Exh 2Az~
Report on Strategic Planning Process
City of Atlantic Beach, Florida
Apri124, 2000
The Mayor and Commission of the City of Atlantic Beach recently completed a process
to identify and prioritize strategic planning goals. This report summarizes the top issues
and values that the Mayor and Commissioners utilized in prioritizing the strategic goals,
lists the goals, average scores and descriptions in order of their priority, reports on the
specific action steps that the City staff anticipate to accomplish the strategic goals, and
last, reports on the results of the Strategic Planning Process Survey that was distributed
by the City's Facilitator at the end of the process.
Throughout this process, the City utilized Ed Preston and Associates, Inc, as the Planning
Process Facilitator who was contracted through the University of North Florida in
Jacksonville. Mr. Preston's report, "Environmental Analysis'° and "Prioritization Grid" is
attached as Exhibit A.
Top Ideas
A number of top ideas surfaced during the first Strategic Planning Workshop through a
joint brainstorming session involving the Mayor, Commissioners, and top staff. The top
ideas resulting, with their respective ratings, are listed in priority order as follows;
• infrastructure, planning, preventative maintenance, age and repairs (S)
long range Planning (8)
• information technology/GiS needs (6)
• codes,. enforcement, weakness of the zoning and comprehensive land use (5)
• park development master plan and maintenance (4)
• competitiveness (3)
• personneUtalent (3)
• threatened by debt (3)
Top Values
Much like the collaborative effort to come up with top ideas, the second strategic planning
workshop generated a list of top values which are listed as follows:
• integrity
• strategic plan
• fiscal responsibility
• availability of resources
• public safety
Stra~e~c Planning Priorities'.
Report on Strategic Planning Process
,April 24, 2000
Page 2
After review of the top values and ideas, the City Commission then prioritized goals. Each
elected official scored each of the goals with any number from one to 100 (100 being top
priority and 0 being lowest). The average priority between the five elected officials then
became the ranking criteria. These are summarized in order as follows:
Average
Item Score Description
Core City Project 98 Storm water, sewer and water improvements for the
Core City Area
Multi-Year Financial Planning 96 Preparation of cost projections fox future O & M,
revenues and capital costs; prepare multi-year budget
estimates
Zoning Code 86 Includes revision of current zoning code and zoning
related steps to preserve the residential character of the
Core City area..
_~aintenance of City facilities 84 Includes maintenance of City buildings, landscaped
areas, streets, signs, parks, and other non utility
facilities.
Mapping 84 Upgrade and improvement of City mapping ability with
particular emphasis on computer based {GIS}
capabilities. Mapping to include not only city utility
systems, but zoning, tax information, streets, and other
important map characteristics,
Information Technology 80 Rapid development of City's Information Technology
SystemsfTelephone System and telephone systems to improve service to the public
and promote efficiency internally,
Utility System Planning ?6 Create, follow and periodically update master planning
for City's utilities including water, sewer, wastewater,
sanitation and storm. drainage.
Water and Sewer Efficiency 67 includes several projects to improve the efficiencies of
the water and sewerfwastewater operations to reduce
future costs and possibly postpone the need for rate
increases.
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Report on Strategic Planning Process
April 24, 2000
Page 3
Performance Indicators 64 Creation and routine monitoring of objective numeric
performance indicators for all City departments and
divisions.
Enhancing the Character of 63 Includes a variety of small projects including
Atlantic Beach landscaping, improvements in the Town Center area
and other commercial areas, enhancing beach access
points, and various other improvements.
Personnel Systems 62 This includes the creation and use of job classification
and pay systems.
Septic Tank Conversion 60 Encourage the elimination of the City's 300 remaining
septic tanks that have sewer availability through use of
financing and other incentives.
Acquisition and Developmem of 39 Includes several pazks in various stages ranging from
New Parks initial conception to land acquisition, construction,
development,. and management.
Public Information 36 Broaden the scope of communications with the public
provided by the City.
Mayport Road Corridor 33 Improving the commercial area along either side of
Mayport Road using zoning, code enforcement,
landscaping, and other city services.
Action Plan
City Staff has already begun taking steps to accomplish the goals set forth by the City
Commission. Several steps have been devised in each of these top goals which are listed in
the attached "Strategic Action Plan", (Exhibit B). These action steps include who each goal
is assigned to, estimated beginning and completion dates, and comments. It is anticipated
that this action plan will provide the format for periodic reporting during the coming yeaz.
Additional steps will be added for future reports or modified as needed. Presently, only the
top seven. goals are listed with action steps. As the year progresses, and time becomes
available, the status of steps under other goals may also be listed
Survey
A Strategic Planning Process Survey was distributed both to elected officials and top staff
at the end of the Strategic Planning Process. Respondents were asked to rate each of the
,,
Report on Strategic Planning Process
'` , April 24, 2000
Page 4
questions with one of five responses ranging from "strongly agree" to "strongly disagree."
The questions, along with the frequency of answers for each, follows;
Straatgly Don't Strongly
Qaestion Agree Agree Know Disagree Disagree
I believe the strategic planning method we 2 9 0 1 0
used this year worked well.
I believe the location. ofthe session at the 0 4 2 6 0
Commission chambers worked best.
I believe the location of the sessicai at the Sea 1 S 1 2 0
Turtle worked best
i believe the strategic planning process served 3 7 Z 0 0
well to establish long-term priorities.
I believe the strategic planning process worked 5 S I 1 0
well to consic~r all of our ideas.
I believe some sort of strategic planning 5 6 1 0 0
process needs to be repeated every year.
I believe the strategic planning process worked 5 6 0 l 0
well to inch~de tap. City staff.
I believe strategic planning is generally 7 5 0 0 0
beneficial to the overall coxnrnunity.
I believe we invested enough time to do a 1 4 4 3 0
satisfactory job.
Summary;
The Mayor and Commission have now prioritized the major goals for the City Staff to
accomplish in the coming year. This is an extremely important process because the City
does not have the time or other resources available to do all things well. Periodic reporting
of the ongoing steps needed to accomplish these goals will be done quarterly throughout the
year and input from the City Commission will be requested each time to determine if the
staff is "on the right tcsck."
e
,3 _
Report on Strategic Planning Process
```~', April 24, 2000
Page 5
Any good strategic action plan must be subject to periodic adjustment so as to accurately
reflect the changing needs of the community it serves. The City Commission and top staff
have indicated a need to revisit this plan formally at least on a yearly basis. If major events
such as a hurricane happen to require an immediate change to this prioritization, then the
City Commission should feel free to change them as necessary. However, because these are
all projects that are long term in nature, success in any given category will. require long term
commitment. Unless emergency conditions occur, it will be best to leave the top priorities
in place at least for one year.
EKl P~ & sanc~at,~,, ln
o,~,, ~~~~ ~
~~~ -- -
En~ironmentalA,nalysis
City of Atlantic Beach
,~ PlanningWorYshop ~• d P s SPrmg:Zi100
~~ ®~~ con mue ~
This commission needs to kee all a es on ' as a What are onr core City staff shoald be
We helppeople p y their government to ~
disr~ver~te best •~ valves. driven by ...
ideas be driven by ...
Project Pazpose
To prioritize
Initiatives
Integrity (Code of
ethics, Ethical
behavior, Doing tE-e
right thing, not the
most popular)
9
Availab~7ityof
resources
6
Public safety
6
lnclusionary
2
Playgrounds, tree
canopy, activities
2
Responsivegovern-
ment
3
Taxes
2
Existing laws
I
Commonsense
application of laws
1
Open government
1
Openess & citizen
participation
1
Preservation of
emvirornnent, ambi-
ance
l
Good looking city
Economy
Frugality
Fioancialreserves
The viability and
survivability of the
City
Non factual ruts
The sile~rt majority
Perfonnattce indica-
tors
Familyoriented Fiscalresponsibility Fairness(Equalityof
4 (economy, effi- all people under the
ciency, bottom line)
y law, Equal appplica
d
Efficient & friendly on ofthe Iaw
3
government Strategic Plan
3 9 Quality of skills
2
Honesty in everyday Citizen needs
3
Professio~lism
dealings 1
2 Infi~astructure
maintenauceplans Humantouch
Innovation 3 1
3 budgets Teamwork
Autonomy 1
Costs of doing
1 Pristine ditches bus~ss
Quality
l
Excellent service
Service mentality
Good customer
service
Caring government
understatuling
Sensitive to citizens
Initiative
L L
Top Values
Integrity
Strategic Plan
Fiscal
Responsibility
Availability of
resources
Pablic Safety
PlanninFaciitatas Strategic
~'a~` ~~,>~ Plaaningworkshop
~p4~`) "3~a~i~9 ~Pr~455roadcom
PriorittizationGnd
l'age4
City of Atlantic Beach
Spring, 2040
Project List Cost Citizen Time Howwell owwe o a
We help peopple Imiract does it line ap does it How doable ~ ~ .~ ~ ~ ~ ~
discovef>~le besf (Thousands) ~1_lp) (Years) with core address top ~ it• o ~ ~ ~ a a
~~ values? issues? C~ A~
1. Develop LT. Sysbeun 10's
'. ~rOjt'.Ct PorpoSe Deep COLS Map- 10's
To prioritize 3. Develop perfamance 1's
initiatives
4. Dew~op Pasgmel 10's
8+ 3-S Mediinm High High 80 80 100 90 50 80 6
7 3-5 High High High 100 80 100 90 SO 84 S
i t t4lediwn Low High 80 80 50 60 50 64 9
', 5. Begin Multi-year 1's+ Staff
Financial Phoning
7. City Faality Mairrte• I00's
Dance (Packs & Roads,
non-utilities)
s. s-lo M
Sanitation (C~tal)
9. CamQleie Coe City tr$ M
~.1~
10. water & sewer 10's
~«~
u. Pablio hdarmati~ loo
12. AcquisiCica & 100's -1 M
Derelopmant of New
Parks
l3.ltt~rovrmrnts to 10's+Smff
Mayport Road Casridor
14. Enhancing the I00's
Character of Athotic
Beach
15. Septic Tank halo-
mentation
5 12 Medium Low High 80 80 50 50 50 62 11
Z 2-3 High High FOgh 100 100 100 100 SO 96 2
8 3-5 1Figh Hagh Hrgh 80 90 100 ~ ti0 84 4
7-9 3.5 High High Medium 100 100 50 70 60 7G 7
7 3-5 Hrgh FOgI- ITigh 100 100 100 100 90 98 1
7+ 2-3 High Iilgh Hrgh 100 60 50 65 60 67 8
3-i 1 Low Medium Hrgh 40 ti0 0 30 50 36 14
6 3-5 Low 1Figh Medium 25 40 10 40 80 39 13
4-6 3-5 Law Low High 25 40 10 40 50 33 15
7-8 3-5 High Mediuon Hrgh 25 50 100 40 100 63 10
~ High High 100 60 I00 40 0 60 12
16. Zoning Code
Fnforceax:nt
high ITigh High 100 60 100 70 100 86 3
Ed Proston & Associates, Inc. .
~,~~~~ sa~tegic Env~lronmen~ c~nc City of Atlantic Beach
P.QBat/7D06
m4~aooe Planning Workshop f~nalySlS eye ~ Spring, 2000
pop ooer~oe EPro~567eplcam
d
K
f~
Project Purpose
To prioritize
initiatives
WeaImesses we Strengths we want Threats we must address Opportunities we
want to strengthea~ to build from caa't ignore
Maintenance
1
Lack of a strategic
P~
I
Lack of beautifica-
tion & tree canopy
on major streets
i
Laage needs im-
pmvement
Parks
Lack of talented
personnel
Lack of mapping
Equal representation
of all areas
Poorcommunication
Lack of money
A people flyover
west to east
Adantic Boulevard
commercial area
Mayport Toad
Advancedplanning Stormwater Utilities competition Stafftraining
1 2 from JEA, JTA, 1
United Water Cant funding
Community Loss of personnel 1
irtvolvemant 2 Teenagers
Z
Existingbuiidings
A seise of commu-
~~'
Quality of Gfe
Departmental
cooperation
Natural beauty
Limitedrevenues
1
Beach
reaourishment
1
I-sided agreements
with the City of
Jacksonville
Consolidated gov-
emment
14layport freeway
Limited land for
growth and expan-
sion
Over regulation
(SJRWNID, State
interference
Traffic
Hurricane
Other natural disas-
ters
Lack of leadership
Crime /drugs
Recession
Utility efficiency
1
Computersystems
1
Salaries going up
1
Outdoor oriented
populace
Utility sorvice
district boundaries
Bedroom cammu-
nity
Beach /Ocean
Stable population
Beach renvurish-
ment
Land purchases
Uniting the comm~-
Conununication in &
out
Partnerships and
privatizing
Litigation Community center
construction now,
JTA .parks and recreation
Terrorists Economic use of the
beach
1. (: C
Ed Preston & Associates, Inc.
Planning Fadlitators
v.a eoxaaos
~, ~~~
~,~,~ e
We hey people
discover if-e best
ideas
Project
To prioritize
initiatives
Shrategic
Planning Workshop
Trends to expect in Trends to expect in
privatizing capital expenses
Recycling sewer Billing expansion
efllu~t 2
Water system Increasing expenses,
limited revenue
Utilities 1
Garbage More expensive
borrowing
Maintenance
Inflaation
Utilities billing
Annexation
Time
Takingresponsibility
for all areas in the
city
l
Environmental Analysis ~'~ Citq of AtlanticBeach
Page 2 Spring, 2000
{continued)
Trends to expect in revenues Trends to expect in Top Ideas
uh7ities
Rate study Natural increase in Expanded water & Iafrastruch~re
Z propertytax evatua- sewer lines extend. P~iug, preven-
lionsandrising ing to all areas tative maintenance,
User fees property values l ~~ repau~s
l 8
New commercial New regulations Long range
Increase in state development 1 plug
revues 8
Lower forfeitures Customer focus
A need to increase for police l Information Tech-
nology! GIS needs
revenues 6
A slowdown in the Privatizing
Anticipate increase rate of increases due Codes
in gas tax reveanues to ('united growth Takeover / competi- Enforcement,
lion threats quality of, weak
Transportation Grants uses of, zoning,
comprehensive
impacts Billingimprove- land use
Permit fees meats 5
Citiz~ and political
.:forces acting to limit Retro construction Water wars ParkDevelopment
revenue expansion 1Vlaster Plan,
Forging ofprivate / Inca water quality maintenance
Antiapate increase public partnerships 4
in sales tax with like Town Center Elimir-ation of septic Competitiveness
inflation tanks 3
Increase in bed tax
Increase in storm revues Personnel( Talent
water revenue 3
Decrease in locally
generated revenues Threatened by
debt
3
..
City of Atlamic Beach, Florida
Strategic ActionPlan -04/17144
Strategic Priority item
Estimated
Start date Estimated
Completion
Date
Status
Comme~s
1. CORE CITX PROJECT (Bob Kosoy)
a) Sanitary Sewer Improvements OSI01/00 O5/Ol/0I Bid specs out Per DEP Consent Ceder, must be ~ by 12/31!01
b) Sherry Drive 03/1S/41 10/31/Ol Contractor for Core City Storm Water Project will be instructed to co~lete Sherry
Dove first
c) Stormwater/Water
*Preliminary Design 06126/(10 C+ngoing
*Final Design 07!01/00 Ol/I5/01
*Constrnaron 04/09/01 02!15/02
2. MiIL1~YEAR FINANCIAL PLANNING
(Nelson Van Liere)
a) Develop a multi--year financial planning format fez
Atlantic Beach badget 04/10/!10 06!30/00
b) Submit Preliminary Capital Improvements Plan to City
Commission 06/30!00 08/01/00
c) Adopt Fy00/01 Budget with multi year planning 09/25/40
d) Refine project milestones and cost schedules 11/01/00
e) inventory 01/01/01
3. ZONING CODE (George Worley}
a) zoning Code revisions
*CD Board submittal to Commission 05!08/00
Aar `., 04/24/00
~~,
Strategic Priority item
Estimated
Start date Estimated
Completion
Date
States
Commems
*Adoption of code revisions by Commission 06/26/00 subject to completion of public hearings
b) Comprehensive Plan revulsion
*CDB to choose Comp Plan cons9dtat~ OS/16100 06/12100
*Comp Plan changes ready for Commission reviewlpahlic
heariags 08/31/00
*Finat adoption of Comp Plan changes 10/31/00
c) Protection of told Atlantic Beach character
*7ourt workshop with Commission/CD Board to discuss OS/31I00 joint meeting may include both discussion of zoning ordinance and Old Atlantic Beach
issues
*Presentation of recsmnmendatwons from CD Board to
Commission 07!10/00
4. MAINTENANCE OF CITY FACILITIES
a) Road maintenance (Bob Kosay)
*implement new software tracking system for
roadslinventory OS/1S/00 07J1S100
*Completion of maintenance plan 08/15/00
*Implementation of yearly maintenance plan lOrolroO
b) Street sign mau>icenance (Bob Kosoy)
*Clean/repl~e street sigma as needed o4/18100 09/01/00
c) storm drainage cBob It;OSOy)
*Improvements on W.13~ Street 09101/00 02124/01 ~j~ is ~y ~ design
*Improvements; Stanley to Jackson 06/30/00 replacement of a deteriorated storm drain
Pay ''• 04/24/00
~,..
Strategic Priority item
Estimated
S#art date Estimated
Cmnpletion
Date
Status
Comments
*impravements on Atdella Road 07/28/00 replacement of deterioratai storm drain
* ditches 09/30/00 Skate Road, Cavella Road, Aquatic Drive, and W. levy Road
*Seminole Road 02ro7ro1 osr~0/01 ~, ~, ~~
*Impravements in Royal bairn 07!01 09roz if fmided in oo-01Fiscal Year Budget
d) City.Padcs (Timmy Johnson)
*Inventory all facilities, equipment, grounds 04/18/ 06/01100
* Prioritize needed repairs, estimate cost 06!01/00 07!01/00
*Budget for repairslreplacements 07101/00 10/0I/00
5. MAPPING
a) Identify/budget and acquire necessary software and
hardware (David Tlmmpson)
b) Utility mapping overlays (Bob IC~oy)
*~ installation OS/15100
*Traming of Public Works personnel 06/30/00
*Sen+er base maps completed by constiltant : Master Plan with mapping
ongoing
*Watez ~m g ~ prey fended
Sti~egic Priority item
Estimated
Start date Estim~ed
Completion
Date
Status
Comments
*Stormwater mapping Only Core City area funded presently
P~' ~~ 0~4I24100
~.
Strategic Priority item
Estimated
Start date Estin>a#ed
Completion
Date
Status
Comments
6. INFORMATION TECHNOLOGY
5YSTEMlTEI.EPHONE SYSTEM {David Thompson)
*Select T£ Consoltant 04/05100 OS/02!00 Ongoing
*lteview existing system 05102(00 05!15/00
*Identify needs for development 05!15100 07/01/00
*lteporbing/Budgeting 07/01/00 07/15/00
*Implemeurtation ofPlan 08/15/00 Ongoing
7, UTILITY SYSTEM PLANNING (Bob Kosoy)
a) Sewer Master Plan
*60% presentation to City Cummissuon 06/12!00
*Complete e~aerucy analysis 06/30!00
*Compiete Master Planning report Ongoing
b) Water Master Plan 10/09J00 05/10/01 Contingent upon receiving budget funding
P ~;."~, 04/24!00
`~.~.. ~a