Department Management Plans - Gainesville · Gainesville Fire Rescue’s (GFR’s) calls achieved turnout times within 82 seconds. The final stage of response and second stage the

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Department Management Plans Quarterly Report

FY2013/First Quarter

INTRODUCTION…………………………. 2

EXECUTIVE SUMMARIES

PUBLIC SAFETY………………………………… 4

. ECONOMIC DEVELOPMENT & REDEVELOPMENT..…………………………... 7

HUMAN POTENTIAL.………………………….... 9

GOVERNANCE..……………………………….. 11

INFRASTRUCTURE & TRANSPORTATION...................................... 13

QUALITY OF LIFE…………………….............. 15

ENVIRONMENT & ENERGY………………… 17

DEPARTMENTAL GRAPHS

COMMUNICATIONS………………………….. 20

GAINESVILLE FIRE RESCUE……………….. 22 GAINESVILLE POLICE DEPARTMENT…….. 24

GENERAL SERVICES………………………….27

HUMAN RESOURCES………………………... 30

NEIGHBORHOOD IMPROVEMENT…………. 31

PARKS, RECREATION & CULTURAL AFFAIRS……………………………………….. 33

PLANNING & DEVELOPMENT SERVICES… 36

PUBLIC WORKS……………………………….. 38

REGIONAL TRANSIT SYSTEM……………… 41

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



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 first 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


WITH CITY COMMISSION GOALS AND INITIATIVES

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EXECUTIVE SUMMARIES



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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 first quarter of FY2013, 90% of Gainesville Fire Rescue’s (GFR’s) calls achieved turnout times within 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 first quarter, GFR reported 90% of confirmed building fire calls achieved travel times of 6 minutes, 20 seconds. Also, 90% of medical calls achieved travel times of 6 minutes, 58 seconds.

Public Safety

Maintain a safe and healthy community in which to live

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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. GFR is again on track to far exceed their recommended target of 80 night inspections during FY2013. The goal of these inspections is to increase public safety, particularly in Gainesville’s nightclubs, and they completed 53 inspections during the first 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 first quarter FY2012, the City experienced a 4.29% reduction in Part 1 crimes through first quarter FY2013. GPD has set a path to meet its annual target goal of at least a 5% reduction in these serious offenses.

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GPD has seen an improvement in the total number of cleared cases, an increase of 85.75% in Q1 of this fiscal year when compared to Q1 of FY2012. After two consecutive years of a negative trend in the quantity of cleared cases, GPD has reported a positive trend for the previous four quarters. Also, their average annual target of 40% cases being cleared was exceeded in Q1 by 10%.

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Community Redevelopment Agency As the first recipient of one of the CRA’s economic development initiatives, Southern Charm Kitchen held its grand opening on November 1st. Southern Charm Kitchen received assistance through the CRA’s Grow Gainesville Fund, an Economic Development Finance Program providing business loans for renewed development of the urban core. This East Gainesville establishment is expected to provide 20 to 25 new jobs. Planning and Development 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 reported an upward trend during the first quarter of this year in comparison to FY2012. In Q1, 25 First Step appointments were held, or 81% of the number conducted in all of FY2012.

Economic Development

& Redevelopment Foster economic development and encourage redevelopment.

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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 Q1 that were 30 and 60 days less than the FY2013 targets, respectively.

Regional Transit System The Regional Transit System (RTS) department partners with the University of Florida to improve services on and off campus. First quarter service hours provided puts RTS on track to outpace total hours provided in previous fiscal years, also representing an increase in revenue received. From FY2010 to FY2012, RTS saw a positive change of 13% in hours provided through UF routes. Subsequently, in Q1 FY2013 RTS reported a 2% increase from the hours reported in Q1 FY2012.

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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. A record number of students, 149, were enrolled during the first 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 1,467 hours of volunteer service in the first quarter. The quantity of participants and number of service hours in Q1 represent a 13.64% and 20.34% respective increase compared to Q1 FY2012.

Human Potential

Assist every person to reach their true potential

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Communications Office The Communications Office has sustained a consistent participation in Gainesville 101, the City of Gainesville’s Citizens’ Academy. Communications hosted 29 participants in the first quarter, thus 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.

For the 34th year, during the holiday season the City supported Gainesville’s Little Ones (GLO), a non-profit organization providing local children and families with much needed baskets of food as well as presents. A number of City employees and departments volunteered to “adopt” a child or family and donate items for GLO’s cause. The City also hosted a food drive to provide additional non-perishable donations for GLO families.

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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 first quarter, GSD outpaced the previous three first quarters with 80% of all technicians’ available hours being directly billable.

After three consecutive first quarters of an increasing average in fleet downtime, GSD reported a 19% decrease during Q1 FY2013 when compared to Q1 FY2012. Although the Q1 average downtime is 0.50% greater than what was reported in FY2012, the negative trend since the fourth quarter of last year shows GSD is on a positive path.

Governance

Measure and improve the cost-effectiveness of government 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).

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Parks, Recreation, and Cultural Affairs In response to significant budget cuts in previous years, PRCA utilizes community volunteers and reported a 49% increase in volunteer service hours received during the first quarter when compared to Q1 FY2012. The 5,773 volunteer hours represent a value to the City of $86,595.

Communications Office Communications provides Gainesville residents with pertinent information as quickly as possible. Using a new measure to evaluate responsiveness, Communications 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.

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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 Q1, 19 traffic incidents were managed through this electronic system, already representing 38% achieved of their FY2013 target goal of 50.

In order to improve the accessibility of its transportation options, Public Works seeks to add new curb ramps and has far exceeded annual goals in previous years. The 7 ramps added during the first quarter sets Public Works on the right path to meet this fiscal year’s goal of adding 30 ADA-accessible 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.

Infrastructure & Transportation Invest in community infrastructure and continue to enhance the transportation network and systems

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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. Although during Q1 they experienced a vast increase in the number of valid complaints from customers, RTS was successful in concurrently reducing the number of service interruptions by 34% compared to the same time in FY2012. 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. Despite no additional landing pads being established during Q1, twice as many bus shelters were added than in the first quarters of previous fiscal years.

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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, 111 low-income families took part in the program during Q1, representing 63% achieved of their FY2013 goal to assist 175 families.

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.

Quality of Life

Improve the quality of life in our city for the benefit of all residents

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Gainesville Fire Rescue GFR also provides community classes for life-saving training such as First Aid, CPR, and Advanced Cardiac Life Support. The number of participants trained during the first quarter, 230, puts GFR on pace to exceed the quantity trained during FY2012.

GFR hosted the 6th annual Screaming for Safety event on the evening of October 13th during Fire Prevention Week. The free event offered a safe environment for children to trick-or-treat, a donation collection for non-perishable food items, and a costume contest. The event’s focus was to teach the importance of fire escape planning and practice. Parks, Recreation, and Cultural Affairs Part of the PRCA’s mission is to provide the community with diverse activities and learning opportunities. They have a goal to increase the level of attendance at the Downtown Concert Series by 10% annually and in Q1 set a positive pace towards success. They also regularly promote the Thomas Center as a popular event location and aim to increase the number of events by 2% annually. The number of events reported during the first quarter is slightly behind the quantities which have been reported during previous fiscal years’ first quarters.

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Parks, Recreation, and Cultural Affairs PRCA is continuing to conduct treatments on invasive, exotic species in the area’s sensitive lands. Although this is a more recently added performance measure, there was a 36% increase in Q1 in the number of treatments completed compared to all of FY2012, representing the PRCA’s strong efforts to maintain 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, they are slightly behind pace while adding 0.12 miles during the first quarter. Meanwhile, RTS is consistently growing ridership as shown in the number of passenger trips during Q1 FY2013 being a 100,000 increase over Q1 FY2012.

Environment & Energy Protect and sustain our natural environment and address future energy needs

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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 5,566 tons collected during the first quarter represents 25% achieved of their annual collection goal for FY2013 of 22,000 tons. Concurrently, they continue to increase the miles of roadway from which litter is picked up and achieved 31% of their annual goal of cleaning 375 miles, or 117 miles of road during the first quarter.

New recycling materials are regularly being added to the collection of commercial recycling and residential curbside bins. In FY2012, the Solid Waste division of Public Works began curbside pickup of recycled paperback books in orange bins. Additional materials are scheduled to be included throughout FY2013.

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DEPARTMENTAL GRAPHS



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COMMUNICATIONS

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COMMUNICATIONS, CONTINUED

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GAINESVILLE FIRE RESCUE

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GAINESVILLE FIRE RESCUE, CONTINUED

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GAINESVILLE POLICE DEPARTMENT

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GAINESVILLE POLICE DEPARTMENT, CONTINUED

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GAINESVILLE POLICE DEPARTMENT, CONTINUED

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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).

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GENERAL SERVICES, CONTINUED

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GENERAL SERVICES, CONTINUED

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HUMAN RESOURCES

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NEIGHBORHOOD IMPROVEMENT

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NEIGHBORHOOD IMPROVEMENT, CONTINUED

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PARKS, RECREATION, AND CULTURAL AFFAIRS

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PARKS, RECREATION, & CULTURAL AFFAIRS, CONTINUED

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PARKS, RECREATION, & CULTURAL AFFAIRS, CONTINUED Ironwood Golf Course

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PLANNING AND DEVELOPMENT SERVICES

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PLANNING & DEVELOPMENT SERVICES, CONTINUED

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PUBLIC WORKS

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PUBLIC WORKS, CONTINUED

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PUBLIC WORKS, CONTINUED

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REGIONAL TRANSIT SYSTEM

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REGIONAL TRANSIT SYSTEM, CONTINUED

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REGIONAL TRANSIT SYSTEM, CONTINUED

Documents

Department Management Plans - Gainesville · Gainesville Fire Rescue’s (GFR’s) calls achieved turnout times within 82 seconds. The final stage of response and second stage the