OCTOBER 2018 City Manager Monthly Report America’s Most Livable City CITY OF GULF BREEZE | GULF BREEZE, FLORIDA
TABLE OF CONTENTS OFFICE OF THE CITY MANAGER 01 Assistant City Manager 04 City Clerks 08 Information Technology 19 FINANCE 22 PARKS & RECREATION 38 POLICE DEPARTMENT 47 FIRE DREPARTMENT PUBLIC SERVICES 52 Water & Sewer (SSRUS) 56 Streets & Stormwater 60 Natural Gas 63 COMMUNITY SERVICES 71 TIGER POINT GOLF COURSE
OCTOBER 2018 Office of the City Manager Assistant City Manager VERNON L. PRATHER ASSISTANT CITY MANAGER Page 1
Assistant City Manager October 2018 Monthly Highlights: The Assistant City Manager’s office is primarily responsible for performance management. Achieving the City’s budget plan in a progressive, collaborative work environment is the top priority. Ensuring the Council’s strategic plan is effectively communicated with the public is a primary objective key. Developing action plans, benchmarks, analysis, neighborhood surveys, and managing risk and liabilities are key performance indicators for this office. Public Information/Community Outreach Reviewed Sidewalk Drainage at G.B. Methodist Church Met with East Basin Residents concerning progress of Stormwater Improvements Discussed Drainage issues with residents on Greenvista Ln. Assisted with staff review of WWTP Expansion and Site Layout Risk Control/Safety & Insursance Inventoried and revised the assets insurance list Filed claims for two Vehicle Crashes Prepared Overview of Open FEMA Projects Page 2
Assistant City Manager October 2018 Administration Assisted with individual Council Briefings Attended FRUS meeting(s) Attended SSRUS meeting Reciprocal Water Usage Agreement with ECUA Assisted with Shoreline Park Walking Trails Continued Retrieval of Documents for State Auditors Page 3
OCTOBER 2018 Office of the City Manager City Clerks LESLIE GUYER, CMC, CITY CLERK STEPHANIE LUCAS, CITY CLERK Page 4
City Clerks October 2018 Monthly Highlights Statistics & Performance Data: OPERATIONAL AND PERFORMANCE MANAGEMENT 4 CITY COUNCIL MEETINGS Coordinated, noticed and attended October City meetings 1 SOUTH SANTA ROSA Coordinated and assisted Hearing Officer UTILITY SYSTEM with conducting a TEFRA hearing and BOARD OF printed Report of Hearing Officer for DIRECTORS MEETING signature by Hearing Officer Coordinated depositions with Mayor and 1 GULF BREEZE City staff in the pending property appraiser INVESTMENT lawsuit COMMITTEE Attended 2018 Fall Florida Association of MEETING City Clerks Academy Volunteered at Taste of Gulf Breeze on 11 PUBLIC RECORDS behalf of Gulf Breeze Natural Gas REQUESTS Department 1 TEFRA Processed various invoices for payment HEARING Assisted Finance Director with transmission 3 NOTARY PUBLIC of final TRIM package to Florida SERVICES (OFFERED Department of Revenue FREE TO RESIDENTS) Conducted various emails & phone calls with media and candidates regarding 10 INQUIRIES FROM campaign reports CITY WEBSITE Accepted & processed all candidates for the October Campaign monthly reports Page 5
City Clerks October 2018 Filed mandatory Election Assessment 6 NEW HIRES - form for candidates to the Florida Ethics 4 FULL-TIME Commission 2 TEMP Conducted various emails, phone calls with candidates, supervisor of elections 2 EMPLOYEE office and staff TERMINATIONS Researched & Corresponded and met PROCESSED with City Attorney and City Manager regarding use of the City Seal 0 NEW WORKER'S Assisted City Manager, Assistant City COMPENSATION Manager and department directors with CASES various issues and tasks Gathered data to begin organizing and DOT CONTROLLED editing Monthly Report SUBSTANCE TEST(S): Organize and distribute mail Maintain, monitor and organize all 8 RANDOM internal records for Public records DOT CONTROLLED requests SUBSTANCE TESTS HUMAN RESOURCES 3 PRE-EMPLOYMENT DOT CONTROLLED Worker's Compensation SUBSTANCE TESTS Conducted various emails, phone calls with carriers and 1 PHMSA supervisors, regarding new & DOT CONTROLLED existing worker's comp cases SUBSTANCE TEST Reported medical & pharmacy bills into Worker’s Compensation MDS 1 RETURN TO DUTY system for the State DOT CONTROLLED SUBSTANCE TEST Page 6
City Clerks October 2018 Attended mediation for Lyster lawsuit Conducted various phone calls and emails with Attorney and Chief of Police Research work and documentation production for FMIT Attorney in preparation for mediation Coordinated and scheduled interviews for Accountant position for Finance Department Created advertisement of Utility Manager and Water Distribution Foreman; receive and respond to applicant, maintain list of applicants; review for qualifications Processed over eighty-five salary updates in Standard system for Life Insurance Reconciliation of Life Insurance bill to open enrollment records Provided payroll with updated employee deductions for Life Insurance Assisted employees with various benefit/personal issues and changes Processed various retirement enrollments/distributions Page 7
OCTOBER 2018 Office of the City Manager Department of Information Technology ED H. MILLER MANAGER OF IT & INNOVATION Page 8
Department of Information Technology October 2018 Monthly Highlights: IT TROUBLE TICKETS Data analytics for trouble tickets averaged around 57 the month of October. Most of the staff are now using ticketing system properly. Staff not in City network are being added by IT department for trouble tickets. Page 9
Department of Information Technology October 2018 The majority of the tickets submitted were Hardware Printer (11), BSA (9) and Network (9). The bar chart below lists the rest of issues reported. Page 10
Department of Information Technology October 2018 JCuniety Web Site Analytics 2018 Compared to 2017 October numbers last year we are down 5% compared to October 2018 for users, and up 3% for page views. 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 October 2018 June 2018 Page 12
Department of Information Technology October 2018 June 2018 Social Media Analytics: For the month of October, we saw an increase in new followers ranging from Twitter 5.7%, Facebook 4.5% and Instagram 1.8%. 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 October. Page 13
Department of Information Technology October 2018 June 2018 Twitter Page 14
Department of Information Technology October 2018 June 2018 Facebook Page 15
Department of Information Technology October 2018 June 2018 Instagram Page 16
Department of Information Technology October 2018 June 2018 Internet Search Usage: This data shows worldwide internet search usage for City of Gulf Breeze via google search for the month of October. Respectively listed data fields are search, views and interactions. Page 17
Department of Information Technology October 2018 June 2018 Page 18
OCTOBER 2018 Finance JEANNE GRIFFIN DIRECTOR OF FINANCE Page 19
Finance October 2018 Monthly Highlights: The property tax reports were submitted to the Florida Department The fundamental goals of internal of Revenue on October 2, 2018, services, accounting, finance and utility related to FY19, or tax year 2018. The billing are to provide accurate, timely, closing process for accounts payable and responsive information to and purchasing was full-force in customers, departments, Council, October. The Finance Director and citizens and governmental agencies in Senior Accountant spent the month a cost-efficient manner. making sure purchase orders were either closed or moved forward into \"...to provide the new fiscal year. This was accurate, timely, necessary to prepare the FY19 carry- and responsive forward resolution as required by information to Florida statute and the final budget customers, amendment for FY18. departments, Council, citizens and In addition, we worked hard with governmental departmental staff to enter invoices for agencies in a cost- goods and services received through efficient manner.\" September 30, 2018. This work included contacting vendors and follow-up for receiving documentation in order to process final payments. At the end of October, 95% of all outstanding items were paid for the FY18 fiscal year. Page 20
Finance October 2018 The Utility Billing Department addition, $5,206.66 has been continues to work on the follow-up collected on accounts written-off related to outstanding closed earlier in the FY17 fiscal year. customer accounts, to date, the department has collected The convenience fee transition to $12,376.77, and continues to send customers on October 1, 2018 was follow-up letters and making fairly smooth, with many phone calls. At the beginning customers switching for auto- of 2018 open past due balances payment via credit card to auto- were $15,644.45. The total YTD payment via ACH. Notices were collections related to this sent to all utility customers with outstanding debt total $7,982.05 monthly billings during the month or approximately (51.02%). In of September. The following is a recap of the activity for the Utility Billing Office: Page 21
OCTOBER 2018 Parks & Recreation RON PULLEY DIRECTOR OF PARKS & RECREATION Page 22
Parks & Recreation October 2018 Monthly Highlights: THE ANNUAL TASTE OF GULF BREEZE The Annual Taste of Gulf Breeze was held on Friday, October 5, 2018 from 5:00 p.m. to 6:00 p.m. Over 100 Vendors were set up to Wine and Dine Gulf Breeze Residents. Two- thousand people attended the exhibit to enjoy food and beverages from a variety of businesses throughout the Gulf Breeze Area. The event was a huge success, with an overwhelming amount of positive feedback and gratitude for hosting the event each year. FILMS ON THE FIELD The October Films on the Field was held on Saturday, October 27, 2018 with fifty people in attendance. The feature film was The Pirates of the Caribbean, The Curse of the Black Pearl. Staff organized games and events such as corn hole, a bounce house, knocker ball, and family trivia. Concessions were also available from 5:30 p.m. to 7:00 p.m. Page 23
Parks & Recreation October 2018 GBSA FOOTBALL HOMECOMING MIDDLE SCHOOL DANCE The Gulf Breeze Sports Association (Football Cheerleaders) hosted the Annual Middle School Dance on Friday, October 19, 2018 from 7:00 p.m. to 10:00 p.m. Over 600 middle school students participated in a fun night of dancing and the traditional homecoming walk-out for 8th graders. The program served as a major fundraiser for the GBSA Cheerleaders. The total amount raised during this year’s event was $ 2,027.58 COASTLINE CALVARY OCTOBER FESTIVAL Saturday, October 27, 2018 was the 11th Annual October Festival hosted at the Gulf Breeze Recreation Center Kids park from 11:00 a.m. to 4:00 p.m. This annual event is hosted by Coastline Calvary Church and provides games, prizes, food, music and other family-oriented events throughout the day. Over 1500 people attended the festival, making it the largest festival they have had in eleven years. Page 24
Parks & Recreation October 2018 Statistics/ Performance Data: AFTER-SCHOOL PROGRAM The after-school program is a Mayor and Council approved initiative that provides the community’s middle school age children with a structured and safe environment, on weekdays, throughout the school year. The program is free of charge, and open Monday through Friday, from 1:30 p.m. to 5:30 p.m. For any further questions, please visit the Community Center website or contact the Program Manager, Sydney DePalma: (850) 934-4150. BRIDGE/LADIES BRIDGE The Bridge Program is offered in the Clay Ford Room every Monday, Wednesday and Friday morning from 9:00 a.m. to 2:00 p.m. The participants are charged $1.00 per class. Bridge Director is Sid Hite (850) 934-4571. Page 25
Parks & Recreation October 2018 MEN’S OPEN BASKETBALL This group is made up of men ages 18 and up that meet on Monday, Wednesday, and Friday mornings, at 6:00 a.m. to 7:30 a.m. Approximately 40 men participate in this 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 fee structure. ADULT PICKLE BALL The Adult Pickle Ball League is designed for adults, age 18 and older. Page 26
Parks & Recreation October 2018 VENDING MACHINE The Vending Machine is located in the main lobby and is stocked and operated by the Recreation Center Staff. All proceeds are collected and deposited once a week as a fund-raising effort for programs and supplies. June 2018 COMMUNITY CENTER MEETINGS Page 27
Parks & Recreation October 2018 COMMUNITY CENTER RENTALS OPEN GYM Open Gym is held every Sunday (when available) from 2:00 p.m. to 5:00 p.m. Individuals that come to play pick-up basketball games must be 16 years of age or older and present a valid picture I.D. Resident fee: $0.00 Non-resident fee: $2.00 Page 28
Parks & Recreation October 2018 JAZZERCISE Meets 9 Times per week. This group pays 20% of all participation fees to the center. Instructor: Jane Smith. (850) 525-2545. The following is a class time schedule 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. GULF BREEZE JAZZERCISE INSTRUCTORS ARE THE BEST!! Page 29
Parks & Recreation October 2018 PILATES These classes are 1-hour mat classes that focus on 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 8:00 a.m. to 9:00 a.m. in Room 209. Instructor: Ashley Kiegley NOTE 3-month package at $120.00 per month is available PILATES CLASS – FUN & FIT! Page 30
Parks & Recreation October 2018 FARMER’S MARKET The Gulf Breeze Farmer’s Market re-opened on April 4, 2017 and will continue to meet every Tuesday from 4:00 p.m. until DARK. The following is a weekly report of the number of Vendors and total Revenue collected with 20% of revenues going back to the City of Gulf Breeze at the end of the month. October will conclude the 2018 Farmer's Market. It will resume next year, in April 2019. 4SHOREFIT This is a four-week fitness boot camp using indoor and outdoor activities focusing on strength and conditioning. Instructor: Erin Zeigler (850) 501-0552 Page 31
Parks & Recreation October 2018 ZUMBA GOLD This class is designed for senior citizens (55-years and over) to participate in a fun and safe upbeat aerobics class. Classes are held on Monday, Wednesday, and Friday. Instructor: Regina Ewing (850) 554-6639. Page 32
Parks & Recreation October 2018 DANCE FITNESS Dance Fitness classes are held on Wednesdays, from 11:30 a.m. to 12:30 p.m. Instructor: Teresa with Zumba Fitness. SEJNuInOeR FIT Sen2i0o1r F8it classes take place on Tuesday and Thursday from 9:00 a.m. to 10:00 a.m. This class is specifically designed to meet the needs of senior adults, aged 50 and older, with an emphasis placed on stretching, low impact aerobics, muscle strengthening and toning with resistance. Instructor: Jane Smith SENIOR LUNCHEON & BINGO This program meets the second Thursday of every month in the Clay Ford room. Senior Citizens are provided a nice catered lunch and have the option of participating in a book swap, in addition to playing Bingo. The program is free of charge to all citizens 55 and over. Total number of participants during the month of October: 19 Page 33
Parks & Recreation October 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 weeks Page 34
Parks & Recreation October 2018 SHORELINE SOUTH – PICNIC GAZEBO KIDS PARK RENTALS Page 35
Parks & Recreation October 2018 FIELD RENTALS BOAT RAMP The Boat Ramp Attendants currently work weekends throughout the fall months and provide assistance at Shoreline South. The following is a detail report on all revenues collected during the month. The Boat Ramp Closed on Oct 31, 2018. Page 36
Parks & Recreation October 2018 BOAT RAMP CONTINUED... Page 37
OCTOBER 2018 Police Department RICK HAWTHORNE CHIEF OF POLICE Page 38
Police Department October 2018 Monthly Highlights: ADMINISTRATION ADMINISTRATIVE REPORT DATA: Welcome letters handed out to new residents by officers: 06 Records Clerk Services, such as fingerprints, reports etc. (does not include phone calls): 30 Contacts with individuals at the front window or phone calls needing assistance: 743 THE POLICE ADMINISTRATION CONSISTS OF THE CHIEF OF POLICE, DEPUTY CHIEF, ADMINISTRATIVE ASSISTANT, RECORDS CLERK, PART-TIME RED-LIGHT CAMERA CLERK AND I.T. Red Light Camera contacts made in regards to payments (via mail, in person or by phone), this does not include phone calls regarding questions about a Red Light Camera Ticket: 206 Deployed a total of six officers to Panama City over a two-week period, to assist with Hurricane recovery. Officers patrolled within the City limits Panama City and also attempted to locate individuals that had not been in touch with family and friends Page 39
Police Department October 2018 THE POLICE DEPARTMENT HELD A BEAR FACTS LUNCH AND LEARN AT THE COMMUNITY CENTER ON OCTOBER 16 TO PROMOTE BEAR AWARENESS TO CITIZENS AND CITY STAFF UNIFORM PATROL The Patrol Division is divided into four 12-hour shifts. There are currently three Sergeants assigned to Patrol and ten full-time Patrol officers. The Patrol Unit is supplemented by three part-time officers. Page 40
Police Department October 2018 *All other information usually given is unavailable at the time of the report. Page 41
Police Department October 2018 INVESTIGATIONS There are currently two investigators and one Sergeant assigned to the criminal investigations unit. One investigator is assigned to the Drug Enforcement Administration (DEA) and is working in their High Intensity Drug Trafficking Area (HIDTA) unit. During the month of October, the Investigations Division participated in one Internet Crimes Against Children (ICAC) meeting, one ICAC investigation, and covertly placed two cameras within the City reference trespassing complaints. The Investigations Division currently has seven open cases it is actively working. Our Investigations Division processed seventy-one pieces of evidence during the month of October. Our HIDTA investigator assisted with several US Postal Inspections, which yielded a total of three parcel search warrants. The case of the Hit and Run crash on the Pensacola Bay Bridge (where the man lost a leg) was closed due to the defendant pleading guilty to the charges. Sentencing will begin in December. COMMUNICATIONS The Communications Division of the Gulf Breeze Police Department receives calls for service by way of three incoming phone lines and two incoming 911 lines. The Gulf Breeze Police Dispatch Center also monitors and provides account over the radio for the Gulf Breeze Police Department, Gulf Breeze Fire Rescue, the National Park Service Law Enforcement Rangers, Florida sections of the Gulf Islands National Seashore, National Park (Perdido Key, Fort Pickens, Santa Rosa, and Naval Live Oaks) and after-hours calls for the Gulf Breeze Public Works, South Santa Rosa Utility Service. Page 42
Police Department October 2018 In addition to the incoming phone calls, and radio traffic, Dispatchers also make outgoing phone calls to surrounding agencies and jurisdictions to initiate/coordinate out of area response for additional Law Enforcement or Fire/Rescue needs. The Communications Division is staffed by five full-time dispatchers (including the Lead Dispatcher) and six part-time dispatchers. There are staggered shifts when possible so that there are two dispatchers at all times (with the exception of every day between the hours of 2:00 am and 10:00 am, when there is only one dispatcher) responsible for answering all incoming non-emergency and 911 phone lines, and dispatching the two Law Enforcement Agencies, one Fire Department, and after hour calls for City Hall and the National Park Service. PHONE / 911 CALLS During the month of October, the Communications Division recorded a total of 5500 phone calls via the General phone lines, and the 911 lines (14.6% decrease from last month). Nixle: 17,766 subscribers. 98 Increase from September. 147 Messages sent. 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 October, 2018, there were a total of 1,977 calls generated (4.71% increase from last month). Page 43
Police Department October 2018 PHONE CALL INTAKE CHART Page 44
Police Department October 2018 CAD CALL CHART Page 45
Police Department October 2018 CAD CALL CHART Page 46
OCTOBER 2018 Fire-Rescue CRAIG S. CARMICHAEL FIRE CHIEF Page 47
Fire-Rescue October 2018 Monthly Highlights: OCTOBER 2018 INCIDENTS CALL LOCATION HEAT MAP FIRE 0 AVERAGE INCIDENT RESCUE AND EMS 53 RESPONSE TIME HAZARDOUS CONDITION 05 00:04:37 SERVICE CALL 03 FALSE CALL 07 AVERAGE TURNOUT GOOD INTENT 31 PER INCIDENT SPECIAL INCIDENT 04 0 TOTAL STATION MANNING 99 703.23-MAN HOURS BUSIEST HOUR - TIE 17:00 (13 INCIDENTS) BUSIEST DAY OF WEEK THURSDAY (17 INCIDENTS) Page 48
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