HomeMy WebLinkAbout2022 04 11 Consent 302 - Annual Review (City Manager) • CONSENT AGENDA ITEM 302
n, CITY COMMISSION AGENDA I APRIL 11, 2022 REGULAR MEETING
1959
TITLE
Annual Review
SUMMARY
The employment agreement between the City of Winter Springs and the City
Manager, Shawn Boyle, provides for an annual evaluation of the City
Manager. City Commission completed individual evaluations of Mr. Boyle for
the 2021/2022 review year. The evaluations reveal that Mr. Boyle meets
expectations for this year, even under continued external stressors such as
aging infrastructure and an ongoing global pandemic. Additionally, the City
Commission unanimously voted for a Vote of Confidence in the City Manager
at the February 14 regular commission meeting.
RECOMMENDATION
Commission has recommended an increase of 4% for cost of living
adjustment.
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Tgo
Accomplishments
Review
e 2021-2022
"Winter Springs jumped up two spots this year on the list to come in at #4" on
the 2021 Safewise 10 Safest Cities in Florida (previously #6).
************
Areavibes.com ranks Winter Springs with an exceptional livability rating #17
out of 884 in Florida.
Parks and Recreation
Status of Goals
1. Complete courses on Florida building rules and regs to include ADA requirements and
safety rules on work sites. Completed
2. Learn to design and erect boardwalks over the City ponds. Ongoing. Practice is
ongoing.Waiting for structural engineering drawing for design and erecting.
Received and built a barge for this task.
Training
✓ Spray Licensed additional team members for fertilizer and pesticides
✓ Wind Mitigation Methodology- Retrofits
✓ Employer's Guide to a Drug Free Workplace
✓ Florida Laws and Rules 61G4 FAC
✓ Asbestos in the Construction Industry
✓ Advanced Florida Building Code
✓ Building for Energy Efficiency
Additional Accomplishments
In house construction and remodels
o Built new Pickle Ball and Shuffle Board Courts at Senior Center
o Renovated outside restrooms at Sunshine Park
o Renovated Men's and Women's restroom at PD
o Refurbished the Dog Park (added a dog wash)
o Remodeled the Kitchen at the Senior Center
o Remodeled both Men's and Women's Restrooms in Senior Center
o Remodeled entrance to Trotwood Park (Northern Way) including additional
artwork
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o Renovated Ranchlands Park. New Pavilion, Corn Hole, Dock, Ping Pong
o Renovated Restrooms at City Hall
o Built two offices out of Kitchen East side of City Hall
o New roof and refurbished Pavilion A at Central Winds passive area
• Asphalted/Resurfaced/Restriped
o Senior Center Parking Lot
o Central Winds Baseball Parking Lot
o Central Winds Playground Parking Lot
• Created a Trotwood Parking Lot extension (parallel parking between the pond and
soccer fields/roundabout)
• Installed new Asphalted Parking Lot at Hicks in Central Winds
• Built new Trailhead Restroom at Hicks in Central Winds (across from Choices in
Learning)
• Cleared out brush between baseball fields Passive area and built a wooden fence
• Extended Community Gardens in Central Winds to 13 units.
• Switched Parking Lot lights in Central Winds Baseball parking to LED and Painted Poles
• Removed old fence and columns at Trotwood Park (Trotwood Blvd) in preparation for
new landscaping
• Installed Electronic gates at both water treatment plants for enhanced security
• Installed Knox keys to both WTP for emergency entry
• Repaired and sealcoat of PD parking lot (front and back)
• Installed a 2400 S.F. Metal Storage building at public works compound for additional
equipment storage
• Rebuilt baseball fields at Central Winds
• Installed Dirt/Sand storage bins at Central Winds
• Demolished old public works building on Flamingo
• Torcaso Cove Pavilion-1000 sq ft themed pavillion
• Torcaso Cove Wooden Deck 800 sq ft deck
• Added new sidewalks in Torcaso Park for additional accessibility and inclusion of all
residents
• Demolished 120 Flamingo home (new city property for park expansion)
• Demolished 310 Wagner home (new city property for park expansion)
• Trotwood Splash Pad refurbished- added features and painted the surface with a theme
• Winter Wonderland Event/Drive through in combination with Winter Wonderland
Parade.Added additional days and a walk through option. Re-routed the drive through
to allow for better traffic flow.
• Refurbished and Painted numerous office at City Hall
• Trotwood splash pad recoated in preparation for new features and themed surface
painting
• Installed electronic gate of parks maintenance facility
• Handicap electronic door openers for City Hall lobby doors for additional accessibility
and inclusion of all residents
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• Handicap electronic door openers for City Hall restrooms for additional accessibility and
inclusion of all residents
• Enhanced major irrigation pump at Central Winds
• Install new entrance signage at Bear Creek Nature Trail
• Provided additional structural support to Senior Center Canopy (entrance from parking
I ot)
Shared Services
Status of Goals
1. Substantially complete Pickle ball courts for the residents by December 2021.
Completed at Senior Center, in process of design for Central Winds
2. Replace City's current GPS system with an enhanced GPS system that will provide
automation for additional processes (such as vehicle maintenance, relevant
alerts/reminders, etc.) Summer 2021. Completed. Late due to manufacturer delay and
difficulties getting vehicles into fleet shop
3. Create a City tree farm- including the marketing plan Fall 2021. Rescheduled.This
project was taken out of priority for this year. Due to the acquisition of new land, in
December.
4. Bring Resolution 2008-24 before the Commission for their review, after discussing with
City Attorney's Office. I would seek a change to adhere to the State retention schedule
and avoid costs associated with cassette conversion and staff time related to potential
public records requests. Rescheduled for 2024
S. Comprehensive update of the Board/Committee orientation packet and development
of training to ensure that new Board Members are fully equipped to serve at their first
meeting. Complete
6. Coordinate with the City Attorney Office and Human Resources to update
Confidentiality Form/Exemption List and develop a process for annual updates.
Ongoing
7. Implement an internal Network Monitoring system to detect and alert in real-time any
hardware failures or City outages. Complete
8. Become ITIL Foundation Certified. Delayed due to COVID
9. Clean out and organize City network closets and do proper cable management.
Complete
Training
✓ Fred Pryor training for all employees- Harrassment, Diversity, and Inclusion Training
✓ Fred Pryor supervisory training
✓ Winter Springs University Training- Supervisor Safety Development
✓ Retention through Engagement
✓ HR:Victim,Villain, or Hero
✓ Navigating the ADA Minefield
✓ Ending the Acronym: South African Experience
✓ Budget Monitoring and Performance Measures in the field of Finance
✓ HR Ethics Certification (10 classes)
✓ The False Promise of Equality: Systemic Bias and the New Focus on Equity
✓ Easily Engaging Staff Who Seem Un-engagable
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✓ Debt Management Best Practices
✓ ARPA Funds: Non-Entitlement Units
✓ SHRM Update: Omicron Variant
✓ The Hard Truth About Soft Skills
✓ Attended Florida Association of City Clerks Summer Academy.This event is part of the
process of becoming a Certified Municipal Clerk (CMC)
✓ Florida Institute of Government Legal Advertisement Webinar
✓ FLC- Social Media and Public Records Training
✓ Conducting the Interactive Process under Americans with Disabilities Act
✓ HR 101 -What All employers need to know about it
✓ Cybersecurity: Risk and Ransomware- Florida League of Cities
✓ Alchemizing HR: How HR Leaders can build a leadership development culture- HRCI
✓ Alchemizing HR: Betting on You -Take control of your career- HRCI
✓ From Engagement to Inspiration: The Myth of Employee Engagement and How to
Inspire Employees Instead - HRCI
✓ Higher Standard: How HR leadership in accessibility, competency, and strategic thinking
supports business outcomes- HRCI
✓ 2021 FMIT Human Resources and Rick &Safety Management Webinar Series
Additional Accomplishments
• Negotiated a substantial decrease in health insurance premiums, approximately
$200,000 annually (during a time a record high increases industry wide) while also
being able to present a competitive buy-up option that was not previously offered
• Created a paperless new hire form; implemented and now in use
• Created uniform inventory tracking
• Implemented personality assessment to incorporate behavior assessment methodology
into hiring and employee relations.
o This, along with other initiatives, has led to a reduction in turnover this review
period from 30%to 21%; well below the industry average of 49%
• Enhanced employee engagement initiatives
o Sending New Hire Notifications to staff
o Supplying water, Gatorade and popsicles to field crew
o Winter Holiday Spirit Week
o Door Decorating Contest and snacks during voting
• Updated all City Job Descriptions to accurately reflect
• Revised Harassment Policy for review
• Revised Safety Incentive Plan for review
• Created Covidl9 Protocols for City employees and buildings (3 separate times) to provide
with no interruption of essential services to residents
• Created new temp agency relationship to supplement staffing needs during a
nationwide staffing shortage
• Temp Agency on call during Hurricane Season
• Created City Hall Security Policy
• Created City Hall Parking Passes and Policy to deal with the growing demand
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• Created GPS Key fob Policy to assist IT,which creates a cost savings due to proper
tracking and evaluation of staff time on projects
• Streamlined SOP for entering new hires into Paylocity for HR Assistant position
Public Records Requests by Review Year
250
200
150 ..............
100 11
50 .�
0
3/1/2017-2/28/2018 3/1/2018-2/28/2019 3/1/2019-2/29/2020 3/1/2020-2/28/2021 3/1/2021-Present
• Responded to 1,177 lien search requests, providing results for all requests within
established timelines (1-2 days for rushes;3-5 days standard).This is a -46% increase over
last year.
• Timely distribution of 90 agendas/notices and completion of 51 sets of minutes for the
City Commission and the City's ten (10) active Boards and Committees.
• Three (3) new Boards and Committees came on line during the period of March 1,2021 to
present,the Auditor Selection Committee,Veterans and Veteran Families Advisory
Committee, and the Youth Council.
• oversaw disposition of 400+ cubic feet (boxes) of records in compliance with state
retention schedules.
• Successfully transitioned phone and network configuration for police communications
to the county; provided a more efficient use of tax payer dollars.
• Complete a America's Water Infrastructure Act (AWIA) cyber security evaluation at the
water plants.
• Replaced dilapidated CPS system and implemented a new GPS system for Cityvehicles
• Implemented a new backup system for our core virtual systems
• Upgraded Cisco phone system to new and final version available
• Replaced our Barracuda appliances with Barracudas Cloud Hosted system for e-mail
archiving and protection
• Implemented a documented procedure by which we can update New World check
signatures without New World support involvement
• Removed old antivirus system, Carbon Black, and replaced with new system
SentinelOne
• Laserfiche Form - Implemented a shift trade request form for Police Department
• Laserfiche Form- Implemented HR forms such as personnel authorization and
improved take home vehicle, and new employee onboarding.
• Laserfiche Form- Implemented a death investigation form for Police Department
• Implemented a reCAPTCHA system for our City website forms
• Implemented a workstation alerting and communication system, Desk Alerts.
• Implement a database collector that will archive and display all City Jabber chats
• GIS-Completed a curated GIS online portal for City staff and residents
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• GIS - Created a Streetlights map for Public Works.Verification stage was put on hold.
• GIS-Created a golf course easements map for Public Works
• GIS-Created a multitude of FLU and zoning maps for Community Development for
Comp Plan
• GIS-Created a water consumption and CUP map for Public Works
• GIS-Created a landscape zone map for Public Works
• GIS-Added the City's sewer and waste data into our online ESRI portal
• GIS-Assisted Community Development with an interactive parcel map from old
Laserfiche records
• Created procedures for GIS to do address grabs based on area or radius when mailing
lists are needed
• Implemented a new City Hall SAN appliance, Synology,for housing backup jobs
• Implemented a newvirtual server system, SCALE,to replace previous system as was end
of I ife
• Removed old access control system at Police Department and replaced with new one,
AxTrax.
• Implemented a digital signage system with 2 TV's outside City Hall front entrance
• Implemented a dedicated killdisk computer that will be used to wipe old hard drives
before recycling.
• Implemented a dedicated network route between the Police Department and FDLE for
CJ Net communication
• Upgraded the Police Department to a new Crossmatch Fingerprint system
• Removed old security cameras and implemented a new Meraki system for City Hall,
Police and Public Works
• Increased staff requirement for 2-Factor authentication
• Implemented a mandatory sign in sheet for all individuals who enter into an IT server
room
• Maintained a helpdesk satisfaction score of 95% or more
• Completed over 3,600 helpdesk tickets in past 12 months
• Created a City Hall floorplan for patch panel and office drop layouts
• Implemented a new password expiration notification e-mail system for City staff when
their password is getting old
• Installed over 15,000 shrubs and flowers
• Installed over 150 trees
• 950 tree to residents during the City's Tree Giveaway Arbor Event
• Redesign of Winter Springs Insider newsletter. Realized a 5-6% gain in email clicks and a
4-15% increase in opens.As well as increased the amount of marketing emails sent from
constant contact. 82 New subscribers since December.
• Redesign and rebrand City assets for smaller events. Such as Father Daughter Dance,
Babe Ruth Opening, Egg hunt, Arbor Day Giveaway and Fish Winter Springs event.
• Over 62,000 Facebook profiles reached and 149 followers gained since December 2021.
21K engagement on post a 41% increase from previous quarter.
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• Implemented internal communications email (broadcast@awinterspringsfl.org) with IT to
streamline content creation and spread details.
• Produced 3 water video updates and other misc.video content for the YouTube channel.
Over 3k views on YouTube alone and 30 new subscribers in the last 2 months. Facebook
has seen about 7k views on videos.
Watch time(hours) Subscribers
2.9 K 80.9 +30
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Nov 11,2. Nov 26,2021 Dec 11,2021 Dec 26,2021 Jan 9,2022 Jan 24,2022 Feb 8,20...
SEE MORE
Community Development
Status of Goals
1. Updated and Transmitted the following Comprehensive Elements (3); Complete
a. Property Rights Element (new)
b. Recreation and Open Space Element
c. Capital Improvements Element
2. Updated the following elements (2), awaiting Water Supply Plan; Delayed
a. Conservation Element
b. Infrastructure Element
3. Updated the following elements (2), awaiting ILA resolution; Delayed
a. Housing Element
b. Public School Facilities Element
4. Update Stormwater and Floordplain Ordinances Complete
S. Engergov Implementation Ongoing
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Training
✓ Permit Technician Certification-training and certification
✓ Completed Veytec (Phone System) User Training
Additional Accomplishments
• Cleaned out CDD portion of long term storage of historical records
• Issued 314 Non-Residential Permits.
• Issued 4336 Residential Permits.
• Reviewed 15,039 Building Permits. (Reviewers include, Building, Engineering, and
Planning)
• Completed 15,938 Building Inspections.
• Reviewed and Issued 3,066 Business Tax Receipts (BTR).
• Updated BTR application, process, and issuance to provide shorter turnaround times
and better data.
• Updated BTR Exemption letter,following State Statute.
• Assessed BTR Late Fees Letters.
• Updated Arbor application, process, and issuance to provide shorter turnaround times
and better data.
• Improved Building Permit Review time from 30 days to 12 business days
• Integrated Business Tax Receipt applications into the Building Division.
• Integrated Arbor Permit applications into the Building Division.
• Assisted in City Employee Appreciation/Involvement Initiative w/ HR.
• Collaborated with Police/Code Enforcement with Garage Sale and Solicitation Permits.
• Maintained sites, per City Code,with active site work and vertical permitting which
includes the following approved project(s);
o Chau Medical (± 10,000 sq.ft. medical office)
o Seminole Crossing Townhomes (114 SF, attached subdivision)
o The Savoy (145 unit, 55 plus ILF)
o Tuskawilla Crossings (379 SF, detached subdivision)
o Wendy's (± 2,100 sq.ft.fast food restaurant)
o Winter Springs Marketplace (± 60,000 sq.ft./5 building, commercial shopping
center)
• Reviewed and Issued 119 Right-Of-Way Permits.
• Provided services without a Civil Engineer since September 2021 for ROW Permits,
Building Permits, Site Acceptance, and Site release.
• Facilitated and Managed Contract with engineering contractors for Development
Permits and NPDES/MS4 permit.
• Completed year 4 of 5 of NPDES/MS4 Permit.
• Facilitated and completed Traffic Warrant- Michael Blake and 434
• Facilitated and completed MBB light project to 100% percent design and submittal to
F DOT.
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• Completed Site Acceptance (FDEP/FDOT, Bonding, DA requirement, and Easements) for
the following project(s);
o Seminole Crossing Townhomes (114 SF, attached subdivision)
o The Savoy (145 unit, 55 plus ILF)
o Wendy's (± 2,100 sq.ft. fast food restaurant)
o WS Marketplace Phase I (Dollar Tree, Crunch Fitness, and Dental Office)
• Completed Site Release for the following project(s);
o Tuskawilla Crossings (379 SF subdivision)
• Incorporated sustainability as focus on the Planning and Zoning Board (PZB) so that
sustainability is focused on for all future development
• Reassess parking, greenspace, and stormwater in land development codes- Require LID
Techniques
• Reviewed and completed the following Ordinances (4);
• Updated Ordinances to be in line with County and State
o Stormwater Ordinance
o Floodplain Ordinance
o Property Rights Ordinance
• Completed twenty-one (21) pre-application meetings.
• Reviewed and completed nine (9) alcohol licenses.
• Reviewed and completed one (1) lot split.
• Reviewed and issued eleven (11) zoning verification letters.
• Reviewed and completed three (3) development plans/final engineering plans.
• Reviewed and completed three (3) aesthetic reviews.
• Reviewed and completed ten (10) waivers/variances.
• Reviewed and completed three (3) plat reviews.
• Created, reviewed, and completed one hundred and forty-three (143) City addresses and
updated to Seminole County.
• Prepared and completed nine (9) public hearings which includes
notices/postings/mailings/ads.
• Updated Future Land Use Map (with Legal Review) Schrimsher properties along the
Town Center Border.
• Updated Planner's Guide 2021 Version.
• Updated Future Land Use Map
• Created Town Center Transect Map to clarify the different transects
• Updated Zoning Map
• Update/Revise the Winter Springs Water Plan for submittal to SJRWMD (S. Fitzgibbons)
for review comments.
• Began Implementation of City"Green" initiative with Car Wraps of two (2) Chevy Bolts.
• Completed Electric Charging Stations project within three (3) City Locations.
• Completed City Lighting Study.
• Updated City Economic Development Webpage and updated information
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• Updated UCF Incubator Annual Contract to include more Economic Initiatives for local
Winter Springs Businesses; began quarterly update presentation to regular commission
meetings
• Updated Oviedo/Winter Springs Chamber business relationship to include more
Economic Initiatives for local Winter Springs Businesses
• Provided technical assistance on Westgate/Orange Ave settlement which resulted in the
City receiving $84,000 to the City Tree Bank and twelve (12) five-inch (5) live oaks along
Orange Ave ROW.
• Completed Parks Master Plan (first one in City History).
• Completed design of the following project(s);
o Lake Jessup Overlook Pickle ball
o Lake Jessup Overlook (phased approach).
o Torcaso Pavilion.
o Toraso Bathroom.
o WSPD Shooting Range.
• Reviewed and issued 390 Arbor Permits.
• Provided funding to the tree bank through the following project(s);
• Chau Medical ($65,700)
• Westgate/Orange Ave ($84,000)
• WS Marketplace ($112,800)
• Reviewed and completed City Streets Study and delivered to City Commission.
• Secured $125,000 for the Tuskawilla Crossings Subdivision Reclaim connection.
• Updated and Transmitted the following Comprehensive Elements (3)
o Property Rights Element (new)
o Recreation and Open Space Element
Status of Goals
1. AP/Check processing to paperless changes. Set up and implement ideas for process
improvement to eliminate the printing and scanning of invoices. In process
2. Accounting Dept. SOPS Partially complete
3. Implement kiosks to facilitate customer engagement In review
Training
✓ Procurement Training
Additional Accomplishments
• Reconnected the City with the Seminole Co Resiliency Group (Storm/Flooding Issues)
opening the door for potential grant funding. (No one from the City had been involved for
approximately 7 years.)
• Implemented TracEz (Waste Pro Work Orders).
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• Created 5 year residential consumption for report to SJRWMD & DEP for PW/UT Director.
• Created a Business Analytics report for the Meter Universe to provide PW/UT with
information about the types, approximate ages and service address for the meters.A first
step in potential replacement program.
• Beginning in Sept, issues with Pinnacle bill print continued to get worse. I worked with
Creative Printing in the short term and Arista, our other print vendor for a long term
solution.This included working with Arista to update the scan line on both the remittance
and reminder stubs so both could be scanned in the Retail Lock Box file
• Updated internal documentation:10 topics (Customer Care) - Desk Top Procedures
• Reinstituted signed/notarized payment plans.
• Increased pension funding to 105%; reduced City funding $1,000,000 per year
• Reconciled 3rd Gen to bring City up to current
• Centralized project tracking, aligning with budget spend and scope
• Completed an S&P Global Rating. Maintained our AA- rating with a stable outlook
• Auditor Selection Committee: Resolution 2021-06 dated May 10, 2021 -established the auditor
selection committee which resulted in the selection of our new auditors effective for fiscal year
2021 year end audit.
• Land purchases-The City purchased two properties for the purpose of park expansion. These
properties were acquired on July 19 and 23,2021.
• Revised - Investment Policy Statement: Resolution 2021-21 dated August 9,2021
• Developed a procurement placemat- an easy to follow flow chart for procurement
Public Works • Utilities
Training
✓ FDEP Erosion and Sedimentation control inspector certification
✓ OSHA Confined Space Training
✓ Field Specific Harrassment Training (bullying)
Additional Accomplishments
• Replaced approximately 75,000 sq.ft. of sidewalk.
• Design Complete: Reclaimed expansion: Project will involve installation of 12" reclaimed
water main
• Water Treatment Plant#1 -Water Quality/Capacity improvement. Supply Header has
been upgraded increasing throughput capacity by30%. Control and chlorine system
automation optimized to improve disinfection efficiency, and balancing injection ratios
to match demand. Chlorine consumption reduced by 50%.
• Design Complete. WTP#3 Electrical Improvements. Back-up power generator and VFD
will be installed to increase resiliency and efficiency
• Potable Water Flushing Plan completed. Automatic flushers have been deployed.Water
quality is continuously monitored. Flushing is ongoing to ensure water quality is
maintained
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• Replaced portions of air header at West WWTP. Improved airflow and distribution to
aeration basins, reducing odor and optimizing Dissolved Oxygen (DO) levels.
• Developed and implemented procedures to isolate and flush the City's reclaimed water
system. These procedures to systematically re-direct public access reuse water flow
from customers to Rapid Infiltration Basins (RIB) to accommodate maintenance and
repair activities, and in the event of a treatment plant upset ensure continued regulatory
compliance while recovering and retiring the reclaimed water system to service.
• Removed and installed new sewage-holding tank and lift station at Central Winds Park
Restroom Facility.
• Stabilized bar screen assembly/personnel platform and repaired ruptured air piping at
the East Sewer Plant. Enabling uninterrupted operations during rehabilitation.
• Reconfigured Central Winds Park irrigation system, enabling installation of new booster
pump station and uniform irrigation of grounds and sports fields.
• Roadway resurfacing 11.33 miles of streets resurfaced.
• Reconfigured stormwater drainage and conveyance on Chokecherry Court- rerouted
surface water drainage to prevent residential flooding.
• GIS Stromwater mapping -comprehensive inventory and spatial mapping of City
stormwater infrastructure.
• Point and grout structural repair training. Enables organic capability for repair of
catchment and conveyance structures.
• 11,1S1 meter services work orders:1,792 meter replacements 371 new installations.
Police Department
Training
✓ Training in de-escalation and crisis handling for all officers
✓ Training in mental health awareness for police department personnel
Additional Accomplishments
• 32% reduction in overall crime
• Revived and completed our recent Citizens Police Academy class
• Hosted a "COVID-friendly" Shop with a Cop program at the police department
• Hired eight new police officers,two Records Clerks, one Forensic Specialist, and the
department's first ever Crime Analyst
• Completed a full transition of Communications services to SCSO
• Redesigned the patrol fleet to reflect a more modern appearance
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Previous - -
nts
Review Y- v
"Winter Springs ranked #3 this year among the safest small cities in Florida"
• Created a Hurricane Comprehensive Emergency Management Plan
• This process included leading a team of Essential Personnel throughout the
process the review current and needed processes, document, and assign
responsibilities during a Hurricane.
• The result was documented procedural guidelines for Hurricane preparations and
operational activities prior to, during and after a storm
• Received a $200,000 grant for the Trailhead bathroom at Central Winds
• Negotiated a health insurance renewal that was 13% below market
• Coordinated a diversity council and workshop
• Created and interviewed applicants for the Youth Council
• Established a Veteran's Advisory Board
• Created daily vehicle logs to put in blue collar vehicles
• Installed a new filtration system at Torcaso park splashpad
• Repainted/renewed Oak Forest entrance signage
• Torcaso Park Improvements
• New Playground
• Sandbox
• New lights
• New sidewalks (replaced old and added a new plan for ease of access around the
park)
• Remodeled splashpad (new flooring and structures)
• Two new parking lots
• Landscaping for park (including design and treescape)
• Cleared overgrown field in front of new parking lot
• Designed banners and park entrance signs
• Designed and ordered City Hall Wayfinding Signs
• Designed and ordered Wayfinding signs for the Trail by Town Center
• Designed, created a reusable template for City project signs (Water Works projects)
• Cleared passive area at Central Winds
• Created and Marketed a Community Garden
• Facilitated and responded to 154 open records requests, a 30% increase over last year
• Responded to 806 lien search requests, providing results for all requests within
established timelines (1-2 days for rushes;3-5 days standard)
• Timely distribution of agendas and completion of minutes for the City Commission
and the City's seven (7) active Boards and Committees with a 97% accuracy rate;two
(2) of sixty-three (63) agendas, required revised agendas to be sent out.
• Designed a new process by which all contracts, agreements, etc. that come before the
Commission are immediately scanned into Laserfiche upon receipt of executed copy.All
paper copies of contracts found in the previous Clerk's office have been scanned into
Laserfiche
• Created consistent naming conventions in Laserfiche and began the process of moving
documents to appropriate folders, and deleting redundant documents to make searching
and finding records easier
• Deployed Granicus for City Commission and Board meetings.This provides for a better
resident experience during and after the meeting for live audio, agenda management and
commissioner communication
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• Created a new agenda submit/review process for Director's to follow (utilizing Granicus)
for submission of meeting items
• Successfully updated Qualifying Forms for the 2020 General Municipal Election,
coordinated with Supervisor of Elections Office and all candidates to ensure a smooth
election process.
• Painted tips ofTuscawilla Road medians
• COVI D
• Created safety measures for employees that could not be separated to different
offices (i.e. plastic windows for customer service teams, and for the commission)
• Created a Work from Home process and accountability form
• Created sanitation and social distancing procedures for employees
• Coordinated a COVID friendly annual health screening
• Coordinated a COVID friendly and social distanced BINGO event at the senior
center
• Implemented GoToMeeting for City board meetings, council concerns, and internal
staff meetings
• Completed the tri-annual FDLA CJI Security Audit on the Police Department
• Created Winter Springs University in conjunction with Florida League of Cities training
• Simplified the open enrollment process for employee ease.This allowed employees to
elect benefits and ask questions via phone rather than group and/or individual meetings.
• Transitioned City GIS responsibilities in house (was previously outsourced)
• Created Stormwater map
• Implemented ESRI Fieldmap system for Stormwater with dedicated iPads
• Created several zoning and parcel maps for Community Development
• Created Christmas Lights Around Town map
• Created address map for police department
• Performed 3 separate New World version upgrades throughout the year
• Upgraded the City's door system to the latest release
• Created and implemented Laserfiche Forms for internal City workflows and paperless
forms (This replaced the old Sharepoint Forms)
• Upgraded the City's phone systems and desk phone to the latest version (this was never
done on our current phone system 5+years)
• Changed our Wi-Fi access points to a Meraki system- this will simplify the transition to a
new camera system
• Upgraded all police Verizon hotspots to the newer model
• Implemented a new time/attendance and payroll system
• Including training to employees and supervisors on entering and approving time
• Implemented iPad timeclocks for Paylocity
• This was new to PWU and the police department and a replacement to the
old system at City Hall
• Created an internal IT Department Change Management Log to track critical system
changes
• Created firm new hire procedures,termination procedures and workstation setup
procedures (for new/departing user IT setup)
• Maintained a helpdesk satisfaction score of 95% or more
• Changed the helpdesk call procedure to a hunt group that includes helpdesk technician
cell phones and auto roll over to Eola Tech if no answer
• Implemented a monthly newsletter providing status updates on the IT Department
• Cleaned up and painted the City Hall helpdesk area
• Refurbished Ranchland Park- City savings of approx. $70k. Includes a new pavilion,
parking lot, dock, ping pong table, grill, and corn hole
• Redesigned and overhauled current landscaping atTrotwood roundabout including
artistic structures to match theme of the Pam Carroll Pavilion
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Also designed and created new wayfinding signage atTrotwood Park
• Completed pavilion overlook at Trotwood park
• Remodeled City Hall west restrooms
• Remodeled City Hall east restrooms
• Remodeled Senior Center
• Kitchen- new tile on walls and floor
• Remodeled bathrooms
• Painted the rooms
• Replaced interior doors
• Installed a mobile generator
• Replaced Bear Creek walkway into park
• Installed a walking bridge over the creek in Bear Creek Nature Trail
• Added new entrance signage
• Created and posted fishing ordinance signage at city parks and lakes
• New storage bins at Central Winds Park
• Created and implemented daily parks maintenance checklists
• Grand opening of Field of Dreams park at Central Winds
• Updated Arbor ordinance to include relevant tree and sizing requirements
• Redesigned and installed new landscaping for the Police Department
• 0 recorded landscape accidents for the year (includes work comp,vehicle, and property)
• Trained landscape team on small tools safety, operations and maintenance
(chainsaws,string trimmer, hedge shears, blowers etc.)
• Trained select landscape team members on large equipment safety, operations and
maintenance (skid steer, loader,forklift, etc.)
• Trained all team members on proper horticulture practices
• Updated city hall landscaping including new plantings and crowded trees
• Trained all team members in proper tree fellings
• Installed over 18,000 shrubs
• Installed over 250 trees
• Prepared a COVID friendly Arbor Day Tree Pickup/delivery event
• Purchased and assisted in the delivery of over 420 trees for City's Tree
giveaway (130% more tree giveaways than last year)
• Innovated and executed an efficient drive-through experience. Created a
brand new process for this and utilized CivicRec for registration.
• Trimmed City parks palm trees in-house rather than using the budgeted contractor
(resulted in a 50%savings to the City)
• Designed and install of new landscaping for west 434 medians
• Designed and install of new landscaping for Tuscawilla road medians
• Internalized 30+ acres of mowing and maintenance that was previously subbed out
• Developed and implemented monthly contractor checklists
• Created a sponsorship guide for Movie in the Park
• Modified and created new events during this past year because of COVID-19
restrictions:
• Drive-in Movies in the Park-June (the first one we did) sold out within 24 hours
of it being posted.
• Fourth of July Parade and Spirit Week
• Take-Out Winter Springs (supporting local businesses)
• Park Scavenger Hunts- Over 100 children participated in the park scavenger
hunts
• Covid-19 Communication:
• Built a COVID-19 information page on the website and updated it regularly.
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• Communicated closures and cancellations with the public in a timely manner.
• Created new graphics and shared information from the county as needed on
Social Media.
• Adjusted events and event communication/registration (waivers,social
distancing messaging, etc.) and printed new signage for the guidelines.
• Created and executed Winter Wonderland of Lights over a very short period of time
(about 4 weeks).
• Obtained $15,000 in sponsorship dollars.
• One of the most attended events ever! The team adjusted to the turnout after
the first night and the residents loved the display.
• Created new signage and banners
• Created for the first time a hybrid virtual event for Veteran's Day. We had to adapt
quickly to a change of venue due to weather at the last minute.
• Created universal wayfinding signs for events.This will save money in the future because
event specific wayfinding signage was budgeted and purchased for each event
• Created Food Truck Grab N' Go events held in Torcaso Park and Trotwood Park.
• Provided an (COVID friendly) inauguration event for our newest commissioners.
• Perk up Parks Initiative:
• Created teaser project signs for construction projects
• Created signage for the new parks
• Managed several ribbon cutting ceremonies.
• 1,200 people viewed the Torcaso Park ribbon cutting on Facebook Live.
• Updated sponsorship guides:
• Created a Movie in the Park sponsorship guide.
• Updated the main events guide to include an introduction and updated
information.
• Created an Egg-citing Egg Hunt sponsorship guide (this is a new event this
yea r)
• Built multi-year contract for Budget Tree to sponsor Explore Outdoors and
other events
• Engaged on Social Media platforms:
• Started an Instagram page and the Police Department Facebook page.
• Engaged through the creation of hashtags such as:
• #FreedomSpiritWeek
• #ReadyWinterSprings
• #TakeOutWinterSprings
• Created a series of#StoryTime videos that have been viewed over 1,800 times.
• Posted photo albums from the events and ribbon cuttings this past year.
• Created Facebook events for our community events to provide details and
thanks to our sponsors.
• Water Works Program:
• Created the logo and graphics for the Water Works Program
• Worked closely with our partners to create content for social media and the
website.
• Recorded and edited videos of presentations for the website
• Started the "Wastewater Daily Download"to inform residence of the progress
on the projects
• Director of Operations received CPFO certification (self-study) after successfully
completing all 5 exams
• Retention Through Engagement Course
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• HR:Victim,Villain, or Hero Course
• Navigating the ADA Minefield Course
• Budget and Performance Management Course (2 day course)
City Clerk attended Florida Association of City Clerks Virtual Fall Academy.This event is
part of the process of becoming a Certified Municipal Clerk (CMC)
Clerk attended the Florida Institute of Government Public Records Management Training-
Part of the training required to become a Florida Certified Records Manager
• Claims and Risk Mgmt Specialist became E-Verify Certified
• Claims and Risk Mgmt Specialist attend FMLA training course
• Claims and Risk Mgmt Specialist attended HR's Role in COVID Vaccination Initiative in the
Workplace course
• Claims and Risk Mgmt Specialist attended Employment Law training course
• Claims and Risk Mgmt Specialist attended Worker's Compensation Training Course
• Claims and Risk Mgmt Specialist attended Payroll Law Training Course
• Claims and Risk Mgmt Specialist coordinated and attended Sexual Harassment/Diversity
Training course
• Claims and Risk Mgmt Specialist coordinated and attended Winter Springs University
Supervisor Safety Development Training course (2 day course)
• IT Manager completed training to become the City's LASSO (re: FDLE CJIS)
• Three parks employees attended Landscape University-Turf Grass Best Practices (a
prerequisite for spray licensure)
• One maintenance worker attended Green Industry Best Management Practices (another
prerequisite for spray licensure)
Maintenance Worker completed training course and received CDL license
• Maintenance Worker completed training course and receive Aquatic Facility Operators
License
• Three parks employees are attending weekly internal Spray License training.Training
includes coaching and study materials include "Applying Pesticides Correctly" and
"Ornamental Turf Grass Pest Management".This is due to limited external training
opportunities available
• Parks Manager attended Winter Springs University Supervisor Safety Development
Training course (2 day course)
• Landscape Manager attended Winter Springs University Supervisor Safety Development
Training course (2 day course)
• Landscape Manager gained MOT certification
• Events coordinator completed InDesign training
• All employees attended Sexual Harassment and Diversity Training
• 2020 W&S Refunding Note;-consolidated and refinanced two outstanding notes
totaling $3.2M for a lower rate saving $218k over the life of the loan.
• Seasonalized Monthly Financial Reporting -established the reporting package to
share at director's meeting.
• Fitch Ratings survey
• Guided Aneta to update Capital Projects workbook for Veolia tracking to budget
• Waste Pro contract extension (short term)
• 2020 Water Consumption Analysis
• Established process for monthly consumption reporting (high consumption users) to
aid in conservation/code enforcement effort.
Coordinated ideas to streamline the process for bench test work orders.
Completed the Arbor Tree Ordinance with approval through the City Commission.
• Completed the Streetscape Ordinance with approval through the City Commission.
• Completed the Mobile Food Vendors Ordinance with approval through the City
Commission.
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Completed the Dr. Chau's Medical Office through the public hearing approval process
with a $65k contribution to the City Tree Mitigation Bank.
Completed the Winter Springs Marketplace through the public hearing approval
process with a $112 contribution to the City Tree Mitigation Bank.
Completed the Matthews ADU through the public hearing approval process.
• Completed the Venetian Square Aesthetic Review through the public hearing
process.
• Completed the purchase, with City Commission approval, of the first two (2) electric
vehicles with pending charging stations (in line with the Comprehensive Plan)
Secured a $50k grant to complete the Parks and Rec Master Plan (this has never been
done)
Conducted two (2) Community Workshops during the pandemic.
• Completed the remaining eight CP Elements in conjunction with the ECFRPC. Two
are with Legal for review (Conservation, Parks and Rec)
• Updated the Planning and Zoning Guide for residents, businesses, and contractors.
This guide provides valuable information from simple fence permits to commercial
building setbacks.
• Maintained the Arbor City designation from the Arbor Foundation (32 Years).
• Updated Front Counter (permitting) to include plexiglass and social distancing due to
the pandemic.
• BPCA meetings restarted,set up new schedule for 2021.
Parks and Rec meeting held, during the pandemic with a new schedule for 2021.
• 2,516 citations
• 5,685 warnings
• 7,096 traffic control events
• Littering violations:3
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Previous Years' Accomplishments
Review _
"Winter Springs ranked #6 this year among the top SO safest cities in Florida"
• Trees-395
• New 100 gal oaks and crapes at Torcaso Park
• 30 new crape myrtles on 434 (in front of Starbucks)
• Shrubs 22,074
• Created a weeklong- 41" of July celebration "Freedom Spirit Week"
• Celebration of freedom Labor Day event
• Arbor Day- Will be online/virtual. Free tree giveaway form will be in Civic Pec.July 11
• June 27- Fish Winter Springs- Working on social distancing logistics
• July 18- Fish Winter Springs- Working on social distancing logistics
• August 15- Fish Winter Springs- Working on social distancing logistics
• September 19- Fish Winter Springs- Working on social distancing logistics
• Drive in Movie-June 30t"- Central Winds
• Drive in Movies-July 23rd Central Winds
• Grand reopening of New and Updated basketball courts at Torcaso
• Grand Opening of Phase 1 Torcaso Park
• Grand reopening ofTrotwood Park Playground
• Grand opening of new Trotwood pavilion
• Remodeling of the Senior Center kitchen and bath
• Addition of emergency power at the Senior Center
• Construction and Landscaping for new parking lot (in town center)
• Refurbing medians on Tuscawilla Road (in June/July) at the WS Blvd intersection
• Rolled out Granicus internally and externally
• Updated the City Comprehensive Plan and it is now complaint with the State.The
State found the City out of compliance several years ago that prevented Text, Small,
and Large Scale Amendments.The Comprehensive Plan elements had not been
updated in 7 -10 years.
• Development Projects approved
o Ocean Blue (commercial shopping/food)
o WS Townhomes includes a 125k contribution to the City and dedication of 3.1
acres of passive parks.
o Wendy's (fast food restaurant)
• Implemented a Maintenance Program (ex.Tuskawilla Crossings),which was
previously required by Code, but not enforced.
• Released the first ever Planning and Zoning Guide for residents, businesses, and
contractors.This guide will provide valuable information from simple fence permits to
commercial building setbacks.
• Created new processes for the 2019 Zoning Code changes to help facilitate applicants
through the public hearing process.
• Created the Community Workshop venue and process from the 2019 Zoning Code
Changes. We held seven community workshops.
• Maintained the Arbor City designation from the Arbor Foundation. (We were out of
date prior)
• Restarted the BPAC which had been on hiatus for 3 years.
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• Created Development Permit related administrative processes (or updated previous
process that were not maintained) for the following;
o Bill of Sale
o LOC
o Maintenance Bond
o ROW Permit
o Site Acceptance
• Completed the following County/State/Federal Requirement's for the following;
0 2020 Census- Initial Boundary Validation Program (BVP)
0 2020 Census-Validation of City data provided by the Federal Government
0 2020 Annual Department of Revenue submission
0 2020-County Addressing Validation
• Transition water and wastewater treatment operations and lift stations to Veolia
($3.3M budgeted for these services FY19/20)
• Establish a Sidewalk Replacement Program:
$369K (A)/$386K (B) FY18/19
$224K (A)/$435K (B) FY19/20
• Complete Street Resurfacing Program:
$700K FY18/19
$1.45M FY19/20
• Storm Water - Completed NRCS grant projects:
o Debris removal within Gee, Sheoah, and Howell Creeks
■ Total of 24,135 linear feet of channel cleaned;100 CY of debris disposed
o Gee Creek Bank Stabilization (Hacienda Village)
■ Installed 16,860 SF of steel sheet pile
o Sediment removal in Gee Creek (Moss Rd and Edgemon Rd crossings) and
Howell Creek (Winter Springs Blvd crossing)
■ Combined 1,838 CY of sediment removed
o Obtained reimbursement for $1.2M from NRCS
• Remained in compliance with federal and state water quality standards (see 2019
Annual Water Quality report for City-system)
• Launched Water Works program for improving facilities and infrastructure related to
water
o Taste and smell improvement projects currently underway at WTP #1
o Priority repairs to the East and West WWTPs designed and currently out to bid
for construction
■ Construction projected to start in late August/early September
• Completed City Hall Improvement Projects (Kitchen, Restrooms, Offices)
• Completed Installation of Emergency Generator at Police Dept. and City Hall
• Installed six Digital Speed Signs and 14 Blinking Stop Signs at Trail Crossings to
promote Traffic Safety throughout City
o SR434 Traffic Study (Tuskawilla to SR417) currently in progress and expected to
be completed by 6/15; presentation of findings and recommendations at 7/13
Commission meeting
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