HomeMy Public PortalAbout05-08-20 V Strategic Retreat.pdfMINUTES
VIRTUAL STRATEGIC RETREAT
FRIDAY, MAY 8,2020
10:00 A.M.
The Village Manager called the retreat to order at 10:00 a.m. Present were Councilmembers
Edward London, Allison McCormick, Kathleen Petros, Ignacio Segurola, Vice Mayor Brett G.
Moss and Mayor Michael W. Davey. Also present were Village Manager Andrea Agha, Interim
Village Clerk Peter Kulpa and Village Attomey Chad Friedman.
Mayor Davey addressed the Council regarding the strategy on future projects and everyday
operations by Village staff and the rolls both Council and staff play.
Vice Mayor Moss addressed the Council on how the Council develops policy that is to be executed
by the Village Administration. The Vice Mayor continued on how setting goals on what Council
wishes to see done in the Village and creating a proper budget and action plan is incredibly
important for the future.
Councilmember Petros addressed the Council regarding projects that the Council would like to see
completed over the next few years and to see which are feasible and which are not due to budget
restraints.
Councilmember McCormick addressed the Council regarding the possibility of reaching towards
excellence as a community through projects and programs that are going to be discussed at this
retreat.
Councilmember Segurola addressed the Council on how the Village is going to prioritize different
aspects of the budget this year and how this is going to be especially important due to the state of
the economy worldwide.
The Village Manager gave her introduction and schedule for the retreatto Council. The Manager
continued on how the different presentations throughout the retreat will all touch upon the four
strategic priorities of resiliency, efficiency, quality of life and public safety and how staff plans to
allocate resources to deliver core services.
Human Recourses Director Juan Gutierrez addressed the Council on the accomplishments in the
past year including the onboarding of a Community Engagement and Communications Officer, a
Chief Financial Officer and Chief Resiliency and Sustainability Officer. Other accomplishments
for Human Resources include the implementation of the ADP Workforce Now time and attendance
system, the transition of the Village's retirement plan to EMPOWER and the consistent renewal
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of the employee benefit plan. The Director continued with addressing the Council on his strategic
objectives for the near future which include completing the Classification and Compensattn
sfudy, completing the Employee Engagement Survey, CBA negotiations and a best practices
analysis.
Chief of Staff Thomas Fossler addressed the Council on the accomplishments of the procurement
Department which include a new purchase order system, a new enterprise resource planning
system, the standatdization of procurement documentation, the successful procurement and
negotiation of the website redesign contract, and the implementation of u pap.r1.s, procurement
system. Chief of Staff Fossler continued with addressing the Council on strategic goals of the
Procurement Department for the near future which include implementing a purchasing module forthe enterprise resource planning system, putting in place fixed price contracts, setting up
workflows to reduce processing times, and engage in strategic purchasing.
Chief Financial Officer Benjamin Nussbaum addressed the Council on the accomplishments of the
Finance Department which include new quarterly reporting on the financial status of the Village,
ensuring all the ERU Stormwater Fees are accounted for and billed correctly, increased solid waste
fee collections, enhanced and diversified revenue sources and assignment of a grants consultant to
target and apply for supplemental funding. Chief Financial Officer Nussbaum continued with
addressing Council on the Finance Department's strategic goals for the near future which include
the implementation of enterprise resources planning softwire, to continue to improve solid waste
collection fees and improve the presentation of the budget book.
Community Engagement and Communications Officer Gabriela Rodriguez addressed the Council
on the accomplishments of her Division which include the implem.trtution new communicationsprogram. Community Engagement and Communications Officer Rodriguez continued with
addressing the Council on her division's goals for the near future which lnclude updating the
Village's website, creating a communications strategy plan and the formation of a Resiliencf and
Sustainability Campaign.
Chief of Police Charles Press addressed the Council by giving an overview and the status of the
Police Department, informing the Council that the Department has thirty-six Police Officers and
eleven Civilians currently employed and that over the past year they responded to approximately
16,000 calls for service. Chief Press continued by addressing the- Council on the pohcl
Department's accomplishments, stating that the Village of Key Biscayne is one of the top three
safest cities in the State of Florida and that both Detectives that arc part of the Department have
been recognized as the Best in Miami-Dade County from the Law Enforcement Officers,
Foundation in March 2020. The Department has also created its first social media network
specifically for the Police Department, completed seven Village wide anti-bullying programs,
implemented a long-term high security solution for Information Technology within;h; V]nage,
instituted the "It's Time" program, provided Active Shooter Training to all five schools within the
Village, conducted three Distracted Driving Courses and conduited thirteen DARE classes,
advised the K-8 Center's Safety Patrol Program, and began deploying the Police Bicycle patroi
Program. Chief Press then addressed the Council on the Police Department's response to COVID-
19 followed by the goals and objectives which include reviewing the Department's budget to
increase efficiency, adopt the Rickenbacker Causeway and Crandon Boulevard Tiaffic
Distribution Management Plan, continue with the DARE and SRO programs, continue to protect
the Village's cyber infrastructure, conduct more community outreach programs, increase the
Police Bicycle Program and complete the Department's fifth Florida Accreditation Commission
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for Law Enforcement in December 2020. There was a question and answer session between
Council and the Police Chief.
Chief of Fire Rescue Eric Lang addressed the Council on a general overview of the Fire
Department which entails three shifts totaling 32 Firefighters, ea-h run by a Captain, an EMS
Division, a Training Division, Support Service Division, Administration which includes Deputy
Chief Osorio that acts as a Logistics Coordinator, Public Information Officer, Head of FirL
Prevention and the Fire Marshal Operations is run by Deputy Chief Haring who also is the
Department's Accreditation Manager. Melissa Solano is the Departments Public Outreach Officer
and Michelle Mencia runs the day to day administrative tasks. The Chief also stated that this
Department was listed as number one in customer satisfaction in the Nation and that the
Department has a history of achievement and excellence being the first in the State of Florida to
earn accreditation in 1998 and the Department has been Accredited five times since then.
community Risk Reduction is a strategic goal for the Department. By 2025 there will be a turnoverof at least 10 Officers and there is a need to replace these individuals from within through
promotion with the proper training and incentives. Community paramedicine is u prog.u- tliut
must be adopted and promoted throughout the community and the Department. Creating a hybrid
Emergency Monitoring Center that would allow Life Safety Departm-nts to monitor information
across alatge range of channels. Emergency Management needs to be expanded and grant money
that is available needs to be secured along with possibly creating a separate division. The Fire
Chief also recommended to Council that the Village build out a hardened Emergency Operations
Center including a hardened Server Room. There was a question and answer sessionbetween the
Council and the Fire Chief.
Director of Building, Zoning, Planning, and Public Works Jake Ozyman addressed the Council
with the accomplishments of the BZP and,PW Department which include the completion of the
Utility Undergrounding Master Plan, the completion of the Special Assessment Methodology plan,
large strides with the Stormwater System, the Green Bike Lane design on Crandon gouievard,
starting the Safe Routes to School Program, Fernwood Road parkitrg plutrr were completed alongwith LAP recertification. The Director also stated that the 20Ii Beactr Nourishment pos-t
construction monitoring is complete securing $880,000 in grant money and that the 202I Beach
Nourishment design and permitting is scheduled to be completed by September 20,2020 securing
an additional$392,935 in grant money. Director O4rmanaddressed the Council with the Buildingl
Zoning and Planning Department's goals for the near future which include implementinlg
technological improvements, maintaining adequate staffing to meet customer demands and
manage Village facilities in a way that improves customer satisfaction, reduce walk-in traffic by
3002, sustain the Standard of Care that is currently in place and ensure the Department is fel
neutral. Director Ozymancontinued with the goals for the Public Works Department which include
developing a method to improve and measure customer satisfaction, create an online service
request portal create a tracking system for the service requests, use capital maintenance planning
and assetmanagementprinciples to support existing and future operations, planalong term Capitt
Improvement Program, identify projects that can be funded by a Generit Obligation Bond and
execute funded projects.
The Parks and Recreation Director Todd Hofferberth addressed the Council with how the
Department has been expanding services in all four of its divisions. Director Hofferberth
highlighted the purchase of 571 and 599 Harbor Drive to be used as a resiliency park, how the
Community Center continues to modi$r its programming to better serve the,orn.rrrrrrity and on the
placement of the new field lights at the K-8 Center. Director Hofferberth then addressed the
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Council on goals for the Department which include resolving the Presbyterian negotiations,
looking into a new Composting Program, the general beautification of Crandon Boulevard,
improvements to Calusa Park and the creation of a museum and theatre in the future.
There was extensive discussion from Council on the project priorities for the Fiscal Year 2021-
2022 and the possibility of placing a General Obligation Bond on the General Election Ballot in
November 2020 to fund the list of possible priorities.
The retreat was adjourned at 2:50 p.m.
Respectively S ubmitted :
Interim Clerk
Approved this day elsy of June 2020:
Michael ll/. Davey
Mayor
IF A PERSON DECIDES TO APPEAL ANY DECISION MADE BY THE VILLAGE
COUNCIL WITH RESPECT TO ANY MATTER CONSIDERED AT A MEETING OR
HEARING, THAT PERSON WILL NEED A RECORD OF THE PROCEEDINGS AND, FOR
SACH PARPOSE, MAY NEED TO ENSURE THAT A VERBATIM RECORD OF THE
PROCEEDINGS IS MADE, WHICH RECORD INCLADES THE TESTIMONY AND
EVIDENCE UPON II/HICH THE APPEAL IS TO BE BASED (F.5.256.0105).
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