Fort Walton Beach Council agenda — 11-26-2007 special agenda — reading text

position to save $ 42, 000 annually; Eliminate a staff position in Information Technology to save $ 70, 000 I annually; Reduce the number of sworn positions in Police from 55 to 50, saving I 245, 000 annually; Close the Senior Citizens Center to save $ 78, 185 annually; E Reduce Library hours from 64 to 50 to save $ 32, 000 annually; Privatize the Museum for a savings of $ 130, 000 per year; r: Eliminate a Public Works supervisor position to save $ 65, 000 annually; E Eliminate four ( 4) vacant Public Works year; and, positions to save $ 236, 738 per E: 40, 000 per year. Eliminate the recycling program to save up to $ not have dollar many other findings and recommendations that do There are a I in impact. Implementing the major recommendations noted above would result I annualized savings of approximately $ 1. 13 million. I I I Alternative Services Delivery Study for Fort Walton Beach, Florida Page 11- 2 I  CITY OF FORT WALTON BEACH, FLORIDA ALTERNATIVE SERVICE DELIVERY STUDY TABLE OF CONTENTS J, Executive Summary T able of Contents Section 1. 0 - Project Scope and Page 1- 1 I'" Approach........................................................ Page 2- 1 Section 2. 0 - City Management......................................................................... E Section 3. 0 - Human Page 3- 1 Resources........................................................................ Section 4. 0 - City Page 4- 1 Clerk...................................................................................... Section 5. 0 - Finance......................................................................................... Page 5- 1 Section 6. 0 - Purchasing ................................................................................... Page 6- 1 Section 7. 0 - Information Page 7- 1 Technology................................................................ Section 8. 0 - Golf Course .................................................................................. Page 8- 1 Section 9. 0 - Law Enforcement..........................................................................Page 9- 1 L Section 10. 0 - Parks and Page 10- 1 Recreation................................................................ Section 11. 0 - Community Development Services ............................................ Page 11- 1 Section 12. 0 - Public Page 12- 1 Works.............................................................................. I Section 13. 0 - Page 13- 1 Utilities....................................................................................... Section 14. 0 - Action/ Implementation Plan ....................................................... Page 14- 1 I I I I II!Jfiii : Management Jlavisory qroup, Inc. I rI 1. 0 Project Scope and Approach Ii The City of Fort Walton Beach requested a study of alternative delivery E methodologies for City services. All areas of the City' s operations have been subject to I study and recommendation. Critical analysis and reporting has focused on: I Organizational Structure Services Provided Staffing Levels t Consolidation Potential Streamlining or Eliminating Functions Technology Usage Major Organizational Policies and Procedures This study has been viewed as a partnership, at all levels and at all times throughout the project. MAG has, however, maintained independence throughout the project. Information Collection Techniaues The information collection activities have been carefully planned, controlled and documented to help assure completeness and consistency. Our consultant team used a variety of proven techniques to obtain the information needed for the assessment. These techniques included: collection key documents such as budgets and financial reports, of management and operational reports; I: one- on- one interviews with key officials and staff; and, I review of duties and functions of staff. Balanced Findinas I We have thoroughly analyzed the information collected to identify not only I weaknesses in current structures, but also particular strengths for which the City should be commended. I I Alternative Services Delivery Study for Fort Walton Beach, Florida Page 1 - 1 I 1M r: Project Scope and Approach Recommendations and ImDrovement Plan Ii A management improvement plan has been developed to present the study It includes I recommendations and describe how each should be implemented. implementation actions, responsibilities, and time frames. I Work Plan f.;. Our work plan for this study consisted of several steps or tasks. TASK 1. 0: INITIATE PROJECT I Objectives: To gain a more in- depth understanding of the study background and the City' s E goals and expectations. To establish a mutually agreeable work plan, schedule, and progress monitoring Ii procedure that will successfully meet the study expectations. To identify and collect key City documents. Activities: 1. 1 Met with the key management staff to discuss our proposed objectives, scope, approach, work plan, schedule, and progress monitoring procedures. Any concerns or suggested modifications were discussed. 1. 2 Arranged for on- site office space as needed. 1. 3 Obtained and reviewed key City documents, including: relevant organization charts; budgets and financial reports; I current job descriptions; key management and operational reports; and I relevant policies. 1. 4 Finalized the work plan and established consultant schedules with calendar dates I for completing tasks. Del iverables: I Final Work Plan and Schedule I Alternative Services Delivery Study for Fort Walton Beach, Florida Page 1- 5 I  Project Scope and Approach TASK 2. 0: CONDUCT INTERVIEWS AND CSLLeCTDATA Objectives: r To collect the factual information needed in support of project objectives. To obtain management opinions and perceptions regarding strengths and r- weaknesses. i. Activities: E 2. 1 Scheduled and conducted interviews. The objectives of these interviews included: to confirm job duties and breadth/ scope of all functions; I to obtain information regarding structures, historical practices, financial policies, and issues regarding sustainability; I to understand and organization- wide issues, needs and concerns; to request key documents and data and determine its availability, reliability and source; 2. 2 Collect pertinent budget and personnel documents and data including: annual work plans and annual reports; L adopted budget; organization charts; Deliverables: Interviews and data collection meetings. I TEVALUAnONANDDEVS s Objectives: I To analyze and evaluate organization structures. To reach conclusions regarding strengths and weaknesses. I Activities: study information to identify I 3. 1 Analyzed the jobs and functional data and other strengths and weaknesses in all relevant study areas. I Alternative Services Delivery Study for Fort Walton Beach, Florida Page 1 - 5 I  Project Scope and Approach E: 3. 2 Documented the strengths and weaknesses identified during the analysis. E 3. 3 Reviewed the findings and conclusions to assure that factual information was complete and accurate and that the conclusions were justified. I 3.4 Verified facts and/ or collected additional information regarding any conclusions that were questioned and revised them, as warranted. Del iverables: Study Findings and Conclusions I: