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Home Explore July 2018 City Manager Monthly Report

July 2018 City Manager Monthly Report

Published by COGB Controller, 2018-11-16 13:11:28

Description: July 2018 City Manager Monthly Report


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JULY 2018City ManagerMonthly Report America’s Most Livable City CITY OF GULF BREEZE | GULF BREEZE, FLORIDA



Assistant City Manager July 2018Monthly Highlights:The Assistant City Manager’s office is primarily responsible for performancemanagement. Achieving the City’s budget plan in a progressive, collaborativework environment is the top priority. Ensuring the Council’s strategic plan iseffectively communicated with the public is a primary objective key.Developing action plans, benchmarks, analysis, neighborhood surveys, andmanaging risk and liabilities are key performance indicators for this office.Public Information/Community Outreach Assisted with Splash Pad operational overview Met with East Basin Residents concerning progress of Stormwater Improvements Discussed Drainage issues on Bengal Road with Santa Rosa County Assisted with staff review of WWTP Expansion and Site LayoutRisk Control/Safety & Insursance Inventoried and revised the assets insurance list Prepared Overview of Open FEMA Projects Reviewed the City’s Amount of Liability Coverage Completed Application for Insurance Renewal F/Y 2019 Page 2

Assistant City Manager July 2018Administration Assisted with individual Council Briefings Attended FRUS meeting(s) Reciprocal Water Usage Agreement with ECUA Assisted with F/Y 2019 Budget Assisted with documents for Shoreline Park Walking Trails Provided operation analyzation of the Transfer Station Continued Retrieval of Documents for State Auditors Page 3


City Clerks July 2018Monthly Highlights: Seven City Council and/or committee meetings were held in July 2018 Coordinated, noticed and attended South Santa Rosa Utility System Board of Directors budget workshop As the City staff Tourist Development Advisory Committee (TDAC) Coordinator, noticed, organized, and attended the July 2018 TDAC meetings Noticed and attended two budget workshops Noticed and attended Stormwater Workshop Furnished notices of red-light camera hearings to three requestors, notified hearing officer and Police Department staff of hearings, prepared proposed Administrative Final Orders for hearing officer and attended the hearings Coordinated and assisted Hearing Officer with conducting a TEFRA hearing and printed Report of Hearing Officer for signature by Hearing Officer Coordinated and noticed Special Police Pension Board meeting Coordinated and noticed Fraternal Order of Police Collective Bargaining meeting Coordinated individual Councilmember meetings with Public Management Resources Group, Inc. Coordinated individual Councilmember meetings with representatives from Shell, Fleming, Davis & Menge Worked with Summer Interns on preparation of comprehensive vehicle inventor list Continued retrieval of requested documentation for State Auditors Created, printed and bound Board Member Books for Board meeting Attended a web-conference with iCompass representative to further discuss Records Management planning Page 5

City Clerks July 2018 Processed various invoices for payment Various emails/phone calls with media regarding the City’s election process and request of who has pre-filed to run for office; Providing assistance to candidates with questions regarding the election process, and the May Campaign monthly report Assisted City Manager, Assistant City Manager and department directors with various issues/tasks Organize/edit Monthly Report Organize/distribute mail Maintain/organize internal records for public records requestsStatistics/Performance Data: City Council Meetings: 3 South Santa Rosa Utility Board of Directors Budget Workshop:1 Tourist Development Advisory Committee Meeting: 2 Red Light Camera Hearings: 3 Budget Workshops: 2 Request for Proposal/Bid/Qualifications bid openings: 1- Primitive Trails Public Records Requests: 6 Inquiries from City website: 14 Notary Public services (offered free to residents): 3Human Resources: New Hires: 1 Full-time/ 1 Temp-to-hire Termination(s) Processed: 1 New Worker's Compensation Cases: 2 - Injuries from Fire Training Page 6

City Clerks June 2018Ongoing Processing for existing Workers Comp Claim(s)Worker Compensation – Various emails, phone calls with carriers/supervisorregarding new and open workers compensation casesCompleted sub- annual Worker's Compensation Reports to the StateReported medical/pharmacy bills into Worker’s Compensation MDS systemfor the StateReview and update Random selection pool for DOT Controlled SubstanceTestsRandom review with MRO regarding testing resultDOT Controlled Substance Tests: 9 random/1 post accident/2 pre-employment/1 fitness for duty test/2 reclassification tests for CDLOver 8 hours of research work and providing documentation for FMITattorney in preparation for depositionsResearch Military Leave benefit (FMLA)Various phones calls and emails with FMIT attorneyAttended depositions with FMIT attorney for EOC lawsuitOn-boarding of Parks Foreman new-hireReceive and answer responses to Public Works Services Director applicants,maintain list of applicants; review for qualificationsAssisted employees with various benefit/personal issues/changesVarious retirement enrollmentsEvaluation for Intern(s) for school creditProvide Benefit Information for City of ValparaisoVarious emails, phone calls, regarding health/dental/vision insurancerenewalReviewed Mandatory Federal notices eff 10/1 (to be distributed at openenrollment meeting and during insurance renewal) Page 7

City Clerks June 2018Various emails with IT regarding ADA compliance for websiteProcessed/filed required biweekly campaign reports for 4 candidatesResponded to emails and phone calls regarding candidates, the electionprocess, campaign report filing, etc. Page 8

JULY 2018 Departmentof Information Technology ED H. MILLER MANAGER OF IT & INNOVATION Page 9

Department of Information Technology July 2018Monthly Highlights:IT Trouble TicketsData analytics for trouble tickets averaged around 45 this month. The staffare now using ticketing system properly. Staff not in City network are beingadded by IT department for trouble tickets. The majority of the tickets submitted were Hardware (10), Printer (9), Network (9) and New User (4). The bar chart below lists the rest of issues reported.Page 10

Department of Information Technology July 2018June2C01i8ty Web Site Analytics Compared to 2017 July numbers last year we are down 2.72% compared to July 2018 for users, and pageviews. The web traffic decrease can be attributed to use of iCompass by the City. Below are the google analytics breakdown of users who visit city web site listed by pageviews, age, gender, user interests, most visited pages, customer flow interacting with main website and acquisition (how we acquire visitors) and location of users accessing our website.Page 11

Department of Information Technology July 2018Page 12

Department of Information Technology July 2018Social Media Analytics: For the month of July we saw an increase in new followers ranging from Twitter 6%, Facebook 5.95% and Instagram 20.55%. Respectively listed from main social media accounts are Twitter, Facebook and Instagram. Data listed are posts, increase in followers and user engagement for the month of July. Page 13

Department of Information Technology July 2018 June 2018Twitter Page 14

Department of Information Technology July 2018Facebook Page 15

Department of Information Technology July 2018Instagram Page 16

Department of Information Technology July 2018Internet Search Usage: This data shows worldwide internet search usage for City of Gulf Breeze via google search for the month of July. Respectively listed data fields are search, views and interactions.Page 17

Department of Information Technology July 2018Page 18


Finance July 2018Monthly Highlights: The Finance Director attended meetings with the Police PensionThe fundamental goals of internal Board, Tourist Developmentservices, accounting, finance and utility Committee, SSRUS Budget workshop,billing are to provide accurate, timely, and two City budget workshops.and responsive information to Quarterly reports were completed forcustomers, departments, Council, the Tourism Development fund incitizens and governmental agencies in accordance with the agreement witha cost-efficient manner. Santa Rosa. These reports are required for the City to receive quarterly\" provide funding. On July 10th, meetingsaccurate, timely, began with the State Sales Taxand responsive Auditor, Donna McKee. The Tigerinformation to Point sales tax audit is scheduled tocustomers, begin on August 7, 2019. In additiondepartments, to the sales tax audit, the City will alsoCouncil, citizens and undergo a diesel fuel reporting reviewgovernmental simultaneously in August.agencies in a cost-efficient manner.\" The Finance Director and the Budget Analyst continued working on the FY2019 Budget. The Finance Director completed the TRIM reporting related to millage for the 2018 tax year, submitted to the State on August 1st. The Senior Accountant and the Finance Director are also working Page 20

Finance July 2018to clear an outstanding payroll outstanding debt total $7,982.05issue with the IRS from 2014. or approximately (51.02%). InDuring the budget workshops, the addition, $1,493.34 has beenFinance Director proposed (2) collected on accounts written-offseparate methods of overhead earlier in the fiscal year.allocations for the City. The priormethod was based on a 2002 On July 17, 2018 and Julystudy. 24,2018, the utility billing department received more thanThe utility department continues to 500 calls from customerswork on the follow-up related to regarding separate water mainoutstanding closed customer breaks, with precautionary boilaccounts, to date, the department water notices. On July 26, 2018,has collected $12,376.77, and utility billing staff were debriefedcontinues to send follow-up letters with Jason Randall, Thomas Hall,and making phone calls. At the Jeanne Griffin and Joanne Oliverbeginning of February open past regarding efforts to improvedue balances were communications during such$15,644.45. The total YTD events.collections related to this Page 21


Parks & Recreation July 2018Monthly Highlights:2018 INTERFAITH SOFTBALL LEAGUEThe 2018 Interfaith Softball League ran for seven weeks. The season opener was heldon June 19th and continued through July 31st. Games were played on Tuesday andThursday evenings on fields one and three. Ten teams participated from localchurches with an average of 11 people per team. This co-ed activity is growing inpopularity because of the fun filled non-competitive attitude. The Parks andRecreation staff are already looking forward to next year’s season.2018 InterfaithSoftball League “ Family FunUnder the Sun” Page 23

Parks & Recreation July 2018 Statistics/ Performance Data: SUMMER DAY CAMPPage 24

Parks & Recreation July 2018MEN’S OPEN BASKETBALLMorning 6:00 a.m. to 7:30 a.m. This group is made up of men ages 18 and up that meeton Monday, Wednesday, and Friday mornings. Approximately 40 men participate inthis program three days a week.NOTE:JB Spencer has a key to the building and opens the building for the players on Monday,Wednesday & Friday mornings from 6:30 a.m. – 8:00 a.m. This class does not have a feestructure.BRIDGE/LADIES BRIDGEMorning 9:00 a.m. to 2:00 p.m. The Bridge Program is offered in the Clay Ford Roomevery Monday, Wednesday and Friday. The Participants Are Charged $1.00 per class.The Bridge Director is Sid Hite (850) 934-4571. Page 25

Parks & Recreation July 2018 JuneAD2U0L1T8 PICKLE BALLThe Adult Pickle Ball League is designed for adults age 18 and over to enjoy three tofour nights per week in a friendly match of pickle ball. This program meets on Saturdayevenings, Sunday afternoon and Wednesday mornings (Thursday evenings areoffered March 1 – August 31). Participants can either pay $75.00 per year or $3.00 perclass until they reach $75.VENDING MACHINEThe Vending Machine is located in the main lobby and is stocked and operated by theRecreation Center Staff. All proceeds are collected and deposited once a week as afund-raising effort for programs and Supplies. Page 26

Parks & Recreation July 2018 COJMunMeUNITY CENTER MEETINGS 2018Page 27

Parks & Recreation July 2018 COMMUNITY CENTER RENTALSOPEN GYMOpen Gym is held every Sunday (when available) from 2:00 p.m. – 5:00 p.m. with a$2.00 Non- Resident Fee. Individuals that come to play pick- up basketball gamesmust be 16 years of age or older and present a valid picture I.D. and $2.00 toparticipate. Page 28

Parks & Recreation July 2018JAZZERCISEMeets 9 Times per week. These classes are instructed by Jane Smith. (850) 525-2545.This group pays 20% of all participation fees to the center. The following is a class timeschedule with numbers:M & W & F 8:30 a.m. Saturday’s 8:00 a.m. & 9:00 a.m.M & T & TH 6:00 p.m. Sunday’s 4:30 p.m.PILATESThese classes are instructed by Ashley Kiegley and is a 1-hour mat class that focuseson core strength, posture, flexibility and toning. Drop in rate is $10.00 per class or$50.00 per month. (8) classes. This class meets every Tuesday and Thursday from 8:00a.m. to 9:00 a.m. in Room 209. Note: Most participants will pay the 3- month packageat $120.00 for all 3 months. Page 29

Parks & Recreation July 2018FARMER’S MARKETThe Gulf Breeze Farmer’s Market re-opened on April 4, 2017 and will continue to meetevery Tuesday from 4:00 p.m. until DARK. The following is a weekly report of thenumber of Vendors and total Revenue collected with 20% of revenues going back tothe City of Gulf Breeze at the end of the month.4SHOREFITThis is a four-week fitness boot camp using indoor and outdoor activities focusing onstrength and conditioning. The Instructor is Erin Zeigler (850) 501-0552 Page 30

Parks & Recreation July 2018SENJuIOnRe FIT 2018Meets T & Th 9:00 – 10:00 a.m. This class is specifically designed to meet the needs ofsenior adults, age 50 and older with an emphasis placed on stretching, low impactaerobics, muscle strengthening and toning with resistance. Instructor: Jane Smith.SENIOR LUNCHEON & BINGOThis program meets the second Thursday of every month in the Clay Ford room forSenior Citizens to eat a nice catered lunch and participate in a book swap and a fewgames of Bingo. The program is free of charge to all citizens 55 and over. The Totalnumber of participants during the July meeting was eighteen.ZUMBA GOLDMeets M, W & F. This class is designed for senior citizens (55-years and over) toparticipate in a fun and safe upbeat aerobics class. Instruction: Regina Ewing (850)554-6639. Page 31

Parks & Recreation July 2018 TENNIS LESSONS/ LEAGUES Whitney Man, Tennis Pro (850) 554–9547 LESSONS: ADULT CLINICS: 1 hour 15 minutes = $15.00 Pro – Private Lesson.5 hour - $27.50 Pro, Private Lesson 1 hour = $55.00 Pro, Private Lesson 1.5 hour = $82.50 Pros- ladies League Lesson 1 hour = $110.00 Pro’s Ladies League Lesson 1.5 hour = $160.00 $100.00 per Ladies League Team KIDS CLINICS: LEAGUES: 1 hour = $15.00 per clinic or $104.00 for 8 clinics. 1.5 hour = $20.00 per clinic or $144.00 for 8 clinics QUADS: Monday Mixed Quads = $25.00 for 6 weeks Ladies Quads= $30.00 for 6 weeks Men’s Quads = $30.00 for 6 weeksPage 32

Parks & Recreation July 2018 June Pa2r0k18s Division: SHORELINE SOUTH – PICNIC GAZEBOKIDS PARK RENTALSFIELD RENTALS Page 33

Parks & Recreation July 2018 BOAT RAMP PASSES Page 34

Parks & Recreation July 2018 Page 35


Police Department July 2018Monthly Highlights:ADMINISTRATIONThe Police Administration consists of the Chief of Police, Deputy Chief,Administrative Assistant, Records Clerk, Part-time Red-light Camera Clerk andI.T.Twenty welcome letters were handed out to new residents by officers37 contacts with Records Clerk that individuals paid for fingerprints, reportsetc. (does not include phone calls)243 Red-light Camera contacts made in regards to payments (either mailed in,in person or by phone), this does not include phone calls regarding questionsabout a Red-Light Camera Ticket.UNIFORM PATROLIn The Patrol Division is divided into four 12 hour shifts. There are currently 3Sergeants assigned to Patrol and 8 full time Patrol officers. The Patrol Unit issupplemented by 5 part time officers. Page 37

Police Department July 2018 Page 38

Police Department July 2018 June 2018 Page 39

Police Department July 2018 June 2018INVESTIGATIONSThere are currently 2 Investigators and 1 Sergeant assigned to the criminalinvestigations unit. One investigator is assigned to the DEA and is working intheir HIDTA unit.During the month of July, the Investigation’s Division has participated in 1ICAC meeting, and covertly placed 2 cameras within the city referencetrespassing complaints and narcotics activity.The Investigation’s Division currently has 9 open cases it is actively working. Page 40

Police Department July 2018 Our Investigations Division processed into our evidence vault 199 pieces of evidence this month. Our investigators participated in a multi-jurisdictional investigation. Our narcotics HIDTA Investigator is currently assisting in several multi- jurisdictional investigations. Ongoing joint investigation with USPIS, DEA and GBPD resulted in the seizure of $8830.00 US currency, seventeen pounds of domestic marijuana and associated marijuana products from UPS Priority Mail Parcels. Processed and received approval to federally adopt seizure of $3930.00 US currency stemming from a Gulf Breeze PD traffic stop on June 30th, 2018. Tyler Jamea Harris was convicted of cocaine possession and reckless driving in Santa Rosa County Court stemming from a traffic stop turned multi state drug trafficking investigation. Surveillance and covert camera at an address within the city.COMMUNICATIONSThe Communications Division of the Gulf Breeze Police Department receivescalls for service via 3 incoming phone lines and 2 incoming 911 lines. We alsomonitor and dispatch over the radio for the Gulf Breeze Police Department, GulfBreeze Fire Rescue, and the National Park Service Law Enforcement Rangers.In addition, we handle after-hours calls for Gulf Breeze Public Works, SouthSanta Rosa Utility Service, and the Florida sections of the Gulf Islands NationalSeashore, National Park (Perdido Key, Fort Pickens, Santa Rosa, and Naval LiveOaks).In addition to the incoming phone calls, and radio traffic, Dispatchers alsomake outgoing phone calls to surrounding agencies and jurisdictions toinitiate Page 41

Police Department July 2018and coordinate out of area response for additional Law Enforcement or Fire /Rescue needs.Communications Division is staffed by five Full-Time Dispatchers (whichincludes the Lead Dispatcher) and six Part-Time Dispatchers. There arestaggered shifts when possible so that there are 2 Dispatchers at all times (withthe exception of every day between the hours of 2:00 am and 10 am, whenthere is only one Dispatcher) responsible for answering all incoming regularand 911 phone lines, and dispatching the 2 Law Enforcement Agencies, 1 FireDepartment, and After Hours calls for City Hall and the National Park Service.PHONE / 911 CALLSDuring the month of July, 2018, Communications Division recorded a total of7368 phone calls via normal phone lines, and the 911 lines (4.19% decreasefrom last month).Nixle: 17,206 subscribers. 217 Increase from June. 148 Messages sent. Page 42

Police Department July 2018June2018 COMPUTER AIDED DISPATCH Gulf Breeze Communications utilizes a Computer Aided Dispatch tool to track Calls Created by either incoming phone calls from complainants, or self- generated activity by Police or Fire units. During the month of July, 2018, there were a total of 2470 calls generated (9.39% increase from last month). Page 43

Police Department July 2018 Page 44


Fire-Rescue July 2018 Monthly Highlights: JULY 2018 INCIDENTSCALL LOCATION HEAT MAPAverage Incident Response FIRE 02Time: 00:04:43 RESCUE AND EMS 88Average Turnout per Incident: 5 HAZARDOUS CONDITION 02Station Manning: 414.35-man hours SERVICE CALL 08Busiest Hour: Tie - 13:00, 14:00 & FALSE CALL 0518:00 (11 incidents) GOOD INTENT 25Busiest Day of Week: Thursday(24 incidents) TOTAL 113 Page 46

Fire-Rescue July 2018Noteworthy Incidents07/03/18 Hazmat Incident – Engine 33 responded to a diesel fuel leak behind the Live Oak Village Shopping Center. A Republic Services garbage truck hit an object at low speed and sheared the fuel line fitting at the fuel tank. Approximately 15 to 20 gallons of diesel fuel leaked into the parking lot. Engine 33 diked a storm drain and stood by until Republic Services’ hazmat contractor arrived on scene to clean up the spill.07/17/18 Assist to Public Services – Engine 33 responded to a water main break on McAbee Court.07/18/18 Assist to Police Department – Engine 33 responded to 300 block of Andrew Jackson Trail to help the police department retrieve evidence from a roof. Engine 33 laddered provided assistance by laddering the building. 07/31/18 Smell of Smoke – Station 33 responded to possible structure fire at 7 Highpoint Drive. Upon arrival, crews could see a light haze of smoke inside the residence. A quick search found that the HVAC motor burned out. Page 47

Fire-Rescue July 2018Training 07/03/18 General Fire Prevention (18 members present) 07/10/18 Ventilation/Forcible Entry (17 members present) 07/17/18 Maintenance (15 members present) 07/24/18 Maintenance (14 members present) 07/31/18 K12 Saw Training (17 members present)Fire Hydrant Maintenance Program Miscellaneous vegetation trimmingVehicle MaintenanceEngine 33 NoneLadder 33 None Page 48

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