Fort Walton Beach Council minutes — 04-27-2010 special — reading text

137 MINUTES OF THE SPECIAL COUNCIL MEETING OF THE CITY OF FORT 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; 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. 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. Special Council 4 -27 -10 PERFORMANCE MEASURES AND MANAGEMENT PRESENTATION cont. Deputy Chief Perkins stated the Performance Measures and Management is somewhat of a complete overhaul of what they do in a day to day activity in the City; it will focus on accountability whether it is fiscal 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 held 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 St 1 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: ATT ST: i CITY CLERK ddm date completed: 4 -28 -10