Fort Walton Beach Council agenda — 10-22-2007 special agenda — reading text

year; Privatize certain accounting functions with a cost of about $ 65, 000 annually; Eliminate a Purchasing position to save $ 42, 000 annually; Eliminate a staff position in Information Technology to save $ 70, 000 annually; Reduce the number of sworn positions in Police from 55 to 50, saving 245, 000 annually; Close the Senior Citizens Center to save $ 78, 185 annually; Reduce Library hours from 64 to 50 to save $ 32, 000 annually; Privatize the Museum for a savings of $ 130, 000 per year; Eliminate a Public Works supervisor position to save $ 65, 000 annually; Eliminate four ( 4) vacant Public Works positions to save $ 236, 738 per year; and, Eliminate the recycling program to save up to $ 40, 000 per year. a dollar There are many other findings and recommendations that do not have impact. Implementing the major recommendations noted above would result in annualized savings of approximately $ 1. 13 million. Alternative Services Delivery Study for Fort Walton Beach. Florida Page 11- 2  CITY OF FORT WALTON BEACH, FLORIDA ALTERNATIVE SERVICE DELIVERY STUDY TABLE OF CONTENTS Executive Summary T able of Contents Section 1. 0 - Project Scope and Approach ... ........................ ....... ................. .....Page 1- 1 Section 2. 0 - City Management ......................................................................... Page 2- 1 Section 3. 0 - Human Resources ........................................................................ Page 3- 1 Section 4. 0 - City Page 4- 1 Clerk...................................................................................... Section 5. 0 - Page 5- 1 Finance......................................................................................... 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 Page 9- 1 Enforcement.......................................................................... Section 10. 0 - Parks and Recreation ................................................................ Page 10- 1 Section 11. 0 - Community Development Services ............ ........ ...................... ..Page 11- 1 Section 12. 0 - Public Page 12- 1 Works......................................................................... ..... Section 13. 0 - Page 13- 1 Utilities....................................................................................... Section 14. 0 - Action/ Implementation Plan ....................................................... Page 14- 1 MananementJldvisory group, Inc.  1. 0 Project Scope and Approach The City of Fort Walton Beach requested a study of alternative delivery methodologies for City services. All areas of the City' s operations have been subject to study and recommendation. Critical analysis and reporting has focused on: Organizational Structure Services Provided Staffing Levels 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; one- on- one interviews with key officials and staff; and, review of duties and functions of staff. Balanced Findinas the information collected to identify not only We have thoroughly analyzed weaknesses in current structures, but also particular strengths for which the City should be commended. Alternative Services Delivery Study for Fort Walton Beach, Florida Page 1 - 1  Project Scope and Approach Recommendations and Improvement Plan A management improvement plan has been developed to present the study recommendations and describe how each should be implemented. It includes implementation actions, responsibilities, and time frames. Work Plan Our work plan for this study consisted of several steps or tasks. TASK 1. 0: INITIATE PROJECT Objectives: To gain a more understanding of the study background and the City' s in- depth goals and expectations. To establish a mutually agreeable work plan, schedule, and progress monitoring 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; current job descriptions; key management and operational reports; and relevant policies. 1.4 Finalized the work plan and established consultant schedules with calendar dates for completing tasks. Deliverables: Final Work Plan and Schedule Alternative Services Delivery Study for Fort Walton Beach, Florida Page 1- 5  Project Scope and Approach TASK 2. 0: CONDUCT INTERVIEWS AND COLLECT DATA Objectives: To collect the factual information needed in support of project objectives. To obtain management opinions and perceptions regarding strengths and weaknesses. Activities: 2. 1 Scheduled and conducted interviews. The objectives of these interviews included: to confirm job duties and breadth/ scope of all functions; to obtain information regarding structures, historical practices, financial policies, and issues regarding sustainability; to understand organization- wide issues, needs and concerns; and 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; adopted budget; organization charts; Deliverables: Interviews and data collection meetings. TASK 3.0: CONovcr EVALVA TlONAND DEVELOP FINQINGS Objectives: To analyze and evaluate organization structures. To reach conclusions regarding strengths and weaknesses. Activities: 3. 1 Analyzed the jobs and functional data and other study information to identify strengths and weaknesses in all relevant study areas. Alternative Services Delivery Study for Fort Walton Beach, Florida Page 1 - 5  Project Scope and Approach 3. 2 Documented the strengths and weaknesses identified during the analysis. 3. 3 Reviewed the findings and conclusions to assure that factual information was complete and accurate and that the conclusions were justified. 3.4 Verified facts and/ or collected additional information regarding any conclusions that were questioned and revised them, as warranted. Deliverables: i;. Study Findings and Conclusions TASK4.0: DEVELOP IMPROVEMENT RECOMMENDA TIONS Objectives: i;.To develop recommendations for improving upon significant weaknesses identified during Task 3. 0. Activities: 4. 1 Consolidated the findings and conclusions developed during Task 3. 0 and developed animprovement recommendation for each significant weakness or set of related weaknesses. The recommendations focused on improvements and include: Structural recommendations. i;. Spans of control. Unity of command. Major function placement. 4. 2 Reviewed recommendations with project management to assure