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HomeMy WebLinkAbout2021 03 22 Consent 302 - Annual Review (City Manager) • CONSENT AGENDA ITEM 302 n, CITY COMMISSION AGENDA I MARCH 22, 2021 REGULAR MEETING 1959 TITLE Annual Review SUMMARY The Employment Agreement between the City of Winter Springs and Shawn provides for an annual evaluation of the City Manager. City Commission completed individual evaluations of Mr. Boyle for 2020/2021 . The evaluations overwhelmingly reveal that Mr. Boyle exceeds expectations for this year, even under intense circumstances caused by aging infrastructure and a global pandemic RECOMMENDATION Commission has recommended an increase of 3% for merit, 1.4% cost of living adjustment, and a 2.6% market adjustment based on comparable City Manager salaries in Seminole County. 1 FY 2020/2021 a City at Work "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 splash pad • 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 pa rk) • Remodeled splash pad (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 2 • 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 Field map 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 theyear • 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 S+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 time clocks 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 9S% 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 3 Redesigned and overhauled current landscaping at Trotwood roundabout including artistic structures to match theme of the Pam Carroll Pavilion Also designed and created new wayfinding signage at Trotwood 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) 4 • 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. • 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 5 • 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 • 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 6 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. 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 Pec Master Plan (this has never been done) • Reduced UCF Incubator costs from $75,000 to$50,000 while maintaining the same level of service. • 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 Plexiglas 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 FY 2019/2020 a City at Work 'Winter Springs ranked#6 this year among the top 50 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- 4t" 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 Rec.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 7 • September 19- Fish Winter Springs- Working on social distancing logistics • Drive in Movie-June 301h- 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 12Sk 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. • 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)/$43SK (B) FY19/20 • Complete Street Resurfacing Program: $700K FY18/19 8 $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 9