flc presentation

Slide 1: 

Public Integrity and In Government Transparency Transparency presented by City of Winter Springs Florida League of Cities 84th Annual Conference August 19-21, 2010

Slide 2: 

Presentation Team Mayor John F. Bush Deputy Mayor Rick Brown Commissioner Jean Hovey Commissioner Gary Bonner Commissioner Sally McGinnis Commissioner Joanne M. Krebs City Manager Kevin L. Smith

So, Why are We Doing This? : 

So, Why are We Doing This? The Commission has insisted on it! Times are changing and Government must change, too Budgets (municipal and household) are tighter than ever Residents are demanding it The past (or perception of it) is not tolerated And…

We Work for Our Citizens : 

We Work for Our Citizens We’re Public Servants And while (contrary to popular belief) we may not be able to leap tall buildings… We are here to assist our residents We work for them …they’re our customers!

While perceptions of Gov’t may cause some to be skeptical… : 

While perceptions of Gov’t may cause some to be skeptical… http://www.youtube.com/watch?v=dIto5mwDLxo&feature=channel

We Really Mean it! : 

We Really Mean it! We’ve put our “money where our mouth is” Our philosophy is memorialized in our Commission-adopted Strategic Plan

It’s in our Strategic Plan : 

It’s in our Strategic Plan Basic Core Values: Transparency Customer Service Fiscal Responsibility Excellence Teamwork

It’s in our Strategic Plan : 

It’s in our Strategic Plan Goals and Strategies: Improve Communication both externally with our Citizens and internally with Commission, Manager and staff (Reference: Goal 1 – Strategic Plan) Improve Transparency in all aspects of City government (Reference: Goal 5 – Strategic Plan)

Let’s talk Transparency : 

Let’s talk Transparency Transparency: Main Entry: trans·par·ent , adj. (transparency, noun) (tran(t)s-’per-ənt)* 1: fine or sheer enough to be seen through.2: a) free from pretense or deceit; b) easily detected or seen through; c) readily understood; d) characterized by visibility or accessibility of information especially concerning business practices. But, it’s not about traditional definitions or buzzwords… * Source: Merriam-Webster Online Dictionary, 2010.

Real Transparency : 

Real Transparency Rather, simply stated it’s an effort to: Keep the actions of City leaders and staff visible to the Public (e.g., our customers), and Acquire and maintain credibility with our customers By going beyond Florida Statutes and what we are mandated to do And …a real emphasis on true accountability and better communications with our customers creating a new mindset creating a new mindset

By Creating a Team : 

By Creating a Team Implemented through a shared flow of data and information between our Citizens, Commission, City Manager, and City Staff

So Everyone can Provide Input : 

So Everyone can Provide Input To ensure the maximum amount of stakeholders possible are informed and afforded the opportunity to be involved in the decisions affect the present and future of their City Plus…

Why are We Doing This? : 

Why are We Doing This? It’s the right thing to do.

Sure, it’s Not Always Easy : 

Sure, it’s Not Always Easy Communication can be challenging with 35,000 or 3,500 or 350 residents Many of whom do not attend traditional Commission meetings Some traditional methods such as direct mailings can be expensive and ineffective

But it can be done! : 

But it can be done! If we expand on what we have been doing and also look for new techniques

Expand the Toolbox : 

Expand the Toolbox Continue Traditional Methods But, expand and improve them Keeping the new paradigm in mind at all times Seek New methods via Innovation & Technology The expectation and “new norm” As they say… “Get outside the Box”

What Have We Done? : 

What Have We Done? Let’s look at some changes we’ve made and additional techniques we’ve put in place at the City of Winter Springs... Many at little or no cost!

Commission Meetings : 

Commission Meetings Public Input taken and encouraged at all Commission meetings Including Workshops & Special Meetings (memorialized by Resolution) Public is often afforded an opportunity to speak, even if the Public Input session has closed No Commission meeting extends past 10:00 pm Without super-majority affirmative vote of Commission

Commission Meetings : 

Commission Meetings Commission Meeting audio streamed live on-line Previous Meeting audio archived

“Town Hall” Meetings : 

“Town Hall” Meetings To get our customers input! Advertised heavily to maximize attendance and participation Less intimidating than formal Commission meetings

Visioning Workshops : 

Visioning Workshops e.g., Community Visioning and Business Visioning Workshops To obtain input from citizens and business owners (stakeholders) To Identify City Treasures To Identify Opportunities To Establish Vision for the Future Provides Basis for Commission Goal Setting and resulting Strategic Plan

HOA Meetings : 

HOA Meetings Encourages a more casual flow of information vs. formal Commission meeting Projects an accessible Commission/Staff Bring City Manager and/or Key Staff If topics/issues need additional information that staff can assist with Less intimidating than formal Commission meetings

“Coffee with Citizens” : 

“Coffee with Citizens” Initiated by one of our Commissioners Held at local coffee shop Can be used as a partnership with local vendor(s) Encourages a more casual flow of information vs. formal Commission meeting Projects an accessible Commissioner/Staff Have the City Manager and/or other Key Staff stop by to answer questions

Innovation & Technology : 

Innovation & Technology The “new norm” for the 21st century user

Innovation & Technology : 

Innovation & Technology Expands the Box Efficient & Effective Easily updated to ensure information is timely Ability to track utilization to gauge success Again, today’s customer expects it Many techniques can be implemented at little or no cost

eAlerts & eCitizen : 

eAlerts & eCitizen New Email Notification System Provides timely information to citizens Over 1,300 signed up and growing! Offers subscribers ability to choose those notifications they wish to receive, e.g.: Police Bulletins Boiled Water Alerts Storm Information Meeting Reminders Many more! www.winterspringsfl.org/EN/web/resident/eNotifications.htm

eAlerts in Action : 

eAlerts in Action

eAlerts in Action : 

eAlerts in Action

Winter Springs Connection : 

Winter Springs Connection Podcasts Periodic episodes with Commission & City Staff Get to know your City Staff Available on City website Also may Subscribe via RSS or Apple iTunes

Winter Springs Checkbook : 

Winter Springs Checkbook Listing of checks issued “What are we doing with your money?” Financial Reports & Budget Documents Real visibility and transparency www.winterspringsfl.org/EN/web/gov/checkbook.htm

Electronic Message Board : 

Electronic Message Board To announce City meetings and share information on City news, events, and services e.g., encourage sign up for eAlerts (synergy) Electronic, so uses are numerous Message easily changed Simple, yet effective

City Newsletter : 

City Newsletter Changed from paper to electronic Newsletter Increases usability and functionality Enables direct link to online content Saves printing and mailing costs Small amount still printed and distributed (e.g., Sr. Center, Police Dept., City Hall)

Records Imaging Program : 

Records Imaging Program Citizens have 24/7 access to City records Significantly reduces staff time on Public Records requests, thus saving money $$

City Booth at Special Events : 

City Booth at Special Events Setup at all major City Special Events Target opportunity to disseminate information about the City and City services to our Citizens All City Departments participate Provides additional accessibility of Commission and staff Other benefits We received leads on potential new businesses in our Town Center

City Booth at Special Events : 

City Booth at Special Events

City Booth at Special Events : 

City Booth at Special Events

Contentious Issue Webpage : 

Contentious Issue Webpage For contentious issues and/or issues that garner a lot of public input/concern, we often create a separate webpage to disseminate information relative to that issue Additionally, residents may sign up and receive email updates as they become available Projects openness and accessibility Saves staff time on Public Records requests

Contentious Issue Webpage : 

Contentious Issue Webpage

Internal Information Flow : 

Internal Information Flow “Internal” Communication between the Commission, City Manager and staff is also important!

Internal Communication : 

Manager and Staff send emails to Commission Sounds simple, but is efficient and effective Keeps Commission updated and informed on topics between Commission meetings Of course, within the Sunshine Law Staff interaction with Commission No “censorship” of information Utilize your Staff’s expertise Keep City Manager informed Transparency & Teamwork Internal Communication

Fiscal Transparency : 

Fiscal Transparency While we’ve enhanced our Fiscal Transparency externally (with our Citizens)… Via techniques such as Winter Springs Checkbook Effective Fiscal Transparency from an internal perspective (i.e., between Manager, Staff & Commission) is equally important A more informed Commission, especially on financial-related matters, enhances their decision-making ability and builds credibility amongst the TEAM

Transparency Techniques : 

Transparency Techniques Utilize Zero-Based Budgeting approach More budget amendments flow through Commission Keeps Commission informed Enhances Fiscal Transparency with citizens as well Reporting to Commission Provide useful, periodic financial and investment reports to Commission Depts. provide monthly reports to Commission Consultants provide status reports to Commission Enhance information provided in Agenda Items

New Agenda Item Format : 

New Agenda Item Format Commission Agenda Item format improved Resulting Sections as follows: Request Synopsis Considerations Fiscal Impact Communication Efforts Recommendation Enhances information provided to the Commission for their decision-making

New Agenda Item Format : 

New Agenda Item Format Fiscal Impact Section Provide more than just Funding Source (e.g., expenditure line item in budget) Provide Property Tax impacts and other Revenue generation Provide impact on City Services and other associated costs Increases Commission decision-making power

New Agenda Item Format : 

New Agenda Item Format Communication Efforts Section Ensures staff consciously addresses appropriate and necessary Communication Plan related to the Agenda Item Utilize a Communications Checklist to ensure no appropriate tool is overlooked Keeps Commission informed on that Agenda Item’s Communication Plan, and Provides Commission opportunity to offer input on that Agenda Item’s Communication Plan

New Agenda Format : 

New Agenda Format Then, the Agenda was expanded to include more information on each Agenda Item “One stop” reference point

Interaction with Customers : 

Interaction with Customers Customer Service is Priority One Again, we work for our citizens (Reference: Strategic Plan Goal 2 & Basic Core Value - Customer Service) Strive to provide education to our customers As to what is allowable/not allowable per Policy and reasoning behind why decisions are made Many times, citizens just want to be heard and understand why a decision was made (the way it was made) Continually seek customer service improvements

Permitting Activities : 

Permitting Activities New Online Inspection Capabilities Scheduling and status now available on-line Wireless access in field provides real time inspection results Improves Customer Service Development Handbook (under construction) Guidebook for applicants Answers many FAQ’s Saves staff time Improves Customer Service

Arbor Related Activities : 

Arbor Related Activities City Arborist personally speaks with citizens on arbor issues To educate e.g., “Right Tree, Right Place” Tree City USA Growth Award (12 years in a row) Arbor Day Event Opportunity to gain citizen input and provide citizen education Funding from Arbor permits Citizen participation and response has been tremendous!

Arbor Day Event : 

Arbor Day Event

Arbor Day Event : 

Arbor Day Event

Citizen Advisory Committee : 

Citizen Advisory Committee Communication effort by Police Dept. to share information on issues affecting Public Safety Meetings held monthly and all are invited to attend Most HOA presidents or representatives attend Attendees can share the knowledge obtained with their friends and neighbors Helps reduce crime through citizen involvement as part of the TEAM Also provides opportunity to present new Public Safety Programs

New Public Safety Programs : 

New Public Safety Programs Lock It or Lose It Police Department (including Command staff and Chief) walk door-to-door in various neighborhoods to communicate this program to residents Results: 22.6% reduction in thefts from vehicles during first six months of program implementation! Results: Many positive and appreciative comments from residents!

New Public Safety Programs : 

New Public Safety Programs Lock Box Initiated at City by one of our Commissioners Commissioner personally attended various community meetings to explain the merits and help other municipalities implement similar programs Free to those who meet certain criteria Funded with LETF (non-tax) dollars R-U-OK? House Check

Lock Box Program : 

Lock Box Program

Police Dept. Community Outreach : 

Police Dept. Community Outreach Provides opportunities for Officer interaction with the community… In an educational vs. enforcement capacity All Officers participate including the Chief Fosters a positive image of the WSPD in the community and Helps reduce crime! Here are a few examples…

Cops & Kids Fun Run : 

Cops & Kids Fun Run Chief Brunelle Capt. Wilkins

Shop with a Cop : 

Shop with a Cop Comm. McGinnis

More Police Dept. Programs : 

More Police Dept. Programs CYO (Community Youth Organization) Program COPS (Citizens on Patrol) Program VIPS (Volunteers in Police Services) Program Citizens Police Academy Central Florida Law Enforcement Explorer Academy Community Movie Nights G.R.E.A.T. (Gang Resistance Education and Training) Women’s Personal Safety Classes Internet Safety Class for Parents CPR/AED Certification Classes

More Police Dept. Programs : 

More Police Dept. Programs Officers Teach Driver’s Education at local High School Child Safety Courses - Stanger Danger, Bicycle and Helmet Safety, Computer Safety Neighborhood Watch Programs Business Watch Programs Citizen Ride-A-Long Program Monthly Police Community Newsletter Cops for Kids House Annual Charity Flag Football Relay for Life Special Needs Children Registration

Recreation Activities : 

Weather Hotline 407-327-8951 (on website) Communication effort to inform citizens/ participants of the status of scheduled activities for that day/evening Lightning Indicators at Parks Alarm Notification of Potential Weather Threats Partnerships with local youth sports organizations increases participation and saves the City money Recreation Activities

Public Works Projects : 

Public Works Projects City Staff, including the City Engineer, get out in the field to answer resident questions City Staff Resident

Public Works Projects : 

Public Works Projects Utilize Straw Ballots to gauge citizens’ desires on proposed projects Provide FAQ’s to disseminate information on frequently asked questions

Public Works Services : 

Public Works Services Water Conservation Initiatives & Drainage Consultations Informational Brochures Site visits and recommendations Many positive responses Free to residents

Other Tools : 

Other Tools Customer Kiosks Current Locations: City Hall and Senior Center Police Substation Access/Closer to customers Welcome Packets for new residents More to Come!

What’s Next? : 

What’s Next? Two (2) new Citizen Advisory Committees BPAC (Bicycle & Pedestrian Advisory Committee) Parks & Recreation Advisory Committee Winter Springs Citizens Academy Website Enhancements e.g., instructional “how-to” videos on utilization of various City services Continually seeking additional new techniques and improvements on current techniques!

Results : 

Results Results have been extremely positive and readily apparent Emails, phone calls, personal interaction, newspaper articles, attendance during public input, and more! We don’t always hit a “home run”… But, we learn from our mistakes and seek improvements

Results : 

Results Citizen mind-set is changing for the better More confidence in Commission and Staff Staff mind-set is changing for the better Productivity has been enhanced TEAM atmosphere has been created Commission’s confidence in Staff improved Credibility is key City is an even better place to live and work!

And remember… : 

And remember… Always strive to maintain Transparency and Clarity in communication

Otherwise… : 

Otherwise… http://www.youtube.com/watch?v=dIto5mwDLxo&feature=channel

Slide 71: 

Questions

Contact Information : 

Contact Information Individual contact information for the Mayor, Commissioners, City Manager and staff available on our website at www.winterspringsfl.org We’d love to hear from you!