb HalCEast End of] 5th Street 10. Ocean Front" 24th - 29th Street 11. 1663 - 166' Meridian Avenue 12. 24th Street &. Lakc= Pancoast Drive 13. Approach to Footbridge on West Side of Indian Creek 14. 28th Street &. Flamingo Drive IS. 41st Street Bridge 16. 6Sth Street Indian Creek - Collins Avenue 17. East Bridge Approach North of 8040 Tatwn Waterway Size of Park Area 3.30 5.85 36.S3 26.34 34.50 6.50 3.20 17.00 1.19 0.77 0.21 0.70 3.43 U! 140.71 .241 .224 .196 .038 .069 .324 .269 .281 .167 .824 .282 .033 .091 .800 .103 .406 .132 Pg.2 18. West Approach North of 8040 Crespi Boulevard .172 19. East Bridge Approach 85th Street & Byron Avenue .145 20. 77th Street &. Tatwn Way to West Side Hawthorne Ave .800 21. North Side Biscayne Street Washington - Jefferson 1.260 22. Indian Creek 63rd & 69th Streets 3.200 23. Dilido Island Median .001 24. Rivo Alto Median .125 2~. San Marino Median .125 26. Center Median Allison Road 1.840 27. Bay Road Street Ends .750 28. Street End 1 Dilido Terrace .241 29. Street End South End Garden Avenue & Biscayne Waterway .036 30. 226 Collintl Avenue .ISO 31. 20th Street &. Alton Road Median .220 32. 29th Street &. Collins Ave .080 33. Washington Avenue 1 -IS Street Center Median .690 34. Lincoln Road Mall 6.1 SO 35. Dade Boulevard North Swale 5.000 36. Alton Road 20th Street - Chase A venue East Swale 7.020 37. Pinetree Drive 46-S 1 Street Center Median .490 38. 75th and Dickens Avenue Water Tank 4.590 39. Indian Creek Center Median .1 SO 40. Alton Road 20th -63rd Street 2.920 41. Pinetree Drive 28th - 46th Street Center Median 3.570 42. City Nursery Site S.OOO 43. Dade Boulevard South Side 1.330 44. Alton Road East Side 20th - Chase A venue 2.070 45. 28th Street and Pinetree Drive 1.060 46. Pinetree Drive 23rd -- 28th Street .390 47. Sunset Island #1 Entrance .640 48. 20th Street and Bay Road .216 49. 8100 Hawthorne Avenue .401 50. 41st Street and Pinetree Drive .120 51. Water Tank at 23rd Street 3.440 52. 41st Street Chops .800 53. 1st Street MedianJ .130 54. 66 Park Avenue Parkway .070 55. Sunset 3 & 4 .390 56. Flaminao Drive (4) Chops .180 57. 63rd & North Bay Road .270 58. 63rd & Alton Road .230 59. 63rd Street & La Gorce .410 60. Pinetree Drive & La Gorce .390 Pg.3 61. North Bay Road & La Gorce 62. 63rd & Pinetree 63. La Gorce Bridge: 64. La Gorce 4 Chops 65. Normandy Isle Bridge Approach 66. Normandy Fountain 67. Biacayne Point Daytonia 68. Biscayne Point Cleveland 69. Biscayne Point Entrance 70. Normandy Welcome Station 71. Bridge Approach to Nonnandy 72. Trouville Bsplenade 73. 76th Street & Library 74. Bayside Lane ". Tatum Waterway 76. 34th &. Chase Avenue 77. 1 st Street Center Medians 78. Sl81 Street & Pine Tree Bridge Approach 79. 46th Street & Sheridan Avenue 80. Biarritz & 71st Street Bus Stop 81. 71st Street Bridge East of Fountain 82. 71st Street Collins- Dickens Ave 83. 72nd Street Bridge Approach 84. 85th Street Bridie Approach 85. 73rd Street Center Parkway 86. Parkview Island 87. Parkview Brest 88. Indian Creek &. Abbott Avenue 89. Sunset Island #2 90. PineTrec Drive Park 63rd & PineTree Drive Total = MUNICIP AL BUILDINGS 1. SSS - 17th Street 2. Policle Station 3. City Hall 4. Fire Station #1 5. Botanical Garden 6. Fire Station #3 .250 .380 .240 .590 .080 .530 .170 .220 .005 .140 .140 .450 .850 .270 .380 .260 .130 .140 .005 .OOS .050 .080 .050 .o~o .260 .050 .160 .110 1.190 ~ 69.280 .450 .060 .410 .4S0 4.130 1.160 Pg.4 7. South Shore Community Center 8. 21st Street Community Center 9. Scott Rakow Youth Center 10. Fire Station #2 11. Fire Station j4 12. North Police Sub Station Total City sma MalatalDed Acreage CODtraetor Mmtalaed Sitet 1. Brittany Bay Park 2. Crespi Park 3. FairwayPark 4. Fisher Park s. Normandy Isle Park 6. Nonnandy Shores Tennis 7. Muss Pm 8. North Shore Park and Community Center 9. Palm 1.lc Park. 10. Pinetree Park: 11. Polo Park 12. Stillwater Park 13. Tatum Park 14. HibiscUl Island Park 1 S. Parkvicw Islaod 16. Poinciana Park 17. La Gorce Tot Lot 18. Collins Avenue Center Medians 41-60th Street 19. Julia Tuttle Causeway 20. MacArthur Causeway 21. ,th Street Alton - Ocean 22. Star Island Center Median 23. Palm Avenue Center Medians 24. Boardwalk & Spoil Atea .380 .490 1.100 .350 .500 ~ TOTAL - 9.730 219.72 3.00 1.20 4.48 2.10 3.60 2.29 3.6S 17.22 2.13 6.5S 5.1 ] I.S8 0.95 0.32 0.78 0.80 0.05 1.53 90.00 50.00 S.12 3.68 2.76 ~ 181.14 CODtraetor Aereaae TOTAL- 00 ~ Z ~ ~ ~ =~= UZU ~~~ =~Z~ ~~~g r-c~00~ o~<~ ~~! u~~ o ~ ~ ~ Eo-< ~ o u I Or-l ~Eo-< ~-< r-l= >< C7\ = C7\ r-l ~~~ ~~;:J 01 = C7\ r-l ~~~ ~~~ 0' C7\ = C7\ r-l ~~~ ~M;:J 01 C7\ = C7\ r-l Cii5 Eo-< Eo-<~ C7\rLJ ~"";:J 01 ~oo <~ i:~ U~ -< CI.l E~ Eo-<Cii5 UC7\ ;t o d I)I)Q)~ lf~~ ~ Q. 1)1) : ~.s d "'0 .S .2:l Q) ~ u....::: u::: d ~ . <;j~S.!!l '" Q) 0 0:1 .s t1.<t:l ~ "'0"'0 Q) ,S .... Q) '" ..... Q) Q. g.8 Q) 0 ... U V'I N - ..q- ..q- ..... "'0"'0- Q) Q) 0:1 .... .... 0 ~.!! 1)1) g. S' <@ e 8 ~ ooot!. .....-..q- _ _ 00 "'O"'Oca Q)lSo t; _ bJ) Q) Q. "" ::s 8.;;1 g'o~ ... U 0 V'lo~ ..q-Nr-- _ _ 00 "'O"'Oca Q),S0 ~~bJ) Q) Q. "" ::s 8.;;1 g'o~ ... U 0 NN~ .....-0 - - 0\ "'O"'O<<i Q) ~ 0 t; ..2 bJ) Q) Q. "" ::s 8.;;1 g'o~ ... U 0 ..q--~ N..q-- 1.0 V'I 0\ Q) d Q) ... 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Q) ~,o 0 ~ "'.~ ~.!:l 0:1 0 - ~ a-a6'og.~- '" N-a~ee~~] o .... .... ~ 1)1) 5~ ~~S~1tl '" .- IE ~ ",.!:l ~ '" 8g.",&1)I) Q) S .... "'0 .S d. 5"'O's '5 ,S 't) ,S ~ !;l .!! u::: d 0:1 "' Q.Q:;;o Q) S . - S ::s > - '" '" Q) 0 0:1 ~ 8.s t1. <t:l ~ "'0 "'OlS Q)- .a: Q. Q) 8 u 0 e u 00 V'I 00 r-- "'O<<i "'O~~ Q) Q) .a: -a <@ Q) 8 :> u 0 ;> eut!. ..... 0\ ..... .....C"l0\ "'Oca "'0 Q) 0 Q) t$ 1)1) .a: -a <@ Q) 8 :> u 0 ;> e u ~ - 1.0 00 ..... N 00 "'0 "'0 ,S "" Q) Q).;;I .~ -a:€ u E! ~ u 0 ;> eU~<<i ..q-or--o C"l N 00 1)1) "'0- "'0 Q) 0:1 Q)t$o > - 1)1) .- Q. "" Q) 8.;;1 ~o~ ... U 0 I.O.....~ V'I ..q- r-- - - 0\ < .... V1 ~ o ~ I ~ ~ ~ ~ ....l ~ ~ "'''''- oS ~ 0 U .'!l t:l '" d '" Q) >>.=:1 C1)- Cl:S ~ ::Sd"'OQ) g'.g ~ oS ...1ijQ)'- .9 S .S ~ "'0 '1: ;g ~ dQ),oll"l 0>V'l0\ ~1)I)""i. Q) "" .;;1._ ~ 'a oS Q) 0'- u ~ N ~ e OBJECTIVE ACTUALS 3RD QTR YTD COMMENT FY97/98 FY 97/98 FY 98/99 FY 98/99 1. Investigate and process liability claims; not to exceed per claim $200 $170 $170 cost of $300 2. Liability claims investigation; commences within 24 hours of 100% 100% 100% initial notice - standard 100% 3. Workers' Compensation severity Due to 20% (9 claims) cost per work hour; not to exceed $.13 $.26 $.19 increase in L.T. claims. standard of $.19 (annualized) Not attributed to specific accident type. 4. Workers' Compensation lost- time injury rate per 100 2.3% 4.4% 4.0% employees; not to exceed standard of2.9% (annualized) 5. Workers' Compensation lost-time cases as compared to total cases; 7.1% 16.8% 16% not to exceed standard of 8% (annualized) 6. Workers' Compensation. - 24 hour contact from notice with 100% 100% 100% employees involved in potential lost-time accidents; standard 90% 7. Workers' Compensation. investigation commences on fatal 100% 100% 100% or critical injury accidents within 8 hours of notice; standard of 100% 8. Safety training as required by State of Florida; approximately 600 125 636 500 employees 9. Conduct building/City property inspections - standard 36 56 8 21 annually CITY OF MIAMI BEACH OFFICE OF RISK MANAGEMENT PERFORMANCE MEASUREMENT ACHIEVEMENTS AS OF JUNE 30, 1999