Fort Walton Beach Council agenda — 05-11-2010 Regular — reading text

COUNCIL MEETING May 11, 2010 Approval of Agenda No Backup) Agenda Item Number: 7  CITY COUNCIL MEETING May 11, 2010 Consent Agenda Approval of Minutes: April 27, 2010- Special Meeting April 27, 2010 - Regular Meeting Agenda Item Number: 8. 1  137 MINUTES OF THE SPECIAL COUNCIL MEETING OF THE CITY OF FOR`(' WALTON (BEACH, (FLORIDA PERFORMANCE .MEASURES APRIL 27, 2010 INTRODUCTION A special meeting of the City Council of Fort Walton Beach, Florida,. was held on Tuesday, April. 27, 2010, at 5: 00 p.m. in the Council Chambers at City Hall; with the following members present: Mayor Mike Anderson Councilmen: Mike Holmes, joyce gossom; Dennis Reeves, Bobby Nabors, Bill Patterson, and Dick Rynearson Seat 4 - Vacant - Also Present: Robert Mearns, City Manager; Helene Spencer, City Clerk; Toni Craig, City Attorney; Department Directors and Media CALL TO.ORDER The Mayor called the meeting to order and welcomed everyone. He requested anyone -who wished to address Council to approach the podium after being recognized, then state his or her name and address for the record. PLEDGE OF ALLEGIANCE The Mayor led in the Pledge of Allegiance. The Mayor welcomed Dr. joyce gillie gossom to City Council. He noted City Council Seat 4 is now vacant as a result of Bill Garvie' s resignation per the rules of the State in order to run for State Representative. He mentioned nominations to fill the vacant seat will be addressed at the regular Council meeting. APPROVAL OF AGENDA Mr. Reeves moved to approve the agenda as the business of the day. Mr. Patterson seconded motion and it carried unanimously with Holmes, gossom, Reeves, Nabors, Patterson, and Rynearson in favor (Seat 4 vacant). PERFORMANCE MEASURES AND MANAGEMENT PRESENTATION Performance Measures and Management Presentation. The City Manager explained as part of the 2009/ 2010 budget preparation each Department Head had to set its goals and objectives and one of his goals was to develop performance measures for each department. He said two employees, Deputy Fire Chief Ken Perkins and Purchasing Agent Williams Worlds, who are very adept at understanding and presenting performance measures and management principles, put together a presentation to help Council understand their role in the process. Deputy Chief Perkins shared information on what staff is looking at doing; what they would like to implement; how it would be a positive impact on City government; and to gain Council' s support and commitment to the process as a concept. 138 Special Council 4 -27 -10 PERFORMANCE MEASURES AND MANAGEMENT PRESENTATION coast. Deputy Chief Perkins stated the P erfoYrnaice " 1easures an Manage nent is somewhat of a complete overhaul of what they -do in a day to day activity. in the City; it will focus on I accountability whether it is fisoal or personal responsibility; it will be about process improvement that centers around the employees themselves and the employees being a part of the improvement process. He went over the five pillars of excellence which center around the areas of service, quality, people, finance, and growth. He explained the performance measures are metrics used to see where they are in meeting the goals that have been established, and noted performance measures have to be done on something that can be measured against the goals that have been set; such as the quality of service received when they respond to a fire call and not on the number of fire calls they went on or on the number of phone calls that were answered. He went over benchmarking which compares the performance measure, outputs, effectiveness and efficiency to other similar organizations and established standards. He discussed the performance excellence roadmap that would include establishing the core values, the mission and vision statements, evidence based leadership; the five pillars of excellence; low, middle, and high performers; rounding which involves the supervisors getting in the field to talk with the troops; managing up; employee evaluations; customer satisfaction surveys; employee satisfaction surveys; focus and process improvement teams; performance measures; and benchmarking. He then went over how to get there with the core team as the project manager that will network between the elected officials-,supervisors, department directors and the focus groups. The City Manager verified his intention is to continue the process internally and said it was brought to Council so they would be informed of what staff is doing. He said staff would like Council' s concurrence that they support the program and encouraged staff to move forward. He said staff knows how to implement the program and he can provide Council information on how it will be implemented. Mr. Worlds explained implementation of the program will begin with the core group; then staff will return with mission statements, mission vision and values that will document the blue print on how to implement the process. He said the goal is to have it ready to implement by October 1St. Favorable comments were made by Council on the concept of the program. ADJOURNMENT Being no further business, the meeting adjourned at 5: 45 p.m. APPROVED: MAYOR: ATTEST: CITY CLERK ddm date completed: 4 -28 -10 2-  139 MINUTES OF THE REGULAR COUNCIL. MEETING OF THE CITY OF FORT WALTON BEACH, FLORIDA APRIL 27; 2.010 INTRODUCTION X regular meeting .of the City Council of Fort Walton Beach, Florida; was held on. Tuesday, April 27, 2010, at 6, 00 : p. m... in the Council Chambers at City., Hall; with- the following members present: Mayor Mike. Anderson Councilmen: Mike Holmes, Joyce gossom, Dennis Reeves, Bobby Nabors, Bill Patterson; .and Dick Rynearson. Seat 4 Vacant Also Present: Robert Mearns, City. Manager; Helen Spencer, City Clerk; Toni Craig, City Attorney; Department Directors and Media CALL TO ORDER The Mayor called the meeting to order and welcomed everyone. He requested anyone who wished to address Council to approach the podium after being recognized, then state his or her name and address for the record. WELCOME The Mayor welcomed Dr. joyce gossom to the City Council. INVOCATION Pastor David Beiler, Evangelical Center, Assembly of God, gave' the Invocation. PLEDGE OF ALLEGIANCE Mr. Rynearson led in the Pledge of Allegiance. STUDENT ACE AWARDS The Mayor presented the Student ACE Awards to Benjamin Piburn of Choctawhatchee High School and Matthew Bevil of Fort Walton Beach High School. APPROVAL OF AGENDA The Mayor advised that Item 14.3, Request for Assignment of Lease and Release of Rent for property located at 243 Hollywood Blvd NW has been withdrawn. at the request of the applicant and will be brought back sometime in the future. He requested approval of the agenda as amended. Mr. Reeves moved to approve the agenda, as amended, with Item 14.3, Request for Assignment of Lease and Release of Rent for property located at 243 Hollywood Blvd NW, withdrawn at the request of the applicant. Mr. Patterson seconded motion and it carried unanimously with Holmes, gossom, Reeves, Nabors, Patterson, and Rynearson in favor (Seat 4 Vacant). PRESENTATION— GENERAL EMPLOYEES PENSION PLAN QUARTERLY REPORT Joe Bogdahn of the Bogdahn Group presented the General Employee's Pension Plan Quarterly Report for the quarter ending March 31, 2010, discussing such issues as the difference in the market environment since this time last year; asset allocation; and financial reconciliation. Council discussion included the role of the actuary and the methodology used in determining the percentages of return from year to year. 3- Regular Council 4/ 27/ 10 PRESENTATION— GENERAL EMPLOYEES QUARTERLY REPORT ( CONT) Mr. l3ogdahn discussed the possibility of replacing Aletheia as asset manager due to their underperformance the past year. Council stressed the need to take action if a company is p underperformingg and su`g9 ested a works op p or -s p ecial meeting- g be held in September p to look at investment policies, -actuarial assumptions, and to consider the performance of Aletheia. STORMWATER UTILITY UPDATE f Mr. Reeves advised he requested this update so the citizens have an idea of the results of the user fee that was implemented with the establishment of the Stormwater Management Utility in October of 2008. Michael Beedie,Engineering /Utilities Services Director, presented an overview on the accomplishments of the Stormwater Management Utility, including successfully obtaining over 800,000 in grant funding for capital projects, including six stormwater pollutant separator units and a stream meandering and- restoration project at Liza Jackson Park. Other accomplishments included the installation of perforated pipes in different locations of the City; coordination with the FDEP on obtaining a Brownfields designation in the City's Commerce and Technology Park area; and conducting energy and water conservation public workshops in the City. Mr. Beedie also discussed future projects including the rehabilitation or replacement of storm drains at Fountainhead Condominiums and in front of Gary Smith Honda. Mr. Reeves commended Mr. Beedie and the Engineering Department for putting this report together. However, Mr. Reeves commented that although a lot of projects have been done with grant monies, the money utilized has only been spent on small projects and very little has gone into the actual laying of pipes, and he feels funding could be implemented and handled in a more efficient matter. Mr. Beedie stated the division has only been in existence for 18 months and it takes awhile to get the funds built up. Mr. Beedie noted that when grants are involved there is always a match, whether financial or in -kind, and that projects have been done and are planned for the second year. Further discussion included future staffing for the division and that a stormwater master plan is being developed. CONSENT AGENDA Mr. Holmes moved to approve the following Consent Agenda items. Mr. Reeves seconded motion and it carried unanimously with Holmes, gossom, Reeves, Nabors, Patterson, and Rynearson in favor (Seat 4 Vacant). APPROVAL OF MINUTES Approval of minutes of Special Meeting