086-2001 LTC
.
CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER ORIVE MIAMI BEACH, FLORIOA 33139
http:\\ci.miami-beach.fl.us
LETTER TO COMMISSION
L.T.Co NO.E,-,:).~pl
April 27, 2001
TO:
The Honorable Mayor Neisen O. Kasdin
And Members of the City Commission
FROM:
Jorge M. Gonzalez \ ../'
City Manager Uti"" 0
SOUTH BEACH SERVICE TEAM PILOT PROGRAM
SUBJECT:
The South Beach commercial district continues to experience increasing levels of traffic and use,
thereby creating a commensurate need for higher levels of City services than are currently being
provided. In order to respond to this need and to ensure the continued prosperity of this
economically critical area, the Administration intends to expand and enhance City services within
the South Beach commercial area by implementing a pilot program designated the South Beach
Service Team (SBST).
Beginning with Lincoln Road and Ocean Drive, the SBST will refine and augment the delivery of
City services by employing an interdepartmental, geographically focused approach that has achieved
great success through Business Improvement District (BID) programs in many cities including New
York City, Philadelphia, New Orleans, and Washington D.C., and previously in Miami Beach.
Under this model, services provided by separate Departments within a targeted geographic area are
carefully coordinated through a team effort that explicitly focuses on and takes ownership of the
targeted area. Employees of various departments assigned to the team are trained to look beyond
the specific task at hand so that they can help to quickly resolve problems that they encounter. Key
management personnel utilize a holistic approach to minimize red tape and achieve new efficiencies
in service provision.
More specifically, the SBST will coordinate and manage services currently being provided by the
Parks and Recreation, Sanitation, Property Management, and Parking Departments. The goal of the
SBST program is to increase the efficiency of current efforts and to expand them based on identified
service needs. The SBST pilot program will utilize currently funded departmental resources to
provide the staffing, supplies, and specific one-time capital equipment purchases needed to
implement the program. It is anticipated that upon a demonstration of the SBST's effectiveness as
a pilot program, the initiative will be expanded into a permanent program through the transfer of
existing dedicated staff and equipment and the allocation of additional program resources.
Consideration will also be given to expanding the program to other areas ofthe City.
SCHEDULED SERVICE ENHANCEMENTS
Details of service delivery enhancements for the Ocean Drive and Lincoln Road areas to be provided
thought the SBST program are listed in Attachment A. In general, the program will provide the
following service enhancements: (I) extend the hours of hand litter removal and trash can emptying
to late in the evening when pedestrian traffic is often at its highest; (2) increase the frequency oflitter
removal and container emptying during peak traffic periods; (3) augment biweekly sidewalk pressure
cleaning with more frequent machine scrubbing; (4) ensure that foliage and seasonal plantings are
consistently weeded, mulched, and replaced as needed in order to exhibit the best possible
appearance; (5) increase the frequency of maintenance oflight fixtures and fountains; (6) provide
for more frequent cleaning and painting of the surfaces of planter walls, shade structures, signs, light
poles, trash cans, and other items that are subject to being marred by scuffing and stickers; and (7)
ensure compliance with newsrack regulations.
MANAGEMENT APPROACH
A professional management team including Asst. Directors or Directors of participating
Departments, an SBST Program Superintendent, and an SBST Operations Supervisor will be
assigned to initiate, oversee, and refine the program. A dedicated Community Resource Manager
will be assigned to conduct community outreach to help identify service delivery needs and to ensure
that businesses fulfill their responsibilities regarding maintenance and standards. Additional
operations personnel will be assigned to provide the enhanced levels of service. All SBST personnel
will receive customer service training, Specific liaisons will be identified in other Departments not
directly participating in the program, including Code Compliance, Building, Police, Parking, and
Public Works, so that concerns identified through the SBST program that fall under the jurisdiction
of those departments can be efficiently reported and resolved.
BACKGROUND
In response to concerns expressed by the South Beach business community about overall community
appearance and the effectiveness of City maintenance programs within the area, Mr, Dan Biederman
of the BRV Corporation prepared a report in July 2000 addressing these and other issues. The
report, entitled "Bringing Management Districts Back to South Beach," was prepared with the
assistance of the Ocean Drive Business Improvement Association, Lincoln Road property owners,
and several staff members from the City of Miami Beach. Included as part of this study were
specific recommendations to improve the delivery of services in the South Beach commercial area
such as increased hours for maintenance operations, higher staffing levels, and the assignment of a
dedicated management team to oversee the delivery of services in the area.
The South Beach commercial district currently receives a higher level of City maintenance services
than the bulk of the City, including scheduled pressure cleaning of sidewalks, more frequent
landscape maintenance, and daily litter removal and trash receptacle service. While the provision of
the current level of upgraded services has had a positive impact, the steadily increasing intensity of
pedestrian traffic and use has created a need for further enhancements. In addition, major capital
improvement projects currently in progress or slated for the area will require additional city services
to ensure that they are properly maintained upon completion.
The economic vitality of South Beach is directly related to the condition of the overall physical
environment. As the city's visitor market economically matures and expands, the city's maintenance
operations must be upgraded accordingly. The city faces a major challenge in meeting this
increasing demand for additional and improved city services. The SBST program is designed to
respond to this challenge.
CONCLUSION
Implementation of the South Beach Service Team will ensure that residents of and visitors to the
City of Miami Beach will experience a clean, orderly, and attractive physical environment during
their time spent in the South Beach commercial district. This is a necessary measure for the City
to solidify its image as a world class destination and to sustain the physical and economic
revitalization that we have achieved to date. As the various phases of this pilot project are
implemented the Administration will provide further details and progress reports.
Should you have any questions please advise and I will provide you with additional infonnation.
JM$/jO/dPS
ATTACHMENT A
Proposed South Beach Service Team Service Enhancements
Lincoln Road
1. Litter Removal:
Current 6:30 a.m. to 5 :00 p.m. Tuesday, Wednesday. and Thursday schedule will be extended to 10:00 p,m.
Current 6:30 a.m, to 10:00 p.m. Friday, Saturday, Sunday, Monday schedule will be extended to 1:00 a.m.
Cigarette disposal devices will be established at key locations to reduce the need to clean up cigarette butts.
2. Trash receptacle service:
Current 6:30 a.m. to 2:30 p.m. Tuesday, Wednesday, and Thursday schedule will be extended to 8:00 p.m,
Current 6:30 a,m. to 1 :00 a.m. Friday, Saturday, Sunday, and Monday schedule will not be extended but cans
will be checked and emptied more frequently during this period.
3. Pedestrian Surface Cleaning:
Pressure cleaning of sidewalks is currently performed once every eight days. Under the Pilot Program, a
riding scrubber will be borrowed from the Convention Center and assigned to Lincoln Road for a 90-day test
period. The riding scmbbers use less water and are not as harsh on the concrete, which can deteriorate over
time from frequent pressure cleaning. The scrubber will augment the pressure cleaning service and allow it to
be done less frequently, The scrubber will also be used for spot cleaning and trouble spots as needed.
4. Landscape Maintenance:
Additional landscape maintenance will be provided to ensure the best possible condition and appearance of
trees, flowering shrubs, seasonal annuals, and foliage plants. All areas will be kept continuously planted,
weeded, and mulched.
5. Hardscape Maintenance:
Planter walls and edges, shade structures, and other painted concrete surfaces which receive heavy scuffIng and
staining will be regularly painted according to an established schedule and touched up more frequently as
needed.
6. Property maintenance:
Maintenance of light fixtures and fountains will be increased and coordinated with a separately funded initiative
to replace defective fixtures, add additional lighting, provide borders for the tree planting sites, and renovate
fountain mechanisms. Trash cans, light poles, bike racks and other right of way items will be checked for
stickers and graffiti once a week.
Ocean Drive
1. Litter Removal:
Currently, litter removal is performed using mechanical sweepers and hand crews from 6:30 a.m. to 11:00 a.m.
Additional hand crews will be assigned from 11:00 a.m. to 10:00 p.m. on Monday, Tuesday, Wednesday, and
Thursday and from 11:00 a.m. to 1:00 a.m. on Friday, Saturday, and Sunday.
2. Trash receptacle service:
Currently takes place on Monday, Tuesday, Wednesday, and Thursday from 6:30 a.m, to 2:30 p.m. This service will
be extended to 10:00 p.m. Friday, Saturday, and Sunday service is currently provided from 6:30 a,m. to 1 :00 a.m.
This service will be augmented as needed.
3. Landscape Maintenance
Additional landscape maintenance will be provided to ensure the best possible condition and appearance of trees,
flowering shrubs, seasonal annuals, and foliage plants. All areas will be kept continuously planted, mulched and
weeded, Standardized planter treatments for the west side sidewalk will be developed and presented to Ocean Drive
businesses for input prior to implementation.
4. Hardscape Maintenance
Planter walls and edges, shade structures, and other painted concrete surfaces which receive heavy scuffing and
staining will be regularly painted according to an established schedule and touched up more frequently as needed.
Sidewalks will be pressure cleaned once a week.
5. Property maintenance:
Trash cans, light poles, bike racks, bollards, parking meters, and other right of way items will be checked for
stickers graffiti once a week. Repair time for general property maintenance items) including sidewalks, trash cans,
the public space around the 10th street auditorium, the coral rock wall, the serpentine walkway, shower areas and
fixtures, and palm tree uplighting will be significantly reduced.
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ATTACHMENT B
South Beach Service Team Program Implementation
Implementation of the SBST program will be phased to allow for adequate time to fully identify
needs and assemble the necessary resources to build an effective team. Phase One of the Program
was initiated on April 2nd and is scheduled for completion within 45 days.
Phase One Objective: Initiate SBST program on Lincoln Road and Ocean Drive utilizing existing
staff and resources. Undertake needs assessment and begin providing enhanced services. Prepare
for Phase 2 program expansion.
Management Strategy:
. Overall program management will remain under the direction of an Assistant City
Manager with John Oldenburg; Assistant Director of Parks assigned to lead program
implementation.
. Support form the Directors or Asst. Directors of participating departments will be
provided as needed.
. An SBST Superintendent (parks Operations Supervisor Domingo Macias) has been
assigned from existing staff on an out of class basis.
. An SBST Operations Supervisor (parking Department Meter Technician Thomas
Knight) has been assigned from existing staff on an out of class basis.
. Community Resource Managers Lynn Bernstein and Donald Shockey will expand
community outreach efforts to solicit program input and encourage cooperation from
the business community in maintaining public space standards. The possibility of
creating an ad hoc community advisory committee will be explored.
. Executive Assistant to the City Manager Ronnie Singer will continue to coordinate
input into the program from the Lincoln Road Marketing Council and the
Washington Avenue Task Force.
Resources:
. A field office will be set up as soon as an appropriate location is identified to provide
an on site presence and response capacity. The secured area under 17th Street Garage
will be utilized for equipment/materials storage and also as a check-in station for
employee reporting activities.
. The individual departments will document all SBST program expenses.
. An account will be set up to track program costs with the assistance of Budget Officer
Jose Cruz. Mr. Cruz will provide budgetary guidance to the team and analyze all
program costs for use in FY02 budget development.
. Staffing, supplies and all other related expenses will be provided to the team using
existing accounts from the various participating departments on as needed basis.
. Temporary staff will be hired to fill vacant positions while ongoing efforts to
permanently fill vacant positions are stepped up.
,
Work-Plan:
. Complete an analysis of current service levels and needed enhancements and finalize
the schedule of enhanced services.
. Survey existing conditions and identify corrective actions. An initial comprehensive
survey of existing conditions on Lincoln Road was completed on March 12, 2001 and
significant corrective actions already completed.
. Hire and assign temporary staff.
. Meet with business owners to introduce the concept to them, identify their concerns,
and seek their cooperation in meeting program objectives.
. Hold weekly SBST management meetings to further develop and refine program.
M:\$CMB\TEMP\sbstltc.doc