Q3 UPDATE REPORTS - Coral Springs, FL
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Q3 UPDATE REPORTS Strategic Plan Initiative Analysis Report Business Plan Initiative Analysis Report Key Intended Outcomes Scorecard Report Departmental Scorecards Report
Work Plan / Strategic Plan Initiative Analysis Report As of June 2020 Closed Month Percent Goals Initiatives Analysis Department Out Oct‐19 Nov‐19 Dec‐19 Jan‐20 Feb‐20 Mar‐20 Apr‐20 May‐20 Jun‐20 Jul‐20 Aug‐20 Sep‐20 Complete Research conducted. 17 jurisdictions surveyed. Had a discussion w/Manager and will suggest making no changes to the Commission except anticipating Responsible City changes to the Code to reflect no interest rate 1 Lien Resolution Strategy Development Services 50% Government reductions. Staff has been working with City Attorney to develop the Code language to make the changes. Target date second Commission meeting in August. Staff is compiling capital needs from prior departmental project lists. A plan is being developed to address aging infrastructure. Elements of this project was presented to the Commission at the Responsible City CIP Financing Plan (previously 2 June Business Plan Workshop. To properly address Budget & Strategy 30% Government named Future G.O. Bond) capital needs expanding resources/funding will be necessary. Due to COVID‐19, the budget reductions for FY2021 does not move this priority forward. This will be addressed in FY2021 for the FY2022 budget. Staff is researching the current modes of community engagement with performance measures and is Budget & Strategy | Responsible City Community Engagement 3 currently brainstorm other engagement strategies. Communications & 15% Government Strategy Marketing This initiative was delayed due to Covid‐19. Responsible City This initiative has been completed. The review was 4 IT/Cyber Security Plan Yes Information Technology 100% Government presented to the City Manager on February 26.
Closed Month Percent Goals Initiatives Analysis Department Out Oct‐19 Nov‐19 Dec‐19 Jan‐20 Feb‐20 Mar‐20 Apr‐20 May‐20 Jun‐20 Jul‐20 Aug‐20 Sep‐20 Complete A majority of the Building Department permit types can be processed online. We continue to add and modify permit types to streamline the permitting process. Responsible City E‐Permitting for Building 5 The Building Department continues to experience Building | IT 85% Government Permits technical problems with eTRAKiT. Attachments cannot be uploaded using eTRAKiT. The problem is on the vendor side. Our IT Department is working with the vendor to resolve the issues. Software has been ordered. The two sizes of testing the monitors has been ordered. Training is needed. Large construction project plans still cannot be processed electronically without additional hardware & software. Staff needs larger 42‐inch monitors and Bluebeam software to review these Responsible City projects. Larger monitors and Bluebeam will allow 6 E‐Plan Review Building | IT 15% Government large plans to be reviewed by all disciplines simultaneously. This will significantly reduce the amount of time it takes to issue permits for large projects. Training was on hold due to Covid‐19. Training tentatively scheduled for August 2020. Staff is preparing for a go‐live date of mid‐September. Staff has reached out to consultant, Stantec, to build the model used to show the 5 and 10 year forecasts. Staff will complete the load process end of February and will begin testing the model the first week of Responsible City Financial Scenarios and Plan March. The economic recession scenarios will be 7 Yes Budget & Strategy 100% Government for Economic Recession devised in Match. This presentation will take place at the April 1 Commission Retreat. Little did staff know we had prepared the models used in the financial analysis for the coronavirus we are experiencing today.
Closed Month Percent Goals Initiatives Analysis Department Out Oct‐19 Nov‐19 Dec‐19 Jan‐20 Feb‐20 Mar‐20 Apr‐20 May‐20 Jun‐20 Jul‐20 Aug‐20 Sep‐20 Complete The Comprehensive City Facilities Security Plan is progressing on Schedule. The COVID‐19 pandemic has allowed staff to devote extra time to this Responsible City Comprehensive City Facilities initiative. Vulnerability assessments have been 8 Emergency Management 50% Government Security Plan completed at most facilities in the City. These assessments will be compiled into a Comprehensive Security improvement plan which will be implemented strategically in the future. The first round of draft designs for the new city home page have been reviewed by the design team. Recommendations for the site design have been Responsible City submitted back and a second draft is expected in Communications & 9 Website: Refresh 30% Government early July. Marketing City departments are almost complete with their website structure submissions (due end of June). Launch is scheduled for January 2021. Social Media policy was written and approved by legal division, public safety chiefs and presented to City Manager. City Manager signed and approved Responsible City Communications & 10 Social Media Policy Yes policy, along with HR. Policy is complete and training 100% Government Marketing is scheduled for 2/27 and 2/28. Individual Commission briefings took place February 2020 to close out the project. Grant Enhancements: Writing eCivis (Grant research and management software) Responsible City 11 Expansion ‐ Grant Research Yes went live in January 2020. All users have been Budget & Strategy 100% Government and Management Software trained and the system is up and running.
Closed Month Percent Goals Initiatives Analysis Department Out Oct‐19 Nov‐19 Dec‐19 Jan‐20 Feb‐20 Mar‐20 Apr‐20 May‐20 Jun‐20 Jul‐20 Aug‐20 Sep‐20 Complete The Federal Lobbyist procurement is complete a firm selected. The overview and Federal Agenda will be discussed at an early June Commission Workshop. This program will function in a similar Responsible City 12 Federal Lobbyist Yes capacity to the State Lobbyist where updates and City Manager's Office 100% Government pertinent information are sent to key members of the city (staff and elected officials). This program from tracking purposes is now a functioning program and no longer an initiative. The contract has been negotiated and approved by Responsible City ERP: Negotiation and Form commission. The project kick‐off has been 13 Yes City Manager's Office 100% Government Implementation Plan completed, and the vendors have begun the initial refresh of staff to the application interfaces. The current leadership development program is Responsible City City Succession Planning and successfully meeting the needs of the organization. 14 Yes Human Resources 100% Government Program Expansion HR Staff will continue to make process improvements each fiscal year. Staff contracted ETC Institute to administer the Business Survey. The survey was mailed to Responsible City 15 Business Survey Yes businesses in January 2020 and ETC delivered a Budget & Strategy 100% Government "Findings Report" to the City in February 2020. ETC presented the findings report at the April workshop. The Shark Tank panel was been selected to evaluate City Manager's Office | Responsible City "Shark Tank" Innovation the “Innovate Downtown” program through the 16 Yes Communications & 100% Government Showcase Program EDO. The team selected 5 innovative ideas to Marketing present at the innovate showcase on February 20th.
Closed Month Percent Goals Initiatives Analysis Department Out Oct‐19 Nov‐19 Dec‐19 Jan‐20 Feb‐20 Mar‐20 Apr‐20 May‐20 Jun‐20 Jul‐20 Aug‐20 Sep‐20 Complete An ILA contract has been provided to the City of Coconut Creek for dispatch services and is signed by their commission. A presentation in early June to the Coral Springs Commission is set to discuss the evolution of this program as it relates to our 911 communications center providing these services. In addition, IT has been making preparations on interoperability to Broward County regional dispatch Responsible City 17 Regional Dispatch with the procurement and implementation of the City Manager's Office 50% Government EDC Hub which can connect multiple CAD911 platforms to each other. This interface, as well as the consolidation project for the City of Coconut Creek are both necessary functions of this interoperability component. The City of Margate is not part of this ILA at this time. Staff is planning to present to the Coral Springs Commission at a June workshop. During recent workshops held during September and January staff recommended a structured internship program to support the intern needs of the elected officials. The recommendation built upon the City's existing internship program with an Responsible City Commission Internship 18 Yes emphasis on providing meaningful learning Human Resources 100% Government Program opportunities and exposure to careers in public service. After discussing the program and considering the needs of all elected officials there was not enough interest or support to move the recommendation forward.
Closed Month Percent Goals Initiatives Analysis Department Out Oct‐19 Nov‐19 Dec‐19 Jan‐20 Feb‐20 Mar‐20 Apr‐20 May‐20 Jun‐20 Jul‐20 Aug‐20 Sep‐20 Complete Staff has involved employees in 2018 to establish the 7 Core Values that will blaze new TRAILS ‐ Teamwork, Respect, Accountability, Innovation, Budget & Strategy | Responsible City City Organization Values: Leadership, Superior Service. The Core Values are Communications & 19 Yes 100% Government Institutionalization Phase 2 now incorporated into employee's yearly Marketing | Human evaluations and are a part of the rewards program Resources highlighting and rewarding employees exemplifying our Core Values. Worked with City Manager and Budget and Strategy Director to agree that the Commission Protocols, Responsible City Communications & 20 PIO Policy Yes combined with public safety protocols, strategies, 100% Government Marketing are complete. Individual Commission briefings took place February 2020 to close out the project. Outreach for the Census is well underway. The Response Rate stretch goal is 80%. Civic engagement opportunities have been limited due to Covid‐19. Development Responsible City Door hanger distribution has started. Coral Springs 21 Census 2020 Outreach Services/Communications 75% Government potentially hosting enumerator training. As of & Marketing 6/29/20 response rate reached 65.5%Staff is currently working on a large graphic which will indicate the rising percentage of responses to be placed at a major intersection for public view. Received finalized construction document. Expecting Public Safety/Public Works bids from subcontractor April 15th. Guaranteed City Investment in 22 Campus (4150) Phase 2: maximum price will be given by end of May 2020. A City Manager's Office 15% Today and Future Bidding, Financing Plan funding plan will be formed and communicated to the Commission before proceeding to construction.
Closed Month Percent Goals Initiatives Analysis Department Out Oct‐19 Nov‐19 Dec‐19 Jan‐20 Feb‐20 Mar‐20 Apr‐20 May‐20 Jun‐20 Jul‐20 Aug‐20 Sep‐20 Complete Inventory completed and mapped. Met with City Manager and presented all City owned properties The focus is to sell the Cassius house and evaluate City Investment in City Owned Property Master the plan for 6 lots on Riverside Drive in FY2021. 23 Development Services 33% Today and Future Plan Staff is reviewing 28 offers received to purchase the Cassius house. The final offer will be presented to the Commission by the end of July. Staff continues to support consultant throughout the Master Plan Development Process. The consultant is currently working on a draft report City Investment in 24 Parks Master Plan which will be presented to the City Commission in Parks & Recreation 50% Today and Future the near future. The Parks Master Plan is on schedule and is to be presented to the commission in September 2020. Preliminary design and construction estimates Senior Programming provided for park bond. This initiative is currently on City Investment in 25 Expansion & Research on hold due to Covid‐19. Staff will research other forms Parks & Recreation 20% Today and Future Senior Center of funding as the City continues to reopen its operations. Waiting on consultant to submit the reviewed scope of the Street Lights Expansion Assessment. City Investment in 26 Street Lights Expansion This project is temporarily on hold due to Public Works 10% Today and Future Coronavirus. Public Works will reach out for a quote on an updated report.
Closed Month Percent Goals Initiatives Analysis Department Out Oct‐19 Nov‐19 Dec‐19 Jan‐20 Feb‐20 Mar‐20 Apr‐20 May‐20 Jun‐20 Jul‐20 Aug‐20 Sep‐20 Complete GIS Map finalized showing all non ADA compliant intersections and sidewalks. Next step is to develop an RFP to hire a consultant to develop a Master Plan to convert all bike paths City Investment in Bike Path/ Sidewalks 27 and sidewalks to be ADA compliant. Funding for the Public Works 90% Today and Future Maintenance implementation of this will come from the County Surtax and CDBG grant. This project is scheduled to be closed out at the July Commission Retreat. City Investment in The Ice Den Agreement was approved unanimously 28 Ice Den Agreement Yes Economic Development 100% Today and Future at the 2/5 Commission meeting. Mid‐year Public Works Department shifted project scope from Stormwater Masterplan to a known issue in the Westchester neighborhood. City Investment in Stormwater ‐ Westchester In May, individual briefings were held with the 29 Public Works 15% Today and Future Design Commission and all agreed on the project change. In May the Commission approved the contract with an engineering company to complete the design work. Design is in progress. NW 110 Avenue is in the voting process for a new traffic calming plan. Three mailings have been sent to property owners, fourth mailing being prepared, City Investment in Traffic Calming Program: Development Services | 30 and seeking project advocates in the community. 75% Today and Future Implementation Public Works Reviewing options for installing replacement speed cushions on Shadow Wood. Performing traffic studies as requested.
Closed Month Percent Goals Initiatives Analysis Department Out Oct‐19 Nov‐19 Dec‐19 Jan‐20 Feb‐20 Mar‐20 Apr‐20 May‐20 Jun‐20 Jul‐20 Aug‐20 Sep‐20 Complete City staff will continue to monitor the planning and development of the project to connect Interstate 95 to Sawgrass Expressway also known as SW 10 St. Corridor Study. The connection of the two highways provides a significant boost to the Corporate Park of Coral Springs. The scope of the project does not include work Coral Springs. Staff will continue to monitor the pending design plans at public input sessions with various agencies and cities. The regional meetings involve FDOT, MPO members and municipal officials, along with interest shown from the Chamber of Commerce and member(s) of the City Investment in Sawgrass/10th Street Plan: Corporate Park Property Association. 31 Development Services 67% Today and Future Advocacy This project was recently addressed at TAC during the last week of May. Anticipated changes and the schedule are listed below: 1. I‐95 Connections serve general purpose & Express lanes. 2. Multi‐use pathway rather than bike lane. 3. Increased depressed roadway in middle where closest to residential. 4. Eliminates local access ramps to add more green space. Schedule: 1. Virtual Webinars in June (8. 10. or 18 tentatively) 2. Elected Official Meetings ‐ Summer/Fall 3. City Updates ‐ Summer/Fall 4. Public Hearing (Anticipated in September) 5. MPO Work Program Agenda Item (October)
Closed Month Percent Goals Initiatives Analysis Department Out Oct‐19 Nov‐19 Dec‐19 Jan‐20 Feb‐20 Mar‐20 Apr‐20 May‐20 Jun‐20 Jul‐20 Aug‐20 Sep‐20 Complete The Inflow & Infiltration Reduction Program was recommended as a high priority in the 2013 Water & Wastewater Master Plan. This program allows the City to maintain their current wastewater transmission and treatment capacity allocations Inflow & Infiltration (I&I) Plan: City Investment in with Broward County. (9.79MGD). This program is 32 Lining Project 10,000 (Main Yes Public Works 100% Today and Future funded through the Water & Wastewater Fund. The Line/Lateral Line) city has spent $5M in the last 5 years and is budgeted to spend $5M in the next 5 years to continue the masterplan. The city’s current Inflow & Infiltration plan was presented to the Commission at a February workshop. Research conducted. This item will not be discussed Code Premier Community in at a Commission Workshop. The Commissioners will 33 Enforcement/Compliance Development Services 75% South Florida be briefed individually. The City is following the re‐ Comprehensive Evaluation opening plan of Broward County. Premier Community in Neighborhoods with Integrity The budget request worksheet has been submitted 34 Development Services 15% South Florida Program for this item to begin a pilot program in FY 21‐22.
Closed Month Percent Goals Initiatives Analysis Department Out Oct‐19 Nov‐19 Dec‐19 Jan‐20 Feb‐20 Mar‐20 Apr‐20 May‐20 Jun‐20 Jul‐20 Aug‐20 Sep‐20 Complete Staff has formed an outline to achieve the description of the project. Staff has spent time with each commissioner individually to understand goals for this project. BCCMA has formed an education sub‐committee which staff participates with the following other cities: Coral Springs, Parkland, Tamarac, and Lauderdale Lakes. The Parent Education Group and Principal Education Groups invite list has been refocused to the intended Premier Community in Public Schools Partnership audience and the agenda reformatted. In person 35 Budget & Strategy 30% South Florida Strategy meetings have been suspended during the coronavirus. During this time a survey is being administered for principals to consider what additional support they would like to see from their City Government. While in COVID‐19 ‐ the School security strategy is being formed with a team to share the enhancements implemented through CS Charter School. This initiative is on hold due to the current Covid‐19 Premier Community in 36 Sawgrass Nature Center health crisis. Staff has been able to complete Parks & Recreation 25% South Florida approximately 25% of the work. The inventory of HR supported youth programming events is complete. Additional input is being sought from multiple departments and a template for Premier Community in Youth Programs Engagement gathering the current state of youth engagement Human Resources | Parks & 37 65% South Florida Strategy through Citywide programs has been circulated to Recreation department directors. Additional updates will be provided once input from other departments is received.
Closed Month Percent Goals Initiatives Analysis Department Out Oct‐19 Nov‐19 Dec‐19 Jan‐20 Feb‐20 Mar‐20 Apr‐20 May‐20 Jun‐20 Jul‐20 Aug‐20 Sep‐20 Complete City Manager continues to explore opportunities and meet with community partners. This project Premier Community in 38 Everglades Strategy may slow due to Covid‐19. City Manager's Office 10% South Florida The Commission will receive an update at the June 3rd Commission meeting. A new direction is being pursued to expand mental health support within our organization. A common policy for all departments is being developed and it is based on the model from the Coral Springs' Fire/EMS Department. Due to Covid‐19, onsite clinician response team is now serving all employee groups. Premier Community in 39 Mental Health Strategy A meeting was held with the steering committee Human Resources 50% South Florida during the last month. A new set of priorities and next steps related to moving the BEHAP model forward within the organization were identified. Additional updates will be provided as ongoing priorities are accomplished. The Commission will be briefed at the Summer Commission Retreat in July. Commission approved extension of Temporary Signs Premier Community in Temporary Signs Pilot Pilot Program due to COVID‐19. Consideration of 40 Development Services 75% South Florida Program Ordinance will be within 90 days of Governor’s Executive Order expiring. The Museum Board has approved the revised Management and Lease Agreements. The FY19 Premier Community in 41 Museum: Next Steps Yes audit has been completed and we are working City Manager's Office 100% South Florida towards presenting it to the governing board in June.
Closed Month Percent Goals Initiatives Analysis Department Out Oct‐19 Nov‐19 Dec‐19 Jan‐20 Feb‐20 Mar‐20 Apr‐20 May‐20 Jun‐20 Jul‐20 Aug‐20 Sep‐20 Complete Premier Community in A report has been created and presented to CMO 42 Travel Soccer: Report Yes Parks & Recreation 100% South Florida and Commission. This initiative is complete. City staff submitted a new initiative request during the current budget process to fund a feasibility Downtown Becoming "Center for the Arts" Vision 43 Yes study in FY2021. Funding for a feasibility study was City Manager's Office 100% Vibrant and Future Direction approved. The feasibility study is scheduled to take place during FY2021. This initiative is complete. Downtown Becoming This project is temporarily on hold due to 44 Charter School Location City Manager's Office 0% Vibrant Coronavirus. Downtown Becoming This project is temporarily on hold due to 45 Amphitheater Development City Manager's Office 0% Vibrant Coronavirus. Cornerstone is still moving along, but has had a delay with the County for the plat amendment due to the COVID‐19 crisis. It was approved in June, but will push back the demolition of the building. Millcreek is drawing up plans for the multifamily housing and will submit for building permits in the Downtown Becoming Cornerstone Development Economic Development/ 46 early fall. Rod has been talking to the hotel and 25% Vibrant Project (2019‐2020) (Ongoing) CRA should sign a deal soon. The CRA Board approved the consent agreement for the assignment with Cornerstone and ArcTrust. ArcTrust approved $16.5M in funding for the project. The City Commission also approved all of the special exceptions in June.
Closed Month Percent Goals Initiatives Analysis Department Out Oct‐19 Nov‐19 Dec‐19 Jan‐20 Feb‐20 Mar‐20 Apr‐20 May‐20 Jun‐20 Jul‐20 Aug‐20 Sep‐20 Complete Staff has had conversations with Amera regarding the project and are working on a preliminary Village Square agreement. We met with George on June 8 to Downtown Becoming Redevelopment (Ongoing): 47 discuss and plan next steps. Kristi sent over the Economic Development 25% Vibrant Form Village Square Plan with property appraisals for the Old City Hall site as well Developer as the previous RFP on June 12. Staff is waiting to hear back from George at this point in time. The meeting scheduled for March 18th was cancelled due to COVID‐19. We rescheduled for June 26th and had a great meeting. Many businesses in Corporate Park Business Growing Local Economy 48 the Park are providing supplies for the hospitals and Economic Development 33% Development community. We have also engaged some of these businesses on the Economic Recovery Task Force and encouraged them to apply for the EDAC. Camoin held a workshop with the Commissioners on November 6th to review the strategic plan. Feedback and input was given and incorporated into Comprehensive Economic the final strategy. Final strategy was presented at Development Strategic Plan: Growing Local Economy 49 Yes the December 18th Commission meeting and Economic Development 100% Report, Direction and City adopted unanimously. Initiatives in the Action Plan Actions Matrix are prioritized by level of importance as low, mid and high and by time as short, mid and long term. Implementation is underway. Communications & Entertainment Destination This project is temporarily on hold due to Growing Local Economy 50 Marketing | Economic 0% Strategy Coronavirus. Development This project is temporarily on hold due to Growing Local Economy 51 Co‐Work Space Development Economic Development 0% Coronavirus.
Closed Month Percent Goals Initiatives Analysis Department Out Oct‐19 Nov‐19 Dec‐19 Jan‐20 Feb‐20 Mar‐20 Apr‐20 May‐20 Jun‐20 Jul‐20 Aug‐20 Sep‐20 Complete This project is temporarily on hold due to Coronavirus. That being said, as the unemployment Growing Local Economy 52 University Presence Strategy rate rises, enrollment in higher ed typically rises as Economic Development 0% well. The structure may change, but there could be an opportunity there. Corporate Park Drainage and Growing Local Economy 53 City staff provided comments on 90% design plans. Public Works 35% Infrastructure Upgrade
Business Plan Initiative Analysis Report As of June 2020 Time Budget Percent Goals Initiatives Department Analysis Status Status Complete Responsible City Government 1.1 Safety and Health Battalion Fire/EMS This initiative is completed. 100% The NeoGov "On‐boarding" software has been purchased and implemented. It is being used during the Responsible City Government 1.2 Neogov: Implementation Human Resources 100% new hire onboarding process. During Q1 the Community Relations team established a new education program for middle and high school students. The purpose of the program is to provide students with a greater understanding of local Responsible City Government 1.3 Commission Connection Program: Implementation Human Resources government operations and offer them the opportunity to meet one of the City’s elected officials for a 100% Q&A session. Additionally, students are encouraged to pursue volunteer opportunities to help them become more actively involved in our community. Responsible City Government 1.4 Advanced Life Support Suppression Unit 95: Replacement Fire/EMS The Advanced Life Support Suppression Unit has been replaced. This initiative is complete. 100% Responsible City Government 1.5 City Attorney/IT Project Information Technology City Attorney/IT Project. 100% The Web Benefits Design software has been purchased and implemented. It is being used for the benefits Responsible City Government 1.6 Web Benefits Design: Rollout and Implementation Human Resources 100% enrollment process. Responsible City Government 1.7 Mobile Command Vehicle: Operational Police This initiative is complete. 100% In August of 2019 the City conducted an RFP for health, dental, vision, pharmacy insurance and EAP services. The City’s Benefits Consultant and the Director of Human Resources supported the RFP selection committee in an advisory capacity. Multiple major insurance carriers were interviewed as well as pharmacy service providers. The RFP team recommended awarding the health, dental, flex spending Responsible City Government 1.8 Insurance: Renewal Agreements (Commission) Human Resources 100% account administration, EAP services and stop loss coverage to CIGNA. The vision plan was recommended to remain with Humana. As a result of the competitive RFP, more than $800,000 in savings were generated for the City’s health fund. Contracts were presented to the City Commission for approval in December 2019 and were approved for the plan year which begins on 01‐01‐20. RFP approved by City Commission on January 15, 2020 to CareHere LLC. The first‐year expenditure is Responsible City Government 1.9 Employee Health Clinic: Agreements (Commission) Human Resources 100% estimated at $725,000. An action report and improvement plan have been created and presented to CMO. This initiative is Responsible City Government 1.10 Hurricane Dorian After Action Report and Improvement Plan Emergency Management 100% complete. The work plan was adopted January 15th, 2020. Staff has begun working on completing all work plan Responsible City Government 1.11 Adopt Work Plan Budget & Strategy 100% initiatives.
Time Budget Percent Goals Initiatives Department Analysis Status Status Complete Policy redesign is complete. Forms for requesting assistance have been developed. Final approval of policy Responsible City Government 1.12 Professional Certifications Human Resources change needed. Once the final policy has been approved by City Manager, new program will be announced 100% to all employees. Responsible City Government 1.13 Civil Engineer Public Works Civil Engineer was hired January 27, 2020. 100% The go‐live date was delayed due to other operational priorities and Covid‐19. Go‐live has been moved to the second payroll in May 2020. The project will be completed next quarter (Q3). End‐user testing within Responsible City Government 1.14 Pension Administration Software (PAS): Implementation Human Resources 100% the pension office will continue through go‐live. The PAS went live and has been implemented as of the May 2020 Responsible City Government 1.15 Fellowship/ Summer Interns Human Resources Due to covid‐19, the summer program has been cancelled and all applicants have been notified. 0% Responsible City Government 1.16 Q‐Less (City Hall in the Mall) Human Resources Q‐Less went live on 5/20/20 at City Hall in the Mall. 100% The Building Department has successfully filled one of the two vacant building inspectors positions. The initiative was temporarily placed on hold due to Covid‐19. The initiative was reactivated and the job Responsible City Government 1.17 Building Inspectors: Hire Building posted on June 18, 2020. The Building Department has received 4 applications. Only one applicant is being 75% considered for further review. We will continue accepting applications for two more weeks and begin interviews the week of July 20th, 2020. All deliverables have been received and reviewed by City staff. The six (6) outstanding issues were resolved during the final close out phone call and screen share session at the end of March. Final training GIS Automate Bi Weekly BCPA Parcel Polygon and Tax Roll Data Responsible City Government 1.18 Information Technology and demos on the software were provided by the consultant on maintenance of the script. Attempting to 100% Process purchase an additional license of the FME software with the remaining balance of funds. Working to put script into production environment. Training program development is underway to expand the number of pilots operating within Police and Fire departments. Once employees finish the training, they take an FAA certified test at a testing center. Responsible City Government 1.19 City Drone Team: Training Communications & Marketing Training for current drone pilots continues on a bi‐weekly basis. 80% A drone training PPT presentation is in development. Training is scheduled to take place before the end of the summer. Annually Budget and Public Works‐Fleet partner to meet with each department prior to the budget Responsible City Government 1.20 Fleet Replacement: Annual Budget & Strategy process on the fleet replacement process. These meetings have taken place and Laurie and Steve continue 100% to work with departments on their initiative requests for the FY2021 Budget. Emergency Management Function in Fire Department: Tracking Responsible City Government 1.21 Emergency Management Program is complete and being utilized for COVID‐19 tracking. 100% and Damage Assessment
Time Budget Percent Goals Initiatives Department Analysis Status Status Complete These vehicles have been ordered. We do not have a definitive arrival date. The delivery of the vehicle Responsible City Government 1.22 Advanced Life Support Transport Vehicles (2) Fire/EMS 75% was delayed due to Covid‐19. Expected completion is February 2020. During the month of May we completed 40 four hour training sessions, and completed 98% of the Taser rollout. There are approximately 10 people that did not complete the transition due to LD, military leave, or doctor restrictions due to Covid. We will be outfitting those able to return in the next week and Responsible City Government 1.23 Taser Replacement Police 98% collecting the rest of their old Tasers for return per the contract. Anyone unable to take the class due to their work status we will still collect their equipment and then certify them when they are cleared. We should be completely done with this project by the end of June. When the police department decided to move forward with the implementation of body worn cameras, there was also the opportunity to combine license place reader technology (LPR) in officer’s vehicles if available by the vendor. Responsible City Government 1.24 Body Worn Cameras Program Implementation and In‐Car LPR Police The vendor that was selected as a result of the RFP process is in the testing of LPR software to accompany 100% their body worn cameras. It is something we will continue to evaluate but is not an option at this time. The original initiative for body‐worn cameras has been completed. A secondary consideration was to provide SROs with body cameras, however, that has not been decided on at this time. Responsible City Government 1.25 ISO Class 1 Fire/EMS Completed. Achieved Class 1 rating!! 100% Emergency Management | Budget & Responsible City Government 1.26 FEMA: a. Dorian: Submit Required documents have been collected. The costs have been submitted to FEMA for review. 100% Strategy | Financial Services The General Fund Five‐Year Forecast is an integral part of planning the City’s future fiscal position. It is an important tool used to determine a longer‐range picture of the City’s financial horizon for financial stability. This tool is used to evaluate the level of risk the City could face over time if operational costs and Responsible City Government 1.27 Long Term Financial Plan: Annual Update Budget & Strategy 100% expenditure decisions are higher than revenue growth. The FY2021 baseline budget has been created and will continue to be refined as more data/forecasts become available. This presentation took place at the June Business Plan Workshop. The public facing dashboard design phase is complete. The Budget & Strategy team is currently working Responsible City Government 1.28 Community Public Facing Dashboard Budget & Strategy 95% cleaning and verifying the data being reported on the dashboard. RecTrac is fully operational and in use. Staff was under the assumption we own the pavilion module. Staff Responsible City Government 1.29 RecTrac Migration Information Technology 100% is currently waiting for the vendor to provide a quote for training. Responsible City Government 1.30 ADA Review/Report: Retain Consultant City Manager’s Office On Hold due to resources being redirected to support COVID‐19. 0% The vehicles have arrived and are being outfitted with equipment. The vehicles should be in‐service within Responsible City Government 1.31 Command Pickup Trucks (2) Fire/EMS 90% 2 months. Expected completion date is August 2019.
Time Budget Percent Goals Initiatives Department Analysis Status Status Complete Set‐up of the Tenzinga platform continues to be developed including adding the organization structure and the knowledge, skills and measures for each Senior Management position. The next steps are to complete this task of developing knowledge, skills and measures for all higher management in the program and scheduling the training for all Senior Management. Responsible City Government 1.32 Online Performance Management System Human Resources Senior Management and Management Staff have been training on implementing logs for feedback based 100% on the KSM's. Login instructions for activating account were sent on 05/18/2020 to staff participating in the pilot. The Tenzinga Pilot rollout has been completed. We have implemented "Tenzinga Tuesdays" for Senior Staff to input feedback for their direct reports. The installation is complete for the hardware and software at the EOC. The room will be painted and the Responsible City Government 1.33 Emergency Operations Center Upgrades Emergency Management 90% project will be marked as complete by the end of August. The first Virtual Slice event was planned and scheduled for late March. The event was cancelled due to Covid‐19 concerns. When possible, staff will re‐schedule the event. While Virtual Slice of the Springs has not taken place this Development Services | Communications & Responsible City Government 1.34 Virtual Slice of the Springs Meeting (Ongoing) year, the City is hosting weekly updates through Social Media to keep the residents abreast of 12% Marketing developments with Covid‐19. The City will be hosting a town hall meeting on July 21st at 7:00PM which will also provide residents with an opportunity to express any concerns they may have the current conditions. Development Services | Communications & All 5 projects have been completed. Evaluation plan is required by Bloomberg as well as "Healing with Responsible City Government 1.35 Power of Art Project: Last Art Project 95% Marketing Art" therapy program will continue through December of 2020. Responsible City Government 1.36 Software Management Solution Option 1, Inventory System Information Technology This project is temporarily on hold due to Coronavirus. 0% Responsible City Government 1.37 Emergency Operations Plan: Update Fire/EMS This initiative is complete. 100% The City worked with the vendor to gather data needed to perform the study. A draft report was delivered Responsible City Government 1.38 City Studies: Indirect Budget & Strategy 80% to the City in April 2020. Staff is currently reviewing the draft report and will be discussing next steps. The Budget & Strategy Department has completed the implementation of the cell phone stipends. Budget staff will continue to support each department as we continue to work on optimizing the budgeting Responsible City Government 1.39 Cell Phones: Completion Budget & Strategy 90% process for this departmental expense. Departments are reviewing the cell phone stipend allowances during the current budget process. Budget & Strategy | Communications & Responsible City Government 1.40 Budget Video This project is temporarily on hold due to Coronavirus. 10% Marketing Responsible City Government 1.41 Security Related Policy: Development Emergency Management This project is temporarily on hold due to Coronavirus. 0% Responsible City Government 1.42 Shelter Capacity Expansion Emergency Management Shelter capacity has been expanded. This initiative is complete. 100%
Time Budget Percent Goals Initiatives Department Analysis Status Status Complete Staff is currently working on developing the Fire Department's Policy/Procedural manual. Expected Responsible City Government 1.43 Fire Policy/Procedural Manual: Development Fire/EMS 50% completion by October 1st, 2020. The City Attorney's Office has researched the feasibility to increase all user fees by CPI each year. Budget Responsible City Government 1.44 User Fee Study Schedule Budget & Strategy | City Attorney and Strategy and the City Attorney's Office continues to partner together and is scheduled to be presented 90% to the Commission in July 2020. Staff for the Health and Wellness Center have been selected and employment offers have been accepted. A communication plan is underway and announcements are being made weekly up until the grand opening of the center. Responsible City Government 1.45 Employee Health Center Human Resources 100% Build‐out of the lease space is complete and all furnishing and supplies have been ordered. Project is on track for an opening the first week of June 2020. The Health & Wellness Center is complete and opened on May 27, 2020. C&M and City Attorney's Office to meet with EM team in early July to begin planning for the new policy, which will work in conjunction with the sponsorship policy already adopted. Responsible City Government 1.46 Event Vendor Policy: Adoption Communications & Marketing 5% Researching/benchmarking other cities who might also have similar policies is underway. This initiative was delayed due to COVID‐19. Responsible City Government 1.47 Threat Assessment for Cultural Infrastructure Police This program is on hold due to COVID‐19. 0% Grant Enhancements: Writing Expansion ‐ Hiring of Grant The Budget & Strategy Department is currently working with a the Grant Consultant (Whitlock Writings) to Responsible City Government 1.48 Budget & Strategy 50% Consultant (2019 ‐ 2020) research grant funding opportunities. Purchased additional licenses of Adobe Sign to facilitate ‘e‐signatures’ on city documents. Currently being Responsible City Government 1.49 ADA Review/Report: Report City Manager’s Office 0% implemented by IT. Staff completed cataloging the programs and services the City provides through each Department. Staff Responsible City Government 1.50 Service Catalog: Completion Budget & Strategy continues work on the last few pending Departments: Communications & Marketing, Parks & Recreation, 85% Public Works and City Clerk. The service catalog is scheduled to be completed by September 2020. Budget & Strategy | Communications & All 5 Bloomberg Power of Art projects have either been completed or are currently installed thru May. Responsible City Government 1.51 Power of Art Project: Completion/Grant 25% Marketing |Development Services Evaluation plan is required by Bloomberg. And project close out will begin in June 2020. Responsible City Government 1.52 Lawn Cameras – Security at City Events Emergency Management The cameras have been purchased and are available for deployment. 100% Responsible City Government 1.53 Fire Apparatus Inventory Tracking and Management Program Fire/EMS This project is nearing completion. The software is on premises and the database is being built. 90% Most policies have been returned from review. We are starting to compress multiple policies into subject Responsible City Government 1.54 Police Policies and Procedures: Reformat Police matter areas, such as surveillance, interviews, and communications. There is no budget assigned to this 60% initiative. We have been focused on the upcoming CALEA assessment during the month of June. Responsible City Government 1.55 Fire Contract with City of Parkland City Manager's Office In negotiations in Parkland and Coral Springs, City Attorney's Offices and City Managers. 75%
Time Budget Percent Goals Initiatives Department Analysis Status Status Complete Responsible City Government 1.56 Community Risk Reduction Billing Module Fire/EMS This initiative is complete. We are now billing from the Fireworks Software. 100% The funding for this initiative is being used to address other areas in greater need as a result of the current Responsible City Government 1.57 GIS Consulting Services Information Technology 0% COVID‐19 health crisis. This project has been stopped due to current year budget cuts. Deployment is complete. Pending user training and policies. Work is complete. A communication plan is being developed for when operations return to normality due to Coronavirus. Training material still in Responsible City Government 1.58 OneDrive Next Cloud Information Technology 80% process. Needs to be sent for evaluation after completion. Server needs to be updated for Security vulnerabilities. Due to Covid‐19, online well being initiatives have been deployed by our onsite Health Coach and workshops on evolving topics have been offered to all employees. The launch of the City’s Employee Health and Wellness center has been well received and utilization continues to rise each week. Efforts are underway to engage health plan participants to pre‐register for future services at the Health and Wellness Center. The annual LifeScan process has been initiated onsite for all employee groups and will concluded within the next two months. Additional communications will Responsible City Government 1.59 Well Being Strategy Human Resources 100% be delivered each month focusing on the long term benefits of partnering with the Health & Wellness center staff to support the needs of our employees. Our onsite health coach will soon be co‐located with the medical team at our health center. More emphasis is being placed on rewarding employees for pursuing health coaching sessions. Our (virtual) wellness programs continues to gain in popularity and more team challenges will be introduced to keep engagement in wellness activities high during the pandemic. Records Management and Computer Application Purchases City staff continues to inventory and analysis all agency records in preparation for the implementation of Responsible City Government 1.61 City Clerk 75% (Ongoing) the new Enterprise Resource Planning (ERP) system. June posts have focused on police department employees ‐ employee awards were delayed due to COVID Responsible City Government 1.62 Employee Spotlight Marketing Campaign (Ongoing) Communications & Marketing and so were pushed out in a series of posts. 60% July posts highlighting Parks & Recreation staff have been created and are scheduled. City staff continues to promote the Alert Coral Springs program. To date we have a total of 72,113 sign Responsible City Government 1.63 Alert Coral Springs Engagement (Ongoing) Emergency Management 100% ups, far exceeding the annual target of 2,000 enrollments Responsible City Government 1.64 EOC Position Training and Job Aid Revision (Ongoing) Emergency Management Job aids have been reviewed and revised for the 2020 Hurricane Season 100% The innovation incentive program has had funds redirected from the panel members to the city‐wide Responsible City Government 1.65 Innovation Incentive Recognition Program (Ongoing) City Manager’s Office employee recognition program. The innovation program going forward may be on hold due to budget 50% constraints due to COVID‐19. Staff have started attending specialized training such as Cisco, SANS (SysAdmin, Audit, Network, Security) Responsible City Government 1.66 IT Specialized Technical Training (Ongoing) Information Technology Cybersecurity, VMware, Microsoft , ArcGIS Pro training, ArcGIS Enterprise – Administration Workflows and 70% OnBase Document Management. Staff have taken associated certification exams where applicable.
Time Budget Percent Goals Initiatives Department Analysis Status Status Complete User awareness training is an ongoing project. The framework to provide user training has been developed Responsible City Government 1.67 User Awareness Training (Ongoing) Information Technology and the training is in place. The City continues to provide user training. Staff is working on a 100% communication plan to roll out a refresher session. A software management solution has been procured, installed, configured and it is working as expected. Responsible City Government 1.68 Patch Management (Ongoing) Information Technology 100% This initiative is complete. Responsible City Government 1.69 IT Project Information Technology This project is temporarily on hold due to Coronavirus. 20% Radio Frequency Identification (RFID) Track and Inventory City Responsible City Government 1.70 Information Technology This project is temporarily on hold due to Coronavirus. 0% Assets Coral Springs IT (CSIT), with the help of other departments, has identified the critical infrastructure that would be deployed at Northwest Regional Data Center (NWRDC) ‐ the Disaster Recovery (DR) site in Tallahassee. Infrastructure, Applications, Security, and GIS teams are formalizing the recovery strategies Responsible City Government 1.71 Disaster Recovery Site Information Technology for systems, applications, data, and communications. The Infrastructure team has ordered the necessary 30% circuits for connectivity and have identified the equipment that will be housed at the DR site. CSIT has also engaged third‐party vendors to establish best practice procedures. A pre‐requisite of the DR site in the replacement of the core infrastructure. That sub‐project is also underway. All frontline vehicles have been completed. A few reserve trucks are in line to be done. This project is Responsible City Government 1.72 Clean Cabs Program: Implementation Fire/EMS 90% delayed due to COVID‐19. Completion date is scheduled for September 2020. Emergency Action Plans: a. Major Businesses, b. Elementary Responsible City Government 1.73 Police | Fire/EMS This initiative was completed in March. 100% School Emergency Management | Budget & To date the City has received just over 6 million of the projected 10 million for reimbursement. City staff Responsible City Government 1.74 FEMA: b. Irma: Reimbursement 60% Strategy | Fininancial Services continues to work through State review of projects to assist with reimbursement. Emergency Management | Budget & We are waiting on FEMA to obligate a final project version for Hurricane Wilma. Once this final product Responsible City Government 1.75 FEMA: c. Wilma: Closeout 50% Strategy | Fininancial Services version is obligated we will be able to close out Hurricane Wilma. In House Records Management Microfilm Conversion Project: Responsible City Government 1.76 City Clerk This project is temporarily on hold due to Coronavirus. 0% Phase 2 Currently evaluating the enrollment to the program to determine its longevity in the organization. The Responsible City Government 1.77 Linkedin Learning Subscriptions (Ongoing) City Manager’s Office product is rolled out and available to all city employees. Due to possible budget constraints, it is possible 50% that funding for this project may be redirected to more critical areas due to COVID‐19. Responsible City Government 1.78 Health and Wellness Equipment Fire/EMS All equipment is on site and in use. 100% The Geodatabase Improvement Support activity had a meeting last week with Esri analyst to configure the Data Reviewer tool for water, sewer and raw water feature datasets. The GIS team has continued to Responsible City Government 1.79 ESRI Enterprise Advantage Program (EEAP) Information Technology further review remaining data sets in PROD and DEV geodatabases and group them into new feature 40% datasets. There was a saving of credits from the first activity and we are discussing scoping out a 3rd activity with our unallocated credits. 77.25 credits remain with 20.75 unallocated to a specific activity.
Time Budget Percent Goals Initiatives Department Analysis Status Status Complete The classes that were offered have been completed. The remaining classes have been postponed Responsible City Government 1.80 Emergency Services Leadership Institute Fire/EMS 100% indefinitely, past this FY for certain. Responsible City Government 1.81 Public Education Enhancement Fire/EMS This item has been purchased and delivered. 100% This project was on hold due to Coronavirus. Staff is currently exploring other possibilities to Responsible City Government 1.82 Fire Department 50th Anniversary Fire/EMS 75% commemorate the Fire Department's 50th Anniversary. City Investment in Today and Future 2.1 Aquatics: ADA Lift Aquatic Complex Parks & Recreation The ADA compliant aquatic lift has been installed and is not operational. This project is complete. 100% City Investment in Today and Future 2.2 Sportsplex: Resurface the Track Parks & Recreation The track has been resurfaced. This initiative is complete. 100% City Investment in Today and Future 2.3 ADA Ramps on 66th Terrace Public Works ADA compliant ramps have been installed. This initiative is complete. 100% City Investment in Today and Future 2.4 25 Meter Pool Linear Upgrade Parks & Recreation The pool liner has been upgraded. This project is complete. 100% Communications & Marketing | Parks & City Investment in Today and Future 2.5 Meadows Playground at Betti Stradling Park The installation of the playground at the Betti Stradling Park is complete. This project is closed out. 100% Recreation City Investment in Today and Future 2.6 Wiles Road LED Street Lighting Phase I ‐ 441 to Rock Island Public Works LED lights have been installed. This initiative is complete. 100% City Investment in Today and Future 2.7 Mullins Gym Lower re‐roof Public Works The lower roof on the Mullins Gym lower roof has been replaced. This initiative is complete. 100% Public Works | Communications & City Investment in Today and Future 2.8 Sawgrass Room A/C Improvements: Design This project is complete. 100% Marketing City Investment in Today and Future 2.9 Water Service Lines Replacement Section 20 Public Works The replacement of section 20 water service lines is completed. 100% City Investment in Today and Future 2.10 Artificial Turf Fields: Installation (5) Parks & Recreation Two fields in Mullins Park completed March 9, 2020. 100% City Investment in Today and Future 2.11 Park Signs: Installation Parks & Recreation Signs have been installed. This initiative is completed. 100% City Investment in Today and Future 2.12 Demming Field LED Lighting Parks & Recreation LED lights have been installed at the Demming Field. This project is complete. 100% Public Works | Communications & City Investment in Today and Future 2.13 Campbell Street Decorative Signs Decorative signs were installed. This project is complete. 100% Marketing City Investment in Today and Future 2.14 Mullins Park American League Building Renovation Parks & Recreation Painting is scheduled for the next two weeks.. 90% City Investment in Today and Future 2.15 Landscape Improvement of Arterial Roads (Ongoing) Public Works University Dr. improvements project went before the Commission and was approved. 25% City Investment in Today and Future 2.16 Park Summit Left Turn Lane‐ EMS Fire/EMS This project is complete. 100%
Time Budget Percent Goals Initiatives Department Analysis Status Status Complete City Investment in Today and Future 2.17 Sportsplex: Replace light poles on tennis courts Parks & Recreation The light poles have been installed. This project is complete. Over budget by $ 1,475. 100% City Investment in Today and Future 2.18 Parks: Concrete pads for amenities Parks & Recreation The pads have been installed at the Mullins Park. This project is complete. 100% City Investment in Today and Future 2.19 Parks: New soccer goals Parks & Recreation Received. Goals being built and placed in parks. 100% City Investment in Today and Future 2.20 Parks: Blumper blocks Parks & Recreation Blumper blocks have been installed. This initiative is completed. 100% City Investment in Today and Future 2.21 Parks: New parks sign at Richard D. Petrillo Park Parks & Recreation A new park sign has been installed at the Richard D. Petrillo Park. This initiative is completed. 100% City Investment in Today and Future 2.22 Aquatics: Renovate lifeguard area at Mullins Park Parks & Recreation Renovations are done. This initiative is complete. 100% City Investment in Today and Future 2.23 Aquatics: Replace fitness room flooring Parks & Recreation The floor in the fitness room has been replaced. This initiative is completed. 100% City Investment in Today and Future 2.24 Aquatics: Paint Aquatics Complex Parks & Recreation This project has been completed. 100% City Investment in Today and Future 2.25 Aquatics: Apply cool deck on Mullins Pool Deck Parks & Recreation Project deferred. 0% City Investment in Today and Future 2.26 Aquatics: Canopy Replacement Parks & Recreation This project has been completed. 100% City Investment in Today and Future 2.27 Sportsplex: Court resurfacing at Tennis Complex Parks & Recreation Project completed. Over budget by $1,236. 100% City Investment in Today and Future 2.28 Parks: Replace Netting Parks & Recreation Netting has been replaced. This initiative is complete. 100% City Investment in Today and Future 2.29 Parks: New Dugout Roofs (Mullins) Parks & Recreation This initiative is completed. 100% City Investment in Today and Future 2.30 Parks: Court Resurfacing Parks & Recreation Armor Courts to start June 29th. Two tennis courts at NCP removed to bring project within budget. 60% City Investment in Today and Future 2.31 Parks: Fertilization Parks & Recreation Park common grounds fertilized twice. 100% In permitting. Working with Building Dept. on some issues. Contractor is working with Building Dept. to City Investment in Today and Future 2.32 Parks: Renovate Cypress Wheel Field Restrooms Parks & Recreation 50% obtain asbestos certificate from Broward County. City Investment in Today and Future 2.33 Parks: Canopy Replacements Parks & Recreation Canopies have been replaced. This project is complete. 100% City Investment in Today and Future 2.34 Parks: Renovate 2nd floor room interior (NCP) Parks & Recreation This initiative is completed. 100% City Investment in Today and Future 2.35 Parks: Replace artificial turf in batting cages (NCP) Parks & Recreation This initiative is completed. 100% City Investment in Today and Future 2.36 Parks: Planters at Cypress wheel fields Parks & Recreation Staff are selecting the appropriate plan materials to be installed planters at the Cypress Wheel fields. 85%
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