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2008 City Innovations Showcase
Technology and Telecommunications
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4.9-GHz Public Safety Broadband Wireless
City of Cape Coral
The City of Cape Coral recently completed the first phase of a project to roll out a 4.9-GHz public safety broadband wireless network across the entire city. Phase one provided high-speed connectivity between the public safety data center and the police mobile incident command vehicle. It also allowed the city to upgrade connectivity at four fire stations from T1 lines to the secure broadband wireless network. Throughput (the amount of digital data per time unit that is delivered over a physical or logical link) is seven times that of a T1 line with essentially no monthly operating cost. The system was used to support incident management following the tornado that struck the city on September 16, 2007.
Contact: John Maclean, ITS Director
City of Cape Coral
1015 Cultural Park Boulevard
Cape Coral, FL 33990
Phone: (239) 574-0455
E-mail: jmaclean@capecoral.net
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Document Management/Storage Challenge
City of Cape Coral
The City of Cape Coral purchased a document/paper storage and management system for its files. Since its implementation, the city has imaged 1.5 million documents totaling 5 million images. This saved 9,600 man hours per year and a cost savings of $48,000. The city also created a full inventory and bar-coding system that has complemented the city records facility’s centralized scanning processes, ensuring 100-percent quality control as well as compliance with state public records laws. The program was created in-house, which resulted in an initial implementation cost savings of $30,000 that would have been spent to purchase the program.
Contact: Lynne Jennings, Records Manager
City of Cape Coral
P.O. Box 150027
Cape Coral, FL 33915-0027
Phone: (239) 574-0418
E-mail: ljenning@capecoral.net
High-Tech Recruiting
City of Clearwater
To connect with today’s tech-savvy generation, the Clearwater Police Department (CPD) worked with the city’s government television station to produce an interactive business-card-size CD-ROM to be used at recruitment fairs and replicated on the city Web site. Using modern Internet-based technology (Macromedia Flash), CPD crafted an interactive experience that incorporates video, documents and a “live” link to the city’s online application to make the process simple and attractive for recruits. CPD also launched a page on a social networking Web site to complement these efforts.
Contact: Dewey Williams, Deputy Chief
Police Department
City of Clearwater
P.O. Box 4748
Clearwater, FL 32758
Phone: (727) 562-4344
E-mail: dewey.williams@myclearwater.com
Electronic Sealed Bid Reverse Auctions
City of DeLand
The City of DeLand partnered with a company to provide electronic sealed bid reverse auctions. This platform is a real-time, secure, Web-based electronic procurement and bidding process for items or groupings of similar items estimated to cost at least $50,000. The city anticipates more supplier participation, lowered costs through increased competition, and true market value for purchases versus the traditional sealed paper bid process. As the city charter was adopted prior to the advent of the Internet, the city passed an ordinance to amend the charter to reference Internet-based bidding, and was approved by voters at referendum in January 2008.
Contact: Kevin T. Lewis, Finance Director
Finance Department
City of DeLand
120 S. Florida Avenue
DeLand, FL, 32720
Phone: (386) 626-7077
E-mail: lewisk@deland.org
Point-to-Point Wireless Communication
City of DeLand
The City of DeLand, in an effort to reduce monthly expenses and improve remote communications, has implemented a point-to-point wireless network. This point-to-point wireless network communicates to the City of DeLand’s remote locations, such as Public Works, Engineering, and Parks and Recreation departments, from City Hall’s network facility. The point-to-point wireless does not have a monthly charge, and maintenance is very economical. The wireless communications have proven to be very reliable during adverse weather conditions and maintain a consistent 30 MG connection.
Contact: David Watson, Director
Information Technology Department
City of DeLand
120 S. Florida Avenue
DeLand, FL 32720
Phone: (386) 626-7084
E-mail: watsond@deland.org
Remote PC Updates
City of DeLand
The City of DeLand’s Information Technology Department has implemented a remote update service to install and upgrade PCs using network services, which gives a technician the ability to upgrade more PCs without leaving the office. Technicians also are able to process automatic updates to the PCs at night when the users are not working. This means less down time for the employee and more productivity for the technician. In addition, the technician is able to troubleshoot issues from his or her desk without traveling to remote locations, further increasing productivity.
Contact: David Watson, IT Director
City of DeLand
120 S. Florida Avenue
DeLand, FL 32720
Phone: (386) 626-7084
E-mail: watsond@deland.org
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Customers Can Schedule Inspections on the Phone
City of North Port
In 2007, the City of North Port’s Building Department added software known as IVR (interactive voice response) that allows customers to access to the city’s scheduling database by phone. Contractors and homeowners can use the automated system to schedule and cancel inspections for their permits. This process was previously done manually by two inspection clerks. The city now is able to use those inspection clerks more efficiently within the permitting office. The IVR system also allows city inspectors access to the database by phone to update projects from the job site.
Contact: Scott Williams
Building Department Director
City of North Port
4970 City Hall Boulevard
North Port, FL 34286
Phone: (941) 429-7044
Residents Get Online Access to Building Database
City of North Port
The City of North Port doubled its population in four years. To streamline the way the city’s Building Department conducts business, the department added a Click2Gov feature in 2007 that allows contractors and homeowners online access to the Building Department’s database. Residents can see the status of their application, find the fees, and schedule and cancel inspections. The Click2Gov software also allows the city’s inspectors to access and update the database in the field on laptops. In the future, the city’s customers will be able to apply and pay online for simple permits.
Contact: Scott Williams, Building Department Director
City of North Port
4970 City Hall Boulevard
North Port, FL 34286
Phone: (941) 429-7044
E-mail: swilliams@cityofnorthport.com
Delinquent Utility Bill Notification
City of Palm Bay
The delinquent utility bill notification system automatically calls City of Palm Bay utility customers who are behind in paying their utility bills. The system notifies the customer that his or her bill is delinquent and the date water service will be cut off if payment is not made. This system has experienced an average year-to-date payment rate of 31 percent for the customers contacted.
Contact: Mike Maier, Director
Information and Innovations
City of Palm Bay
120 Malabar Road, S.E.
Palm Bay, FL 32907
Phone: (321) 952-3475
E-mail: maierm@palmbayflorida.org
Desktop Support Team
City of Palm Bay
The Desktop Support Team now is able to upgrade all end users in the network computing environment to the latest releases for Microsoft Office with the procurement of Microsoft’s Enterprise Agreement. This reduces the city’s liability for illegal software usage and licensing while assuring that all users are eligible for the latest release of Office for three years. Under this program, the Microsoft Exchange e-mail server also will be eligible for upgrades and client access licensing for the same amount of time. The city currently is deploying Microsoft Office 2007 to all users. With this upgrade, the agreement already made a hefty return on investment and streamlined the upgrade process.
Contact: Mike Maier, Director
Information and Innovations
City of Palm Bay
120 Malabar Road, S.E.
Palm Bay, FL 32907
Phone: (321) 952-3475
E-mail: maierm@palmbayflorida.org
Development Review Team Web Portal
City of Palm Bay
In the summer 2007, the City of Palm Bay launched a new Web site portal that targets developers, engineers and business owners who frequently use the city’s development review process. The site, called the Development Review Team Web Portal, allows developers to easily navigate the city’s development process. Additionally, the city provides a full-color brochure outlining the process along with the ability to subscribe to the Development Review Team E-News, a monthly newsletter that showcases the latest development information. This project was a collaborative process between city staff, the development community and the Palm Bay Chamber of Commerce.
Contact: Kimberly Kelly, Planner
Land Development Division
City of Palm Bay
120 Malabar Road
Palm Bay, FL 32907
Phone: (321) 733-3042
E-mail: kellyk@palmbayflorida.org
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Electronic Budget Document
City of Palm Bay
An improvement over the 900-plus pages of redundant line-items within the FY 2006 budget document, the FY 2008 budget is an electronic user-friendly document available online and at local libraries. Hyperlinks throughout the document, in addition to traditional bookmarks, enable the reader to instantaneously leap hundreds of pages to detailed items of interest while not overwhelming the cursory reader with voluminous line-item minutia. The previous document did not provide navigational aids, and would never have effectively reached the casual reader and/or someone unaccustomed to governmental accounting requirements.
Contact: Danette Piccolella, Management Analyst
Budget Office
City of Palm Bay
120 Malabar Road, S.E.
Palm Bay, FL 32907
Phone: (321) 952-3411, ext. 3220
E-mail: piccod@palmbayflorida.org
List Server
City of Palm Bay
The City of Palm Bay implemented a list server along with the redesign of the city’s Web site. The list server allows residents, or any interested individual, to subscribe to automated e-mails with updated information on topics of interest to them. Current lists available for subscription include official city news, parks and recreation, and traffic advisories. There are 13 lists currently available.
Contact: Mike Maier, Director
Information and Innovations
City of Palm Bay
120 Malabar Road, S.E.
Palm Bay, FL 32907
Phone: (321) 952-3475
E-mail: maierm@palmbayflorida.org
Permit Package Scanning Program
City of Palm Bay
Palm Bay’s Building Division implemented a scanning program in June 2007 to manage storage, archival records and review of current permit packages. To date, 6,972 permit packages have been scanned into the system. This allows staff to review the entire permit package via computers in the office or in the field without waiting to retrieve information from off-site storage. The program also allows large plan documents to be printed on-site rather than contracting with an off-site blueprint company.
Contact: Cathy Spafford, Chief
Building Division
City of Palm Bay
120 Malabar Road
Palm Bay, FL 32907
Phone: (321) 953-8922
E-mail: spaffc@palmbayflorida.org
User-Friendly Electronic Inter-office Forms
City of Palm Bay
Traditionally, department requests for adjustments to budgets would flow through a typical approval process, with a standard paper form being sent out for multiple signatures and the whole process taking a week or more to complete. In 2007 the Budget Office developed an Adobe Acrobat-based form with drop-down, pre-selected choices and a capacity for electronic signatures and e-mailed approvals. This has significantly cut down on the time needed for signatures from more than a week to just a few hours.
Contact: Danette Piccolella, Management Analyst
Budget Office
City of Palm Bay
120 Malabar Road, S.E.
Palm Bay, FL 32907
Phone: (321) 952-3411, ext. 3220
E-mail: piccod@palmbayflorida.org
CyberSpot
City of St. Cloud
The City of St. Cloud sponsors CyberSpot, a free municipal high-speed wireless (WiFi) network as a public service to residents, businesses and visitors within city limits. St. Cloud is the first city in the nation to offer free wireless Internet service. CyberSpot covers 15 square miles of the city by flooding the airwaves with an 802.11b/g WiFi signal. Users do not need a special access code or account log on. CyberSpot also offers a free help line, available 24 hours a day, seven days a week, for technical support related to any connectivity and access issues that may arise. Users also can attend regularly scheduled no-cost workshops, which offer general information.
Contact: Michele Bronson, Assistant City Manager
City of St. Cloud
1300 Ninth Street
St. Cloud, FL 34769
Phone: (407) 957-7301
E-mail: mbronson@stcloud.org
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Digital Recordings
City of West Palm Beach
The City Clerk’s Office has continued to improve processes by upgrading its new capability to digitally record meetings. It expanded the digital recording capability so all departments now can digitally record their meetings. Additionally, the city upgraded the recording software to allow for agendas to be uploaded into the recording file. This provides the capability for information to be added to the agenda as the meeting progresses so most of the minutes can be completed during the meeting. This initiative will save many hours of staff time by eliminating the need to re-listen to the whole meeting to compile the official meeting minutes.
Contact: Blane David Kauthen, CMC, City Clerk
Mayor’s Office/Office of the City Clerk
City of West Palm Beach
200 2nd Street
P.O. Box 3366
West Palm Beach, FL 33402
Phone: (561) 822-1210
E-mail: bkauthen@wpb.org
Elections Information on the Web
City of West Palm Beach
The City Clerk’s Office now provides its citizens with updated election information via the city clerk’s Web site. It now is possible to view the names of candidates for the upcoming election, their campaign treasurer reports, important election dates and campaign treasurer report due dates, all electronically, as well as download all candidate election forms. Also available is a spreadsheet referencing all important election dates with a link to the appropriate Florida statute or city code of ordinances Web page.
Contact: Jennifer McDonald, CMC
Deputy City Clerk
Mayor’s Office/Office of the City Clerk
City of West Palm Beach
200 2nd Street
West Palm Beach, FL 33401
Phone: (561) 822-1210
E-mail: jmcdonald@wpb.org
Electronic Document Management
City of West Palm Beach
The City Clerk’s Office has completed the transition to electronic document management. Linking to the city’s strategic priority to “engage citizens through the provision of exceptional customer service and systems to increase positive citizen, neighborhood and government interaction,” this project will satisfy many objectives. Most importantly, it provides quick and efficient access to vital city documents supporting research and public records requests, and reduces the need for additional storage of paper documents. Having documents stored electronically and more readily available to the public provides timely customer service, responsiveness and continuous quality improvement.
Contact: Blane David Kauthen, CMC, City Clerk
Mayor’s Office/Office of the City Clerk
City of West Palm Beach
200 2nd Street
P.O. Box 3366
West Palm Beach, FL 33402
Phone: (561) 822-1210
E-mail: bkauthen@wpb.org
Internet Recruitment
City of West Palm Beach
The City of West Palm Beach recently implemented a self-service Web interface that provides job candidates, as well as hiring managers, the ability to manage every aspect of finding, recruiting, hiring and tracking new employees. This capability has enabled the city to hire more efficiently; manage and share candidate profiles; increase recruiter productivity; and empower/promote candidate self-service through self-maintenance of profiles, job searches, referrals and recruitment process status. The city’s MIS and Human Resources departments collaborated on this project implementation with very limited use of external consulting assistance. The city is hoping to bring the Police Department and Fire Department recruitment procedures onboard with the new program in the future.
Contact: Usha Vargas
MIS Systems Development Manager
City of West Palm Beach
200 2nd Street
West Palm Beach, FL 33401
Phone: (561) 868-7752
E-mail: skelly@wpb.org
“Ringing” in a New Way to Park
City of West Palm Beach
In response to the growing requests from downtown visitors, merchants and workers to bring credit card payments to on-street parking, the City of West Palm Beach initiated a “Pay-By-Cell-Phone” parking program last November. Since that time, the use exceeded the city’s expectations. The system, chosen by city staff, allows the user to pay for parking with no additional transaction or monthly fees. The cost to implement was $5,000. There are currently 2,150 registered users and repeat customers exceed 110 parkers each weekday.
Contact: R. Susan Olley, Parking Administrator
City of West Palm Beach
195 N. Narcissus Avenue
West Palm Beach, FL 33401
Phone: (561) 822-1500
E-mail: solely@wpb.org
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