DECEMBER 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 09 Information Technology 21 FINANCE 24 PARKS & RECREATION 36 POLICE DEPARTMENT 46 FIRE DREPARTMENT PUBLIC SERVICES 51 Water & Sewer (SSRUS) 56 Streets & Stormwater 60 Natural Gas 63 COMMUNITY SERVICES 69 TIGER POINT GOLF COURSE
DECEMBER 2018 Office of the City Manager Assistant City Manager VERNON L. PRATHER ASSISTANT CITY MANAGER Page 1
Assistant City Manager December 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 Reviewed installation of new Stormwater Swale at 412 Shoreline Dr. Assisting with staff review of WWTP Expansion and Site Layout Risk Control/Safety & Insursance Inventoried and revised the assets insurance list Filed claim for Vehicle Crash Attended Safety Committee Meeting Finalized Insurance for 2018 – 2019 Continued oversight of Open FEMA Projects Page 2
Assistant City Manager December 2018 Administration Assisted with individual Council Briefings Attended FRUS meeting(s) Reviewing City Retirement Plans Reciprocal Water Usage Agreement with ECUA Continued Retrieval of Documents for State Auditors Page 3
DECEMBER 2018 Office of the City Manager City Clerks LESLIE GUYER, CMC, CITY CLERK STEPHANIE LUCAS, CITY CLERK Page 4
City Clerks December 2018 Monthly Highlights Statistics & Performance Data: OPERATIONAL AND PERFORMANCE MANAGEMENT 3 CITY COUNCIL MEETINGS Coordinated, noticed and attended three City Council meetings 1 CITY COUNCIL Coordinated and assisted Hearing SPECIAL Officer with for three TEFRA hearings MEETING and printed Report of Hearing Officer for signature by Hearing Officer, processed 1 COMMUNITY Amendment to Interlocal Agreement REDEVELOPMENT and certified resolution for Bond AGENCY MEETING Counsel Noticed and attended SSRUS Meeting 1 ADVISORY PARK Assembled Board member books for BOARD MEETING new Advisory Park Board members; noticed and attended the Advisory Parks SOUTH SANTA ROSA Board meeting Drafted various scripts to for new Mayor 1 UTILITY SYSTEM prior to council meetings BOARD OF Rescheduled December quarterly Police DIRECTORS MEETING Pension Board meeting and prepared the 2019 quarterly meeting calendar 3 TEFRA Coordinated and noticed Advisory Park HEARINGS Board meeting Prepared the 2019 Red Light Camera 3 PUBLIC RECORDS Hearing schedule and distributed to REQUESTS Hearing Officer and key Police Department staff 1 NEW HIRE - Prepared electronic calendar invites for 1 FULL-TIME 2019 Council Meetings Page 5
City Clerks December 2018 Assisted in the selection of Mayor and 0 NOTARY PUBLIC City Council Recognition and thank you SERVICES (OFFERED gifts, whose terms came to an end in FREE TO RESIDENTS) 2018 Assisted in preparation for a Swearing-in 8 INQUIRIES FROM reception for the newly elected Mayor CITY WEBSITE and Councilmembers, with their friends and family, prior to the City Council 0 FMLA CASE meeting PROCESSED Updated “White Board” internal calendar 2 NEW WORKER'S Updated the Mayor and Councilmember COMPENSATION Organizational Chart on City website CASES; 3 ONGOING Coordinated and organized City CASES Employee Christmas luncheon - purchased door prizes, reserved DOT CONTROLLED catering, purchased desserts, SUBSTANCE TEST(S): coordinated with Community Center staff regarding decor and seating, 0 RANDOM coordinated with Assistant City Manager DOT CONTROLLED on Entertainment and Award SUBSTANCE TESTS Presentation during luncheon Organized, distributed and collected 0 PRE-EMPLOYMENT Employee/Manager of the Year DOT CONTROLLED Nomination forms from all City SUBSTANCE TESTS personnel; coordinated and participated Selection Committee Meetings 1 POST-ACCIDENT Prepared the 2018 City Employee list for DOT CONTROLLED longevity bonuses and gift cards; SUBSTANCE TEST Enveloped gift cards and separated by departments Processed various invoices for payment Page 6
City Clerks December 2018 Organize and distribute mail for Worker's Compensation administrative offices Facilitated and coordinated installation Reported and processed new of window treatments in Council workers compensation Claims; Chambers and City Administrative administration of ongoing claims Offices including various emails/phone calls Assisted City Manager, Assistant City with workers comp case adjuster, Manager, Mayor and Council, and supervisors; medical facilities and department directors with various issues injured employee and tasks Gathered information, organized and Lyster Lawsuit: edited Monthly Report Maintained and organized internal Coordinated and attended records for public records requests depositions for C. Carver, R. Registered new Councilmembers, R. Hawthorne, L. Guyer (city Clerk), Hebert and T. Torgersen, for the Institute and R. Randle in the Lyster vs City for Elected Municipal Officials case. Preparation for the Lyster Coordinated and scheduled a year-end depositions include the following Safety Committee Meeting tasks: file retrieval, research various Drafted various scripts for new Mayor questions for attorney, and prior to council meeting deposition phone preparation with Provided information regarding annual City Attorney and Police Chief; ethics training to Council and Finance provide legal information to new Director City Attorney regarding case content HUMAN RESOURCES Provided PRM with the City’s Dental/Vision information for benefit Continued to collect City employee job study descriptions for the Cody & Associates, Provided benefit information for the Other Inc. Compensation, Classification and Post-employment Benefits (OPEB) Study, Benefits Study, intake will continue for 2018 (various emails with Finance through first week of April 2019 Director and Paul Hebert) Provided Employee Assistance Program (EAP) information to employees Page 7
City Clerks December 2018 Drafted and Sent emails and Form Continued to facilitate, organize, 1Fs to Board members whose terms monitor, and record application process; were due to expire coordinated and scheduled interviews Continued to collect City employee accordingly for the following positions: job descriptions for the Cody & Associates, Inc. Compensation, Budget Analyst, Finance Classification and Benefits Study, Department intake will continue through first week Accounts Payable Clerk, Finance of April 2019 Department Reported medical/pharmacy bills into Water Distribution Foreman, Worker’s Compensation MDS system Public Services Department for the State Utility Manager, Public Processed new hire Services Department enrollments/terminations/changes, various retirement enrollments and distributions; assisted with various employee medical claim issues; card copies, etc. Provided City Health Insurance renewal data for State Auditors Advertised the new job post for Parks & Recreation Special Events Coordinator, gathered applicant data in preparation for scheduling interviews Provided City Health Insurance renewal data for State Auditors Advertised the new job post for Parks & Recreation Special Events Coordinator, gathered applicant data in preparation for scheduling interviews Page 8
DECEMBER 2018 Office of the City Manager Department of IT ED H. MILLER MANAGER OF IT & INNOVATION Page 9
Department of Information Technology December 2018 Monthly Highlights: IT TROUBLE TICKETS Data analytics for trouble tickets averaged around 90 the month of December. 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 10
Department of Information Technology December 2018 The majority of the tickets submitted were Phones (17), Hardware (14) and Network (12). The bar chart below lists the rest of issues reported. Page 11
Department of Information Technology December 2018 JCuniety Web Site Analytics 2018 Compared to 2017 December numbers last year we are down 11.5% compared to December 2018 for users, and down 19.9% for pageviews. 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 12
Department of Information Technology December 2018 June 2018 Page 13
Department of Information Technology December 2018 June 2018 Social Media Analytics: For the month of December, we saw an increase in new followers ranging from Twitter .48%, Facebook 1.75% and Instagram 2.1%. 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 December. Page 14
Department of Information Technology December 2018 June 2018 Twitter Page 15
Department of Information Technology NDoevcember 2018 June 2018 Twitter Facebook Page 16
Department of Information Technology December 2018 June 2018 Instagram Page 17
Department of Information Technology December 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 December Respectively listed data fields are search, views and interactions. Page 18
Department of Information Technology December 2018 June 2018 Page 19
Department of Information Technology December 2018 June 2018 Page 20
DECEMBER 2018 Finance JEANNE GRIFFIN DIRECTOR OF FINANCE Page 21
Finance December 2018 Monthly Highlights: The Finance Director and the Senior Accountant completed the follow-up The fundamental goals of internal to make sure purchase orders were services, accounting, finance and either closed or moved forward into utility billing are to provide accurate, the new fiscal year, all purchasing card timely, and responsive information to receipts were documented and customers, departments, Council, invoices were received and paid for citizens and governmental agencies in the fiscal year ending September 30, a cost-efficient manner. 2018. This work was completed on December 22, 2018. The revenue \"...to provide reconciliations, accounts receivable accurate, timely, accruals, debt accounting, asset and responsive accounting and all other work related information to to the annual audit began on this date, customers, with the audit to proceed in January. departments, Council, citizens and The agreement with our external governmental auditors calls for the work to begin in agencies in a cost- December. Looking back at prior efficient manner.\" years, this has not occurred since entering the agreement with the current external auditing firm in 2014. Although we have made great strides to be timely with information, the external audits during the fiscal year related to Sales Tax, Diesel Fuel, and the State Auditors being on-site Page 22
Finance December 2018 delayed the process. It is by all who attended and we are estimated, staff have spent over looking forward to the next one! In 1,000 hours responding to addition, Michelle Connolly, who requests related to the Auditor has worked with the City for General’s Office in FY18, not approximately 19 years, won the including time spent with related to employee of the year award. the sales tax and diesel fuel review Michelle was nominated by her which began in May 2018. peers and works as the Senior Customer Service Representative During December, the utility billing and is the second in-charge in the department began working on department. Michelle works hard policies and procedures to be to ensure employees are properly approved by Council. The utility trained and has really stepped-up billing department decorated the to help the department during this City Hall lobby for the hosted the time of transition. Dirty Santa gift exchange/potluck luncheon. There was great fun had The following is a recap of the activity for the Utility Billing Office: Page 23
DECEMBER 2018 Parks & Recreation RON PULLEY DIRECTOR OF PARKS & RECREATION Page 24
Parks & Recreation December 2018 Monthly Highlights: FILMS ON THE FIELD The November Films on the Field event was held on Saturday, December 8, 2018, with 198 people in attendance. The movie event was sponsored by was Lighthouse Baptist Church and Sim’s Orthodontics. The evening’s festivities included holiday games and activities such as relay races, Christmas music, holly hula hoops, Christmas trivia, Christmas corn hole, a cake walk, and a surprise visit from Santa Claus!! Everyone thoroughly enjoyed the fun-filled holiday event. 2018 HOLIDAY MIDDLE SCHOOL DANCE: The 2018 Middle School Dance was sponsored by the After-school Program, and was held on Friday, December 7, 2018. This fun-filled evening began at 7:00 p.m. and continued until 10:00 p.m. DJ Ethan provided a variety of “hits” for the kids to enjoy while eating, dancing, socializing, and showing off their semi-formal attire. The night was a huge success, with 328 participants in attendance. The After-school Program used the dance as the program's Fall fundraiser, with a total of $ 1,640.00 proceeds raised for the event. Page 25
Parks & Recreation December 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 additional information, please visit the Community Center website or contact the Program Manager, Sydney DePalma: (850) 934-4150. MEN’S OPEN BASKETBALL This group is made up of men 18 years of age and up, that meet on Monday, Wednesday, and Friday morning, from 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. Page 26
Parks & Recreation December 2018 BRIDGE/LADIES BRIDGE Morning 9:00 a.m. to 2:00 p.m. The Bridge Program is offered in the Clay Ford Room every Monday, Wednesday and Friday. The participants are charged $1.00 per class. Bridge Director is Sid Hite (850) 934-4571. ADULT PICKLE BALL The Adult Pickle Ball League is designed for adults, age 18 and older, to enjoy three to four nights per week in a friendly match of pickle ball. 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. Page 27
Parks & Recreation December 2018 COMMUNITY CENTER MEETINGS COMMUNITY CENTER RENTALS June 2018 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 December 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. Jazzercise Exercise before Annual Christmas Party Page 29
Parks & Recreation December 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 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 30
Parks & Recreation December 2018 June SEN20IO1R8 FIT Senior Fit 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 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 31
Parks & Recreation December 2018 PLAY DATE The Play Date program provides a safe and fun, indoor environment for parents and toddlers alike to gather together for fun, fitness, and exploratory hands-on learning. Play Date offers moving and motor skill toys, social and imagination activities, buildings and constructive toys, climbing toys, cognitive development toys, books, puzzles and more. Sessions are held on Tuesday and Thursday, from 8:30 a.m. to 12:00 p.m. Session Fee: $ 10.00 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 December was 24. Page 32
Parks & Recreation December 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 33
Parks & Recreation December 2018 Parks Division: SHORELINE SOUTH – PICNIC GAZEBO KIDS PARK RENTALS BOAT RAMP The Boat Ramp Attendants currently work every day throughout the summer months and provide assistance at Shoreline South. The following is a detail report on all revenues collected during the month. Page 34
Parks & Recreation December 2018 Shoreline South Boat Ramp DECEMBER 2018 Page 35
DECEBER 2018 Police Department RICK HAWTHORNE CHIEF OF POLICE Page 36
Police Department December 2018 Monthly Highlights: ADMINISTRATION ADMINISTRATIVE REPORT DATA: Welcome letters handed out to new residents by officers: 09 Records Clerk Services, such as fingerprints, reports etc. (does not include phone calls): 24 Contacts with individuals at the front window or phone calls needing assistance: 620 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: 318 The 5th Grade students of GBES completed and graduated D.A.R.E. The program's primary mission is to teach students good decision- making skills to help them lead safe and healthy lives, and to provide children with the information and skills they need to live drug-and- violence-free lives. Page 37
Police Department December 2018 UNIFORM PATROL The Patrol Division is divided into four 12-hour shifts. There are currently 3 Sergeants assigned to Patrol and 10 full-time Patrol officers. The Patrol Unit is supplemented by 3 part-time officers. Page 38
Police Department December 2018 Page 39
Police Department December 2018 Page 40
Police Department December 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 December, the Investigations Division participated in one Internet Crimes Against Children (ICAC) investigation meeting and covertly placed one camera within the City in reference to trespassing complaints. The Investigations Division currently has eight open cases it is actively working. Page 41
Police Department December 2018 The Investigations Division processed 165 pieces of evidence during the month of December. The HIDTA investigator assisted with Operation Krazy 8’s wiretap warrant round up, including twenty-one arrests. 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. 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, the National Park Service and after hour calls for City Hall. Page 42
Police Department December 2018 PHONE / 911 CALLS During the month of December, the Communications Division recorded a total of 5,845 phone calls via normal phone lines, and the 911 lines (1.94% increase from November). Nixle: 17,804 subscribers. 7% Increase from November. 105 Messages sent. Page 43
Police Department December 2018 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 December, a total of 1,838 calls generated (0.76% decrease from November). Page 44
Police Department December 2018 Page 45
DECEMBER 2018 Fire-Rescue CRAIG S. CARMICHAEL FIRE CHIEF Page 46
Fire-Rescue December 2018 Monthly Highlights: OCTOBER 2018 INCIDENTS CALL LOCATION HEAT MAP FIRE 03 AVERAGE INCIDENT RESCUE AND EMS 62 RESPONSE TIME HAZARDOUS CONDITION 14 00:04:59 SERVICE CALL 05 FALSE CALL 03 AVERAGE TURNOUT GOOD INTENT 18 PER INCIDENT 04 SPECIAL INCIDENT 02 STATION MANNING TOTAL 107 136-MAN HOURS BUSIEST HOUR 18:00 TO 18:59 (11 INCIDENTS) BUSIEST DAY OF WEEK SATURDAY (22 INCIDENTS) Page 47
Fire-Rescue December 2018 Noteworthy Incidents 12/04/18 Automatic Aid for a Residential Structure Fire – Engine 33 assisted Midway Fire Protection District with a residential structure fire in 2000 block of Westfield Road. The crew from Engine 33 provided the Rapid Intervention Team and assisted with salvage and overhaul. 12/05/18 Automatic Aid for a Residential Structure Fire – Engine 33 assisted Midway Fire Protection District with a residential structure fire in 2000 block of Bay Street. 12/11/18 Residential Structure Fire – Station 33 responded to the 200 block of Dolphin Street for a residential structure fire. Upon arrival, fire department personnel found a washing machine smoking in the utility room. The washer was located immediately adjacent to an outside door and it was quickly disconnected from the utilities and moved outside. A pressurized water can was used to extinguish the fire. 12/25/18 Smoke Scare – Station 33 responded to the 300 block of Cordoba Street for a stove fire. Upon arrival, smoke was found coming from the stove. Fire department personnel disconnected the power to the stove and the smoke ceased. An investigation revealed that water leaked from an adjacent cooler and caused an electrical short. 07/17/18 Assist to PublicPSaegrev4ic8es – Engine 33 responded to a water main break on McAbee Court.
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