` Department Management Plans Quarterly Report ALIGNING DEPARTMENT MISSIONS WITH CITY COMMISSION GOALS AND INITIATIVES FY2013/Second Quarter INTRODUCTION. 2 EXECUTIVE SUMMARIES DEPARTMENTAL GRAPHS PUBLIC SAFETY 4. ECONOMIC DEVELOPMENT & REDEVELOPMENT..... 7 HUMAN POTENTIAL.... 9 GOVERNANCE.... 11 INFRASTRUCTURE & TRANSPORTATION... 13 QUALITY OF LIFE... 15 ENVIRONMENT & ENERGY 17 COMMUNICATIONS.. 20 GAINESVILLE FIRE RESCUE... 22 GAINESVILLE POLICE DEPARTMENT.. 24 GENERAL SERVICES.27 HUMAN RESOURCES... 30 NEIGHBORHOOD IMPROVEMENT. 32 PARKS, RECREATION & CULTURAL AFFAIRS.. 34 PLANNING & DEVELOPMENT SERVICES 37 PUBLIC WORKS.. 39 REGIONAL TRANSIT SYSTEM 42 NOTE: SOME DEPARTMENTS ONLY PROVIDE DATA ANNUALLY AND THEREFORE ARE NOT INCLUDED IN THIS QUARTER S REPORT.
ALIGNING DEPARTMENT MISSIONS WITH CITY COMMISSION GOALS AND INITIATIVES Department Management Plans Quarterly Report FY2013/Second Quarter INTRODUCTION The purpose of this report is to display the status of performance measures/indicators which departments around the City track throughout the year. Some of these measures demonstrate activities that lead to the accomplishment of more than one strategic goal, reflecting the overlapping, team approach to goal achievement within the City s Strategic Plan. This report is organized in two sections. The first section highlights activities aligned with the seven City Commission Goals. It provides an overview of the activities that directly influence a City Commission strategic initiative or its overarching goal. Through the use of graphs, the second section is a visual depiction of performance within each department. These graphs show performance by including all, or a variation of, quarters from Fiscal Year 2009 through the second quarter of Fiscal Year 2013. Performance indicators for those areas previously not measured, or measured annually, are compared to a target benchmark. As each quarter progresses and additional information is added to these reports, the overall performance and achievement of goals will be evident. Management will be able to adjust plans and activities accordingly. City of Gainesville, Office of Administrative Services, City Hall, 200 East University Avenue, P.O. Box 490, Station 7, Gainesville, FL 32602
ALIGNING DEPARTMENT MISSIONS WITH CITY COMMISSION GOALS AND INITIATIVES Department Management Plans Quarterly Report FY2013/Second Quarter EXECUTIVE SUMMARIES 3
Public Safety Maintain a safe and healthy community in which to live Gainesville Fire Rescue There are four stages to the response pattern for emergency situations the initial call to a dispatch center, the dispatching of a unit, the turnout time, and the travel time of that unit. Of those four stages, the City is directly responsible for the final two stages. What is referred to as turnout time the period of time from receipt of the call from the dispatch center to departure of the apparatus from its parked location is a reflection of crew readiness. The National Fire Protection Association (NFPA) recommends 90% of all calls in the city limits to report turnout times of 60 seconds or less. During the second quarter of FY2013, 90% of Gainesville Fire Rescue s (GFR s) calls achieved turnout times within 83 seconds, thus maintaining a year-to-date average of 82 seconds. The final stage of response and second stage the City is responsible for is travel time, or the time it takes a unit to arrive on scene after it has left the station. The NFPA also recommends 90% of all calls in the city limits report travel times of 4 minutes or less. In the second quarter, GFR reported 90% of confirmed building fire calls achieved travel times of 5 minutes, 24 seconds, reducing this year s average by 28 seconds to 5 minutes, 52 seconds. Also, 90% of medical calls achieved travel times of 7 minutes, 17 seconds, increasing this year s average by 9 seconds to 7 minutes, 7 seconds. 4
GFR s Risk Reduction Bureau (RRB) is continuing its Operation Safe Club Project, which trains crowd managers who are now required at public assemblies of more than 50 individuals. The trained crowd managers ensure the facility does not engage in overcrowding, maintains a fire safe environment, and provides timely direction for evacuation of patrons in the event of an emergency. Through Q2, GFR is only 6 night inspections behind the total completed during the entirety of FY2012. The goal of these inspections is to increase public safety, particularly in Gainesville s nightclubs, and they completed a record 105 inspections during the second quarter. Gainesville Police Department Gainesville Police Department (GPD) persistently battles crime throughout the city and makes strides to reduce Part 1 crimes, or serious offenses that are violent or against property. In comparison to the first two quarters of FY2012, the City experienced a 5.50% reduction in Part 1 crimes through the first half of FY2013. GPD has set a path to meet its annual target goal of at least a 5% reduction in these serious offenses. 5
GPD has seen an improvement in the total number of cleared cases, a year-to-date increase of 40% compared to the total of Q1 and Q2 during FY2012. Also, their annual target of 40% cases being cleared was exceeded in Q2 by 2%, maintaining this year s average above the target at 46%. 6
Economic Development Foster economic development and encourage redevelopment. Planning and Development & Redevelopment A performance measure that can often be tied to potential economic activity is the number of First Step appointments held in the office of Planning and Development. An appointment provides business owners, builders, and developers with coordinated information from several City departments. Preliminary information is offered by representatives from Planning, Building Inspection, Public Works, GRU, and Fire Protection in an effort to assist citizens in the first steps of a new construction project. After a significant negative trend reported over the previous two fiscal years, Planning has reported an upward trend through the first half of this fiscal year in comparison to FY2012. In Q2, 35 First Step appointments were held adding to the total of 80 appointments held in FY2013. Planning and Development makes significant effort to quickly process site plan reviews. For both minor and intermediate site plans, they reported an average number of review days in Q2 that brought the annual average to 22.5 and 45 days less than the FY2013 targets, respectively. 7
Regional Transit System The Regional Transit System (RTS) department partners with the University of Florida to improve services on and off campus. Second quarter service hours provided sets RTS on track to outpace total hours provided in previous fiscal years and also represents a 0.5% increase in revenue received this fiscal year. 8
Human Potential Assist every person to reach their true potential Gainesville Police Department GPD has maintained a pivotal role in the Reichert House Youth Academy. They have helped to sustain enrollment in the after-school program for middle and high school male adolescents, which has successfully graduated 100% of its participants. Another record number of students, 143, were enrolled during the second quarter. GPD has concurrently increased the number of participants in the Gainesville Police Explorers program for area youth interested in law enforcement. These future leaders of our community provided 936 hours of volunteer service in the second quarter. The level of participation remained relatively unchanged during Q2 when compared to the same time in FY2012. However, the quantity of volunteer hours increased by 152, or 19%, again when compared to Q2 FY2012. 9
Communications Office The Communications Office has sustained a consistent participation in Gainesville 101, the City of Gainesville s Citizens Academy. Communications hosted 26 participants in the second quarter, thus again exceeding their target average of 25. Citizens go behind the scenes of the Police Department, Fire Rescue, and GRU, and have the opportunity to learn the structure of government at City Hall. Parks, Recreation, and Cultural Affairs The Parks, Recreation, and Cultural Affairs (PRCA) department is in the midst of offering the Foundations After-School Program until June 2013 at four community center locations. Six rotating themes are taught to build character and promote the learning of academic and life skills for youth ages 6 to 13. Emphasis is placed on teaching respect, citizenship, responsibility, trustworthiness, caring, and fairness. Gainesville Police Department On January 19 th, the first annual Road to Zero block party was hosted at the MLK Center as part of MLK Celebration Week and organized by one of GPD s own officers. The event was geared toward teens and sought to raise awareness about violence, drug abuse and sexually transmitted diseases, all of which are increasing problems within our community. 10
Governance Measure and improve the cost-effectiveness of government services General Services The General Services department (GSD) has continuously reported high productivity rates of its technicians, which is a measure of direct billable hours as a percentage of all available hours. In the second quarter, 84.8% of all technicians available hours were directly billable, a 5% positive change from the first quarter. GSD also reported a 10% decrease from the first quarter to the second quarter in average fleet downtime. Although the year-to-date average downtime is 0.16% greater than what was reported in FY2012, the negative trend since the fourth quarter of last year shows GSD is on a positive path. Note: 2012 data was normalized to reflect incorrect status changes due to new hires as well as a change in some vehicle classification (8 hr. vehicles changed to 24 hr. vehicles). 11
Parks, Recreation, and Cultural Affairs In response to significant budget cuts in previous years, PRCA utilizes community volunteers and reported a 67% increase in volunteer service hours received during Q2 when compared to Q1 of this fiscal year. The 9,630 volunteer hours represent a value to the City of $144,480. Communications Office Communications provides Gainesville residents with pertinent information as quickly as possible. Using a new measure to evaluate responsiveness, Communications again exceeded its target of 95% by processing 100% of requested news releases within 48 hours. This process includes developing the press release, submitting it for review and approval, and disbursing it to the public. 12
Infrastructure & Transportation Invest in community infrastructure and continue to enhance the transportation network and systems Public Works The Public Works department utilizes SMARTRAFFIC, an advanced Traffic Management System (TMS) providing state-of-the-art traffic signal controls, traffic monitoring cameras, and an emergency vehicle priority system. An effective TMS monitors congestion in an effort to reduce delays and lost time to motorists, enhances emergency response times, and provides real-time travel information, all by operating the signal controls described above. The Gainesville-Alachua County TMS has 216 traffic signals working online, or 93.5% of active signals. During Q2, 8 traffic incidents were managed through this electronic system, adding to the year s new total of 27, or 54% of their annual goal of 50 incidents. In order to improve accessibility of its transportation options, Public Works seeks to add new curb ramps and has far exceeded annual goals in previous years. The 58 ramps added during the second quarter led Public Works to surpass this year s target goal of adding 30 ADAaccessible curb ramps. They are also on track for another year of increasing the square yardage of pavement maintained in order to further preserve the transportation infrastructure. 13
Regional Transit System One of the primary goals of RTS is to provide reliable transportation to the citizens of Gainesville and they measure success through customer feedback and service interruptions. RTS reported a 71% decrease in valid complaints received from Q1 to Q2, however, for the year, have logged an additional 16 complaints when compared to all of FY2012. They were successful in concurrently reducing the number of service interruptions by 31% in Q2 when compared to the first quarter. Another of RTS s significant goals is to increase mobility, or access for all residents, through the additions of landing pads and bus shelters at existing route stops. There were no additional landing pads created nor bus shelters developed during the second quarter. 14
Quality of Life Improve the quality of life in our city for the benefit of all residents Neighborhood Improvement Neighborhood Improvement works with low-income homeowners to provide assistance through various local programs and private/public partnerships. The Housing Counseling Program provides education for new homebuyers and homeowners, credit counseling, and similar special projects. Although they have seen a consistently negative trend in the number of participants in the previous three fiscal years, 102 low-income families took part in the program during Q2, exceeding their FY2013 goal to assist 175 families by 38. Gainesville Police Department GPD holds quarterly public presentations on informative and important citizens issues, including protecting against ID theft and maintaining personal security. As well, they provide programs through neighborhood/business meetings as requested by citizens. Both community outreach efforts aim to educate the public in hopes of improving their quality of life. 15
Gainesville Fire Rescue GFR also provides community classes for life-saving training such as Frist Aid, CPR, and Advanced Cardiac Life Support. The number of participants trained during the second quarter, 227, puts GFR on pace to surpass the quantity trained during FY2012. On March 9 th, GFR held its second annual Citizens Fire Academy led by the Risk Reduction Bureau. The hands-on experience aimed to educate participants on the daily activities within the fire department, including performing a search and rescue drill while blindfolded and experiencing a live fire and investigation process. Parks, Recreation, and Cultural Affairs Part of the PRCA s mission is to provide the community with diverse activities and learning opportunities. Although programming at the Downtown Community Plaza is not offered during the second quarter, they regularly promote the Thomas Center as a popular event location and hosted 110 events. This added to the year-to-date increase of 12% when compared to the same time during FY2012 and puts PRCA 10% above its target annual increase. 16
Environment & Energy Protect and sustain our natural environment and address future energy needs Parks, Recreation, and Cultural Affairs PRCA is continuing to conduct treatments of invasive, exotic species on the area s sensitive lands. Although this is a more recently added performance measure, PRCA has tripled the number of treatments conducted through Q2 when compared to all of FY2012, thus representing the level of importance they place on maintaining the integrity of our local lands. Public Works and Regional Transit System To improve upon alternative modes of transportation, Public Works seeks to increase the bicycle and pedestrian network by one mile per year. Although they have significantly exceeded their target goals on an annual basis in previous fiscal years, only 0.01 mile was added to the network in the second quarter. Meanwhile, RTS is consistently growing ridership as shown in the number of passenger trips reported during Q2 being a 7% increase over the number of trips during Q1 of this fiscal year. 17
Public Works Public Works collects recyclable material from residential and commercial locations and has reported a steady growth in the amount of tonnage gathered. The 7,487 tons collected during the second quarter adds to the year-to-date total of 13,053 tons, or 59% achieved of their annual collection goal of 22,000. Concurrently, they continue to increase the miles of roadway from which litter is picked up and have achieved 62% of their annual goal of cleaning 375 miles, or an additional 115 miles of road during the second quarter. PRCA, General Service, and Public Works The Wild Spaces-Public Places sale tax initiative funded major upgrades to the Northeast Pool facility. The sustainability project replaced the bathhouse s 20-year old roof and installed solar panels. The solar panel installation provides 17 kilowatts of energy to run the bathhouse and heat the shower water, or roughly 7% of what is needed. General Services installed LED light fixtures in City Hall, the Oscar B. Lewis Center, and the Rosa B. Williams Recreation Center in an effort to improve energy conservation within City buildings. New recycling materials are consistently being added to the collection of commercial recycling and residential curbside bins. In January of the second quarter, Solid Waste began collecting gable-top milk and juice cartons and aseptic (juice) cartons in the blue bins and clean pizza boxes in the orange bins. 18
ALIGNING DEPARTMENT MISSIONS WITH CITY COMMISSION GOALS AND INITIATIVES Department Management Plans Quarterly Report FY2013/Second Quarter DEPARTMENTAL GRAPHS 19
COMMUNICATIONS 20
COMMUNICATIONS, CONTINUED 21
GAINESVILLE FIRE RESCUE 22
GAINESVILLE FIRE RESCUE, CONTINUED 23
GAINESVILLE POLICE DEPARTMENT 24
GAINESVILLE POLICE DEPARTMENT, CONTINUED 25
GAINESVILLE POLICE DEPARTMENT, CONTINUED 26
GENERAL SERVICES Note: 2012 data was normalized to reflect incorrect status changes due to new hires as well as a change in some vehicle classification (8 hr. vehicles changed to 24 hr. vehicles). 27
GENERAL SERVICES, CONTINUED 28
GENERAL SERVICES, CONTINUED 29
HUMAN RESOURCES 30
HUMAN RESOURCES, CONTINUED 31
NEIGHBORHOOD IMPROVEMENT 32
NEIGHBORHOOD IMPROVEMENT, CONTINUED 33
PARKS, RECREATION, AND CULTURAL AFFAIRS 34
PARKS, RECREATION, & CULTURAL AFFAIRS, CONTINUED 35
PARKS, RECREATION, & CULTURAL AFFAIRS, CONTINUED Ironwood Golf Course 36
PLANNING AND DEVELOPMENT SERVICES 37
PLANNING & DEVELOPMENT SERVICES, CONTINUED 38
PUBLIC WORKS 39
PUBLIC WORKS, CONTINUED 40
PUBLIC WORKS, CONTINUED 41
REGIONAL TRANSIT SYSTEM 42
REGIONAL TRANSIT SYSTEM, CONTINUED 43
REGIONAL TRANSIT SYSTEM, CONTINUED 44